0
Bending But Not Breaking:
The Great Migration from
.Net to SharePoint
Presented by Bill Nolan, Buildingi CEO
AIIM: SharePo...
Introductions and Agenda
• Bill Nolan, Buildingi CEO
• PKC Tool Migration from .Net to SharePoint

• Joanna Elazrak, Micro...
The Information Management Tool
The Project Knowledge Center (PKC)

Employees on
Corporate Network

Vendors, Contingent
St...
Key Implementation Challenges
• Scalability

• Automatic provisioning

• Legacy application
integration

• Information mig...
(Trying to) Break the Tool
Would SharePoint scale?
• Our plan: Find the most likely breaking point, and

“fail as fast as ...
The Scalability Challenge
What was our “break it” plan?
• Phase 1: Brute force
• Large amounts of data into a single site ...
To Our Surprise (and Delight)
It didn’t break!
• In fact, PKC on SharePoint gave us:
•
•
•
•

Improved performance
Unlimit...
Key Implementation Challenges
Construction
Projects
Functionality

Building Master
Archive
Functionality

Project Archivin...
Must-Haves We Got Out-of-the-Box
Construction
Projects
Functionality

Building Master
Archive
Functionality

Project Archi...
Additional Benefits
Construction
Projects
Functionality

Building Master
Archive
Functionality

Project Archiving
Function...
Then and Now
Legacy Application

SharePoint Upgrade
Final Weigh-In
Construction
Projects
Functionality

Enhanced the business solution
Building Master
Archive
Functionality

...
Thank You
Bill Nolan
CEO, Buildingi
bill.nolan@buildingi.com
Using SharePoint to Address
Microsoft’s
Records Management Program
Presenter:
Joanna Elazrak
Lead Program Manager, Busines...
Agenda
Business Case
Mitigate risk
Deliver compliance-driven business solutions
Establish an information governance plan
Meet rec...
Business Challenges Before SharePoint…
•
•
•

Productivity
& Process

•
•

Trying to find information needed to deliver Le...
SharePoint Capabilities

18
Envisioning Our Journey
Vision

Utilize SharePoint to deliver
compliance-driven selfservice, document, records
and contrac...
Corporate Records Management
Team
Policy
•
•
•

Establish Compliance-Driven Policies
Maintain Corporate Retention Schedule...
Records
Management

(electronic and physical)
Document Creation & Lifecycle
4
1

2

5

3

6
SharePoint Record Center
(On-premise and O365)

SP 2010
URM Framework
Data Volume for Electronic Records

Data Entry= 1,786 entries/wk (59hrs)
Immigration documents received = 734/wk (19hrs)
Data Volumes for Physical
Current boxes in storage = 105,745
Current active physical records = approximately 2M
Why Unified Record Management
Unified plan
for physical
and electronic
files

Unified
retention
schedule

Active file
mana...
IT Infrastructure
Self-service Utility

200,000+ Regional MySites,
Collaboration, Team &
Divisional sites

Exec Presentati...
Tenancies
On-Premise Corporate Records
SharePoint 2010 with URM

200 TB

Microsoft Corpnet
O365 Microsoft Tenant
SharePoin...
On-Premise Architecture
Unified Retention Policies with Content Type Hub
In Place or Hybrid

Site (Collaboration or
Work S...
Content Types
Term Store

Content Types

(Records Management
business category terms)

(64 Content Types based
on Retentio...
Lessons
Learned and
Next
Steps
Lessons Learned So Far…
Scenariobased
Innovation
methodology

Evangelism to
Leadership
using BI

Trusting your
Technology
...
Create
Create and organize
content easily with the
help of relevant
discovered information

Control
Manage content policy,...
Record Management Future State

On-Premise Records Center

Records Center in the Cloud
+ ability to share with outside par...
eDiscovery in
SharePoint &
Exchange
eDiscovery Overview
Identify
and
Preserve

Search
and
Process

Review

Produce
eDiscovery Center
eDiscovery & Record Center
Flexibility

Order

Easy

Use eDiscovery Center or In-Place Records to manage document
lifecycl...
Q&A
Aiim Seminar - SharePoint Crossroads May 23 - Bending but Not Breaking - Speakers Nolan and Elazrak
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Aiim Seminar - SharePoint Crossroads May 23 - Bending but Not Breaking - Speakers Nolan and Elazrak

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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'.

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

  1. 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. 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. 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. 4. Key Implementation Challenges • Scalability • Automatic provisioning • Legacy application integration • Information migration • Central permissions management • Single-Sign-On
  5. 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. 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. 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. 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. 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. 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. 11. Then and Now Legacy Application SharePoint Upgrade
  12. 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. 13. Thank You Bill Nolan CEO, Buildingi bill.nolan@buildingi.com
  14. 14. Using SharePoint to Address Microsoft’s Records Management Program Presenter: Joanna Elazrak Lead Program Manager, Business Consulting Microsoft Legal & Corporate Affairs
  15. 15. Agenda
  16. 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. 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. 18. SharePoint Capabilities 18
  19. 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. 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. 21. Records Management (electronic and physical)
  22. 22. Document Creation & Lifecycle 4 1 2 5 3 6 SharePoint Record Center (On-premise and O365) SP 2010 URM Framework
  23. 23. Data Volume for Electronic Records Data Entry= 1,786 entries/wk (59hrs) Immigration documents received = 734/wk (19hrs)
  24. 24. Data Volumes for Physical Current boxes in storage = 105,745 Current active physical records = approximately 2M
  25. 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. 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. 27. Tenancies On-Premise Corporate Records SharePoint 2010 with URM 200 TB Microsoft Corpnet O365 Microsoft Tenant SharePoint Online 2013 1 TB + Growing
  28. 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. 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. 30. Lessons Learned and Next Steps
  31. 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. 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. 33. Record Management Future State On-Premise Records Center Records Center in the Cloud + ability to share with outside partners Bringing it together
  34. 34. eDiscovery in SharePoint & Exchange
  35. 35. eDiscovery Overview Identify and Preserve Search and Process Review Produce
  36. 36. eDiscovery Center
  37. 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. 38. Q&A
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