ECM with SharePoint - SPSOzarks


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ECM with SharePoint - SPSOzarks

  1. 1. Enterprise Content Management with SharePoint<br />Andrew Parmenter<br />Senior SharePoint Developer<br />KnowledgeLake, Inc.<br />@SharePointCoder<br /><br />
  2. 2. “Enterprise content management (ECM) refers to the technologies, strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to an organization and its processes. ECM tools allow the management of an enterprise level organization’s information”<br />- AIIM<br />What is ECM?<br />
  3. 3. The<br />Platform<br />Why SharePoint ECM?<br />SQL Server<br />
  4. 4. What Content Matters<br />Common Use Cases<br />Accounting, HR & Contracts<br />Legal – Case Files/Contracts<br />Financial – New Accounts/Lending<br />Healthcare – Patient Records, Financial Docs<br />MFG/Dist/Retail – Accounts Payable<br />Government – Revenue, DOT, Health, Police, Historical<br />Insurance – Claims & Enrollment<br />Transportation – Proof of Delivery<br />Education – Student Records, Financial, Enrollment<br />Top Business Drivers<br />Operating cost reduction<br />Speed of Processing<br />Storage Space<br />Security of Info Assets<br />Virtual Workforce<br />Compliance<br />User Productivity<br />Disaster recovery<br />Enhanced customer service<br />
  5. 5. Enterprise Content Management Paper and Electronic Data<br />Information workers waste 3.5 hours each week on searches that don’t turn up the right information. Assuming an average salary of $60,000 including benefits – a figure based on 2004 Bureau of Labor Statistics data – the cost of ineffective search is $5,251 per worker per year. For a 1,000 workers, the cost is $5.25 million.<br />International Data Corporation<br />Ninety percent of the documents that are created have no useful metadata. Until we get more of that metadata it is going to an uphill struggle to get better results out of these very capable search technologies.<br />Butler Group<br />
  6. 6. Worlds Largest (Worst) Repositories<br /> E:/OnMyHardDrive/NotInSharePoint/GrowingEveryDay/ WhenILeaveYouWillNotFindWhatYouNeedInThisMess/ SomeOfTheInformationRelatesToContractsWorthBig$$ToOurCompany<br />
  7. 7. Email Inbox – Outlook<br />Email Distribution Lists<br />File Cabinets<br />Worlds Largest (Worst) Repositories<br />
  8. 8. What’s Happened to make Content Management with SharePoint Easier<br />
  9. 9. State of the ECM Market<br />The increased focus of infrastructure vendors, especially Microsoft, on content managementhas led to consolidation in the ECM market, where only three or four significant vendors areleftfor consideration for enterprise-wide deployments.<br />- Gartner, September 2007<br />FileNet<br />Workplace<br />IBM CM<br />SharePoint<br />Stellent<br />Optika<br />Oracle<br />“It seems like all organizations using Microsoft products will overthe next few years implement SharePoint in some fashion”<br />AIIM – January 2010<br />What is on the desktop?<br />
  10. 10. Why SharePoint is Dominating ECM<br />Tightly integrated content oriented suite (single code base)<br />Unified repository for all applications to draw from<br />Information worker focus leverages MSTF desktop<br />$1B annual investment in product suite<br />Note the dramatic changes from SP 2003 to 2007 to 2010<br />Low entry cost vs. point solutions<br />Ready supply of .Net and SharePoint resources<br />Ease of administration<br />
  11. 11. Enterprise Content Managementand SharePoint<br />
  12. 12. SharePoint 2003<br />Custom site definitions and templates<br />Metadata columns created at the library level<br />Searches constrained to a single library<br />Site and Library level security<br />Local Admin was by default an admin in SharePoint<br />Brief SharePoint ECM History<br /> SharePoint 2007<br />Features<br />Content Types at site collection level<br />Item level security <br />Search across library, sites, site Collection and web applications<br />External BLOB Store (EBS) – with SP1<br />
  13. 13. SharePoint 2010<br />Features continued…<br />Business Connectivity Services (BCS)<br />External Content Types<br />Document Sets<br />Remote BLOB Store (RBS)<br />List Validations<br />Managed Metadata Service<br />Large List Optimizations<br />Content Organizer<br />Search is now scalable <br />Document ID Service<br />Brief SharePoint ECM History - cont’d<br />
  14. 14. Microsoft’s ECM Philosophy The Three “E”s<br />Everyone in the organization has access to and benefits from features<br />Capabilities can be adjusted – everyone sees as much as they need<br />EveryoneParticipates<br />Easy for IW: Supreme user acceptance & supreme adoptability<br />Easy for IT: Great OOB, fast to deploy & easy to manage<br />Easyto Use<br />Consistently high performance at scale<br />Feature depth, customizability and extensibility<br />EnterpriseReady<br />
  15. 15. SharePoint 2010 ECM Features that Rock!<br /><ul><li>Enterprise Managed Metadata
  16. 16. Document IDs
  17. 17. BCS</li></li></ul><li>Enterprise Managed Metadata (EMM) is a set of features introduced in Microsoft Office 2010 that allow users to create and manage metadata taxonomies across the enterprise.<br />Enterprise Managed Metadata<br />
  18. 18. Most of the information out there about EMM covers terms and keywords, however there is another key piece to the Managed Metadata Service. The service also allows for Enterprise Content Types!<br />Enterprise Managed Metadata<br />
  19. 19. Okay why is the Document ID service so important when I can search for the documents I need using the KnowledgeLake software, other searching software or even just browsing the libraries.<br />Well many LOB application need a way to link to the document within SharePoint and guarantee they can still find the same document even if it was moved or even renamed either by users or maybe through a Workflow process.<br />Document ID Service<br />
  20. 20. Document ID Service<br />
  21. 21. Business Connectivity Service (BCS)Formerly Business Data Catalog<br />External Data Source<br />Read/Write<br />.NET Object<br />Database<br />WCF<br />Web Service<br />LOB System<br /> External Content Type (ECT) <br />KnowledgeLake<br />External List (SharePoint)<br />Client (Office or Custom)<br />
  22. 22. SharePoint 2010 Foundation (WSS) vs. Server (MOSS)<br />
  23. 23. Enterprise Managed Metadata<br />Document IDs<br />BCS<br />Demo<br />
  24. 24. KnowledgeLake Case Studies<br />
  25. 25. Midwest Operating Engineers <br />
  26. 26. Boxes upon Boxes of paper<br />
  27. 27. More Paper<br />
  28. 28. Challenge:<br />Increasing cost in handling of paper in Accounting, HR, and Contracts<br />Inefficient systems and people processes were based on manual handling of paper forms, which were prone to delays and did not provide management visibility<br />Approval processes taking too many days with increasing cost of mail and labor<br />Needed a simple solution for user adoption – average age 52<br />Midwest Operating Engineers ROI<br />“By using KnowledgeLake and Microsoft SharePoint, Midwest Operating Engineers (Local 150) have gained sufficient savings in many operational functions. We achieved our original payback projection of less than 5 months and today we have found many other savings that have improved our business processes. With the ease of use with KnowledgeLake’s products, we have substantially increased our user adoption. Based on the results we have accomplished, we are now more efficient and productive in many of our operations.”<br />Ron Borden - Executive Director of IT<br />MOEITS Technology Services (Local 150)<br />
  29. 29. Pella Corporation: Decrease Storage Space<br />
  30. 30. Legacy Imaging Systems Migrations to SharePoint<br />Brokerage Firm<br />Westbrook Conversion 40 million images<br />Insurance<br />Xerox DocuShare Imaging Conversion<br />University<br />Stellent Conversion<br />Manufacturing<br />Documentum Conversion<br />Distributor<br />Optika Conversion<br />Human Resources<br />FileNet Imaging and COLD Conversion<br />Oil & Gas<br />FileNet Conversion<br />Microsoft SharePoint 2007<br />with KnowledgeLake Imaging<br />
  31. 31. Questions?<br />Andrew Parmenter<br /><ul><li>Blog:
  32. 32. Twitter: @SharePointCoder</li>