Karl Redenbach

Lee Ralph

Information Management in SharePoint 2010SharePoint Overview, Information Management, and Project Considerations for SharePoint 2010

SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS AUTOMATION

SharePoint On-premise V SharePoint Online Planning for SharePoint 2010 Information Management

Information Architecture Core Business Document Types Metadata Search

Project Considerations

Agenda

SharePoint 2010 Overview

SharePoint 2010 Versions SHAREPOINT 2010 ON-PREMISE

SharePoint 2010 Enterprise SharePoint 2010 Standard SharePoint 2010 Foundation (free) SharePoint for Internet Sites Enterprise SharePoint for Internet Sites Standard

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SHAREPOINT 2010 IN THE CLOUD Office 365

• Premium anti-spam and antivirus protection provided by multiple virus scanning engines

• Data is replicated in geo-redundant datacenters to protect against

datacenter wide failures

• Risk mitigation multi-dimensional approach to help safeguard services and privacy of data

• Compliant with ISO 27001, SAS 70 Type I, FERPA, HIPPA, FISMA, EU Safe Harbor Seal

• Backed by a 99.9% financially backed Service Level Agreement

ENTERPRISE SECURITY AND RELIABILITY

SharePoint 2010 OverviewOffice 365

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• Flexible service offering with pay-as-you-go, per-user licensing

• The complete Office experience with services integration in Office 365

• Simplified user set-up to preconfigure services

• Always the latest version of the Office apps, including Office Web Apps

• Familiar Office user experience to access services

• 25GB Mailbox• Outlook and Outlook Web App• Anti-Virus/Anti-Spam• Shared Calendars, Contacts & Tasks• Mobile email for most mobile devices

including BlackBerry, iPhone, Nokia, Windows Phone

• Personal email archiving and compliance capabilities

• My Sites to manage and share documents• Improved Team & Project Sites• Document-level permissions to protect

sensitive content• Share documents securely with Extranet Sites• Cross site collection search

• Instant messaging and presence• PC-to-PC audio and video calling • Click-to-communicate from Outlook,

SharePoint, and other Office Applications • Online meetings with PC-audio, video

conferencing and screen sharing

• Single click meeting creation and join from Outlook

• Calendar integration with Outlook and Exchange

Moving to SharePoint 2010“We’ve decided to move to

SharePoint 2010, so what considerations do we need to make and where do we start???”

• Should we upgrade from our SharePoint 2007 environment?

• What documents do we migrate from our Shared Drive?

• How important is overall usability and “look and feel” to adoption?

• How do we make people govern and own their areas within SharePoint?

Moving to SharePoint 2010

For those currently on SharePoint 2007, consider the following: Site Architecture

Does your current site architecture allow for scalability, ease of navigation, and simplicity?

Usability and Adoption Did your first SharePoint deployment achieve good

adoption and did users like the system?

Content Types Have you deployed content types for managing core

business documents and other functionality?

Search Has search provided ROI to your business?

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Branding Does the look and feel of your environment

represent the corporate brand and culture?

Governance Are SharePoint roles and responsibilities clearly

defined and understood within your organisation?

SharePoint Committee Do you have an internal working group that

regularly catch up in relation to the SharePoint evolution within your organisation?

DEMO’S

Information Management“Information management (IM) is the

collection and management of information from one or more sources and the distribution of that information to one or more audiences”

Information Management

What is Information Management? Information Architecture Core Business Document Types Document Metadata Search

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Information Management1. Information Architecture – Sample Typical First Design

No clear ownership

No consistency

Security is confusing

Quickly becomes a mess

Security Vulnerabilities

No logical structure

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Home

IT

HelpDesk

Server List

Projects Payroll Software

Document Centre

Network

User Guides

Finance

Projects Payroll Software

Policies

Accounts Payable

HR

Document

Policies

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Sets clear roles for governance

Assists with Site Provisioning

Presents model concisely in 1 page

Represents general security by colour

scheme

Good starting point for further maturity

Not intended to be detailed

WHAT IS MISSING FROM THIS SLIDE?

STRATEGY CONSULTING SUPPORT

AG

GR

EG

ATIO

N

LAYER

mySites Layer• Colleague activity aggregated• Project activity aggregated• Community activity aggregated• Colleague profile updates aggregated• New ideas and colleague comments

aggregated• Anything you choose to aggregate will be

fed into your activity stream

Search Layer• Search for any information regardless of

where it resides• Refine results based on relevant metadata• Find corporate knowledge• Get results from LOB applications and

shared drives• Find people with certain skillsets and

experience• Find tasks, calendar events, contacts,

PDF‘s, anything

Information Management

SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS AUTOMATION

STRATEGY CONSULTING SUPPORT

TH

E

INFO

RM

ATIO

N

EX

PLO

SIO

N

IT ALL COMES BACK TO THE USER EXPERIENCE• Give users an experience they are comfortable with (ie use proven designs)• If it takes more than 3 clicks to get somewhere, users won’t go there• Give users functionality they are becoming familiar with (ie

facebook/twitter/bing)• Understand your users, and persona profiling – different users will interact

differently

Information Management

SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS AUTOMATION

Information Management

2. Core Business Documents In SharePoint, a Core Business Document can be

defined as a Content Type Content Types properties include:

Document Template Document Metadata Document Security Associated Workflow Records Policy

Content Types are one of the most important aspects of Information Architecture

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Content

Type

Information Management

3. Metadata Metadata (Properties) describe the document Metadata are Site Columns and are elements of

Content Types

Why use Metadata ? Better “searchability” of Information Consistency of tagging

e.g. using look ups and choices SharePoint can default values

e.g. Title, Author, Key dates

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Information Management

4. Search

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Information Management

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Conclusion

Most fundamental success factor for

SharePoint is Planning and Design: Define Vision and Scope Define a Logical Model Define a detailed Information

ArchitectureCore Business Document Types:

Content Types can be re-used between sites, content deployment hub provides way of distributing across site collections

Search – most tangible ROI: Search will crawl everything

within SharePoint, shared drives and other systems

Governance: Must define clear lines of

responsibility

How to approach a SharePoint Project“Through doing over 400 SharePoint

Projects globally, we have established a unique, powerful and fresh Project Approach to Information Management projects.”

Usability

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Our Methodology

Project Considerations

Current State Analysis Review Look and Feel Review Usability and persona’s Review Information usage Create current state logical model

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Future State Analysis Define new Look and Feel Define success criteria Create desired Logical Model

Project Planning Phase Considerations

Planning Phase – critical considerations Define Logical Model Define Information Architecture Define Implementation Roadmap Define Governance Strategy Define Migration Strategy Define Training Strategy

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Vision and Scope – critical considerations Define Overall Information Management

Strategy/Vision Define potential future usage of the platform Define Scope for the Project

Project Considerations

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Create a Priority Quadrant

Basic Form and Workflow – 2 days

Standard Master Page – 3 days

Intermediate form and workflow – 5 days

Advanced Form, Workflow or Master Page – 5+ days

Project Effort

Typical Intranet Project Effort

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Intranet Complexity

Project Effort

Basic Intranet 4-6 weeks team effort

Basic branding and graphic design, minimal training and documentation.

Intermediate Intranet

6-10 weeks team effort

More advanced branding and graphic design, governance plan and targeted training, audience targeting

Advanced Intranet 10+ weeks

Whatever you want it to be!

Ultimately, the business requirements determine overall effort, so: Define the Vision & Scope upfront Allocate adequate time to Planning & Design

OSC | Support Services

Now includes quarterly onsite training

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Platinum

• 40 hours incidents, 20 hours minor modifications per month• Half day onsite per month for health check and platform review (CentrePoint Care Plan)• Priority SharePoint catastrophic failure on site support (CentrePoint Emergency Assist)• Premium support SLA

Gold

• 30 hours incidents, 15 hours minor modifications per month• Half day onsite per quarter for health check and platform review (CentrePoint Care Plan)• Premium support SLA

Silver

• 20 hours incidents, 10 hours minor modifications• Standard support SLA

Bronze

• 10 hours incidents, 5 hours minor modifications• Standard support SLA

Take Control of Your Inbox

Maximize Your

Meetings

Make Better

Decisionsto React Faster

Connect People with

Social Computing

Poweryour

Personal Productivit

y

Save a Tree: Use an e-Form

Efficiently manage emails and meetings in your inbox with Outlook.

Try social computing that connects the workforce. Quickly find people and information.

Make the most of your meetings from scheduling, to taking notes, and setting up a team site.

Try Business Intelligence for everyone through familiar tools, self–service capabilities, and access to critical information.

Use Office 2010 technologies to their full potential and see how to quickly create content and manage information.

Use InfoPath to manage e-forms, control security, and implement workflows. Create a web form and publish it online.

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Microsoft CIE – Customer Immersion Experience

End of Information Management Presentation SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS

AUTOMATION