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16NTC Session - Beyond the File Server

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Session slides from 16NTC Beyond the File Server reviewing best approaches for migrating to an online document management system.

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16NTC Session - Beyond the File Server

  1. 1. Beyond the File Server Successful Online Document Management March 25, 2016 #16NTCbeyondfs
  2. 2. David Forrester Director – Consulting 501 Commons Johanny Torrico Vice President – Operations Community IT Johan Hammerstrom President & CEO Community IT
  3. 3. Collaboration Notes • URL to collaboration notes http://po.st/beyondfs-16NTC • CFRE Credits NFR – 1.5
  4. 4. What is document management? File cabinet image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Istituto_agronomico_per_l%27oltremare,_int.,_biblioteca,_schedario_05.JPG. Author is https://en.wikipedia.org/wiki/User:Sailko Before Digital File Shares DMS
  5. 5. Basic concepts
  6. 6. What is…. • Document • Metadata • Taxonomy • Folksonomy Image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Semantic_Net.svg
  7. 7. Document • A record • A form of information: – Generally text, less than 100MB – Commonly MS office files, PDFs – Image and video? It depends…
  8. 8. Metadata Data about your Data • Taxonomy • Folksonomy
  9. 9. Benefits • Usability • Findability and Visibility (search vs. discovery) • Versioning • Control
  10. 10. Benefits • Remote access • Cloud availability • Cost savings…maybe ...probably not so much • Still need a backup
  11. 11. Design is key! IA Users Context Content
  12. 12. Methodology •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
  13. 13. Phase 0 – Identify the solution • Consider larger IT strategy • Sketch out requirements • Inventory existing technology • Consider technical requirements
  14. 14. Sample Requirements Table Area Requirements Priority Technical: Hardware Windows 8+ environment Must Mac OSx Must AD integration Must Software Interface MS Office Productivity Suite Must DocuSign Should SalesForce Could
  15. 15. Area Requirements Priority Functional: Basic Create, upload, edit MS office documents. Must Store signed pdf contracts from electronic signature application. Could Automate Bus. Proc. Move close agreements to archive location automatically Could Records Management: able to lock documents from deletion. Must Portal Intranet Must Sample Requirements Table
  16. 16. Sample Requirements Table Area Description requirement Priority Use Cases: The development team wins a proposal. It becomes a grant. The programs’ team creates folders and copy documents. Funder Year Reports Budgets ”win” proposal documents automatically move to programs library. Budget, reports document are automatically generated from templates, ready to be completed. Should
  17. 17. Sample Requirements Table Area Description requirement Priority Use Cases: Executive directory would like a list of all active grants sort by funder. Program Director maintains a spreadsheet that it is manually updated A list of all of this is kept on a system, that will automatically update. This list is easy exported to an excel file. Must
  18. 18. Phase 1 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
  19. 19. Phase 1a – Pre-Planning i. Involve Users ii. Identify roles iii. Assess Content iv. Outline approach
  20. 20. i. Involve users • Identify and understand your stakeholders • Relate benefits to the business need • Be transparent on shortcomings of solution • Involve leadership
  21. 21. ii. Identify Roles • Identify roles – Partner – Internal Technical Lead – Champions
  22. 22. iii. Assess Content • Narrow your content to recently accessed or modified: Last year? • Identify type of documents generated and used: Media, databases? • Determine who are the content owners and users: External vs Internal Users? • Identify organization-wide content types vs departmental.
  23. 23. iv. Identify the best approach • Phased • User-centric • Pilot
  24. 24. Phase 1b – Group Planning Sessions i. Team Requirements ii. Content iii. Security
  25. 25. i. Team Requirements • Articulate main objective • Review existing documentation • Conduct stakeholders interviews
  26. 26. ii. Content • What information is in use? • Where is the content stored? • How many documents are actively use? • What systems are utilized currently? • Is there any compliance requirements?
  27. 27. Content Doc Type Doc Purpose Doc Templa te Metadata Workflow process Owner Users Format Agreement No Funder Agr. Type Year Initiative Dev. Dir Dev Prog Docx Pdf
  28. 28. iii. Security • Roles • Permissions • External
  29. 29. Phase 1c – Information Architecture • Hierarchy • Content • Metadata • Permissions
  30. 30. IA design: Sample Client Name HR IT Projects Campaign 3 Campaign 2 Other
  31. 31. IA design: Sample
  32. 32. IA design: Sample BIGCampai gn
  33. 33. IA design: SampleDescription: Full Ena b les users to ha ve full c ontrol of the web site. Ed it Contrib ute p ermissions, p lus ma na g e lists Contrib ute Ena b les users to ma na ge p ersona l views, ed it items a nd user informa tion, d elete versions in existing lists a nd d oc ument lib ra ries, a nd a d d , remove, a nd up d a te p ersona l Web Pa rts. Rea d Ena b les users to view p a ges a nd list items, a nd to d ownloa d d oc uments. Groups: Owners Memb ers-sta ff FinAd m FinMem EventAd m IT Site Subsite, library Full Edit Contribute Read Main owners memb ers-sta ff Operations owners memb ers-sta ff Finance owners, FinAd m FinMem memb ers-sta ff a c c ountingFinAd m FinMem b ud gets FinAd m FinMem p a yroll FinAd m rep orting FinAd m FinMem a ud its a nd ta xes FinAd m FinMem Grants owners memb ers-sta ff g ra ntsmg mt FinAd m FinMem p rop osa ls FinAd m FinMem regra nting FinAd m FinMem Permissions
  34. 34. Phase 2 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
  35. 35. Phase 2a – Implement • Build out site in solution • Department by department rollout • Ongoing feedback • Fine tune
  36. 36. Phase 2b – Test • Identify and train power user(s) • Validate taxonomy • Incorporate feedback • Provide additional training as necessary
  37. 37. Phase 2c – Production • Migration Strategy • Gather and incorporate feedback • Provide continue training
  38. 38. Phase 3 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
  39. 39. Phase 3 – Governance • Who owns the system? • Who manages updating the system? • What type of changes are consider design changes? • Is the data backed up?
  40. 40. Phase 3 – Support • Ongoing training feedback and evolution • Review IA regularly with champions
  41. 41. Case Study: Joining Forces • 35 staff, 3 locations, hundred of volunteers • Product of recent merger • Contract IT support replacing volunteer • On premises Exchange & Windows Server vs Google for Nonprofits
  42. 42. Case Study: Joining Forces • Office 365 with SharePoint Online • OneDrive vs SharePoint team site • Access and ownership • File synchronization woes
  43. 43. Case Study: Community • 35-person community foundation • Office 365 for email, calendaring & presence • Sad Sharepoint backstory, using Windows Server • Need a place for finding, surfacing, sharing
  44. 44. Case Study: Community • Intranet plus collaboration • Confluence selected • Fewer all-staff emails, easier search & retrieval, social aspects
  45. 45. Case Study: Fund for Public Good • 20 staff • Office 365 - Exchange Online • Hybrid cloud solution for files
  46. 46. Case Study: Fund for Public Good • Office 365 from E1 to E3 – Email encryption – Office ProPlus subscription • SharePoint Online – Office 365 • OneDrive
  47. 47. Case Study: Fund for Public Good • Folder-File structure in SharePoint Libraries • Files, libraries synchronization • Mac users
  48. 48. Case Study: Concerned Parents • 50 staff organization • Exchange Online – Office 365 • Hybrid OS environment: OSx, Windows • File server on premise
  49. 49. Case Study: Concerned Parents • Remote access • Business process improvements • Collaboration, searching, versioning • Shadow IT
  50. 50. Case Study: Concerned Parents • Office 365 – SharePoint Online • Board Portal • Phased approach – departmental – Operations
  51. 51. Please complete survey Can be found in both the mobile app and on the website listing http://po.st/aT3KrY
  52. 52. Contact Us www.communityit.com jhammerstrom@communityit.com jtorrico@communityit.com www.501commons.org david@501commons.org

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