Demystifying SharePoint & ECM

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First presented in an AIIM Webinar on 2/19/14

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  • Image: http://morguefile.com/archive/display/66705
  • Understand, I don’t have anything against SharePoint, but I keep hearing all about SharePoint and not what it can do.
  • To hear people tell it, it’s the greatest thing since sliced bread and canned beer.
  • And while it’s true that it’s an amazing multifaceted tool,there are other reasons it’s such a popular topic of conversation.
  • In mostbusinesses, one of the biggest risks has to do with being sure everybody knows which piece of information is the real one and where it can be found – two “must-haves” that are impinged by using share drives like your shared drive and unmanaged repositories like (dare I say it?) an ungoverned SharePoint repository.Remember, the issue isn’t SharePoint or any other stack for that matter. It’s about ensuring information consistency toensure reliability, especially when the same bits of data are used in multiple business processes. The good news given the work required to set them up is that they can be reused when developing new applications, so the work doesn’t have to be redone every time.
  • We’re all so wrapped up in doing what we do every day that we can easily forget that we’re doing it for some sort of greater overall good. Like the blind men and the elephant, we’re steeped in what’s right in front of us – and generally speaking that’s OK!But when it comes to talking about better ways to manage and utilize information, it’s important that we take a conceptual step backwards to get a better perspective on the ocean we’re swimming in.Image: http://mappingignorance.org/fx/media/2013/07/Figura-11.jpg
  • Doing so brings us to my “Big Box” Theory of Information Management, which says that the overriding functional goal is to get all the organization’s data to look and act like it is stored in one big box that everyone can access when they need to.
  • Demystifying SharePoint & ECM

    1. 1. Demystifying SharePoint & ECM How to Keep the Horse Before the Cart Created and Presented by: © 2014 Holly Group All Rights Reserved. Steve Weissman Holly Group 617-383-4655 sweissman@hollygroup.com Twitter: @steveweissman LinkedIn: steveweissman Facebook: steveweissman.11 Google Plus: +SteveWeissman
    2. 2. Question Are you as tired as I am of hearing about SharePoint? SHAREPOINT © 2014 Holly Group All Rights Reserved.
    3. 3. Question Are you as tired as I am of hearing about SharePoint? » Best thing since sliced bread and canned beer! SHAREPOINT © 2014 Holly Group All Rights Reserved.
    4. 4. Question Are you as tired as I am of hearing about SharePoint? » Best thing since sliced bread and canned beer! » And so much more … SHAREPOINT © 2014 Holly Group All Rights Reserved.
    5. 5. Sorry, but SharePoint is Here to Stay It’s 13 Years Old » © 2014 Holly Group All Rights Reserved. First branded offering released in 2001 as a portal technology
    6. 6. Sorry, but SharePoint is Here to Stay It’s 13 Years Old » First branded offering released in 2001 as a portal technology It Does Many Things » © 2014 Holly Group All Rights Reserved. Now supports business intelligence, collaboration, search, content management, forms, etc.
    7. 7. Sorry, but SharePoint is Here to Stay It’s 13 Years Old » First branded offering released in 2001 as a portal technology It Does Many Things » Now supports business intelligence, collaboration, search, content management, forms, etc. It’s from Microsoft » © 2014 Holly Group All Rights Reserved. Infrastructure vendor of choice for many, and plenty-deep pockets to ensure it sticks
    8. 8. What’s In It for You? The Ability To: » » Find the right stuff » Find the right stuff when you need it » Share stuff » © 2014 Holly Group All Rights Reserved. Find stuff Report on stuff
    9. 9. What’s In It for You? The Ability To: » » Find the right stuff » » Find the right stuff when you need it and all the other ‘M’s) (and BPM, RM, Share stuff » © 2014 Holly Group All Rights Reserved. Find stuff Report on stuff This is ECM!
    10. 10. This is ECM AIIM Says » “Strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes” » © 2014 Holly Group All Rights Reserved. NOT: a single technology … a black box … a miracle cure … easy
    11. 11. This is ECM AIIM Says » “Strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to key organizational processes” » » © 2014 Holly Group All Rights Reserved. NOT: a single technology … a black box … a miracle cure … easy ECM is about “business and organizational processes, not just technology – and that’s complicated.”
    12. 12. This is ECM Holly Group Says » » © 2014 Holly Group All Rights Reserved. “It’s a best practice, not a technology” “The strategy IS the work!”
    13. 13. Says Who? Says Me! » » Regular blogger and contributor to industry publications » Author/producer of Certified Information Professional video tutorials & materials » Accredited AIIM course instructor » President, AIIM New England Chapter » © 2014 Holly Group All Rights Reserved. Best practices consultant, industry analyst, and instructor for 20+ years Member, AIIM PAC
    14. 14. Why Do ECM? Can’t Find Stuff » © 2014 Holly Group All Rights Reserved. You know it exists, but where?
    15. 15. Why Do ECM? Can’t Find Stuff » You know it exists, but where? Don’t Cull Stuff » © 2014 Holly Group All Rights Reserved. You still have everything from Day One
    16. 16. Why Do ECM? Can’t Find Stuff » You know it exists, but where? Don’t Cull Stuff » You still have everything from Day One Can’t Prove Stuff Happened » © 2014 Holly Group All Rights Reserved. No record of access / amendment / deletion / authorization of what, by whom, and when
    17. 17. Why Do ECM? Can’t Find Stuff » You know it exists, but where? Don’t Cull Stuff » You still have everything from Day One Can’t Prove Stuff Happened » No record of access / amendment / deletion / authorization of what, by whom, and when Can’t Easily Work Together on Stuff » © 2014 Holly Group All Rights Reserved. Hard to track/compare/incorporate changes and comments by and among collaborators
    18. 18. ECM is Not a Thing, But a Bunch of Things » » Document management Electronic records management » » © 2014 Holly Group All Rights Reserved. Workflow Imaging » Collaboration » Web content management » Content security » Search » Browsing
    19. 19. Must Match Needs to Functions Can’t Find Stuff » You know it exists, but where? Don’t Cull Stuff » You still have everything from Day One Can’t Prove Stuff Happened » No record of access / amendment / deletion / authorization of what, by whom, and when Can’t Easily Work Together on Stuff » © 2014 Holly Group All Rights Reserved. Hard to track/compare/incorporate changes and comments by and among collaborators
    20. 20. Benefits Operational » » Faster movement of information between staff » Consistency of content » Reduction in printed media » Reduction in storage space » Efficient archiving » Better visibility of assets » © 2014 Holly Group All Rights Reserved. Simultaneous access to content by several users Improved job satisfaction
    21. 21. Benefits Organizational » » Sharing of content across organization » Reduced risk of disputes, litigation, and fines » Meeting targets better by saving staff time » Increased levels of confidence in content » © 2014 Holly Group All Rights Reserved. Less lost information / content Improved content security, reducing piracy/theft, increasing digital delivery at lower costs/risks
    22. 22. Risky Business © 2014 Holly Group All Rights Reserved.
    23. 23. The Quest for Authoritative Sources Image source: http://imgs.xkcd.com/comics/snopes.png © 2014 Holly Group All Rights Reserved.
    24. 24. Can SharePoint Do ECM? Yes! » © 2014 Holly Group All Rights Reserved. That’s why you keep hearing about it.
    25. 25. Can SharePoint Do ECM? Yes! » That’s why you keep hearing about it. But as a Technology, It’s Also Irrelevant. » » © 2014 Holly Group All Rights Reserved. Sorta. There’s only one thing you need to care about:
    26. 26. Can SharePoint Do ECM? “What Business Problem Are You Trying to Solve?” » © 2014 Holly Group All Rights Reserved. And for whom?
    27. 27. Perspective © 2014 Holly Group All Rights Reserved.
    28. 28. Weissman’s “Big Box” Theory of Information Management Goal: Universal Data Access Data Enterprise Data Stored in One Big Box and Accessible by Everyone © 2014 Holly Group All Rights Reserved.
    29. 29. The Digital Diaspora Data, Data Everywhere In-Building Regionally Internationally Data At Different Locations... On Different Machines ... In Different Formats ... SharePoint Outlook Word SQL Server Excel Shared Drive Paper People Windows Linux Solaris © 2014 Holly Group All Rights Reserved. iOS Android Chrome PCs Macs Smartphones Tablets Legacy Systems
    30. 30. The Perspective Triangle The Line-of-Business View Word Processors Spreadsheets Data Data Filtered Through, and Usable by, Users’ Regular Applications Databases Browsers © 2014 Holly Group All Rights Reserved.
    31. 31. The Perspective Triangle The Technologist View Middleware / Web Services Databases, Archives, and Repositories Data An Exercise in Data Connectivity, Storage, Processing, and Display Applications Networking © 2014 Holly Group All Rights Reserved.
    32. 32. Your Objectives To work better … … and work better together © 2014 Holly Group All Rights Reserved.
    33. 33. There’s More to Value Than Just Money © 2014 Holly Group All Rights Reserved.
    34. 34. Introducing MaxTV® © 2014 Holly Group All Rights Reserved.
    35. 35. Why Economic Measures Fall Short Economics » Return on Investment » » Total Cost of Ownership » © 2014 Holly Group All Rights Reserved. Tends to focus on a single point in time (payback) despite solution lifespans measured in years Suggests spending is finite even though expenses are incurred each and every year of service
    36. 36. The Process Piece Greater Efficiency, Effectiveness » e.g., boosts employee morale and customer satisfaction Opportunities to Realize Non-Obvious Savings » © 2014 Holly Group All Rights Reserved. e.g., improved employee retention, early payment discounts
    37. 37. The Collaboration Component Less Duplication of Effort » Saves time, frustration Better Quality » » © 2014 Holly Group All Rights Reserved. Facilitates review, validation, correction Reduces risk
    38. 38. Holism is Key Must mind and measure all three elements over time in order to maximize value! “I wish I had thought of this when I started, but I can’t go back and start again.” – CIO of a major athletic shoe manufacturer © 2014 Holly Group All Rights Reserved.
    39. 39. Grand Unified Theory Of Content and Technology (Not Physics) » Requires good governance » » Application of records discipline to all content types » © 2014 Holly Group All Rights Reserved. Reconciled vocabularies, interoperable infrastructure Taxonomy and metadata to glue the pieces together
    40. 40. Grand Unified Theory Of Content and Technology (Not Physics) » Requires good governance » Requires a business-smart platform decision » » Build vs. buy vs. rent » © 2014 Holly Group All Rights Reserved. In the cloud, on premises, or both (hybrid) With (or without) SharePoint
    41. 41. Thank You! Steve Weissman Minister of Process & Information Betterment Holly Group – Tel 617-383-4655 Email steve@hollygroup.com Twitter @steveweissman Visit Weissman’s World at blog.hollygroup.com © 2014 Holly Group All Rights Reserved.

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