Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon

SharePoint and ECM can work together to improve the creation, handling, and sharing of content.

What’s in a name? WSS 3.0 – Windows SharePoint Services 3.0 Microsoft Office SharePoint Server (MOSS) 2007 – Standard and Enterprise The basics: Each supports a set of repository and DM functionality Sites and sub-sites, document libraries, customizable lists, document versioning with check in/out, metadata and metadata validation, basic workflow, basic search, and Web parts All 3 can be called “SharePoint”. WSS can’t be called MOSS. Page  3

  However, like any ECM (or IT tool), you must plan.   Because it’s so easy to use, SharePoint implementations have sprouted like mushrooms in organizations.   Pro – it’s easy to use   Con – it’s easy to use Page  4

March 2008 (according to Bill Gates): $1 billion in revenue from SharePoint and 100 million licenses. We can quibble with the number, but that’s a lot. State of the Market: Microsoft SharePoint (AIIM research) 69% using SharePoint Of those not using SharePoint, 45% “Likely will” Upshot: 83% of surveyed organizations are, or plan to, use SharePoint Page  5

Where is it being used? 69% workgroup 58% one or more departments 39% multi-departmental 37% enterprise-wide Page  6

Lot’s o’ stats coming. Be patient. I’ll be quick. Page  7

How would you describe your use and experience of the following Web 2.0 technologies for your BUSINESS life? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Web/Video conferencing Discussion Forums Wikis Instant Messaging Blogs SMS/Text Messaging LinkedIn RSS Corporate Social Networking Podcasting YouTube Social Voting/Ranking Chat rooms FaceBook Mashups All respondents (785) Twitter SecondLife Non-Users Consumers Contributors Page  8

In your view, how critical is Enterprise 2.0 to your organization’s overall business goals and success? 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 54% of organisations Imperative consider Enterprise 2.0 Significant to be important Average Minimal Not at all 10+ employees (656) Page  9

Which THREE of the following would you say are the key drivers for Enterprise 2.0 in your organization? 0% 10% 20% 30% 40% 50% 60% 70% 80% Knowledge Better use of shared knowledge share Increased collaboration Collaboration Faster communication Responsiveness Increased agility/responsiveness Reduced travel costs Brokering - bringing together people and expertise Reduction of IT costs 10+ employees (656) Increased innovation and reduced Time-to-Market Page  10

Which THREE of these are the biggest impediments to wider implementation of Enterprise 2.0 in your organization? 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% Lack of understanding Familiarity Corporate culture Not a high enough priority Culture Cost Lack of business case (ROI) Cost Potential security leaks Staff unwillingness to participate Potential legal issues Concern over staff time-wasting Technical complexity 10+ employees (656) Loss of control by management Immaturity of technology Customer/member/partner unwillingness Page  11 to participate

Which group is the PRIMARY driver of Enterprise 2.0 in your organization? 0% 5% 10% 15% 20% 25% 30% 35% Users Driven from bottom up not IT Managers top down CIO/CTO Senior/Executive Business Managers Mid-Level Business Managers CEO 10+ employees (656) Page  12

Which THREE of the following document collaboration tools would you say are the most used by your team or within your business unit? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Marked up paper copies Most of us are Emailed suggestions and changes still playing Annotated PDF files email ping- pong Review and track-change functions in Word Specialist document-sharing application Ad hoc wiki sites Document review workflows within DM or ECM system Team sites within SharePoint 10+ employees (656) Team sites within other collaboration suites Page  13

Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization? 0% 10% 20% 30% 40% 50% 60% 70% Enhanced team-work and knowledge sharing Reduced time and effort to find Knowledge information and documents Improved efficiency of document or sharing proposal creation process Faster project delivery Efficiency Reduced travel costs and time Fewer mistakes due to wrong versions Timelines or incorrect transcription of changes Better relationships with partners and customers Travel costs Reduced storage of email attachments Support of Green initiatives Better innovation 10+ employees (656) Fewer cycles on sign-offs My organization is unlikely to spend Page  14 anything on these tools.

Which collaboration platform do you use MOST for team/project sites? 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% We use SharePoint team sites 42% use SharePoint team-sites We use team sites in another ECM suite We use a stand-alone/dedicated in-house platform for team sites We use a hosted/SaaS external platform for team sites 10+ employees (656) We don’t use team sites Page  15

How will your spending on Enterprise 2.0 technologies in the next 12 months compare with the previous 12 months? 0% 25% 50% 75% 100% Dedicated document collaboration software Spending SharePoint Client Access Licences (CALs) up in all areas Collaboration modules in other ECM suite Dedicated Enterprise 2.0 suite SaaS access to web-hosted blog/wiki/forum platforms Video production for the web Consulting services around Enterprise 2.0 10+ employees (656) Training for Enterprise 2.0 Much less Less Same More Much more Page  16

agree or disagree? “Only those projects that can demonstrate positive hard dollar returns THIS YEAR are being approved.” 69% agree AIIM State of the Industry 2009 Making the Case for Document ©2009, AIIM N=360 Management in Challenging Times

WTH? (You may be thinking) 1.  Collaboration – good 2.  Document management – good 3.  SharePoint does a good job with both 4.  Great. We’ve got ECM Page  20

Not so fast my friend Page  21

SharePoint does not equal ECM Page  22

It’s working now for: Collaboration Document creation/sharing In some situations where RM requirements are limited BUT . . . . Page  23

SharePoint does not equal ECM (Can’t say this too much) Page  24

  One representative example:   We have learned the hard way - don't use a grass roots implementation to buy user adoption of this product. Going back after users have been creating sites and storing volumes of information on the platform and telling them - Now you must..... is very difficult. Once users find the ease of use and collaboration functionality they are off to the races - you will never be able to grasp the volumes of content stored in multiple sites, created on the fly etc. My suggestion: Before you deploy - what are you trying to provide the enterprise with, what do you need to control. Ensure you have full governance and a strong IA in place before you proceed. Page  25

Gartner: Though it covers a broad spectrum of capabilities, MOSS 2007 is not yet a full enterprise content management system. Organizations requiring advanced content management capabilities and process-centric applications will need to augment their capabilities with partner offerings, or deploy MOSS 2007 alongside an ECM system rather than as a replacement for it. Page  27

What’s coming? More of the same and another name: Microsoft SharePoint 2010 (instead of Microsoft SharePoint 14) Page  28

Work in SharePoint, but where should content live? Can SharePoint scale? Integration challenges? What about Records Management? Page  29

Other issues (in no particular order):   Compliance and governance   After integration, is it really less expensive?   Search?   Another content silo Page  30

1.  There is no magic ECM bullet 2.  Companies need to figure out WHY they are using a technology BEFORE they use it. 3.  SharePoint is definitely not going away. Educating the market is critical and readers will love us for it. Page  31

Thanks Bryant Duhon bduhon@aiim.org All stats can be found at: www.aiim.org/marketiq Page  32

Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon

by EMCsoftware on Jun 05, 2009

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Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon — Presentation Transcript