Extend Outlook/Exchange/SharePoint with OpenText ECM Suite to get this functionality
Key Points:We’ve combined years of experience running apps at internet scale with our years of experience in on-premises software to create this broad and deep array of cloud solutionsWe believe IT will be a hybrid world – a mix of on-premises and off-premises solutions – spanning private clouds (whether in your datacenter or a hosting company’s), public clouds and traditional IT. Our solutions span private and public cloud environments – and our services span productivity, database, business applications, and infrastructure In the world of hybrid cloud environments, a distributed computing fabric that brings things together on behalf of your IT professionals and your developers writing applications – you need commonalties across identity, virtualization, management, and application developmentMicrosoft is uniquely positioned to provide these commonalitiesTalk Track:Let’s take a deeper look at how we’re approaching cloud. For Microsoft, our uber vision is to have a continuous cloud service for every person and every business -- kind of harkens back to Bill Gate's vision, a PC on every desktop. That grounds you in how broad we’re thinking about the importance of the cloud. We want to cloud optimize every business – so EVERY business can employ cloud technologies in their own way -- at their own pace. To do this, we’re really taking all of the years of experience we have at running applications at Internet scale, which started with MSN in 1995 all the way to BING and Hotmail today, and combining that with our expertise in on-premises software. We're pouring all of this into three cloud environments that run several distinct categories of services. What are those cloud environments? (1) private cloud – where businesses control their environment by using cloud-enabled on-premises products(2) public cloud – where we manage the platform for you; and…(3) a mix of the two – or what we call hybrid cloud environments or hybrid IT. We’re anchoring the private cloud environment with a cloud-optimized operating system and management solution, Windows Server and System Center, which manages everything from infrastructure to applications to clouds – private and public -- making it possible for you to manage hybrid cloud environments. By the same concept, Microsoft’s public cloud offerings are anchored by Windows Azure, which is a comprehensive IT platform across both compute, storage, network capabilities and higher-level services like relational databases. CLICK - FIRST ANIMATION Whether it's public or private, our services across both fall into a few categories: (1) Productivity -- with Lync Server, Exchange Server and SharePoint Server on the private, and Office 365.(2) Database -- with SQL Server private cloud enabled, and SQL Azure in the public cloud space(3) Business Applications -- with Microsoft Dynamics enabled on the private cloud, and Dynamics CRM Online available through our public cloud.(4) And last – Infrastructure -- there's Windows Intune providing desktop management & security running on the cloud, and the Windows Azure platform.But, it's not just the fact that we have this deep and broad set of services and platform capabilities across public and private, it's the commonalities between the two that provide the real magic and uniqueness in Microsoft’s business cloud strategy. CLICK – SECOND ANIMATIONDelivering Best-in-class Hybrid clouds… I mentioned hybrid environmentsbefore. We believe all companies are going to have multiple cloud environments private, public cloud, service providers… welcome to the world of hybrid IT – a place businesses are going to call home for a long time to come. In this hybrid world, you absolutely need a distributed computing fabric that brings things together on behalf of your IT professionals and your developers writing applications. These commonalities of identity, virtualization, management, and application development are what makes Microsoft's platform very unique. Common Identity – The majority of our enterprise customers use Active Directory (AD) to manage their identity infrastructure. Through federation, you can also extend AD to offer consistent/secure SSO experiences for applications spanning across private and public clouds. Coca Cola Enterprises set up an Office 365 solution with single sign on for their employees and business partners using a combination of on-premises and public cloud based components. (http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?casestudyid=4000004584)Common Virtualization – through capabilities like the Windows Azure VM role, we help you deliver application portability across private and public clouds.Common Management – Through System Center 2012, which we’ll cover later, we offer full visibility and control for IT professionals across private and public clouds environments. At the same time, we continue to empower your application owners with self-service to make sure they can deliver agile app experiences to their businesses. Common Development – The developer experience from Microsoft on the Windows Platform is unparalleled. The .NET framework allows developers to use the same set of skills to rapidly build great applications for the client, phone, browser, server and the cloud. Manage the entire application lifecycle with Visual Studio. Use the most popular languages for development so you don’t have to retrain your developer staff on a new paradigm. CLICK – THIRD ANIMATIONThis entire picture is one of the biggest advantages Microsoft offers our customers. To summarize, our private and public cloud technologies easily work with each other – creating synergies for a hybrid cloud environment. From the best experience with the most-used apps, to higher-level services for public cloud, to providing better TCO on private cloud than our competitor like VMware, Microsoft is committed to delivering the best-in-class hybrid cloud solutions to its customers. I’ll go deeper on all of this as we continue our conversation.
Who are we?> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of: > broadcasting > radiocommunications > telecommunications, and the > internet> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations
Technology landscape> We try to be a “leading edge” (not bleeding edge) adopter of technology> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems
Records landscape> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)> Uptake of TRIM for corporate recordkeeping patchy across sections> TRIM does not have a good reputation, partly due to SOE upgrade problems> Legacy information stores and other silos (e.g. shared drives) still a problem> Lots of corporate records in legacy applications
Enterprise Architecture> Coordinating the program of ICT projects a mammoth task> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities
AIMS Replacement Project Information Model Legend Deliverable for this project Online data lodgement (complaints/compliance) Existing item enhanced by this project Existing item leveraged by this project External web Specialised Internet Applications Web forms services New item delivered by other projects Customer Compliance Case Compliance Notes Contact Compliance item item item Licence Document record * “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc. Enterprise Integration Platform (EIP) * “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.Customer Management Case Management (TBD) Licence Management Digital Records Data Warehouse (SQL Extract, Transform and Load (Dynamics CRM) (LS telcom) Management/ Server) Data Storage (SharePoint) (SSIS) DocumentCustomer Contact Fact record Case Licence ExternalResource* Compliance item Dimension Reference* Customer care & service Compliance monitoring Compliance reporting Standard customer Standard case management Standard licence Custom SharePoint Custom Cognos 8 BI management interface interface management interface UI Reporting
Issues> How do we: … provide a consistent, easy to use interface to staff for their daily recordkeeping and document management? … make recordkeeping an integral part of all our new/upgraded applications? … minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology? … centralise recordkeeping governance and management? … minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?
Options examined> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint
Key advantages of RecordPoint> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution> Upgrade and maintenance path> Apply solution to our existing SharePoint 2010 deployment without architecture
Significant functionality> Mixed mode SharePoint sites can have non-managed documents only, managed documents only, or a mix of both> Flexible recordkeeping rules Can start simple, e.g. all records in a site will belong to one class, then go as granular as we like behind the scenes> Not just documents Can also capture lists and other structured data (e.g. calendars) as records
Significant functionality> Built in archive Move documents out of SharePoint to improve performance> Permanent references No matter where documents move, RP can link to them and find them
What TRIM shows to end users File Number File Folders Documents Title + Classification Owner Disposal
What RecordPoint shows to end users Files Folders Icon changes depending on record status
Virtually transparent recordkeeping! where’s the recordkeeping metadata?
Virtually transparent recordkeeping! Recordkeeping metadata sits behind the scenes
Virtually transparent recordkeeping! Finalised records transferred to RP archive for safekeeping
Making it happen> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal> Archive – Documents that aren‟t modified in a certain time period (e.g. 18 months) will be sent to the RecordPoint archive> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention