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Ken slay aiim presentation march 2011
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    Ken slay aiim presentation march 2011 Ken slay aiim presentation march 2011 Presentation Transcript

    • AIIM Info360 ConferenceWashington D.C.March 23, 20113:30 – 4:10 PM
      Exploring the Mississippi Department of Transportation’s SharePoint journey
    • Ken Slay
      Mississippi Department of Transportation (MDOT)
      ECM Project Manager
    • Overview of MDOT
      Responsibilities
      Highway construction and maintenance
      Airport and port development
      Weight enforcement
      Public transit
      Rail safety
    • Overview of MDOT
      Organization
      Governed by 3 elected commissioners representing the North, Central and Southern districts of Mississippi (Transportation Commission)
      Transportation Commission appoints an Executive Director who is responsible for day to day operations
      Approximately 3,500 employees
      34 divisions / 6 districts / 70+ remote locations
      Administrative headquarters – Jackson, MS
    • Overview of MDOT
      Organization
      Districts have significant autonomy
      • 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
      Divisions have significant autonomy
      • Located at Administration headquarters (Jackson, MS)
      • Focused mindset on their mission
      • File shares on decentralized servers
    • Overview of MDOT
      Key Statistics
      5,546 bridges
      29,137 lane miles of state highways
      23,300 assets (vehicles and equipment)
      $1.05 billion annual budget
      83 employees in Information Systems Division
    • Overview of MDOT
      Accomplishments - 2010
      $558 million in construction contracts awarded
      397 miles of highway resurfaced
      7,016 miles of unpaved shoulder re-shaped
      3,776 miles of pavement striping applied
      274,949 acres of right-of-way mowed
      5,203,584 tractor-trailers weighed
      36 arrests / 563 pounds of drugs seized
    • History of ECM at MDOT
      EMC ApplicationXtender (AX)
      • Installed in 2005
      • Departmental solutions (application) typically based on a single document type or specific end-user requirement
      • 11,625,164 pages (95% TIFF)
      • 77 AX applications in production
      • Each application is independent of others:
      • Taxonomy
      • Security
      • Application Design
      • Access to database tables for metadata validation
    • History of ECM at MDOT
      EMC ApplicationXtender (AX)
      • 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
    • History of ECM at MDOT
      Issues with AX:
      • 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
    • History of SharePoint at MDOT
      SharePoint Portal Server 2003 (installed 2005)
      • InfoPath and BizTalk custom workflow
      MOSS 2007 (installed 2008)
      • Collaboration sites
    • ECM @ MDOT – New Direction
      Q4 2008 - Decision time
      • 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 were at the proverbial “fork in the road”
      • We made the decision to move in a different direction and purchase a new system
    • ECM @ MDOT – New Direction
      Formed ECM team to gather requirements for:
      Formed team for vendor evaluations and system selection:
      • Cross section of divisions / districts representation
      • Records Management participation
      • Executive sponsorship
      • Perform ROI Study and Report
    • ECM @ MDOT – New Direction
      Study Findings - Business Process Statistics
      • 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
    • ECM @ MDOT – New Direction
      Study Findings - ROI Calculations
      • 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
    • ECM @ MDOT – SharePoint
      Q4 2009 - Decision to go with SharePoint 2010
      • 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
    • ECM @ MDOT
      Use CasesScreen Shots Benefits
    • The “E” in ECM…
      • Use Case to follow
    • The “C” in ECM…
      Consumption
      Incoming
      SharePoint 2010
      Outgoing
      Content Lifecycle
      Workflow
      Security
      Collaboration
      Publishing
    • The “M” in ECM…
    • Use Case – Document Mgt.
      Challenge
      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.
      Solution
      Benefits
      • 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.
    • Why KnowledgeLake @ MDOT?
      Capture
      Connect
      Imaging
      Improves business processes by classifying our content and ensure the information is accurate, retrievable, secure, and auditable
      Increase productivity by saving documents to SharePoint from any desktop application
      Extends SharePoint into a fully functioning document imaging system
    • Use Case – Imaging / Capture
      Challenge
      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.
      Solution
      Benefits
      • 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
    • Why KnowledgeLake @ MDOT?
      A key piece of our SharePoint strategy is KnowledLake
      SharePoint is the repository (not a web part)
      Easily the best overall integration with SharePoint of all imaging / capture products available in the market.
      • Administration
      • Security
      • Taxonomy
      Basic and Advanced capture and image processing capabilities that met our requirements
      Best integration with Microsoft Office products through Connect
    • Use Case – Enterprise Search
      Challenge
      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.
      Solution
      Benefits
      • 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
      • Implement people search in FAST
      • 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
    • MDOT’s solution - FAST
      User Enters Search Term
      Greenville River Bridge
    • MDOT’s solution - FAST
      Search Results
      Scope
      File Share
      Content Type Refiner
      Managed Property
      Refiner
      File Share
      Folder Name
      Used as Metadata
    • Why FAST @ MDOT?
      FAST for SharePoint
      Best product score from our analysis – based primarily on feature set and integration with SharePoint
      Saved $ 300,000 – $ 800,000 (6 year) over the other two finalists in our search vendor analysis
      OOB navigational refiners based on MDOT metadata (content types)
      Using “pipeline extensibility” for association of related information to content (managed properties)
      Ability to tune the relevance model of search results
      Audience targeting, Best Bets, Federated Results, Search history (term prediction)
    • Use Case – InfoPath / Workflow
      Challenge
      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.
      Solution
      Benefits
      • 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.
    • MDOT’s solution - InfoPath
    • Why InfoPath @ MDOT?
      InfoPath
      • “No code” solutions with Rules and formulas
      • Browser and 2007 Filler forms
      • User Roles from AD users and Security Groups
      • Data connections (web services, lists)
      • Publish as Content Types & Form library columns
      • Robust functionality within workflow
      • Views
      • Read Only, secure fields, section logic
      • Produce print output previously entered in Excel
    • Why SPD Workflow @ MDOT?
      SharePoint Designer Workflow
      • Single and Reusable workflows
      • Variables at run time or workflow association
      • Serial and parallel tasks
      • Access to SharePoint item, workflow context, task fields, other SharePoint libraries and lists
      • Custom activities with Visual Studio
      • Added Active Directory attributes for MDOT Approval Level (MAL), Division / District, Org Chart Level
    • Use Case – Team Site
      Challenge
      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.
      Solution
      Benefits
      • 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
      • FAST Search for SharePoint
      • 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
    • MDOT’s solution – Team Site
    • MDOT’s solution – Team Site
      Quote from Amy Hornback
      Secretary to the Transportation Commission
      “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.”
    • Use Case – MySites
      Challenge
      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.
      Solution
      Benefits
      • 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
    • Use Case – MySites
    • Use Case – MySites
    • Use Case – MySites
    • Why MySites @ MDOT?
      Communities
      • People Profiles (MySite) – replaced homegrown Employee Directory
      • Content
      • Presence Detection (Lync - IM)
      • Note Board (Facebook wall)
      • Tagging
      • Organization browser
      • Colleagues
      • Ask Me About (SME)
    • MDOT’s solution - Intranet
    • SharePoint 2010 Experience
      Benefits:
      • 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
    • SharePoint 2010 Experience
      Benefits:
      • 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
      Next
      End
    • ECM @ MDOT
      Best Practices
      Planning, Deployment & User Adoption
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Planning
      • Enlist the services of a qualified SharePoint architect
      • Introduce the SharePoint architect to the Information Architect. The project will not succeed without their joint collaboration.
      • Before clicking a single button, document the high level business requirements related to:
      • What are you trying to accomplish?
      • What is the nature of the content?
      • To what degree does the content go through a collaboration process before publishing?
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Planning
      • Create a Document Inventory Matrix (documents, forms, reports) based on an assessment identifying the following:
      • Business owner (person and unit)
      • Purpose
      • Retention
      • Metadata
      • Frequency
      • Data source
      • Dependencies
      • Permissions
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Planning
      • 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”)
      • Establish roles and put people in them
      • Committee assignments
      • Give them the freedom and the authority to make decisions
      • Added benefit: Learning experience
      • Added benefit: Team building
      • Added Benefit: Collaborative buy-in
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Deployment
      • Create hierarchical base content types for core business content (example: Document, Project Document, Design Drawing)
      • Use content type syndication and managed metadata
      • Use retention policy, user control, workflow or architectural implementation to govern the lifecycle of all content
      • Use security inheritance when possible
      • Create additional sites rather than breaking inheritance when possible
      • Use out of the box permission levels when possible.
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Deployment
      • 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.
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Adoption
      • 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
    • SharePoint 2010 @ MDOT
      MDOT’s “Best Practices” for ECM - Adoption
      • Create “demo” web application for everyone to have a place to “get their feet wet”
      • Use the rating feature on a suggestion list
      • 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
    • 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!
    • SharePoint 2010 Architecture
      • Highly Structured
      • Authoritative
      • Regulated
      • High Availability
      • Rigorous Backups
      • Fully Tested
      gomdot
      mdotportal
      Governance
      Operations
      mdotdocs
      mdotcollab
      • Some downtime acceptable
      • Less frequent backups
      • Loosely Structured
      • Authoritative
      • Regulated
      mymdot
      SharePoint web applications
      • Public facing
      • Internal
    • SharePoint 2010 Architecture
      Production
    • SharePoint 2010 Architecture
      Development and Testing
    • SharePoint 2010 Architecture
      Code / Upgrade Lifecycle
    • SharePoint 2010 Architecture
      Development
    • SharePoint 2010 Architecture
      Testing
    • SharePoint 2010 Architecture
      Production
    • Contact Information:
      Ken Slay
      Mississippi Department of Transportation
      401 North West Street
      Jackson, MS 39201
      (601) 359-7447 (office)
      (601) 906-2191 (cell)
      kslay@mdot.state.ms.us
      kenneth.slay@gmail.com