Download - 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
[email protected] @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
[email protected] @benrobb