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Finally! A Way to Make SharePoint Useful


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Finally! A Way to Make SharePoint Useful

  1. 1. In association with: Presented by: Finally! A Way to Make SharePoint Useful Presented August 26, 2015
  2. 2. In association with: Presented by: About AIIM AIIM is the Global Community of Information Professionals AIIM believes that the information systems we use at work should be simple, secure, and available anywhere, anytime, and on any device. Our mission is to improve organizational performance by empowering a community of leaders committed to information-driven innovation. Learn more at
  3. 3. In association with: Presented by: AIIM Presents: Finally! A Way to Make SharePoint Useful Host: Theresa Resek Director AIIM Kevin Parker Sr. Enterprise Information Architect NEOSTEK Holly Anderson Product Marketing Manager K2
  4. 4. In association with: Presented by: Introducing our Featured Speaker Kevin Parker, CIP Sr. Enterprise Information Architect NEOSTEK
  5. 5. In association with: Presented by: HOW TO MAKE USEFUL
  6. 6. In association with: Presented by: Success Factor: User Adoption User adoption requires building a solution that is useful, usable, and used. Useful The solution helps people do their jobs better. Usable The solution is simple and easy enough for people to use without thinking too much about how it works. Used The solution is actually used by people. Success = Solution is used Failure = Solution is not used
  7. 7. In association with: Presented by: SharePoint Usage Scenarios Typical Usage Scenarios Common Usage Scenarios Other Usage Scenarios • File Share 2.0 • Team Sites • Intranet • Document Center • Records Center • Knowledge Center • Learning Management • Collaboration Platform • Project Management • Enterprise Search • Business Intelligence • eDiscovery • Proposal Management • Integration/Portal • …
  8. 8. In association with: Presented by: Is SharePoint Enough? It depends on the business and functional requirements. SharePoint is a great foundation for enterprise information management which can be extended intelligently and interface with other systems to meet your needs. Think through design: • Design solutions that are as simple as possible. • Utilize SharePoint OOTB with configuration as much as possible. • Determine what you absolutely need that SharePoint can’t do OOTB with configuration. • Fill the gaps with either commercial-off-the-shelf (COTS) add-ons and/or custom solutions.
  9. 9. In association with: Presented by: Definitions Out-Of-The-Box (OOTB) Services, solutions, features, content types, list types, site types, workflows, etc. available in SharePoint without the need for custom solutions or third-party add-ons Configuration Configuring OOTB capabilities in SharePoint through the browser, through SharePoint Designer, through scripting, or through coded configuration solutions Customization Customizing the SharePoint code base in any way Don’t do this! Custom Solution A custom add-on solution developed (by internal or external experts) to extend the capabilities of SharePoint Commercial off-the- shelf (COTS) Add-On A third-party add-on solution developed to extend the capabilities of SharePoint
  10. 10. In association with: Presented by: Deciding what to do with SharePoint Questions Outputs What business problems are we trying to solve? • Business Case Problem Statement • Business and Functional Requirements • Use Cases and User Stories What information types do you need to manage? • Information Inventory • Information Capture Requirements What business processes and workflows are involved? • Process Diagrams • Workflow Diagrams What rules and regulations apply? • Regulatory Requirements
  11. 11. In association with: Presented by: Some SharePoint OOTB Capabilities to Consider Features Sites & Site Collections Site Types & Templates Managed Metadata Site Columns Content Types Lists & Libraries Content Type Hub Content Organizer Navigation Search Workflows Event Receivers Security Business Connectivity Services You must understand what SharePoint can do to design well! These are some key capabilities to consider. There are more!
  12. 12. In association with: Presented by: Options for Extending SharePoint Configuration Add-On Solutions Through a Browser Using PowerShell Using SharePoint Designer Creating a Solution in Visual Studio COTS Add-On Product Custom Add- On Solution in Visual Studio Good for prototyping and for small, ad hoc scenarios Best for most configuration tasks; can be used to keep configurations consistent in multiple environments Okay for some simple tasks, but not recommended for most uses or for serious development Great for defining content types, lists, workflows, event receivers, and branding solutions that can be fully controlled and reused; requires a higher level of expertise Best for extending SharePoint capabilities for specific requirements like forms, workflows, capture, and records management Best for very unique situations where no good COTS add-on exists to meet business needs; requires a higher level of expertise and costs much more Usually: A Combination of Options
  13. 13. In association with: Presented by: SharePoint Custom Solution vs. COTS Add-On Custom Solution COTS Add-On Product Pros • Can be developed to fit your specific requirements • Control architecture • Leverage in-house development expertise • Shorter time to delivery • Usually less expensive (Total Cost of Ownership) to acquire and maintain • Better user experience and bug fixes • Clearer upgrade/migration path Cons • Longer time to delivery • Usually more expensive (Total Cost of Ownership) to create, test, debug, secure, and maintain • Requires rework for later upgrades/migrations • Little or no control over architecture • May be difficult to find a product that suits your needs if your situation is very unique
  14. 14. In association with: Presented by: Example Areas for Making SharePoint Useful Forms & Workflow Capture & Recognition Project & Case Management Records Management SharePoint OOTB Simple workflows configured through the browser or SharePoint Designer; forms based on list content types Reliance on scanner tools for scanning, indexing (e.g., OCR and tagging), and upload; some options for indexing OCRed PDFs for search Site provisioning through the browser using saved site templates; site-based retention (starting in SP 2013) Records Center, content organizer, and IM policies configured for specific content types Custom Solutions More complex workflows and custom forms through Visual Studio Custom solution to handle scanning directly into SharePoint and performing OCR; custom iFilter Custom site provisioning solution with coded site templates; connection to a CRM or PM application Enhanced file plans or storage using a custom solution; connection to other records systems Best-of- Breed COTS Products Robust business process management using intelligent workflows and forms built with a business rules engine Scanning directly to SharePoint with recognition, indexing, and routing capabilities Simplified configuration, provisioning, and management of case sites based on pre- defined templates Certification to local standards (e.g. DoD 5015.2-STD); usable file plan builder; event-based retention
  15. 15. In association with: Presented by: Considerations for Selection of COTS Add-Ons • Does the solution meet the essential requirements for our scenario? • Does the solution work in our environment? (Office 365? Cloud? On-Prem? Hybrid?) • Does the solution install on top of SharePoint, or does it require additional servers and connect to SharePoint by other means? • Does the solution require client software installation, or is it completely server based? • What expertise do we need to support this solution? • What are others saying about the vendor? What is their track record? Are there relevant case studies available? • Think mobile first and cloud first.
  16. 16. In association with: Presented by: Build the Business Case Clearly define the problem Present the alternatives Present the preferred solution Justify the cost (TCO and ROI) Present a blueprint and roadmap
  17. 17. In association with: Presented by: Connect with Me Kevin Parker, CIP | Twitter: @JKevinParker LinkedIn:
  18. 18. In association with: Presented by: Introducing our Sponsor Speaker Holly Anderson Product Marketing Manager K2
  19. 19. 65% of SharePoint customers turn to 3rd party tools to meet their needs Forrester Research “SharePoint Adoption Faces Three Barriers”
  20. 20. Things to Consider Easy-to-use Enable technical and non-technical users with tools that are intuitive, easy-to-use and easy to maintain Current architecture Ensure fit with your current architecture – SharePoint, LOB systems, on-premises, cloud-based or hybrid Plan for the future Find tools that work for your business today and will grow with you as necessary Experience Find an experienced vendor to help navigate the complexities of SharePoint
  21. 21. SHAREPOINT K2 APPIT FOR SHAREPOINT Workflow and forms apps for SharePoint, in the cloud APPLICATION
  22. 22. Office 365 Existing Subscription CAPABILITIES WHERE CAN APPIT BE USED? SharePoint 2013 On-premises Office 365 New Subscription LOB INTEGRATION
  23. 23. WHAT DO APPS LOOK LIKE? Filterable and searchable central task list Simple to advanced forms Simple to advanced workflow Go mobile Out-of-the-box reports
  24. 24. Out-of-the-box reporting portals Real-time visibility with the View Flow report Assemble your own user performance reports REPORTS
  25. 25. Package up and deploy apps onto other environments. Track and retry workflows in error state Manage users, workflows and security. SETUP AND ADMINISTRATION
  26. 26. Visit for more information, additional whitepapers, and webinars
  27. 27. In association with: Presented by: QUESTIONS?
  28. 28. In association with: Presented by: AIIM Resources Download AIIM Studies
  29. 29. • Enterprise Content Management Improve customer and staff engagement, ensure compliance, and automate business processes. • Business Process Management Map, design, and automate operational processes for your organization using a combination of strategies, change management, and technologies. • Taxonomy & Metadata Optimize navigation, findability, and information discovery through content classification. • Information Governance Create an information accountability framework that reduces costs, manages risk, and optimizes value. • Managing Records & eDiscovery with SharePoint 2013 Manage records, ensure compliance, and prepare for civil litigation requests. • Electronic Records Management Know what to keep and what to discard as volume, variety, and velocity of digital information intensifies. AIIM Training
  30. 30. In association with: Presented by: Connect with AIIM As the Global Community for Information Professionals, join us here • AIIM’s Resource Centers – • AIIM's Blogging Community – • LinkedIn Group – • Twitter – • Facebook – • Digital Landfill –
  31. 31. In association with: Presented by:  Enterprise Content Management (ECM)  Business Process Management (BPM)  Capture & Scanning  Collaboration  Content Analytics  Electronic Records Management (ERM)  Information Governance  Search  SharePoint  Taxonomy & Metadata  Web Content Management Access Industry Tutorials, Research, Webinars, and Expert Advice Blogs – all in one place Visit AIIM Resource Centers
  32. 32. In association with: Presented by: Survey and Feedback To take our Survey, click on the link in the Resources tab at the bottom of your screen. Tell us how we did today, and offer suggestions for topics of future events.
  33. 33. In association with: Presented by: Upcoming Webinars September 9th Drive Paper Out of Your Processes: 4 Tips to Digitize and Automate Document-Intensive Workflows September 16th Your Business Documents On Steroids Register Today at View our library of Webinars On Demand