Search driven knowledge management

Search Driven Knowledge Management
13 April 2011

Ari Bakker
Another New Zealander
Independent SharePoint Consultant
Specialising in ECM
E-mail: aribakker@gmail.com
Twitter: @aribakker
Blog: www.sharepointconfig.com

Overview
Search fundamentals
Search concepts
Search toolbox
Case studies
Monitor NHS Trust assessment project
AkzoNobel market research project

Search Reflects Information Quality
Web search is different to enterprise search
Search works on syntax matching and can’t determine meaning
Image source: Peter Hage

SharePoint Search Fundamentals
Information architecture
Managed properties
Search scopes

Crawled Properties
During a crawl, Crawled Properties are created for any metadata discovered e.g. Columns, Document properties

Managed Properties
Managed Properties are properties that can be used in queries e.g. Author:Ari or displayed on the results page
One or more Crawled Properties can be mapped to a Managed Property
Managed Properties can also be used to define scopes

Search Scopes
Defines a subset of information in the search index
Used to restrict queries to relevant information such as a specific project or organisational group e.g. Marketing
Created using rules that limit the information by web address (e.g. http://teams/marketing), content source (e.g. file share), or managed property query (e.g. ContentType:Event)
Scopes can be displayed in the search box or on the advanced search page

Querying Search
Query can include
Keyword e.g. ‘sharepoint’
Managed Properties e.g. Region:UK
Scope e.g. Scope:”Events”
Asterisk can be used to do wildcard searches in SP2010
Operators such as <, <=, >, >= supported in SP2010

SharePoint Search Toolbox

SharePoint Search Toolbox
Out of the box
Search box web part
Core results web part
Best bets web part
Advanced search
People results web part
Refinement web part
Federated results
Extensibility options
Search object model
Search web service

About Monitor
Authorises and regulates NHS Foundation Trusts
Assessment process involves interviews, analysis and reviewing information from trust and third parties
Assessment takes approximately three months
Receives and creates a large amount of documentation in this process
Image source: Thomas Hawk

Assessment Project
Assessment team previously used a file share, Compliance team used SharePoint 2007
The file server (“R:drive”) had inconsistent folder designs, which made it hard to navigate and find information.
The existing SharePoint 2007 environment had over 160GB of content in a single site collection and users were complaining about performance problems.
Users of the SharePoint 2007 system thought that it interfered with their working process as they were forced to check in documents and manually add metadata before other users could see their documents.

DEMO
Monitor Assessment Project

Monitor Search Tips
Publishing pages to store site level metadata
Location based metadata defaults
Scopes
Set default scope based on context
Include separate results pages for each scope
Managed properties
Most important properties at top of the refinement panel
Use page layouts to store properties against pages or sites so they can be used by search
Core results web part
Fixed keyword queries for in page results
Append to query

User Feedback
“Based on the initial feedback that I have heard, both the launch event and the system were very well received and people seem excited to get their hands on it (or that may just be me, but I am definitely excited).” – Dave, Senior Assessment Manager

About AkzoNobel
AkzoNobel is the largest global paints and coatings company in the world
Global Fortune 500 company
Revenue of 14 billion in 2010
Includes brands such as Dulux, Cuprinol, Sikkens

AkzoNobel Project
AkzoNobelspend millions each year on market research projects.
The Global Hub is a repository for all global decorative paints market research project materials.
Market Research database maintained by ~30 world-wide market researchers.
Research material regularly accessed globally by marketing managers, brand-managers, sales and research.
Existing hub needed replacing and moving onto the existing global SharePoint 2007 platform

Worst thing about Imagine (verbatims)
Not always easy to find what you are looking for
Can be slow and not always obvious where items are categorised.
Search engine
Difficult to find all projects about a specific area, ie trim,
with out knowing what all the project names are
VERY difficult to locate information if you do not know the EXACT project to which it applies.
It is not very easy to find the information
Challenging to find what you are looking for!
It's hard to find topic related documents

AkzoNobel Information Architecture
Research Project Metadata
Business unit
Country
Brand cluster
Brand
Country
Research type
Channel
Business sector
Methodology
All allow multiple values!
10-15 documents per project
Some projects also contain images and videos
300+ research projects per year

AkzoNobel Site Structure

DEMO
AkzoNobel Market Research Hub

AkzoNobel Search Setup
Projects as pages
Sites per year
Single site collection
Scopes
All sites
The Voice
Research Projects
Managed properties
Business unit
Country
Brand cluster
Brand
Country
Research type
Channel
Business sector
Year
Methodology

Thank you for attending!
@aribakker

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Search driven knowledge management

by Ari Bakker on Apr 14, 2011

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Search driven knowledge management — Presentation Transcript