how to run ecm projects

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Clarity. Direction. Confidence.

RUNNING ECM PROJECTS

Ben Robb

MVP, SharePoint Server

CTO, cScape

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About meMicrosoft MVP for SharePoint Server for the past 4 years

CTO of Microsoft Gold Partner cScape

Subject Matter Expert, MS LearningDevelopment Pro exams

ECM Implementers course

Specializing in Enterprise Content Management, Business Process Automation, Search and Business Intelligence solutions

ben@cscape.com @benrobb

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Agenda

What is ECM?

Starting a successful project

Key project tasks and milestones

On-going investment

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WHAT IS ECM?

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Enterprise Content Management

“… the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's structured and unstructured information, wherever that information exists.”

AIIM

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Enterprise… Content… Management

ContentAny information your organization has – documents, web pages, emails, wikis, records

ManagementHaving consistency for managing your information lifecycle, organizing and storing your content efficiently

EnterpriseAcross your whole organization, creating strategies and policies for effective communication, dealing with large scale scenarios

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Types of ECM

Document Management

Knowledge Management

Records Management

Web Content Management

Digital Asset Management

User Generated Content / Social Content Management

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Drivers for formal ECM strategies

Regulation

Security

Cost savings

Speed of access to information

Consistency

Streamlining business processes

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ECM in SharePoint 2010Content Organizer

Managed Metadata Service

Content Deployment

Information Lifecycle Management

eDiscovery and eHold

Security trimming

Records Center

Document ID

Auditing

Version control

Web Content Management

Retention Policy

Barcodes

Document Sets

Approval workflows

Enterprise Search

Search refiners

Core Results Web Part

Content Query Web Part

Wikis

Email-enabled document libraries

Taxonomy driven navigation

Rich Media support

Web Analytics

Blogs

Comments and Ratings

Business Connectivity Services

Reusable content

Disposition workflows

Feedback workflows

Entity Extraction

Sites

Communities

Content

Search

Insights

Composites

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STARTING A SUCCESSFUL PROJECT

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Set up the project teamExecutive sponsor

Project manager

Core stakeholders / business owners

Subject matter expertsCompliance / legal

HR

Finance

Other key business functions

ITOperations

Support

Development

End users

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Do your basic research early

Discover what drives your senior management team

Find out what your key stakeholders need

Gain insight into company-wide trends

Leverage logs and existing metrics

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Find your content

Local hard drives – where other people cannot find and consume this content. This kind of content is completely hidden from IT and does not get backed up and managed.

File system stores – where there is some limited IT governance and backup, but no version control or workflow.

Exchange public folders – where there are scalability and findability issues.

Existing content stores – such as:Tactical / departmental systems

Web content management systems

Previously implemented ECM solutions

Legacy systems – which may be phased out

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Build a clear and robust business case

The Intranet Portal Guide by David Viney

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Work out your success criteria

And how you are going to measure them

See IW411: Achieving Return of Investment with SharePoint [Brad Smith]

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KEY PROJECT TASKS AND MILESTONES

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Project methodologies - Waterfall

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Project methodologies - Agile

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User Centered Design

Assess Define Create Build Evolve

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Workshops

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Prioritize your requirements

Big hittersQuick wins

Moneysinks

Low hangingfruit

Cost / ease (high to low)

Val

ue

(lo

w t

o h

igh

)

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Change management

Mechanical change focuses on processes, systems, technology and structures within an organization.

Human, or psychological, change focuses on the softer side of change: how can we effectively change people’s attitude and behaviour, and what impact does that have on them

You need to deal with both sorts of change

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Extending SharePoint functionality

Build vs. Buy

Push back on functional requirementsThe 90% rule

Understand Software Development Lifecycle issues

Set up Governance processesCoding standards

Deployment processes

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Communications planning

ECM projects affect a wide audienceGood communications planning is essential

Communicate negatives as well as positivesAn open team will engender trust

Consider maintaining a team blog to keep the wider organization informed

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Content migration

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Launch planning

How to survive the j-Curve of user satisfaction

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ON-GOING INVESTMENTS[Are we there yet?]

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Governance

Information GovernanceContent lifecycles, information architecture, taxonomies, security, Acceptable Use Policies, audits

IT GovernanceChange management, capacity planning, maintenance and monitoring standards, BAU / DR planning

Project GovernanceChange management, risks and issues, coding standards, working policies

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Governance framework

Strategic Governance Committee

• Provides guidance and direction over general ECM strategy• Ensures clear lines of communication with users

Governance Working Parties

• Provides expert advice and implementation plans for ECM governance initiatives• Common initiatives are Content Lifecycle, Security Policy, Acceptable Use Policies, Development Standards, Taxonomy and Site Maps.• Contains subject matter experts and key stakeholders, and reports back to the Strategic Governance Committee

Operational Support

• IT Operations via a Change Advisory Board• Content Panel to ensure implementation of content lifecycle, file plans, taxonomy and business processes• Provide mechanisms to report back to the Strategic Governance Committee based on implicit knowledge of behavior (via analysis of user behaviour) and

explicit knowledge (by running surveys and asking users for feedback)

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Governance best practices

Change job descriptions across the business to include governance roles.

Accept what you cannot change

Do not put everything into one big document

Meet regularly and allow enough time, especially in early sessions, to consider every issue.

Use SharePoint to store, share and manage your governance processes

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Analysis and metrics

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The long “wow”

Don’t try to build everything at once Surprise and engage your usersagain and again over time

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Key takeaways

ECM projects are like any other projectCommunication, planning and governance are critical for their success

Do your basic researchFind your content

Discover business priorities

ECM projects are never one off projectsThink about roadmaps, and don’t try to build Rome in a day

Build measurement and reporting into your solutionProve your business case for future enhancements

BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

THANK YOU

ben@cscape.com @benrobb