Search driven knowledge management


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This presentation looks at some of the SharePoint features available for structuring information so content is easy to find. The session will also look at some real world projects that had information architecture requirements that didn’t line up with the out-of-the box SharePoint features. We will look at the requirements for these projects and show how solutions were built using a combination of the SharePoint features and customisations built on top of the SharePoint platform. Some of these features include using a search driven architecture and automating the tagging of content using the new content management features of SharePoint 2010.

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Search driven knowledge management

  1. 1. Search Driven Knowledge Management<br />13 April 2011<br />
  2. 2. Ari Bakker<br />Another New Zealander<br />Independent SharePoint Consultant <br />Specialising in ECM <br />E-mail:<br />Twitter: @aribakker<br />Blog:<br />
  3. 3. Overview<br />Search fundamentals<br />Search concepts<br />Search toolbox<br />Case studies<br />Monitor NHS Trust assessment project<br />AkzoNobel market research project<br />
  4. 4. Search Reflects Information Quality<br />Web search is different to enterprise search<br />Search works on syntax matching and can’t determine meaning<br />Image source: Peter Hage<br />
  5. 5. SharePoint Search Fundamentals<br />Information architecture<br />Managed properties<br />Search scopes<br />
  6. 6. Crawled Properties<br />During a crawl, Crawled Properties are created for any metadata discovered e.g. Columns, Document properties<br />
  7. 7. Managed Properties<br />Managed Properties are properties that can be used in queries e.g. Author:Ari or displayed on the results page<br />One or more Crawled Properties can be mapped to a Managed Property<br />Managed Properties can also be used to define scopes<br />
  8. 8. Search Scopes<br />Defines a subset of information in the search index<br />Used to restrict queries to relevant information such as a specific project or organisational group e.g. Marketing<br />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)<br />Scopes can be displayed in the search box or on the advanced search page<br />
  9. 9. Querying Search<br />Query can include<br />Keyword e.g. ‘sharepoint’<br />Managed Properties e.g. Region:UK<br />Scope e.g. Scope:”Events”<br />Asterisk can be used to do wildcard searches in SP2010<br />Operators such as <, <=, >, >= supported in SP2010<br />
  10. 10. SharePoint Search Toolbox<br />
  11. 11. SharePoint Search Toolbox<br />Out of the box<br />Search box web part<br />Core results web part<br />Best bets web part<br />Advanced search<br />People results web part<br />Refinement web part<br />Federated results<br />Extensibility options<br />Search object model<br />Search web service<br />
  12. 12. About Monitor<br />Authorises and regulates NHS Foundation Trusts<br />Assessment process involves interviews, analysis and reviewing information from trust and third parties<br />Assessment takes approximately three months<br />Receives and creates a large amount of documentation in this process<br />Image source: Thomas Hawk<br />
  13. 13. Assessment Project<br />Assessment team previously used a file share, Compliance team used SharePoint 2007<br />The file server (“R:drive”) had inconsistent folder designs, which made it hard to navigate and find information. <br />The existing SharePoint 2007 environment had over 160GB of content in a single site collection and users were complaining about performance problems.<br />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.<br />
  14. 14. DEMO<br />Monitor Assessment Project<br />
  15. 15. Monitor Search Tips<br />Information architecture<br />Publishing pages to store site level metadata<br />Location based metadata defaults<br />Scopes<br />Set default scope based on context<br />Include separate results pages for each scope<br />Managed properties<br />Most important properties at top of the refinement panel<br />Use page layouts to store properties against pages or sites so they can be used by search<br />Core results web part<br />Fixed keyword queries for in page results<br />Append to query<br />
  16. 16. User Feedback<br />“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<br />
  17. 17. About AkzoNobel<br />AkzoNobel is the largest global paints and coatings company in the world<br />Global Fortune 500 company<br />Revenue of 14 billion in 2010<br />Includes brands such as Dulux, Cuprinol, Sikkens<br />
  18. 18. AkzoNobel Project<br />AkzoNobelspend millions each year on market research projects. <br />The Global Hub is a repository for all global decorative paints market research project materials.<br />Market Research database maintained by ~30 world-wide market researchers.<br />Research material regularly accessed globally by marketing managers, brand-managers, sales and research.<br />Existing hub needed replacing and moving onto the existing global SharePoint 2007 platform<br />
  19. 19.
  20. 20. Worst thing about Imagine (verbatims)<br />Not always easy to find what you are looking for<br />Can be slow and not always obvious where items are categorised.<br />Search engine<br />Difficult to find all projects about a specific area, ie trim, <br />with out knowing what all the project names are<br />VERY difficult to locate information if you do not know the EXACT project to which it applies.<br />It is not very easy to find the information<br />Challenging to find what you are looking for! <br />It's hard to find topic related documents<br />
  21. 21.
  22. 22. AkzoNobel Information Architecture<br />Research Project Metadata<br />Business unit<br />Country<br />Brand cluster<br />Brand<br />Country<br />Research type<br />Channel<br />Business sector<br />Methodology<br />All allow multiple values!<br />10-15 documents per project<br />Some projects also contain images and videos<br />300+ research projects per year<br />
  23. 23. AkzoNobel Site Structure<br />
  24. 24. DEMO<br />AkzoNobel Market Research Hub <br />
  25. 25. AkzoNobel Search Setup<br />Information architecture<br />Projects as pages<br />Sites per year<br />Single site collection<br />Scopes<br />All sites<br />The Voice<br />Research Projects<br />Managed properties<br />Business unit<br />Country<br />Brand cluster<br />Brand<br />Country<br />Research type<br />Channel<br />Business sector<br />Year<br />Methodology<br />
  26. 26. Thank you for attending!<br />@aribakker<br />