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EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices
The document outlines the best practices for enterprise content management (ECM) with SharePoint 2010 offered by EPC Group, detailing their services, expertise, and methodologies. It emphasizes the capabilities of SharePoint 2010 as a comprehensive collaboration and content management platform capable of replacing various legacy systems, while also highlighting features related to records management, metadata handling, and document organization. EPC Group's experience and methodologies aim to ensure successful implementation and scalability of SharePoint within organizations for long-term efficiency and compliance.
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EPC Group SharePoint 2010 Enterprise Content Management - ECM Best Practices
- 1. EPC Group’s SharePoint2010Enterprise Content Management (ECM) Best Practices – “High Level Overview”
- 2. About EPC GroupSharePoint2010 and Project Server 2010 Offerings Include:Enterprise Content Management Systems based on Microsoft SharePoint Server 2010SharePoint 2010 (SharePoint Server 2010 \ SharePoint Foundation 2010) DoD Compliance SystemsIntranet and Internet facing implementations (SharePoint Server 2010, SharePoint Foundation))Health Check and Assessment Initiatives – Preparing for SharePoint 2010 \ Phase 0 ApproachSharePoint Support Contracts for Organizations throughout the U.S.Custom Application, Web Part, Security Models and Workflow DevelopmentMigration initiatives for SharePoint 2007 to 2010 or LiveLink, Documentum, FileNet to SP 2010KPI, Dashboard, and Reporting Solutions (Complete BI Solutions via PerformancePoint 2010)Tailored SharePoint Training (either onsite or remote)SharePoint Roadmap development: 6, 12, 18, and 24 monthsEnterprise Metadata Design \ Retention Schedule Development – True Records Management ExpertsWebpartgallery.com
- 3. Presenter: ErrinO’ConnorFounder & CEO of EPC Group.net
- 4. One of thenation’s leading SharePoint implementation firms with over 650 successful SharePoint implementations
- 5. Author with theEPC Group team: Microsoft SharePoint Foundation 2010 – Inside Out
- 6. Author of WindowsSharePoint Services 3.0 Inside & Out by Microsoft Press
- 7. Has completed 140+SharePoint Implementations in the Past 10 years
- 8. Has worked onsome of the largest SharePoint deployments to date (400,000+ Users)EPC Group FactsFounded in 1999- The Nation’s Oldest and Most Experienced SharePoint Integration Firm (Houston, Texas | Chicago, Illinois | Bethesda, Maryland | New York, New York)Microsoft Gold Certified Partner with Top SharePoint & Project Server Competencies Member of Microsoft SharePoint and Project Server TAP 2007 & 2010 Beta Test ProgramsCurrently Executed over 600 SharePoint Engagements throughout the GlobeHistory of executing some of the largest SharePoint Deployments in the history of Microsoft SharePointPatent Pending SharePoint Implementation MethodologiesMicrosoft SharePoint Foundation 2010 Inside Out Dive in to Microsoft® SharePoint® Foundation 2010Windows® SharePoint® Services 3.0 Inside Out
- 9. Implementing a SharePointCenter of Excellence(SharePoint COE) Organizations throughout the globe have implemented or will implement Microsoft SharePoint as a primary collaboration or content management solution within their organization. EPC Group has developed proprietary SharePoint Center of Excellence methodologies that will guarantee SharePoint is reliable, useable, scalable, and maintainable as well as a core foundation of your organization to ensure its long-term success.
- 10. SharePoint in theNow! (From Tahoe to 2010)
- 11. SharePoint in theNow! (SharePoint Timeline)
- 12. SharePoint in theNow! (SharePoint Timeline)
- 13. SharePoint in theNow! (SharePoint Timeline)Windows SharePoint Services 3.0 (2007) (WSS)Microsoft Office SharePoint Server 2007 (MOSS)
- 14. SharePoint in theNow! (SharePoint Timeline)Windows SharePoint Services 3.0 (2007) (WSS)Microsoft Office SharePoint Server 2007 (MOSS)
- 15. Microsoft SharePoint 2010TheBusinessCollaboration Platformfor the Enterprise and the WebSitesConnect and Empower PeopleCommunitiesCompositesCut Costs with a Unified InfrastructureContentInsightsRapidly Respond to Business NeedsSearch
- 16. What is EnterpriseCollaboration?Connecting…PeoplePeoplePeopleOrganizationsOrganizationsPeopleIdeasInformationCustomersOrganizations
- 17. How Do YourPeople Collaborate Today?Issues & Limitations?PhoneConsumer Social NetworksEmailFace-to-FaceFaxMessagingFile SharesPaper-based
- 18. Secure, Cost-Effective Collaborationin SP 2010Collaborate securely across products, technologies, and organizational boundaries.EnterpriseExtranetInternetTeamDivisionIndividualBusiness Applications (SAP, data warehouse, custom, etc.)
- 19. SharePoint 2010 |An IT Paradigm ShiftSharePoint Server 2010 (by itself) can replace:
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- 29. Java-based IntranetsSharePoint 2010| An IT Paradigm ShiftSharePoint 2010 is a Platform that EPC Group has identified that can replace at least 50 different disparate or existing content management, Intranets, and Knowledge Management systems to be your organizations ecosystem for the: Intranet Solution
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- 34. Business Process AutomationPlatform (i.e. Workflow)
- 35. Application Development PlatformTheSharePoint RM Feature SetSharePoint Server 2010 FeaturesRecords M. Feature AreaIn place records managementMetadata-driven, hierarchal file plan in the archiveRecordizationeDiscovery and HoldeDiscovery searches over any SharePoint contentArchive results or leave on an in place holdFile Plan Report shows overview of content management policiesPer item audit log reportsAuditing and ReportingRetention and ExpirationIn place records managementMetadata-driven, hierarchal file plan in the archive
- 37. How do Iprepare for litigation and eDiscovery?Business Problem #1
- 38. Litigation and eDiscovery– How to PreparePrimary focus should be on up front preparationAppropriately enforced retention policiesConfigure the system to track appropriate actions (auditing)Leverage existing search technology during discovery process“Custodian based approach” to eDiscovery doesn’t work in a collaborative environment
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- 40. In Place RecordsManagementRecord lock down, record retention polices
- 41. Workflow and RecordsRecordstatus driving business decisionsWorkflow creating recordsDeclare Record action in SPD
- 42. E-Mail ArchivingExchange 14offers alternatives to PSTs via an online archive of e-mailAllows cheaper storage for the less frequently used contentPolicies can drive e-mail to the archive
- 43. How do Iscale my compliance solution to the enterprise?Business Problem #3
- 44. HubScale and DistributedArchitecture…SC2SC1To scale to 100s of millions of records, we’ll need to distribute the data to several databases and sitesO14 includes features to ensure centralized management of this distributed dataThe content organizer distributes submissions across the sitesContent types are shared across site collectionsCentralized eDiscovery searches across all sitesFAST Search ensures a unified retrieval experience
- 45. Microsoft SharePoint 2010TheBusinessCollaboration Platformfor the Enterprise and the WebSitesConnect and Empower PeopleCommunitiesCompositesCut Costs with a Unified InfrastructureContentInsightsRapidly Respond to Business NeedsSearch
- 46. Microsoft SharePoint 2010RibbonUISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards SupportBusiness Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSSTagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg BrowserSitesCommunitiesCompositesPerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivotContentInsightsEnterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList EnhancementsSearchSocial RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline
- 47. Microsoft SharePoint 2010:ECM (Content)ContentEnterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList Enhancements
- 48. EPC Group’s SharePoint2010 ECMBest PracticesBest Practices with Managed Metadata & Term Sets
- 49. Let’s take afew steps back…TerminologyWhat is ECM?Enterprise Content ManagementThis is an electronic method of maintaining files within an organizationWhat is Metadata?Data about DataDescription of a file, for example an Invoice can be described by: Invoice #, Client, Invoice Total, Invoice Date, Expiration Date, Associated DivisionTerminology
- 50. SharePoint 2010 forRecords ManagementSearchUsers can quickly and easily locate business critical documentation via SearchSearch crawls contents of Office Files and certain PDF filesMetadata helps to build search as wellCan crawl other line of business systemVersioningAutomatically tracks versions of documentation One version of the truth Eliminates multiple copies of a document being stored on users personal computers and file sharesKnowledge ManagementEliminates the loss of corporate intellectual property associated with employee turn over
- 51. SharePoint 2010 forRecords ManagementSecurityManages security of files efficiently and easily LegalAllows automated management of Records Retention Policy Offers eDiscovery for applying Legal HoldsAuditingOpening or downloading documentsViewing items in lists, or viewing item properties Checking out or checking in items Moving or copying items to another location in the site Deleting or restoring items Going GreenSaves paper and time by automating paper and time intensive processes
- 52. Typically comes intwo forms:TaxonomyHierarchy of termsFolksonomyMesh of termsMore flexible – letting people choose their own tagsLack consistencyEnable a wider variety of unexpected terms to be usedMetadata
- 53. Managing contentExpirationLifecycleArchivingFinding contentSearch SortingFiltering Why Metadata
- 54. 2010 gives us4 types of metadata:Document propertiesAssociated with client and really nothing to do with SharePointList/library propertiesColumns being used in SharePointManaged metadataNew feature in 2010, runs as a service like search and other services that benefit from central managementSocial tagsReally part of MMS, and organize into a tag cloudMetadata in SharePoint
- 55. What are they?AType of Document i.e. Email, Fax, Invoice, Contract, Resume, Statement of WorkDefine the following:MetadataInformation Management WorkflowDocument TemplateDocument Information PanelContent Types
- 56. Multiple workflows canbe attached to a Content TypeSome common workflows include:DispositionApprovalPublishingContent Types - Workflow
- 57. Content Types –IMPInformation Management Policies allow organizations to take control of it’s content with:Policy StatementsRetentionAuditingBarcodes Labels
- 58. Content Types defineMetadata This includes managed metadata!Content Types – Metadata & IMPInformation Management Policies allow organizations to take control of it’s content with:Policy StatementsRetentionAuditingBarcodes Labels
- 59. A hierarchical collectionof centrally managed terms that you can define and then use as attributes for itemsin Microsoft SharePoint Server 2010.What is Managed Metadata?
- 60. Managed KeywordsManaged TermsSimplywords or phrasesOne per content typePart of a single, non hierarchical term set called Keyword SetAlways for ‘folksonomies’Managed Keyword Control – allows users to select from all managed keywords and termsMultiple values by defaultEnd user can enter new valuesSingle or multi-value fieldMultiple columns on a list, library, or content typeInclusive/exclusive filteringMUI enabledMost recently usedTree Picker controlManaged Keywords
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- 62. Managed Metadata pullsit’s choices from a Term Set housed in the Term Store (database)There can be multiple term sets within a Group within a Managed Metadata ServiceThere can be multiple Managed Metadata services within an organization depending on security needsSite Collections consume from the managed metadata services including the Content Type HubManaged Metadata Continued
- 63. A database inwhich managed metadata is stored in the form of term sets and termsGroups are the containerMany term sets per groupTerm Store
- 64. A collection ofterm setsMany groups per term storeUsed as security boundaryEach term set has it’s own ACLsAllows for custom sort orderAnd other unique settings like notification and open submissionTerm Set Group
- 65. A collection ofterms that are arranged into and stored as a hierarchy or flat listOne instance of source term30,000 terms per term set1000 term sets per term storeEach term can have many term labels to represent a synonym of that termTerms can support languages through translation.Term Sets
- 66. A word orphrase that can be associated with an Object in SharePoint Server 2010Two types: managed terms and managed keywordsMerge, delete, deprecate, translate, moveSynonyms, description, translations, custom propertiesImplemented through managed metadata site columnTerms
- 67. This is anew column in 2010, extremely powerfulAllows us to specify the centrally managed term setUsed to enforce termsAdded to new or existing content typeManaged Metadata Column
- 68. More consistent terminologyBettersearchBeing able to automatically update all document properties centrally Being able to use the term sets as search refiners/filtersBenefits of Managed Metadata
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- 71. Information Architecture ConsistentTerminologyNavigation FilteringArchiving/Retention/DeletionBetter Search ResultsMore MetadataSynonymsAdoptionMaking it easy on the usersReduce trainingWorkflow Governance & MMS
- 72. Managed Metadata columnsonly work in the browser or in Office 2010 ClientsCan’t edit in clients 2007 and laterCan’t edit in datasheet viewNo way to bulk tag items, must be edited individuallyPoses big problems for large migrationsDown side of Managed Metadata
- 73. Time spent hereis time well spentDesigning and Planning an SharePoint ECM Solution
- 74. This is agreat starting point for any ECM ProjectWhen it’s already defined it can save a lot of timeUse it for conversations with legal counsel about design goalsGives us an idea of what are considered records and need additional managementRetention Policy
- 75. A Tiered attributearchitecture that provides flexibility to support processes, functions, and local needsRelated to the Metadata Model, a new ECM Solution will:Deliver the Global/Core Attributes to support the systemRecommend opportunities to standardize labels and definitions for Extended Attributes, but the business decides what they will mandateImplement the architecture to support Extended and Local AttributesThe business is responsible for developing the master data sourcesEPC Group’s ECM Model
- 76. ECM Metadata Model ExamplesAuthor, Date Created, Modified By, etc.Contract Expiration Date, Bank Location, etc.Software Type, Job Description, Part Number, Invoice DateVaries by local need and needs to be defined by the local business units, country, region
- 77. Is required forall documents coming into an organizationApply the Global Metadata to the Parent Content Type that all future content types will inherit fromSometimes multiple Parent content types are required based on needs for retentionParent Content Types are never used in a document library for loading content toA base Organization Document can be built directly off the parent as a good default Document for all libraries – example FRBNY DocumentThe Global– Start here
- 78. Is the nextlayerThink of these as the files types or document types that every user within an organization may useCommon Examples:EmailPresentationFaxPhotoPolicyProject FileThe Core
- 79. Take time todefine the Core set of Content Types and associated metadataThese content types and metadata are typically rolled out with every Site Collection, not necessarily loaded in every library by default thoughThe CoreExtendedAre often thought of as Division or Departmental Content Types and MetadataThese are only made available within the Division/Department for which they are designed
- 80. Serve to captureany outliers associated with special teams or locationsOrganizations functioning globally will often need to go to this last level in order to comply with local lawsThe Local GroupKeep in Mind…How many attributes will your user have to enter?The fewer required fields, the more likely you are to achieve user adoption and complianceGlobal should be mostly auto populating or defaulting fields where users rarely need to edit the defaults
- 81. Managing Digital AssetsEnterpriseorganizations increasingly use digital technology and digital media content, such as audio and video files, to communicate better within the enterprise and with customers. Microsoft SharePoint Server 2010 provides optimum support for audio and video files that are smaller than 150 MB in size, includes improved support of metadata extraction from image files, and can support audio and video files designed for informal demonstrations and presentations up to 2 GB in size.
- 82. Managing Digital AssetsForvideo, SharePoint Server 2010 supports adding video to different types of SharePoint Server 2010 pages and playing video through :A media player, built on Microsoft Silverlight 2.0, that supports themes powered by Extensible Application Markup Language (XAML)A "Video" content type for use in asset librariesA "Media Web Part" that you can use to include video in pages and Web Part PagesSupport for selecting videos in the asset picker
- 83. Managing Documents inSharePoint 2010SharePoint Server 2010’s new and revised features:Document SetsContent OrganizerLocation-based Metadata DefaultsMetadata Navigation and FilteringDocument IDs
- 84. Document SetsA documentset manages work products that are made up of multiple documents. They are special types of folders used to manage work products and provide a user interface (UI), metadata options, behaviors, and object model elements to help manage all aspects of a work product.They are used throughout SharePoint Server 2010 features and services and Document Sets are designed to help users organize content in a more meaningful and useful way.
- 85. Content OrganizerThe ContentOrganizer is a way of managing document submissions to a site and routing them to the correct library and folder based on predefined routing rules. The feature builds upon the records routing framework that was first introduced in MOSS and extends it beyond the Records Center and records management scenarios to more general document management scenarios and applications.
- 86. Content OrganizerIn aSharePoint Server 2010 document library, a content steward, records managers, etc. manages the containers and rules that govern which documents belong in each container. The content steward or records mangers uses the Content Organizer to manage the containers and the rules that govern them.
- 87. Location-based Metadata DefaultsAllECM features in SP Server 2010 emphasize the importance of metadata and managing large lists, and location-based metadata defaults make it easier for you to manage and apply metadata in document management scenarios. Goals of location-based metadata defaults include:Enabling content stewards to provide default "helper" metadata values for items, based on their location within a document library, for both documents and document sets.Ensuring that content stewards can understand how the default metadata values they have established at various locations in a folder hierarchy affects items.Ensuring that when contributors or content stewards add items to a location, default values pre-populate the appropriate fields and contributors and content stewards are not required to know where the default value came from or how it got there.
- 88. Metadata Navigation andFilteringThis is an effective tool for navigating large lists of documents. The feature was designed to be the way to navigate the contents of large repositories in SharePoint Server 2010, which it accomplishes by:Enabling multiple pivots on data. After the content steward or librarian classifies documents by tagging them, users can find and retrieve those documents based on their metadata values.Ensuring that visitors, contributors, and content stewards are never blocked from seeing useful results after using metadata navigation and filtering to run a query.Enabling content stewards to configure metadata navigation and filtering to perform well for the majority of libraries without having to explicitly create indices to support queries used to retrieve documents.Assisting content stewards to specify additional indices that they can use to enhance performance over a wider range of queries.Assisting users in refining queries to use compound indices to increase the relevance of results
- 89. Document IDs inSharePoint Server 2010A document ID is a unique identifier for a document or document set and a static URL that opens the document or document set associated with the document ID, regardless of the location of the document. Document IDs provide:A way to reference items such as documents and document sets in SharePoint Server 2010 that is less fragile than using URLs. URLs break if the location of the item changes. In place of the URL, the document ID feature creates a static URL for each content item with a document ID assigned to it.More flexible support for moving documents or document sets at different points in the document life cycle.
- 90. Managed Metadata: UsingTermsA column is a location in a list in which to store information about a SharePoint Server item. When you define a column, you provide a name for the column, specify the column type, and provide additional information depending on the column type.SharePoint Server 2010 introduces a new column type called managed metadata. When you create a managed metadata column, the column's value comes from a term set that you specify. When you want users to provide information for list items (including documents), and the valid values for the information are contained in a term set, use a managed metadata column. Create a new content type or modify an existing content type, and add the managed metadata column to the content type.
- 91. Managed Metadata: UsingTermsA column is a location in a list in which to store information about a SharePoint Server item. When you define a column, you provide a name for the column, specify the column type, and provide additional information depending on the column type.SharePoint Server 2010 introduces a new column type called managed metadata. When you create a managed metadata column, the column's value comes from a term set that you specify. When you want users to provide information for list items (including documents), and the valid values for the information are contained in a term set, use a managed metadata column. Create a new content type or modify an existing content type, and add the managed metadata column to the content type.
- 92. Managed Metadata: EnteringTermsWhen a user creates or uploads a new SharePoint Server item of a type that has columns that require a value, the user must provide a value. If the column is a managed metadata column, the managed metadata control is displayed, and the user interacts with this control to enter the value.The managed metadata control enables the user either to type a value or to select a value by hierarchically navigating the term set that is associated with the column. If the user begins typing a value, the control displays all terms in the associated term set that begin with the characters the user has typed. The name of the term set and the term's position in the hierarchy are indicated along with the term itself. If the column's definition allows multiple values, the user can select more than one term. If both the term set and the column's definition allow new terms to be added, the user can also create a new term and insert it at the appropriate place in the term set's hierarchy.
- 93. Managing Records andeDiscoveryMicrosoft SharePoint Server 2010 provides features designed to manage records. A record is any document that is important to a business or organization and that is managed by a business process. In SharePoint Server 2010, records management and eDiscovery functionality is enhanced with new features and capabilities, including:Multistage policy improvementsWidely accessible eDiscoveryRecords Center templateComponent features of the Records Center that can be enabled on any siteLocation-based expiration schedules
- 94. Compliance FundamentalsCompliance inSharePoint Server 2010 is about enforcing rules that reduce business risk. Risk can come in many forms: legal, information disclosure, cost overruns, government regulation, and more. Typically, management hires records managers, compliance officers, and lawyers to establish and enact the oversight of risk. For the purposes of identifying the user roles supported by SharePoint Server 2010, the term records manager describes an individual who manages risk.Within content management, compliance includes four main scenarios. The features that are available by default in SharePoint Server 2010 are designed to support the following scenarios.
- 95. Compliance FundamentalsCompliance inSharePoint Server 2010 is about enforcing rules that reduce business risk. Risk can come in many forms: legal, information disclosure, cost overruns, government regulation, and more. Typically, management hires records managers, compliance officers, and lawyers to establish and enact the oversight of risk. For the purposes of identifying the user roles supported by SharePoint Server 2010, the term records manager describes an individual who manages risk.Within content management, compliance includes four main scenarios.
- 96. Microsoft Business ProductivityInfrastructureOffice Brings Even More Value to Server & Services CapabilitiesDeliver the value of servers & services to usersSurface LOB information in familiar applicationsSingle-interface training helps manage support costs
- 97. More Than LikelyIt’s a Hybrid Probable Answer:A Hybrid of all of the aboveMore than likely it’s a Hybrid of all of the above… Your organization may want to:Deploy an Intranet solution for Phase 1Continue building out the SharePoint solution by adding an Enterprise Content Management Solution for Phase 2Add External Access and Custom Workflows for Phase 3Use SharePoint as the Application Development Platform for the entire organization for Phase 4
- 98. EPC Group’s KeyPillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:The development a SharePoint Roadmap (3, 6, 12, 18, 24 ,36 months)
- 99. Development of aSharePoint Governance Strategy
- 100. Not only thedevelopment but the enforcement of “Operational” SharePoint Governance
- 101. “Not only howthe ship works but how to drive the ship, run the ship, and how to maintain the ship”
- 102. Implementing SharePoint asa Platform so that it can evolve into a “Hybrid” solution if neededArchitect a solution that will not just support Phase 1 or Phase 2’s objectives but will support the ever evolving business and functional requirements of the organization
- 103. Implementing the GalleryApproach
- 104. A Workflow Gallery,a Web Part Gallery, a Master Page Gallery, etc…
- 105. Reuse what workswithin the organization across multiple divisions, departments, etc.EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 106. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
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- 108. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 109. Communication and TrainingStrategy for SharePoint
- 110. Power User Strategyfor your organization
- 111. Site Provisioning Strategyfor your organization
- 112. Mobile and ScanningSharePoint Strategies for your organization EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 113. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
- 114.
- 115. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 116. Communication and TrainingStrategy for SharePoint
- 117. Power User Strategyfor your organization
- 118. Site Provisioning Strategyfor your organization
- 119. Mobile and ScanningSharePoint Strategies for your organization EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 120. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
- 121.
- 122. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 123. Communication and TrainingStrategy for SharePoint
- 124. Power User Strategyfor your organization
- 125. Site Provisioning Strategyfor your organization
- 126. Mobile and ScanningSharePoint Strategies for your organization EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 127. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
- 128.
- 129. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 130. Communication and TrainingStrategy for SharePoint
- 131. Power User Strategyfor your organization
- 132. Site Provisioning Strategyfor your organization
- 133. Mobile and ScanningSharePoint Strategies for your organization EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 134. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
- 135.
- 136. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 137. Communication and TrainingStrategy for SharePoint
- 138. Power User Strategyfor your organization
- 139. Site Provisioning Strategyfor your organization
- 140. Mobile and ScanningSharePoint Strategies for your organization EPC Group’s Key Pillars of our SharePoint Center of Excellence (COE) EPC Group’s SharePoint Center of Excellence (COE) methodologies consist of several key pillars:Implement a Core Content Type (metadata) Strategy from the beginning
- 141. If this isnot done in the initial phases of your SharePoint initiative, it will become more and more difficult to implement this strategy as additional content is saved within SharePoint on a daily basis
- 142.
- 143. Charge Back Modelfor SharePoint so that departments can assist IT in covering the cost of providing this powerful service
- 144. Communication and TrainingStrategy for SharePoint
- 145. Power User Strategyfor your organization
- 146. Site Provisioning Strategyfor your organization
- 147. Mobile and ScanningSharePoint Strategies for your organization SharePoint as a Service (SPaaS) You’ve heard of software as a service (SaaS); now it’s time to think about SharePoint as a service (SPaaS). Possible “SPaaS” in your organization:Intranet Service
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- 150. Extranet Services (i.e.Customer or Partner Portal)
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- 152. Application Development Service(i.e. Utilizing SharePoint as the “one-stop-shop” to house all your organization’s applications)Your SharePoint platform should be built as a service to meet the business and functional requirements of your organization.
- 153. SharePoint Should BeImplemented as a Platform Regardless if your organization is trying to accomplish ONE or even ALL of the following with your SharePoint implementation:For example: Intranet Service (Platform)
- 154. Enterprise ContentManagement Service (Platform)
- 155. Knowledge ManagementService (Platform)
- 156. Extranet Service(Platform)
- 157. Workflow Service(Platform)
- 158. Application DevelopmentService (Platform)SharePoint must be implemented as aPlatform so that it can accomplish any of the goals listed above without ever having be rearchitected.SitesCommunitiesCompositesContentInsightsSearch
- 159. Designing The SharePointPlatform with Future Phases in Mind While following the phased SharePoint approach, make sure to develop a SharePoint roadmap and have the “Big Picture” in mind for what SharePoint will ideally become within your organization. Architect placeholders or “Buckets of Functionality” for future phases phasesDesigning The SharePoint Platform with Future Phases in MindThe goal of Phase 1 may be to rollout a company wide SharePoint intranetIf Phase 1 is designed without taking into consideration a possible Phase 2 ECM or Knowledge Management initiative that the organization has planned, SharePoint may have to be rearchitected at significant cost to the organization in Phase 2.
- 160. Designing The SharePointPlatform with Future Phases in Mind Content Type (Metadata) design should be addressed as soon as possible.If thousands of documents are uploaded into SharePoint in Phase 1 and Content Types (Metadata) were not present, chances are that no user will ever go back after the fact to properly classify this content.
- 161. Designing The SharePointPlatform with Future Phases in Mind You must take into consideration during Phase 1 of any SharePoint initiative:Site Hierarchy and Navigational Requirement (For Current and Future Phases)Content Types (Metadata) that will be captured in future phasesSite Collections RequirementsContent Databases (Sizing Requirements) Buckets of Functionality (Placeholders for Future Phases)
- 162. Real World Examples:Ensuring SharePoint’s SuccessWhat makes for a successful SharePoint initiative?Proper upfront planning (The System & Information Architecture)
- 163. Looking at thebig picture and developing a SharePoint Roadmap for your organization (A Roadmap for 6 months, 12 months, 18 months)
- 164. Executive Sponsorship \ Executive Buy-in
- 165. Enterprise SharePoint Governance:planning and enforcement
- 166. Development of arock solid environment with a corresponding disaster recovery plan so you do not ever lose your users confidence or their content
- 167. Developing Metadata \Content Type standards in the initial stages of your initiatives
- 168. Finding and achievingquick wins to “wow” your usersEPC Group’s Best Practices SharePoint GovernanceSharePoint Governance for your environment is absolutely criticalIf you don’t enforce Governance in the initial phases of your initiative, its going to be twice as hard to implement down the road BUT it needs to be done regardless of your current stateAt a high level, SharePoint Governance consists of two major areas:Infrastructure Governance Information Management Governance
- 169. EPC Group’s BestPractices SharePoint GovernanceFrom these two major areas, I prefer to break it down further and create 4 major topic areas so that I can start gathering requirements to properly architect and design tailored organizationally specific SharePoint Governance Policies:Environment and Security GovernanceCustom Development GovernanceContent Related GovernanceAdministrative and Training Governance
- 170. EPC Group’s BestPractices SharePoint Governance (cont..)The major topic areas contain a large number of granular subtopics: Environment and Security Governance
- 171. SharePoint Disaster RecoveryGovernance
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- 176. Continued… Custom Development GovernanceDevelopmentof Organizational SharePoint Development StandardsDevelopment of Deployment and Code Promotion RequirementsSharePoint Branding GovernanceThird-party Solution or Custom Solution Purchasing PoliciesSharePoint Designer 2007 Policies and ProceduresContinued…
- 177. EPC Group’s BestPractices SharePoint Governance (cont..)The major topic areas contain a large number of granular subtopics: Content Related GovernanceEnterprise Content Management Related PoliciesSite Storage Policies (i.e. Quotas, File Upload limits, etc)My Site PoliciesPower User and Content Updating GuidelinesExecutive and Legal Content PoliciesDocument Libraries and List Customization PoliciesAdministrative and Training Governance
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- 179. SharePoint Communication PlanGuidelines
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- 181.
- 182. Executive Dashboard \SharePoint Reporting Guidelines
- 183. Continued…MySite Governance isCritical!My Site templates and custom site definitions can be created to minimize these risks, but organizations should adhere to the following standards during their My Site rollout:All My Site Public View content must contain only work-related material. This includes work-related documents, discussions, pictures, links, calendar events, and related content.
- 184. No My SitePublic View content can contain any confidential or private data. If the organization would not allow all users within the company with a domain login to view this information, consider whether it should be on your My Site Public View.
- 185. Content pertaining tohuman resources or legal is typically considered confidential and should not be listed on My Site Public View.
- 186. Financial data mustbe reviewed prior to its posting on My Site Public View.
- 187. Content on theprivate site must not contain personal audio files, inappropriate pictures, or other materials not allowed within the organization.
- 188. All discussions orblogging done within a My Site must follow company policies and must not contain sensitivecompany material or defamatory comments about any person within the organization.Building a SharePoint Charge Back ModelAt what level do I enable self service?Where do I want IT to Step In.What quota should I allow?How will data or sites be expired?How will I provide search or browse?What customizations/dev will I allow?How will I manage and support the adhocunstructured collaboration?IT Provisioned Larger Quota Permanent Supported Dev env. $$$ Charge BackSelf Service Smaller Quota Quicker Expiration OOBAdhocStructured
- 189. Examples of aSharePoint Charge Back Model
- 190. Examples of aSharePoint Charge Back Model
- 191. Your Organization’s SharePointService Level AgreementWhen developing Service Level Agreements for SharePoint there are key questions to pose to both IT and the business:Do we have mission \ business critical data stored in SharePoint?
- 192. What is theacceptable downtime for SharePoint within my organization?
- 193. How would lengthydowntown affect the overall user base’s acceptance of SharePoint or any current or future SharePoint initiatives?
- 194. What is thecost of investing in third-party tools to quickly restore the data vs. the cost to the organization of just having users recreate it?If a site gets deleted at 3:00pm in the afternoon and IT has to restore it from yesterday’s backup (at 1am)… Users who performed any work that day are going to loose their data and you are going to have a hard time gaining their trust enough again to have them store anything of value in SharePointOver the past few months, I have asked the question on acceptable downtime for SharePoint to several of EPC Group’s clients and the average answer was approximately 4 hours
- 195. Enabling Power Users (EPC Group’s Strategy)How to spread the load by delegating to ‘Power Users’ in your organization
- 196. The Power UserAnalogy “The Mall Manager” “The Store Owner” A SharePoint Administrator A SharePoint Power User
- 197.
- 198.
Editor's Notes
- #13 [Build Slide]What is enterprise collaboration?In today’s fast-paced, ever-changing world of business, enterprise collaboration is no longer just an optional afterthought – it’s a fundamental business capability that should form a foundational part of your IT strategy. Collaborative processes play a part in almost every part of your business – from research and marketing to development and customer service. A robust Collaboration Platform should be able to support connections across your business.[Note: A good way to explain each of these concepts is through a story or personal example]1. Connecting people to each other. With the increasing trend towards decentralization and enterprise globalization, keeping your people connected to each other and to your corporate culture and vision, as well as working together seamlessly has taken on new importance and challenges. Some valuable aspects of connecting people include: Anywhere, anytime communication channels with options for matching the message to the appropriate medium/channel. Some different types of communications include: 1-to-many communications, like announcements or publications 1-to-1 communications, like personal conversations and interviews Many-to-many communications, like discussion groups and meetingsYour collaboration platform should have the flexibility to match the communication types with the most appropriate technology and taking into account personal needs (remote workers, personal communication preferences). Personalization through self-expression, and reputation management Creating a sense of belonging and shared commitment to your company’s brand and mission Finding the right people faster with expertise transparency, and efficient taxonomies and search technology2. Connecting people to their best ideas. The collaborative exchange of ideas is the single most critical element of innovation. Providing a forum and processes for idea generation and for innovation to take place has become an important way for companies to create sustainable competitive advantage. By aggregating and correlating ideas from multiple sources and applying collective wisdom to achieve better results, companies can harness the collective creativity of their people and channel it towards improved processes, products, services and ultimately business results.3. Connecting people to the best information. Information is the currency of today’s workplace. Analysts estimates that 80% of business is conducted on unstructured information and the volume of unstructured information within an organization doubles every three months. As a result, navigating through this information overload, and providing the right information to the right people at the right time is critical to timely, accurate business decisions. Part of this strategy includes: Having visibility into organizational and Line of Business data which may reside in multiple proprietary applications and systems Being able to find what you need in any location or taxonomy grouping across information silos Having the content you need presented in the context of your work so it makes immediate sense Automatically managing security and access privileges to information across the organization Making sure the most current versions of content are easily discoverable4. Connecting organizations to their customers. In this age of User Generated Content (UGC) and increased digital participation, your customers are active stakeholders rather than passive consumers of your product or service. As a result, more and more companies are feeling the need to participate in a customer dialog through communities, blogs, discussion forums, support services, and other interactive channels. Collaborating with customers may seem like a foreign concept to a lot of companies, but the days of ivory tower corporations are giving way to a more open, cooperative business model, and the sooner your organization can adapt to these changes, the more likely you are to profit from them.5. Connecting organizations to each other. Market ecosystems have become increasingly complex – what used to be simple supply chains, have become webs of interdependence among suppliers, service providers, regulators, buyers, resellers and other partners. Very rarely can a company be completely independent, and often times it is the strength and efficiency of these B2B relationships that ensure profitability through closer collaborative partnerships.
- #14 [Build Slide]How do your people collaborate today?There are many traditional collaboration products and technologies your people use to work together today. Here are some of the most common, along with issues and limitations for each. [Note: Don’t have to go through each method– rather, give an example/story from your personal experience of a miscommunication, security violation, or lack of efficiency]Phone calls:Information exchanged can be difficult to capture and persist1:1 communication silos – hard to share information with othersTime zones can make calls unpracticalLanguage barriersE-mail:Not immediate – can create communication delays (recipients OOF)Can create hard-to-track message threadsEmail overload (spam) and size limitationsDocuments and assets shared through e-mail can lead to version control issuesFace-to-face meetings:Information shared can be difficult to capture and persistGeographic distancePeople dependencies/bottlenecks (vacation, turnover)Physical meeting inefficiencies (securing conference rooms, scheduling)Time zone differencesLanguage, cultural barriersFile shares:Version controlAuditing and complianceFinding the right information quicklyOrganizational problems (is this the right folder? How can I be sure?)Access permissions issuesVirus and security concernsPaper-based document storage:Document management and retrieval (e.g., difficult to reference and share) Difficult to search quicklySecurityDisaster recovery and backupAccess (geographic limitations)Messaging (IM, text, voice mail, etc.):Information shared can be difficult to capture and persist Multiple platforms can cause interoperability issues and lack of centralizationCommunication silosSecurity/IP policy issuesFaxes:ManagementVersion controlSecurity/IP policy issuesSame issues as paper-based document storageSocial Networking tools like Facebook, MySpace, Twitter:Security/IP policy issuesDisclosure concernsLack of integration with corporate IT systemsInformation shared can be difficult to capture and persist Inappropriate professional behavior and information sharedOverall Limitations/Challenges – Lack of consistent user experienceLack of standardized processesLack of security and controlMultiple versions of the truthDifficulty in finding the right information/person quicklyHaving to reinvent the wheel, duplicate work
- #15 Secure, Cost-Effective Collaboration SharePoint provides a single platform for secure collaboration in multiple scenarios even across organizational boundaries.Security and compliance: SharePoint supports fine-grained policy setting and enforcement of business rules. By specifying security settings, storage policies, auditing policies, and expiration actions for business records in accordance with compliance regulations, you can help ensure your sensitive business information can be controlled and managed effectively. Tight interfacing of Office SharePoint Server with familiar desktop applications means that policy settings are rendered onto client applications in the Microsoft Office system, making it simpler for employees to be aware of and comply with regulatory requirements.