aiim seminar - sharepoint crossroads may 23 - bending but not breaking - speakers nolan and elazrak

Bending But Not Breaking: The Great Migration from .Net to SharePoint

Presented by Bill Nolan, Buildingi CEO

AIIM: SharePoint at a Crossroads

Washington, D.C.

May 23rd, 2013

Introductions and Agenda

• Bill Nolan, Buildingi CEO

• PKC Tool Migration from .Net to SharePoint

• Joanna Elazrak, Microsoft Lead Program Manager

• Using SharePoint for Microsoft Records Management

PKC Portal

Vendors, Contingent Staff and Contractors

Employees on Corporate Network

Enterprise Data Feeds

Building InformationProject Information

The Information Management ToolThe Project Knowledge Center (PKC)

Key Implementation Challenges

• Scalability

• Legacy application

integration

• Central permissions

management

•Automatic provisioning

• Information migration

•Single-Sign-On

(Trying to) Break the Tool

Would SharePoint scale?

• Our plan: Find the most likely breaking point, and

“fail as fast as we can”

The Scalability Challenge

What was our “break it” plan?

• Phase 1: Brute force• Large amounts of data into a single site collection

• No layer of ECM

• Phase 2: Elegant solution• Data distributed across many site collections

• ECM strategies employed

To Our Surprise (and Delight)

It didn’t break!

• In fact, PKC on SharePoint gave us: • Improved performance

• Unlimited scalability

• A user-empowering tool (site provisioning, single sign on, etc.)

• A hybrid tool (.Net and SharePoint) that allowed us to solve issues requiring custom configuration

Key Implementation Challenges

User Authentication User AuthorizationGeneral Page

Layout & Functionality

Basic Framework for Branding

SQL Connection Framework

Basic information storage (tables)

Reporting Infrastructure

Contextual Audiencing

Permissions Management

Alerts / Notification Framework

Login / Logout / interfaces

Search

Access Request / Denied interfaces

Document Download/Upload

Document segregation per

project

Document drag-and-drop

functionality

Project Users Assignment

Document tree-view

Document metadata

Online Document viewing

Static Content Management (Help,

etc.)

Activity Logging Framework

Error Logging Framework

Construction Projects

Functionality

Building Master Archive

Functionality

Customized Look & Feel

Customized Project Navigation

Custom ReportingProject Archiving

Functionality

Personal Views

Must-Haves We Got Out-of-the-Box











Search




project


functionality


Document tree-view

Document metadata



etc.)




Functionality


Functionality




Functionality

Personal Views

Additional Benefits











Search




project


functionality


Document tree-view

Document metadata



etc.)




Functionality


Functionality




Functionality

Personal Views

Explorer View SharePoint AlertsDocument Versioning

Document Content Types

Check-in / Check-out Framework

Datasheet viewItem-level

permissioningWorkflows Social Features

SharePoint Workspace

Office Connectors

RSS Subscription

SkyDrive IntegrationContent Trends

Reports

Then and Now

SharePoint UpgradeLegacy Application

Final Weigh-In











Search




project


functionality


Document tree-view

Document metadata



etc.)




Functionality


Functionality




Functionality

Personal Views

Explorer View SharePoint AlertsDocument Versioning

Document Content Types

Check-in / Check-out Framework

Datasheet viewItem-level

permissioningWorkflows Social Features

SharePoint Workspace

Office Connectors

RSS Subscription

SkyDrive IntegrationContent Trends

Reports

Enhanced the business solution

Lost the unnecessary weight of custom code

Gained additional muscle from SharePoint’s features

Thank You

Bill Nolan

CEO, Buildingi

[email protected]

Using SharePoint to Address Microsoft’s

Records Management Program

Presenter:

Joanna Elazrak

Lead Program Manager, Business Consulting

Microsoft Legal & Corporate Affairs

Agenda

Business Case

Mitigate risk

Deliver compliance-driven business solutions

Establish an information governance plan

Meet records retention and eDiscovery requirements

Manage physical and electronic records with the same consistency

Business benefit

Easier to apply one set of policies that govern access rights,

retention periods and destruction protocols, regardless of

where information is stored

Find records faster

Lower risks of noncompliance and cut storage costs

• Trying to find information needed to deliver Legal Services is time-consuming and frustrating

• Collaboration both internally and externally is occurring primarily via email

• Lost or hard-to-access information causes legal staff to re-create work when they could be spending time

developing new ideas, streamlining business processes or innovating on new solutions.

• Duplication of Work Product - productivity and cost impact

• Inefficient Business Processes

• Lack of official Electronic Records Repository

• Storing critical e-mails and documents on local drives, file shares and team sites

• Lack assurance of appropriate protection of Attorney Client Privilege and Privacy

• Limited ability to comply with Records Retention and eDiscovery requirements

• Many existing solutions provide the same functionality and existing solutions are dated and

underperforming

• Business professionals prefer to spend their time focusing on product innovation than learning how to use

new technology and applications required for collaboration

• Not all our colleagues, clients, business partners and customers use the same technology or devices

Productivity

& Process

Technology

Compliance

Business Challenges Before SharePoint…

SharePoint Capabilities

18

http://bts/

http://bts/

Utilize SharePoint to deliver

compliance-driven self-

service, document, records

and contract management

solutions that contain flexible

taxonomies to transform our

business groups with

business process automation

Vision

Envisioning Our Journey

19

http://bts/

http://bts/

Policy• Establish Compliance-Driven Policies

• Maintain Corporate Retention Schedule

• Legal advice on risks

Business Operations• Physical RM Ops

• Iron Mountain Offsite

• Scanning Team

• Disposition

Solution Delivery & IT • Record Center

• Unified Records Management

• Taxonomy

Corporate Records Management

Team

Records Management (electronic and physical)

Document Creation & Lifecycle

SharePoint Record Center(On-premise and O365)

SP 2010 URM Framework

1 2 3

45

6

Data Volume for Electronic Records

Data Entry= 1,786 entries/wk (59hrs)

Immigration documents received = 734/wk (19hrs)

Data Volumes for Physical

Current boxes in storage = 105,745

Current active physical records = approximately 2M

Why Unified Record Management

Unified hold

admin and

disposal

Active file

management

and offsite

services

Unified

retention

schedule

Unified plan

for physical

and electronic

files

IT Infrastructure

27

Engagement Process / Architecture & Consulting

Shared Services

Self-service Utility

200,000+ Regional MySites, Collaboration, Team & Divisional sites

My (Personal)

HR

Library

Finance

Legal

IT

Sales

Video

Microsoft Web (MSW)

Company Portal

Shared Extranet

Search (FAST)

Platform Solutions

Extranet

Exec Presentations

Finance - LOB

Extranet Gold

Portals

People (UPA/UPRE) Social Taxonomy (MMS)Analytics

(WebTrends, SP)Records Center

Team

My Personal

TenanciesMicrosoft Corpnet

On-Premise Corporate Records

SharePoint 2010 with URM

200 TB

O365 Microsoft Tenant

SharePoint Online 2013

1 TB + Growing

On-Premise Architecture

Records CenterIn Place or Hybrid

Site Content Transfer Records SubmissionSite (Collaboration or Work Site, Long term)

Records sent to Record Center on Site Close

In Place RecordsRecords Disposed in Site

Physical Records Management

Unified Retention Policies with Content Type Hub

Document Imaging

Content Types

Step 1: Setup Term Store

Step 2: Setup Content Types

Step 3: Setup Record Libraries

Step 4: Setup Content Organizer Rules

Term Store(Records Management

business category terms)

Content Types(64 Content Types based on Retention Policies)

Record Libraries(64 Record Libraries for

each Content Type)

Content Organizer Rules

(64 rules for each Content Type)

Records Center

Lessons Learned and NextSteps

Lessons Learned So Far…

Scenario-

based

Innovation

methodology

Trusting your

Technology

Business

Partners

Continued

validation of

architecture

with IT

Evangelism to

Leadership

using BI

Create Control Protect

Create and organize

content easily with the

help of relevant

discovered information

Manage content policy,

information architecture

and taxonomy

Reduce risk and manage

compliance with

centralized eDiscovery

tools

Record Management Future State

On-Premise Records Center Records Center in the Cloud

+ ability to share with outside partners

Bringing it together

eDiscovery in SharePoint & Exchange

Identify and

Preserve

Search and

ProcessReview Produce

eDiscovery Overview

eDiscovery Center

eDiscovery & Record Center

Keep important documents organized so they are easier to find and

clean up content that is no longer needed or on hold

Use eDiscovery Center or In-Place Records to manage document

lifecycle and holdFlexibility

Order

Easy

aiim seminar - sharepoint crossroads may 23 - bending but not breaking - speakers nolan and elazrak

Technology

information management

projectdocument dragand

sharepoint scale

microsoft records management

sharepoint joanna elazrak

hybrid tool net

single sign

single site collection