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ECM with SharePoint - SPSOzarks

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  • 1. Enterprise Content Management with SharePoint
    Andrew Parmenter
    Senior SharePoint Developer
    KnowledgeLake, Inc.
    @SharePointCoder
    http://www.SharePointCoder.com
  • 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”
    - AIIM http://www.aiim.org
    What is ECM?
  • 3. The
    Platform
    Why SharePoint ECM?
    SQL Server
  • 4. What Content Matters
    Common Use Cases
    Accounting, HR & Contracts
    Legal – Case Files/Contracts
    Financial – New Accounts/Lending
    Healthcare – Patient Records, Financial Docs
    MFG/Dist/Retail – Accounts Payable
    Government – Revenue, DOT, Health, Police, Historical
    Insurance – Claims & Enrollment
    Transportation – Proof of Delivery
    Education – Student Records, Financial, Enrollment
    Top Business Drivers
    Operating cost reduction
    Speed of Processing
    Storage Space
    Security of Info Assets
    Virtual Workforce
    Compliance
    User Productivity
    Disaster recovery
    Enhanced customer service
  • 5. Enterprise Content Management Paper and Electronic Data
    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.
    International Data Corporation
    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.
    Butler Group
  • 6. Worlds Largest (Worst) Repositories
    E:/OnMyHardDrive/NotInSharePoint/GrowingEveryDay/ WhenILeaveYouWillNotFindWhatYouNeedInThisMess/ SomeOfTheInformationRelatesToContractsWorthBig$$ToOurCompany
  • 7. Email Inbox – Outlook
    Email Distribution Lists
    File Cabinets
    Worlds Largest (Worst) Repositories
  • 8. What’s Happened to make Content Management with SharePoint Easier
  • 9. State of the ECM Market
    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.
    - Gartner, September 2007
    FileNet
    Workplace
    IBM CM
    SharePoint
    Stellent
    Optika
    Oracle
    “It seems like all organizations using Microsoft products will overthe next few years implement SharePoint in some fashion”
    AIIM – January 2010
    What is on the desktop?
  • 10. Why SharePoint is Dominating ECM
    Tightly integrated content oriented suite (single code base)
    Unified repository for all applications to draw from
    Information worker focus leverages MSTF desktop
    $1B annual investment in product suite
    Note the dramatic changes from SP 2003 to 2007 to 2010
    Low entry cost vs. point solutions
    Ready supply of .Net and SharePoint resources
    Ease of administration
  • 11. Enterprise Content Managementand SharePoint
  • 12. SharePoint 2003
    Custom site definitions and templates
    Metadata columns created at the library level
    Searches constrained to a single library
    Site and Library level security
    Local Admin was by default an admin in SharePoint
    Brief SharePoint ECM History
    SharePoint 2007
    Features
    Content Types at site collection level
    Item level security
    Search across library, sites, site Collection and web applications
    External BLOB Store (EBS) – with SP1
  • 13. SharePoint 2010
    Features continued…
    Business Connectivity Services (BCS)
    External Content Types
    Document Sets
    Remote BLOB Store (RBS)
    List Validations
    Managed Metadata Service
    Large List Optimizations
    Content Organizer
    Search is now scalable
    Document ID Service
    Brief SharePoint ECM History - cont’d
  • 14. Microsoft’s ECM Philosophy The Three “E”s
    Everyone in the organization has access to and benefits from features
    Capabilities can be adjusted – everyone sees as much as they need
    EveryoneParticipates
    Easy for IW: Supreme user acceptance & supreme adoptability
    Easy for IT: Great OOB, fast to deploy & easy to manage
    Easyto Use
    Consistently high performance at scale
    Feature depth, customizability and extensibility
    EnterpriseReady
  • 15. SharePoint 2010 ECM Features that Rock!
    • Enterprise Managed Metadata
    • 16. Document IDs
    • 17. BCS
  • 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.
    Enterprise Managed Metadata
  • 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!
    Enterprise Managed Metadata
  • 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.
    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.
    Document ID Service
  • 20. Document ID Service
  • 21. Business Connectivity Service (BCS)Formerly Business Data Catalog
    External Data Source
    Read/Write
    .NET Object
    Database
    WCF
    Web Service
    LOB System
    External Content Type (ECT)
    KnowledgeLake
    External List (SharePoint)
    Client (Office or Custom)
  • 22. SharePoint 2010 Foundation (WSS) vs. Server (MOSS)
  • 23. Enterprise Managed Metadata
    Document IDs
    BCS
    Demo
  • 24. KnowledgeLake Case Studies
  • 25. Midwest Operating Engineers
  • 26. Boxes upon Boxes of paper
  • 27. More Paper
  • 28. Challenge:
    Increasing cost in handling of paper in Accounting, HR, and Contracts
    Inefficient systems and people processes were based on manual handling of paper forms, which were prone to delays and did not provide management visibility
    Approval processes taking too many days with increasing cost of mail and labor
    Needed a simple solution for user adoption – average age 52
    Midwest Operating Engineers ROI
    “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.”
    Ron Borden - Executive Director of IT
    MOEITS Technology Services (Local 150)
  • 29. Pella Corporation: Decrease Storage Space
  • 30. Legacy Imaging Systems Migrations to SharePoint
    Brokerage Firm
    Westbrook Conversion 40 million images
    Insurance
    Xerox DocuShare Imaging Conversion
    University
    Stellent Conversion
    Manufacturing
    Documentum Conversion
    Distributor
    Optika Conversion
    Human Resources
    FileNet Imaging and COLD Conversion
    Oil & Gas
    FileNet Conversion
    Microsoft SharePoint 2007
    with KnowledgeLake Imaging
  • 31. Questions?
    Andrew Parmenter
    • Blog: http://www.SharePointCoder.com
    • 32. Twitter: @SharePointCoder

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