finally! a way to make sharepoint useful

In association with: Presented by:

Finally! A Way to Make SharePoint Useful

Presented August 26, 2015


About AIIM

AIIM is the Global Community of Information Professionals AIIM believes that the information systems we use at work should be simple, secure, and available anywhere, anytime, and on any device. Our mission is to improve organizational performance by empowering a community of leaders committed to information-driven innovation. Learn more at www.aiim.org

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AIIM Presents:

Finally! A Way to Make SharePoint Useful

Host: Theresa Resek Director AIIM

Kevin Parker Sr. Enterprise Information Architect NEOSTEK

Holly Anderson Product Marketing Manager K2


Introducing our Featured Speaker

Kevin Parker, CIP

Sr. Enterprise Information Architect

NEOSTEK


HOW TO MAKE

USEFUL


Success Factor: User Adoption

User adoption requires building a solution that is useful, usable, and used.

Useful The solution helps people do their jobs better.

Usable The solution is simple and easy enough for people to use without thinking too much about how it works.

Used The solution is actually used by people.

Success = Solution is used Failure = Solution is not used


SharePoint Usage Scenarios

Typical Usage Scenarios

Common Usage Scenarios

Other Usage Scenarios

• File Share 2.0 • Team Sites

• Intranet • Document Center • Records Center • Knowledge Center • Learning Management • Collaboration Platform • Project Management • Enterprise Search

• Business Intelligence • eDiscovery • Proposal

Management • Integration/Portal • …


Is SharePoint Enough?

It depends on the business and functional requirements. SharePoint is a great foundation for enterprise information management which can be extended intelligently and interface with other systems to meet your needs.

Think through design: • Design solutions that are as simple as possible. • Utilize SharePoint OOTB with configuration as much as possible. • Determine what you absolutely need that SharePoint can’t do

OOTB with configuration. • Fill the gaps with either commercial-off-the-shelf (COTS) add-ons

and/or custom solutions.


Definitions

Out-Of-The-Box (OOTB)

Services, solutions, features, content types, list types, site types, workflows, etc. available in SharePoint without the need for custom solutions or third-party add-ons

Configuration Configuring OOTB capabilities in SharePoint through the browser, through SharePoint Designer, through scripting, or through coded configuration solutions

Customization Customizing the SharePoint code base in any way Don’t do this!

Custom Solution A custom add-on solution developed (by internal or external experts) to extend the capabilities of SharePoint

Commercial off-the-shelf (COTS) Add-On

A third-party add-on solution developed to extend the capabilities of SharePoint


Deciding what to do with SharePoint

Questions Outputs What business problems are we trying to solve?

• Business Case Problem Statement • Business and Functional Requirements • Use Cases and User Stories

What information types do you need to manage?

• Information Inventory • Information Capture Requirements

What business processes and workflows are involved?

• Process Diagrams • Workflow Diagrams

What rules and regulations apply? • Regulatory Requirements


Some SharePoint OOTB Capabilities to Consider

Features Sites & Site Collections

Site Types & Templates

Managed Metadata Site Columns

Content Types Lists & Libraries

Content Type Hub

Content Organizer Navigation

Search Workflows Event Receivers Security

Business Connectivity

Services

You must understand what SharePoint can do to design well!

These are some key capabilities to consider. There are more!


Options for Extending SharePoint

Configuration Add-On Solutions Through a Browser

Using PowerShell

Using SharePoint Designer

Creating a Solution in Visual Studio

COTS Add-On Product

Custom Add-On Solution in Visual Studio

Good for prototyping and for small, ad hoc scenarios

Best for most configuration tasks; can be used to keep configurations consistent in multiple environments

Okay for some simple tasks, but not recommended for most uses or for serious development

Great for defining content types, lists, workflows, event receivers, and branding solutions that can be fully controlled and reused; requires a higher level of expertise

Best for extending SharePoint capabilities for specific requirements like forms, workflows, capture, and records management

Best for very unique situations where no good COTS add-on exists to meet business needs; requires a higher level of expertise and costs much more

Usually: A Combination of Options


SharePoint Custom Solution vs. COTS Add-On

Custom Solution COTS Add-On Product

Pros • Can be developed to fit your specific requirements

• Control architecture • Leverage in-house development

expertise

• Shorter time to delivery • Usually less expensive (Total Cost of

Ownership) to acquire and maintain • Better user experience and bug fixes • Clearer upgrade/migration path

Cons • Longer time to delivery • Usually more expensive (Total

Cost of Ownership) to create, test, debug, secure, and maintain

• Requires rework for later upgrades/migrations

• Little or no control over architecture • May be difficult to find a product

that suits your needs if your situation is very unique


Example Areas for Making SharePoint Useful

Forms & Workflow

Capture & Recognition

Project & Case Management

Records Management

SharePoint OOTB

Simple workflows configured through the browser or SharePoint Designer; forms based on list content types

Reliance on scanner tools for scanning, indexing (e.g., OCR and tagging), and upload; some options for indexing OCRed PDFs for search

Site provisioning through the browser using saved site templates; site-based retention (starting in SP 2013)

Records Center, content organizer, and IM policies configured for specific content types

Custom Solutions

More complex workflows and custom forms through Visual Studio

Custom solution to handle scanning directly into SharePoint and performing OCR; custom iFilter

Custom site provisioning solution with coded site templates; connection to a CRM or PM application

Enhanced file plans or storage using a custom solution; connection to other records systems

Best-of-Breed COTS Products

Robust business process management using intelligent workflows and forms built with a business rules engine

Scanning directly to SharePoint with recognition, indexing, and routing capabilities

Simplified configuration, provisioning, and management of case sites based on pre-defined templates

Certification to local standards (e.g. DoD 5015.2-STD); usable file plan builder; event-based retention


Considerations for Selection of COTS Add-Ons

• Does the solution meet the essential requirements for our scenario?

• Does the solution work in our environment? (Office 365? Cloud? On-Prem? Hybrid?)

• Does the solution install on top of SharePoint, or does it require additional servers and connect to SharePoint by other means?

• Does the solution require client software installation, or is it completely server based?

• What expertise do we need to support this solution? • What are others saying about the vendor? What is their track

record? Are there relevant case studies available? • Think mobile first and cloud first.


Build the Business Case

Clearly define the problem

Present the alternatives

Present the preferred solution

Justify the cost (TCO and ROI)

Present a blueprint and roadmap


Connect with Me

Kevin Parker, CIP

www.neostek.com | [email protected]

Twitter: @JKevinParker

LinkedIn: www.linkedin.com/in/jkevinparker

http://www.neostek.com/

mailto:[email protected]

https://twitter.com/JKevinParker

http://www.linkedin.com/in/jkevinparker


Introducing our Sponsor Speaker

Holly Anderson

Product Marketing Manager

K2

65% of SharePoint customers turn to 3rd party tools to meet their needs

Forrester Research “SharePoint Adoption Faces Three Barriers”

Things to Consider

Easy-to-use Enable technical and non-technical users with tools that are intuitive, easy-to-use and easy to maintain Current architecture Ensure fit with your current architecture – SharePoint, LOB systems, on-premises, cloud-based or hybrid Plan for the future Find tools that work for your business today and will grow with you as necessary

Experience Find an experienced vendor to help navigate the complexities of SharePoint

SHAREPOINT K2 APPIT FOR SHAREPOINT

Workflow and forms apps for SharePoint, in

the cloud

APPLICATION

Office 365 Existing

Subscription

CAPABILITIES

WHERE CAN APPIT BE USED?

SharePoint 2013

On-premises

Office 365 New

Subscription

LOB INTEGRATION

WHAT DO APPS LOOK LIKE? Filterable and searchable central task list

Simple to advanced forms

Simple to advanced workflow

Go mobile

Out-of-the-box reports

Out-of-the-box reporting portals

Real-time visibility with the View Flow report

Assemble your own user performance reports

REPORTS

Package up and deploy apps onto other environments.

Track and retry workflows in error state

Manage users, workflows and security.

SETUP AND ADMINISTRATION

Visit Appit.com for more information, additional whitepapers, and

webinars


QUESTIONS?


AIIM Resources

www.aiim.org/research Download AIIM Studies

http://www.aiim.org/research

aiim.org/training

• Enterprise Content Management Improve customer and staff engagement, ensure compliance, and automate business processes.

• Business Process Management Map, design, and automate operational processes for your organization using a combination of strategies, change management, and technologies.

• Taxonomy & Metadata Optimize navigation, findability, and information discovery through content classification.

• Information Governance Create an information accountability framework that reduces costs, manages risk, and optimizes value.

• Managing Records & eDiscovery with SharePoint 2013 Manage records, ensure compliance, and prepare for civil litigation requests.

• Electronic Records Management Know what to keep and what to discard as volume, variety, and velocity of digital information intensifies.

AIIM Training


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Enterprise Content Management (ECM)

Business Process Management (BPM)

Capture & Scanning Collaboration Content Analytics

Electronic Records Management (ERM)

Information Governance Search SharePoint Taxonomy & Metadata Web Content Management

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