Aiim Seminar - SharePoint Crossroads May 23 - Bending but Not Breaking - Speakers Nolan and Elazrak

  • 83 views
Uploaded on

At the AIIM SharePoint seminar in DC this past may, Buildingi presented out experience moving a Project Knowledge Center (PKC) .Net application to SharePoint, and were joined by Joanna Elazrak from …

At the AIIM SharePoint seminar in DC this past may, Buildingi presented out experience moving a Project Knowledge Center (PKC) .Net application to SharePoint, and were joined by Joanna Elazrak from Microsoft who spoke on 'Using SharePoint for Microsoft Records Management'.

More in: Technology , Business
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads

Views

Total Views
83
On Slideshare
0
From Embeds
0
Number of Embeds
0

Actions

Shares
Downloads
1
Comments
0
Likes
0

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. Bending But Not Breaking: The Great Migration from .Net to SharePoint Presented by Bill Nolan, Buildingi CEO AIIM: SharePoint at a Crossroads Washington, D.C. May 23rd, 2013
  • 2. Introductions and Agenda • Bill Nolan, Buildingi CEO • PKC Tool Migration from .Net to SharePoint • Joanna Elazrak, Microsoft Lead Program Manager • Using SharePoint for Microsoft Records Management
  • 3. The Information Management Tool The Project Knowledge Center (PKC) Employees on Corporate Network Vendors, Contingent Staff and Contractors PKC Portal Project Information Building Information Enterprise Data Feeds
  • 4. Key Implementation Challenges • Scalability • Automatic provisioning • Legacy application integration • Information migration • Central permissions management • Single-Sign-On
  • 5. (Trying to) Break the Tool Would SharePoint scale? • Our plan: Find the most likely breaking point, and “fail as fast as we can”
  • 6. The Scalability Challenge What was our “break it” plan? • Phase 1: Brute force • Large amounts of data into a single site collection • No layer of ECM • Phase 2: Elegant solution • Data distributed across many site collections • ECM strategies employed
  • 7. To Our Surprise (and Delight) It didn’t break! • In fact, PKC on SharePoint gave us: • • • • Improved performance Unlimited scalability A user-empowering tool (site provisioning, single sign on, etc.) A hybrid tool (.Net and SharePoint) that allowed us to solve issues requiring custom configuration
  • 8. Key Implementation Challenges Construction Projects Functionality Building Master Archive Functionality Project Archiving Functionality Custom Reporting Customized Look & Feel Customized Project Navigation Project Users Assignment Access Request / Denied interfaces Static Content Management (Help, etc.) Activity Logging Framework Error Logging Framework Personal Views Online Document viewing Document Download/Upload Document segregation per project Document dragand-drop functionality Document treeview Document metadata Reporting Infrastructure Contextual Audiencing Permissions Management Alerts / Notification Framework Login / Logout / interfaces Search User Authorization General Page Layout & Functionality Basic Framework for Branding SQL Connection Framework Basic information storage (tables) User Authentication
  • 9. Must-Haves We Got Out-of-the-Box Construction Projects Functionality Building Master Archive Functionality Project Archiving Functionality Custom Reporting Customized Look & Feel Customized Project Navigation Project Users Assignment Access Request / Denied interfaces Static Content Management (Help, etc.) Activity Logging Framework Error Logging Framework Personal Views Online Document viewing Document Download/Upload Document segregation per project Document dragand-drop functionality Document treeview Document metadata Reporting Infrastructure Contextual Audiencing Permissions Management Alerts / Notification Framework Login / Logout / interfaces Search User Authorization General Page Layout & Functionality Basic Framework for Branding SQL Connection Framework Basic information storage (tables) User Authentication
  • 10. Additional Benefits Construction Projects Functionality Building Master Archive Functionality Project Archiving Functionality Custom Reporting Customized Look & Feel Customized Project Navigation Project Users Assignment Access Request / Denied interfaces Static Content Management (Help, etc.) Activity Logging Framework Error Logging Framework Personal Views Online Document viewing Document Download/Upload Document segregation per project Document dragand-drop functionality Document treeview Document metadata Reporting Infrastructure Contextual Audiencing Permissions Management Alerts / Notification Framework Login / Logout / interfaces Search User Authentication User Authorization General Page Layout & Functionality Basic Framework for Branding SQL Connection Framework Basic information storage (tables) Explorer View RSS Subscription SharePoint Alerts Document Versioning Check-in / Checkout Framework Document Content Types Datasheet view Item-level permissioning Workflows Social Features SharePoint Workspace Office Connectors SkyDrive Integration Content Trends Reports
  • 11. Then and Now Legacy Application SharePoint Upgrade
  • 12. Final Weigh-In Construction Projects Functionality Enhanced the business solution Building Master Archive Functionality Project Archiving Functionality Custom Reporting Customized Look & Feel Customized Project Navigation Project Users Assignment Access Request / Denied interfaces Static Content Management (Help, etc.) Activity Logging Framework Error Logging Framework Personal Views Online Document viewing Document Download/Upload Document segregation per project Document dragand-drop functionality Document treeview Document metadata Reporting Infrastructure Contextual Audiencing Permissions Management Alerts / Notification Framework Login / Logout / interfaces Search User Authentication User Authorization General Page Layout & Functionality Basic Framework for Branding SQL Connection Framework Basic information storage (tables) Explorer View RSS Subscription SharePoint Alerts Document Versioning Check-in / Checkout Framework Document Content Types Lost the unnecessary weight of custom code Gained additional muscle from SharePoint’s features Datasheet view Item-level permissioning Workflows Social Features SkyDrive Integration Content Trends Reports SharePoint Workspace Office Connectors
  • 13. Thank You Bill Nolan CEO, Buildingi bill.nolan@buildingi.com
  • 14. Using SharePoint to Address Microsoft’s Records Management Program Presenter: Joanna Elazrak Lead Program Manager, Business Consulting Microsoft Legal & Corporate Affairs
  • 15. Agenda
  • 16. Business Case Mitigate risk Deliver compliance-driven business solutions Establish an information governance plan Meet records retention and eDiscovery requirements Manage physical and electronic records with the same consistency Business benefit Easier to apply one set of policies that govern access rights, retention periods and destruction protocols, regardless of where information is stored Find records faster Lower risks of noncompliance and cut storage costs
  • 17. Business Challenges Before SharePoint… • • • Productivity & Process • • Trying to find information needed to deliver Legal Services is time-consuming and frustrating Collaboration both internally and externally is occurring primarily via email Lost or hard-to-access information causes legal staff to re-create work when they could be spending time developing new ideas, streamlining business processes or innovating on new solutions. Duplication of Work Product - productivity and cost impact Inefficient Business Processes • Many existing solutions provide the same functionality and existing solutions are dated and underperforming Business professionals prefer to spend their time focusing on product innovation than learning how to use new technology and applications required for collaboration Not all our colleagues, clients, business partners and customers use the same technology or devices • Lack of official Electronic Records Repository • • • Storing critical e-mails and documents on local drives, file shares and team sites Lack assurance of appropriate protection of Attorney Client Privilege and Privacy Limited ability to comply with Records Retention and eDiscovery requirements • • Technology Compliance
  • 18. SharePoint Capabilities 18
  • 19. Envisioning Our Journey Vision Utilize SharePoint to deliver compliance-driven selfservice, document, records and contract management solutions that contain flexible taxonomies to transform our business groups with business process automation 19
  • 20. Corporate Records Management Team Policy • • • Establish Compliance-Driven Policies Maintain Corporate Retention Schedule Legal advice on risks Business Operations • • • • Physical RM Ops Iron Mountain Offsite Scanning Team Disposition Solution Delivery & IT • • • Record Center Unified Records Management Taxonomy
  • 21. Records Management (electronic and physical)
  • 22. Document Creation & Lifecycle 4 1 2 5 3 6 SharePoint Record Center (On-premise and O365) SP 2010 URM Framework
  • 23. Data Volume for Electronic Records Data Entry= 1,786 entries/wk (59hrs) Immigration documents received = 734/wk (19hrs)
  • 24. Data Volumes for Physical Current boxes in storage = 105,745 Current active physical records = approximately 2M
  • 25. Why Unified Record Management Unified plan for physical and electronic files Unified retention schedule Active file management and offsite services Unified hold admin and disposal
  • 26. IT Infrastructure Self-service Utility 200,000+ Regional MySites, Collaboration, Team & Divisional sites Exec Presentations Finance Finance - LOB Legal Extranet Gold IT My (Personal) Shared Extranet Library My Personal HR Portals Microsoft Web (MSW) Company Portal Sales Extranet Video Team Engagement Process / Architecture & Consulting Platform Solutions Shared Services 27 Search (FAST) People (UPA/UPRE) Social Taxonomy (MMS) Analytics (WebTrends, SP) Records Center
  • 27. Tenancies On-Premise Corporate Records SharePoint 2010 with URM 200 TB Microsoft Corpnet O365 Microsoft Tenant SharePoint Online 2013 1 TB + Growing
  • 28. On-Premise Architecture Unified Retention Policies with Content Type Hub In Place or Hybrid Site (Collaboration or Work Site, Long term) In Place Records Records sent to Record Center on Site Close Records Center Site Content Transfer Document Imaging Records Disposed in Site Records Submission Physical Records Management
  • 29. Content Types Term Store Content Types (Records Management business category terms) (64 Content Types based on Retention Policies) Step 1: Setup Term Store Step 2: Setup Content Types Step 3: Setup Record Libraries Records Center Record Libraries (64 Record Libraries for each Content Type) Content Organizer Rules (64 rules for each Content Type) Step 4: Setup Content Organizer Rules
  • 30. Lessons Learned and Next Steps
  • 31. Lessons Learned So Far… Scenariobased Innovation methodology Evangelism to Leadership using BI Trusting your Technology Business Partners Continued validation of architecture with IT
  • 32. Create Create and organize content easily with the help of relevant discovered information Control Manage content policy, information architecture and taxonomy Protect Reduce risk and manage compliance with centralized eDiscovery tools
  • 33. Record Management Future State On-Premise Records Center Records Center in the Cloud + ability to share with outside partners Bringing it together
  • 34. eDiscovery in SharePoint & Exchange
  • 35. eDiscovery Overview Identify and Preserve Search and Process Review Produce
  • 36. eDiscovery Center
  • 37. eDiscovery & Record Center Flexibility Order Easy Use eDiscovery Center or In-Place Records to manage document lifecycle and hold Keep important documents organized so they are easier to find and clean up content that is no longer needed or on hold
  • 38. Q&A