AIIM Info360 ConferenceWashington D.C.March 23, 20113:30 – 4:10 PM<br />Exploring the Mississippi Department of Transportation’s SharePoint journey<br />
Ken Slay<br />Mississippi Department of Transportation (MDOT)<br />ECM Project Manager<br />
Overview of MDOT<br />Responsibilities<br />Highway construction and maintenance<br />Airport and port development<br />Weight enforcement<br />Public transit<br />Rail safety<br />
Overview of MDOT<br />Organization<br />Governed by 3 elected commissioners representing the North, Central and Southern districts of Mississippi (Transportation Commission)<br />Transportation Commission appoints an Executive Director who is responsible for day to day operations<br />Approximately 3,500 employees<br />34 divisions / 6 districts / 70+ remote locations<br />Administrative headquarters – Jackson, MS<br />
Overview of MDOT<br />Organization<br />Districts have significant autonomy<br /><ul><li>Located throughout the state where the work is done (construction & maintenance projects)
Each district coordinates, plans, designs, constructs and maintains their respective portion of the state’s transportation network
Each districts has a certain level of IT personnel (desktop support, some servers)
File shares on decentralized servers</li></ul>Divisions have significant autonomy<br /><ul><li>Located at Administration headquarters (Jackson, MS)
File shares on decentralized servers</li></li></ul><li>Overview of MDOT<br />Key Statistics<br />5,546 bridges<br />29,137 lane miles of state highways<br />23,300 assets (vehicles and equipment)<br />$1.05 billion annual budget<br />83 employees in Information Systems Division<br />
Overview of MDOT<br />Accomplishments - 2010<br />$558 million in construction contracts awarded<br />397 miles of highway resurfaced<br />7,016 miles of unpaved shoulder re-shaped<br />3,776 miles of pavement striping applied<br />274,949 acres of right-of-way mowed<br />5,203,584 tractor-trailers weighed<br />36 arrests / 563 pounds of drugs seized<br />
History of ECM at MDOT<br />EMC ApplicationXtender (AX)<br /><ul><li>Installed in 2005
Departmental solutions (application) typically based on a single document type or specific end-user requirement
Access to database tables for metadata validation</li></li></ul><li>History of ECM at MDOT<br />EMC ApplicationXtender (AX)<br /><ul><li>Varying degrees of adherence to an established enterprise metadata “policy” related to MDOT’s various coding conventions for “project numbers”
MDOT Financial Management System (FMS) Project Number
External Project Number – Used in conjunction with the Federal Highway Administration for federal billing / reimbursement
Legacy accounting system (Pre-FMS) did not enforce any rules on the use of External Project Number
AX applications that use External Project Number commonly do not enforce validation
No retention policies or workflow used</li></li></ul><li>History of ECM at MDOT<br />Issues with AX:<br /><ul><li>Unhappy users (phone calls / emails to CIO) - typically mid-level managers and higher in the organization (non frequent users) complaining of difficulty in finding what they’re looking for
No enterprise taxonomy or ability to manage deployment across applications
High cost for licenses and maintenance relative to what we were getting
History of “limited” software enhancements – MDOT received very little value for maintenance $
We had questions about EOD and EOL</li></li></ul><li>History of SharePoint at MDOT<br />SharePoint Portal Server 2003 (installed 2005)<br /><ul><li>InfoPath and BizTalk custom workflow</li></ul>MOSS 2007 (installed 2008)<br /><ul><li>Collaboration sites</li></li></ul><li>ECM @ MDOT – New Direction<br />Q4 2008 - Decision time<br /><ul><li>We had some success with AX (electronic filing cabinet) but the product also had limitations and issues
We had done no significant ECM with SharePoint
We made the decision to move in a different direction and purchase a new system</li></li></ul><li>ECM @ MDOT – New Direction<br />Formed ECM team to gather requirements for:<br />Formed team for vendor evaluations and system selection:<br /><ul><li>Cross section of divisions / districts representation
Perform ROI Study and Report</li></li></ul><li>ECM @ MDOT – New Direction<br />Study Findings - Business Process Statistics<br /><ul><li>Average employee spends 5 hours per week searching for information
In total, employees spend 629,460 hours per year searching for information
We have approximately 600 paper based forms and processes in use
Average paper form takes 1.5 hours to process end-to-end
In total, employees spend 377,676 hours per year processing paper forms</li></li></ul><li>ECM @ MDOT – New Direction<br />Study Findings - ROI Calculations<br /><ul><li>For every 1% reduction in total employee time spent searching for information, MDOT saves $108,141 per year in labor efficiency
For every paper form that we convert to electronic, MDOT saves $18 per usage
For every 1% reduction in total processing time (re-filing and printing) for unstructured paper documents, MDOT saves $73,899 per year</li></li></ul><li>ECM @ MDOT – SharePoint<br />Q4 2009 - Decision to go with SharePoint 2010<br /><ul><li>Lower cost and better R.O.I. than any other major vendor
Significantly improved features over MOSS 2007
Microsoft is already a key business partner (Server O/S, Desktop / Laptop O/S, Office, Exchange, Active Directory, SQL Server, Business Intelligence, Reporting)
Microsoft’s success with SharePoint strengthened their already strong commitment
Vibrant and proven partner network for additional products and support</li></li></ul><li>ECM @ MDOT<br />Use CasesScreen Shots Benefits<br />
The “E” in ECM…<br /><ul><li>Use Case to follow </li></li></ul><li>The “C” in ECM…<br />Consumption<br />Incoming<br />SharePoint 2010<br />Outgoing<br />Content Lifecycle<br />Workflow<br />Security<br />Collaboration<br />Publishing<br />
Use Case – Document Mgt.<br />Challenge<br />MDOT requires that documents be co-authored collaboratively in an open and secure manner. The document lifecycle includes legal holds and records declaration. The document workflow and classification process must integrate with LOB data and a managed enterprise taxonomy. <br />Solution<br />Benefits<br /><ul><li>Implement SharePoint 2010 document management features including document versioning, document sets, check-in/out, managed metadata term store, content type publishing
Utilize the Drop Off library to route content and drive workflow
Utilize the Records Center feature with Document ID’s
MDOT knowledge workers and Executives are more efficient due to the collaborative process of authoring documents.
Decision making is improved due to accuracy and increased speed of document creation.
Employees save time due to elimination of efforts dealing with copies and mismanaged versions.</li></li></ul><li>Why KnowledgeLake @ MDOT?<br />Capture<br />Connect<br />Imaging<br />Improves business processes by classifying our content and ensure the information is accurate, retrievable, secure, and auditable<br />Increase productivity by saving documents to SharePoint from any desktop application<br />Extends SharePoint into a fully functioning document imaging system<br />
Use Case – Imaging / Capture<br />Challenge<br />MDOT sought the “best of breed” SharePoint 2010 imaging solution to manage the capture and classification of millions of paper documents via our existing scanner devices (desktop, departmental and MFPs) as well as a means to drive other electronic content to SharePoint for enterprise consumption.<br />Solution<br />Benefits<br /><ul><li>Implement KnowledgeLake Imaging for SharePoint to help organize, store, access and route scanned documents and data across the enterprise
Install KnowledgeLake Connect as an on-ramp to add content
Install KnowledgeLake Capture to provide a single interface for all scanners and MFPs
Increased productivity by making more content available in SharePoint where retrieval is faster and easier
Improved ROI through higher adoption rates due to increased user productivity
Our old AX users can now find the right information much easier
Increased enterprise visibility through use of MDOT taxonomy</li></li></ul><li>Why KnowledgeLake @ MDOT?<br />A key piece of our SharePoint strategy is KnowledLake<br />SharePoint is the repository (not a web part)<br />Easily the best overall integration with SharePoint of all imaging / capture products available in the market.<br /><ul><li>Administration
Taxonomy</li></ul>Basic and Advanced capture and image processing capabilities that met our requirements<br />Best integration with Microsoft Office products through Connect<br />
Use Case – Enterprise Search<br />Challenge<br />MDOT wanted content in SharePoint and other data sources searchable via a comprehensive, full featured, highly configurable search platform integrated with SharePoint that uses an intuitive interface for easy navigation by filtering search results using MDOT’s enterprise taxonomy.<br />Solution<br />Benefits<br /><ul><li>Implement FAST for SharePoint to crawl SharePoint sites, file shares and non-SharePoint sites
Use SharePoint taxonomy to surface refiners in FAST search results that help a user navigate to locate desired information
Use FAST “pipeline extensibility” for associating other data with results
Employees save time looking for other employees information
Improved productivity through user interaction with navigational refiners based on MDOT data
Improve responsiveness, accuracy, and timeliness though incremental crawls
Reduce the time to find information through scoped searches</li></li></ul><li>MDOT’s solution - FAST<br />User Enters Search Term<br />Greenville River Bridge<br />
MDOT’s solution - FAST<br />Search Results<br />Scope<br />File Share<br />Content Type Refiner<br />Managed Property<br />Refiner<br />File Share<br />Folder Name <br />Used as Metadata<br />
Why FAST @ MDOT?<br />FAST for SharePoint<br />Best product score from our analysis – based primarily on feature set and integration with SharePoint<br />Saved $ 300,000 – $ 800,000 (6 year) over the other two finalists in our search vendor analysis<br />OOB navigational refiners based on MDOT metadata (content types)<br />Using “pipeline extensibility” for association of related information to content (managed properties)<br />Ability to tune the relevance model of search results<br />Audience targeting, Best Bets, Federated Results, Search history (term prediction)<br />
Use Case – InfoPath / Workflow<br />Challenge<br />MDOT has over 600 forms that need to be automated from paper based processes. Forms must be deployable via a browser and easily use data from our LOB systems as well as SharePoint. Must also support digital signature and front end our workflow strategy with minimal integration work.<br />Solution<br />Benefits<br /><ul><li>Implement InfoPath 2010 to create browser enabled forms (as well as 2007 compatible Filler forms) based on SharePoint lists or form libraries supporting workflows and digital signatures
Utilize SharePoint Designer declarative workflows to easily route content for review and approval while offering a platform that can extend to very complex scenarios
MDOT Executives and management are more productive as they spend less time shuffling paper.
Decisions are made faster as a result of receiving the task sooner.
Our activities are more auditable through workflow history.
We make better decisions due to more and better visibility into the processes.</li></li></ul><li>MDOT’s solution - InfoPath<br />
Why InfoPath @ MDOT?<br />InfoPath<br /><ul><li>“No code” solutions with Rules and formulas
Added Active Directory attributes for MDOT Approval Level (MAL), Division / District, Org Chart Level</li></li></ul><li>Use Case – Team Site<br />Challenge<br />The Transportation Commission meetings result in critical decisions being made that require immediate attention. MDOT executives needed information more quickly to ensure that projects were kept on schedule and people kept working.<br />Solution<br />Benefits<br /><ul><li>Build SharePoint 2010 Team Site to include shared calendars, current agenda postings and issues lists
Create archive libraries for meeting agendas and minutes as well as Commission Orders
Create automated workflow processes for requesting Orders, documents, and routing content
The Commission is able to carry out its critical function more quickly resulting a more agile decision making body for the state of MS
MDOT executives and management work more efficiently as the information they need to do their job is available faster
MDOT executive can now locate key information themselves</li></li></ul><li>MDOT’s solution – Team Site<br />
MDOT’s solution – Team Site<br />Quote from Amy Hornback<br />Secretary to the Transportation Commission<br />“The staff members can go to our SharePoint site and it’s like a one stop shop for all things that deal with the Transportation Commission.”<br />
Use Case – MySites<br />Challenge<br />MDOT wants to leverage the knowledge and expertise of employees. It is also important to provide a “place” where knowledge workers can use contemporary tools to create and share information. We want to encourage collaboration in an open environment yet manage the higher level administration.<br />Solution<br />Benefits<br /><ul><li>Implemented SharePoint MySites as a means to kick start adoption as well as replace homegrown legacy applications that were problematic.
Established MySites within the overall governance plan
Embraced “social media” within the business and encouraged employees to use these tools in their daily work which benefits all of MDOT
Improved the effectiveness of our overall strategy without “mandate”
Improved collaboration through the ease at which an employee can locate a Subject Matter Expert.
Increased efficiency through People Search and related features
Increased ROI of existing infrastructure</li></li></ul><li>Use Case – MySites<br />
Ask Me About (SME)</li></li></ul><li>MDOT’s solution - Intranet<br />
SharePoint 2010 Experience<br />Benefits:<br /><ul><li>Increased efficiency of all employees by standardizing on document creation, storage and search tools.
Increasing productivity as employees spend less time searching for information and more time solving problems
Improved decision making by the ability to access the most current version of a document
Improved productivity through increasing the collaborative output of our team-based workgroups</li></li></ul><li>SharePoint 2010 Experience<br />Benefits:<br /><ul><li>Save taxpayer money as more work is produced within our given fixed resources.
Better service to our constituents and business partners
Business process improvement – workflows control approvals, reviews and policy adherence</li></ul>Next<br />End<br />
To what degree does the content go through a collaboration process before publishing?</li></li></ul><li>SharePoint 2010 @ MDOT<br />MDOT’s “Best Practices” for ECM - Planning<br /><ul><li>Create a Document Inventory Matrix (documents, forms, reports) based on an assessment identifying the following:
Permissions</li></li></ul><li>SharePoint 2010 @ MDOT<br />MDOT’s “Best Practices” for ECM - Planning<br /><ul><li>Create a Taxonomy Matrix identifying what data needs to be associated with what content
Establish a Governance committee to establish policies and make on-going, informed decisions
Formalize a decision making process (“Decide on how you decide”)
Create additional sites rather than breaking inheritance when possible
Use out of the box permission levels when possible.</li></li></ul><li>SharePoint 2010 @ MDOT<br />MDOT’s “Best Practices” for ECM - Deployment<br /><ul><li>Use a foldering methodology for unique permissions and high volume content within libraries
If BLOBs in the database concern you, fix it. Invest in a RBS. (MDOT uses StoragePoint based on flexibility of externalization process)
Create coding convention for SharePoint group names that identify who it is and what it is used for
Create single person SharePoint groups equivalent to organizational roles for use in workflows and permissions
Establish site deletion process based on inactivity duration.</li></li></ul><li>SharePoint 2010 @ MDOT<br />MDOT’s “Best Practices” for ECM - Adoption<br /><ul><li>Set an example for the organization. Create a single team site for everyone involved with the project and give domain access. Encourage participation.
Use links, RSS, and alerts – try not to send information in an email
Create a wiki for all SharePoint tips, workarounds, best practices, error resolutions, etc.
Assign a person in the Governance document to be the “wiki-master”
Place all system activities (update schedules, tasks and announcements) on the new team site</li></li></ul><li>SharePoint 2010 @ MDOT<br />MDOT’s “Best Practices” for ECM - Adoption<br /><ul><li>Create “demo” web application for everyone to have a place to “get their feet wet”
Create an Acceptable Use policy if you do not have one
Develop or acquire content and require site owner training
Publicly recognize people for most and best posts (office parties, team building, etc.)
Have a monthly prize for best SharePoint idea</li></li></ul><li>Don’t Forget…..Visit the Microsoft booth (#1600) and learn how to play the Microsoft Partner Passport game as well as sign up to take a session in the Microsoft Experience Center (MEC)Get your badge scanned at SharePoint 2010 track sessions and automatically be entered to win the grand prize – the more sessions you attend the more chances you have to win!<br />
Contact Information:<br />Ken Slay<br />Mississippi Department of Transportation<br />401 North West Street<br />Jackson, MS 39201<br />(601) 359-7447 (office)<br />(601) 906-2191 (cell)<br />email@example.com<br />firstname.lastname@example.org<br />
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