sharepoint extended - leaders in the design and …€¦ · · 2011-09-01twilight – sharepoint...

Steve Lapwood 30 August 2011

SharePoint Extended

Twilight – SharePoint Extended

500,000,000 emails sent, and 25,000,000 searches in 10 minutes!

Source: Worldmeters.info


Source: AIIM Industry Watch - State of the ECM Industry 2011


CONTENT CHAOS

“Lack of confidence in the accuracy, accessibility and trustworthiness of electronic information has remained at 40%.

However, there is a three-times improvement in confidence from those who have implemented a full ECM system”

Source: AIIM Industry Watch - State of the ECM Industry 2011

The Black Hole of Information


TOO MUCH CONTENT

TOO MUCH CONTENT AND NOT ENOUGH USEFUL INFORMATION

Information “stewardship” vs “ownership” • Private stores

• Non-searchable stores

• “Hidden” content

• Duplicates

Files shares • Burgeoning volumes

• Nested directories

• Naming conventions

• Finding stuff

MORE USEFUL INFORMATION

“Information” is content with context Related content stored together

Content classified with metadata

Easier to locate, greater value

“Better search tools”? Better metadata

= content in context = better search results = greater value = improved performance

Auto-metadata “nirvana”

“Single” content store that everyone uses Single place to out and find stuff

Single place to do stuff

Single version of the truth


CONTENT GROWTH VS INFORMATION VALUE

Value

Growth

Time

Information Management

& Search Tools

Volume

What Can We Do About It?


TYPICAL NEEDS

Content Management Document Management

Enterprise Search

Content Lifecycle

Email Comms LoB Systems

Records Management Emails as Records

Information Required

Information Policies

Existing Stores

Direction and Strategy

Business Initiatives

Solution Approach

Ben

efit

s R

ealis

atio

n

Tech

no

logy


A SOLUTION STACK

SharePoint 2010

Office 2010 Outlook

2010 Lync 2010 CRM 2011

RecordPoint 3.x OnePlaceMail 5.x

Classification Scheme

Governance Framework

Migration Strategy and Tools

Vision and Roadmap

Analysis and Design

Implementation and Deployment

Pro

gram

me

Man

agem

ent

Infr

astr

uct

ure


SharePoint 2010 – 6 SYSTEMS IN ONE

Integrate other

systems

A single place to go:

Intranet, Extranet,

Portal, Website

Manage your

information better Find your information

when you need it

Business intelligence

to support decision

making

End users

contribute the

content and share

information with

each other


MANAGE YOUR CONTENT – IT’S CREATED TO BE USED

1. Capture 3. Deliver

Forms Documents

Web Content

Versioning

Security

Workflow

Data 2. Manage and

Store Business

Information

Digital Assets

Searchable Classification

Apps Data Stores

Findable Usable


WHAT DOES “good” LOOK LIKE?

Create/Capture Store – Share – Collaborate – Review Find - Consume

Content Store - Knowledgebase

Office

Intranet

Outlook

Mobile

CRM

RecordPoint

www.recordpoint.com.au


RecordPoint delivers a

comprehensive PRA compliant

records management solution built

into SharePoint with a seamless end

user experience


PHYSICAL OBJECTS...

COMPLIANCE REQUIREMENTS - WHAT NEEDS TO BE MANAGED?

ELECTRONIC FILES

Office documents

Email

Images

Website content

Databases

Audio / Video files

Wiki entries

Blog posts

21

Printed documents

Letters

Film

Certificates

Fax

Forms


Lift the Burden from your End-Users


Use rules to map business (information) processes to

Records Management system

Business Processes

Records System

A MORE PRACTICAL APPROACH


RecordPoint

Permanent Review 10 yrs

Destroy in 7 yrs

Co

llab

ora

tio

n s

ites

Ru

les

Engi

ne

• Content Type Rule • Location/ Site Rule • Controlled Vocabulary Rule

http://sharepointpilot/groupareas/servicetransormation/cio/OSP/Project Documents/Sharepoint Checklist Guide.pdf


Access Control

Audit

Version Mgmt

Search

Workflow

SharePoint

Content Mgmt

RecordPoint

Classification

Rules Engine

Security

Disposal

Compliance


• All about the end user

• Easy to use interface - Microsoft SharePoint

• Familiar Business Language not RM Language

• RP interprets User Inputs into RM Outputs

• Maps user activities to RM (not the other way around)

• No Client software needed – all web based

• Rich and extensive rules engine

• Leverages industry leading Microsoft SharePoint platform

• Single SharePoint platform – no need for 2 repositories.

• Fully VERS Certified (1 through to 5)

• Local team with local support

WHY RecordPoint IS DIFFERENT

OnePlaceMail

www.scinaptic.com


Realise the power of SharePoint

2

3

1

Drag & drop

multiple emails

and/or

attachments

Automatic

capture of email

metadata

Optional display of Upload

Window

- Efficient filing into complex

folder structures

- Complete

addition Columns

OnePlaceMail

Implementation Considerations


SOLUTION DELIVERY FRAMEWORK

Strategy Vision

Roadmap Governance

Business Requirements Business Classification Solution Architecture

Technical Architecture

Implementation Plan Integration Strategy Migration Strategy

Deployment Strategy

Training Go-live

Migration Change Management

Post-Pilot Review

Pilot Sites RecordPoint/OnePlaceMail

Implementation Walkthroughs


BUSINESS CASE CONTENT - EXAMPLE

1. Reference • Project name/reference • Origins/background/current state

5. Deliverables • Outcomes, deliverables and benefits planned (with metrics)

• Organisational areas impacted (internally and externally)

• Key stakeholders • Dependencies

2. Context • Business objectives/ opportunities • Business strategic alignment (priorities)

6. Workload • Approach • Phase/stage definitions

• Project activities • Technical delivery activities • Workload estimate/ breakdown • Project plan, schedule & critical

path • Execution plan

3. Value Proposition

• Desired business outcomes • Outcomes roadmap • Business benefits (by outcome) • Quantified benefits value • Costs/ROI Financial scenarios • Risks/costs of not proceeding • Risks (project, benefits & business)

7. Resources • Project leadership team • Project governance team • Team resources • Funding

4. Focus • Problem/solution scope • Assumptions/constraints • Options identified/evaluated • Size, scale & complexity assessment

8. Commitments Required

• Project controls • Reporting processes • Deliverables schedule • Financial budget/schedule

Source: Wikipedia

• Outcomes roadmap • Business benefits (by

outcome) • Quantified benefits value • Costs/ROI Financial

scenarios

• Outcomes, deliverables and benefits planned (with metrics)


Governance Framework

Business Transformation

Information Management

Content Management

Integration

Migration Tools

ECMS Solution

HOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES

Operational

Outcomes


INTEGRATION POINTS

Office, Outlook, Visio • documents, metadata, email,

notifications, calendar, offline, workflow

Active Directory • access security

• User profiles

Intranet • document store, contacts, helpdesk

log, staff directory, photos

Scanning devices • .pdf, OCR

Reporting • documents

• dashboards

LoB applications • documents

• data aggregation

• launch application


MIGRATION

Source • Physical documents

• File shares

• Controlled documents

• Intranet

• LoB applications

Tools • Bulk scanning, OCR

In-house, out-source

• Bulk migration (eg AvePoint)

Content, metadata, access & permissions

Processes • Cleansing, de-dup’ing, “spring clean”

• Re-classifying

Deployment • Big bang, long bang, phased


Information architecture Intranet “home”

Site collection/sites

Navigation

Taxonomy hierarchy Content types

Metadata standards

Keywords and Terms Security access and permissions Records management rules

Classification scheme

Retention and disposal

INFORMATION MANAGEMENT


Programme Governance Sponsorship

Vision

Programme Management

Operational Governance Policies

Roles and responsibilities

Processes and procedures Functions

Content

Deployment

Infrastructure

GOVERNANCE FRAMEWORK


Functionality Function exposed to users

Content Structure

Source

Migration

Process BAU

Project

Governance for changes

Change management Communications

Training

Support

BUSINESS TRANSFORMATION

Summary


Exponential information growth

Information black holes

SharePoint extended RecordPoint

OnePlaceMail

Implementation considerations Business case

Solution delivery

Outcomes delivery

Questions?

Thank You