Andy Papadopoulos, President, LegendCorpAndy Papadopoulos, President, LegendCorpErik Moll, BPA, Microsoft CanadaErik Moll, BPA, Microsoft Canada

Toronto Talks

Microsoft Office System 2003

March 23, 2004

LegendCorp

Information/Knowledge Information/Knowledge ManagementManagement Not just another buzzword, but a Not just another buzzword, but a

significant and real trendsignificant and real trend A strategy within the company, as A strategy within the company, as

opposed to outsideopposed to outside Use of Office and/or a Web browser as Use of Office and/or a Web browser as

a common interface into corporate and a common interface into corporate and external informationexternal information

Not just information access, but Not just information access, but business process integrationbusiness process integration

How To Achieve Competitive AdvantageHow To Achieve Competitive Advantage …in today…in today’’s challenging environments challenging environment

Streamline processesStreamline processes Eliminate gaps and bottlenecks in business processesEliminate gaps and bottlenecks in business processes

Reduce operational cyclesReduce operational cycles Achieve Achieve ““best in industrybest in industry”” performance metrics performance metrics

Increase individual & team productivityIncrease individual & team productivity Make it easy for people to communicate, share informationMake it easy for people to communicate, share information

and work togetherand work together Minimize Minimize ““reinventing the wheelreinventing the wheel”” Manage and mine the corporate memoryManage and mine the corporate memory

Operate with better business informationOperate with better business information Put better information into the hands of the people who drive Put better information into the hands of the people who drive

the businessthe business Forecast and plan more Forecast and plan more effectivelyeffectively Improve Improve qualityquality and speed of decisions and speed of decisions Respond to customers quicklyRespond to customers quickly

TodayToday’’s Information Challenges Information Challenge

More than More than 80%80% of enterprise's digitized information of enterprise's digitized information reside in reside in individual hard drivesindividual hard drives and in and in personalpersonal files files and and 80% of the data is unstructured80% of the data is unstructured, not secure nor , not secure nor backed up.backed up.

Individuals hold the key to the Individuals hold the key to the knowledgeknowledge economy and most of it is lost when they economy and most of it is lost when they leave the enterpriseleave the enterprise

Employees get 50%-75% of their relevant Employees get 50%-75% of their relevant information directly from other information directly from other peoplepeople

Problems with collaboration todayProblems with collaboration today

E-mail is often the primary means of E-mail is often the primary means of information sharing and communicationinformation sharing and communication

Generally very ad-hoc, even in repetitive Generally very ad-hoc, even in repetitive scenariosscenarios

Document changes are manually incorporated, Document changes are manually incorporated, managedmanaged

Documents are unmanaged, Documents are unmanaged, ““unfindableunfindable””

Workplace e-mail: survey results extract 2001-2

Emails per day (%) ≥50 31-49 ≤30Weighted

Total

Estimate the percentage that email has increased in the past 12 months (2001-2)

41.4% 41.5% 37.0% 41.9%

Do you think email communication in the workplace is out of control?

No 20.0% 54.8% 53.3% 46.3%

Potentially 26.7% 32.3% 40.0% 29.0%

Yes 53.3% 12.9% 6.7% 24.6%

Should elimination of bad email habits be a corporate responsibility?

Yes 86.7% 67.7% 73.3% 73.0%

No 6.7% 3.2% 13.3% 9.2%

Don’t know 6.7% 29.0% 13.3% 19.1%

Christina CavanaghProfessor, Richard Ivey School of BusinessAuthor of “Managing Your E-mail: Thinking Outside the Inbox”

Problems with collaboration today Problems with collaboration today (cont(cont’’d)d)

Knowledge is not re-usableKnowledge is not re-usable Knowledge/Information/Data Transfer is time Knowledge/Information/Data Transfer is time

consuming and error proneconsuming and error prone Coordinating team Coordinating team ““projectsprojects”” is difficult is difficult Practices donPractices don’’t improve, new participants learn t improve, new participants learn

by trial and errorby trial and error

Knowledge Management ChallengesKnowledge Management Challenges

1.1. No single point of access or interface No single point of access or interface to company data, information and to company data, information and news. news.

2.2. Form, file and document management Form, file and document management is difficult to organize and track. is difficult to organize and track. Information is hard to locate easily Information is hard to locate easily and quickly and subscribe to.and quickly and subscribe to.

3.3. No centralized site for collaboration, No centralized site for collaboration, idea sharing, group or town hall idea sharing, group or town hall discussions, etc.discussions, etc.

A lot of time is wasted…A lot of time is wasted…

Range of Productivity Range of Productivity SolutionsSolutions

Best PracticesBest Practices

Challenge #1: No single point of access or Challenge #1: No single point of access or interface to company data, information and interface to company data, information and news. news.

Solution: Centralized Information SiteSolution: Centralized Information SiteOperational ProceduresOperational ProceduresScoreboards/Performance TrendingScoreboards/Performance TrendingTraining materialTraining materialHealth and SafetyHealth and SafetySurveys Surveys Issue Tracking and Help DeskIssue Tracking and Help DeskHR Procedures and Guidelines HR Procedures and Guidelines Standardized electronic formsStandardized electronic formsEtc.Etc.

Microsoft Office SystemSmart Connected Workspaces Consistent rich experience – users,

developers, and IT Smart connections – people, teams,

processes, divisions, etc. Flexible deployment – bottom-up

deployment, centralized management

Individuals

Teams

Departments

Enterprise

Processes

Challenge #2: Form, file and document management is Challenge #2: Form, file and document management is difficult to organize and track. Information is hard to difficult to organize and track. Information is hard to locate easily and quickly and subscribe to.locate easily and quickly and subscribe to.

Solution: Forms, Files and Document Solution: Forms, Files and Document ManagementManagementForm creation and data entryForm creation and data entryDocument organization and versioning Document organization and versioning Intelligent Intelligent ““MSNMSN”” search and subscribe search and subscribe

Document ManagementDocument ManagementVersioning/Check-In and Check-OutCataloguingRole-based SecurityPublishing and ApprovalAdvanced “MSN” Search

KeywordsBest bets

SubscriptionOn demand alertsPosted to the Team Site

InfoPath – InfoPath – Sales data collectionSales data collection

Before InfoPathBefore InfoPath With InfoPathWith InfoPath

1 sales call = 4 user inputs• Information silos• Lost productivity• Data entry errors

1 sales call = 1 user input• Information shared across org• Improved efficiency• Accurate, valid information

CRM

ERP

AP

Process Management

Challenge #3: No centralized site for idea Challenge #3: No centralized site for idea sharing, group or town hall discussions, etc.sharing, group or town hall discussions, etc.

Solution: Collaboration/Teaming SitesSolution: Collaboration/Teaming SitesDiscussion groups/Town hallDiscussion groups/Town hallAnnouncements and NewsAnnouncements and News

Targeted to audiences and departmentsTargeted to audiences and departmentsAutomatic expirationAutomatic expiration

““PresencePresence””

How to Generate MoreHow to Generate More Business ValueBusiness Value Improve Productivity in Four AreasImprove Productivity in Four Areas

Effective TeamingEffective TeamingUse communication andcollaboration to get teams,partners, organizationsand customers on thesame page so they work together with speed and agility.

Business InformationBusiness InformationProvide more people in

the organization bettervisibility into business

information so they cangain deeper insights,

make better decisions, and take more effective

action.

Personal ImpactPersonal ImpactHelp individuals improvetheir ability to contribute inan increasingly demandingbusiness environment.

Process ManagementProcess ManagementImprove organizational

ability to anticipate, manage and respond to

changes in the marketplace in order to

maximize opportunities.

Individuals:Individuals:Coach Coach

Darren MaddocksDarren MaddocksAssAss’’t Coacht Coach

Alan ChapelleAlan ChapelleTreasurerTreasurer

Althea BantonAlthea Banton

Enterprise:Enterprise:City of NewburyCity of Newbury

Division:Division:NewburyNewbury

Hockey LeagueHockey LeagueDepartment:Department:

Hockey Hockey Team-BearsTeam-Bears

City of Newbury:City of Newbury:Hockey League DemoHockey League Demo

AuthorAuthorCommunicateCommunicateMobilityMobility

ShareShareCollaborateCollaborateProtectProtect

ParticipateParticipateDecideDecideSelf HelpSelf Help

Microsoft Office & Office Solution Microsoft Office & Office Solution Accelerators close the gapAccelerators close the gap

Microsoft ProductsMicrosoft Products

Integration Components, GuidanceIntegration Components, Guidance

SolutionSolutionAcceleratorAccelerator

TechnologyTechnologyStackStack

PartnersPartners

100% Customer Solution100% Customer Solution

SolutionSolutionAcceleratorAccelerator

SolutionSolutionAcceleratorAccelerator

Solution accelerators help customers address pain points by enabling them Solution accelerators help customers address pain points by enabling them to get to a to get to a ““solutionsolution”” quicker and obtain more business value from the existing quicker and obtain more business value from the existing

investments into Officeinvestments into Office

FinanceOperationsSalesHR

Office System SolutionsOffice System SolutionsSolution AcceleratorsSolution Accelerators Business Scorecards Business Scorecards Proposals Proposals Recruiting Recruiting Sarbanes-Oxley Sarbanes-Oxley Six Sigma Six Sigma Excel OLAP ReportingExcel OLAP Reporting

Solution ScenariosSolution Scenarios Project IntelligenceProject Intelligence Collaborative BudgetingCollaborative Budgeting

Solution Accelerator for Proposal ManagementSolution Accelerator for Proposal Management

Proposal Proposal development process development process too time consuming too time consuming Finding Finding

informationinformation Recreating Recreating

contentcontent Sharing Sharing

documentsdocuments Coordinating Coordinating

contributorscontributors Scramble for the Scramble for the

deadlinedeadline Inaccurate, non-Inaccurate, non-

compliant, low-quality compliant, low-quality proposalsproposals

Pursuing unattractive Pursuing unattractive leadsleads

Automation of Automation of process stepsprocess steps

Leverage the Leverage the corporate corporate knowledge baseknowledge base

Effective Effective collaboration and collaboration and document document managementmanagement

Increased project Increased project control control

Work with the Work with the same tools you same tools you already usealready use

Sales Team ChallengesSales Team ChallengesProposals Accelerator Proposals Accelerator

Benefits Benefits

Increased Increased win rate:win rate:

• Pursue the Pursue the right right opportunitiesopportunities

• Streamlined Streamlined proposal proposal creation creation processprocess

• Improved Improved quality and quality and accuracyaccuracy

Designed to address collaboration challenges for the sales teamDesigned to address collaboration challenges for the sales team

Workspace for proposal collaborationWorkspace for proposal collaboration

ProposalProposalTemplatesTemplates

OptionalOptionalOutlookOutlookWebpart Webpart

OptionalOptionalStatus Status dashboarddashboard

ProposalProposalTeamTeamMembers Members

AnalysisAnalysisFormsForms

36

-35

71

0%

20%

40%

60%

80%

100%

Status Quo ProposalsAccelerator Impact

Full Potential v1

Proposal turnaround time case study Proposal turnaround time case study (working hours)(working hours)

Note: Model based on complex consulting/accounting/solution proposalsSource: Interviews; Proposal Creation Model; Gartner (Nov 2002)

20-50% expected 20-50% expected turnaround time reductionturnaround time reduction

““You will easily reduce You will easily reduce your costs by 50% in your costs by 50% in terms of man hours… terms of man hours… with tools to gain with tools to gain control of your formal control of your formal bid & proposal cycle.bid & proposal cycle.””

MS FederalMS Federal ““Using proposal Using proposal

management solutions, management solutions, a reduction of a reduction of engineering hours per engineering hours per proposal from the 17- to proposal from the 17- to 33-hour range to less 33-hour range to less than an hour is possiblthan an hour is possiblee””

GartnerGartner

QuotesQuotes

SummarySummaryMicrosoftMicrosoft’’s Vision for s Vision for

Empowering Information WorkersEmpowering Information Workers Interact with systems and processes from Interact with systems and processes from

within familiar, powerful front end within familiar, powerful front end productivity toolsproductivity tools

Enable information workers to create and Enable information workers to create and improve business processesimprove business processes

Easily automate forms-based and Easily automate forms-based and

document-based processesdocument-based processes Give people the information they want Give people the information they want in the in the

format they needformat they need

SummarySummaryMicrosoftMicrosoft’’s Vision for s Vision for

Empowering Information WorkersEmpowering Information Workers

Leverage investments in existing line-of-Leverage investments in existing line-of-business and custom applicationsbusiness and custom applications

Minimize training time while increasing Minimize training time while increasing adoption rates for new solutionsadoption rates for new solutions

Enable multiple targeted initiatives vs a few Enable multiple targeted initiatives vs a few big betsbig bets Deliver rapid and measurable ROIDeliver rapid and measurable ROI

Get more value from investments in Get more value from investments in Microsoft Office and Windows platforms Microsoft Office and Windows platforms

Thank you for your time!

LegendCorp