Creating an Enterprise Content Management Strategy


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Written as a strategy review for SharePoint 2010 implementation. Original date, March 2009

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  • Creating an ECM StrategyTechnology as a ServicePresented by Karuana GatimuFebruary 18, 2009Presentation Purpose: Review the steps for creating an Enterprise Content Management Plan
  • A good Enterprise Content Management policy has approximately 10 moving parts. Each segment is a large discussion to have and/or collate from other corporate policies and discussions. The process of creating this document can be simple and more generic or detailed and very specific to your environment. From this ECM Strategy you cull information for project planning, staffing needs, quality assurance measurements and other necessary project management performance indicators. It provides you with a foundation for thought and decision making in the future. Start anywhere – revise frequently! It’s a process not a final deliverable and it’s always in flux.The key to successful implementation is good communication, a focus on service and quality delivery.Start small – dream big! Don’t bite off more than you can chew in a first project. SharePoint is meant to grow with your organization – CorasWorks will make that easy.
  • MSF Principles:Work Toward a Shared VisionStay Agile – Expect Things to ChangeFocus on Delivering Business ValueFoster Open CommunicationSDLC Principles:Initiation/PlanningRequirements Gatherings And AnalysisDesignBuild or CodingTestingOperations and MaintenanceRUP Principles – Designed by IBM in 2003:Use Case Centric3 Building Blocks – Roles, Work Products & Tasks4 Lifecycle Phases – Inception, Elaboration, Construction & Transition6 Engineering Disciplines – Business Model, Requirements, Analysis & Design, Implementation, Test, Deploy3 Supporting Disciplines – Change Mangement, Project Management, Work Product (Artifact)
  • MSFt SharePoint purports to be the industry leading technology platform for collaborative applicationsWith native integration with the Microsoft Office it provides a deployment platform for intranet portals, project collaboration sites and workflow automation.Used alone it requires custom development to tailor it to the needs of a specific enterprise.The above slide shows the various uses that can be deployed for in an enterprise implementation.
  • Note that the first application of a staged maturity model to IT was not by CMM/SEI, but rather Richard L. Nolan, who, in 1973 published the Stages of growth model for IT organisations. [3]The model identifies five levels of process maturity for an organization:Initial (chaotic, ad hoc, heroic) the starting point for use of a new process. Repeatable (project management, process discipline) the process is used repeatedly. Defined (institutionalized) the process is defined/confirmed as a standard business process. Managed (quantified) process management and measurement takes place. Optimising (process improvement) process management includes deliberate process optimization/improvement. Within each of these maturity levels are Key Process Areas (KPAs) which characterise that level, and for each KPA there are five definitions identified:Goals Commitment Ability Measurement Verification The KPAs are not necessarily unique to CMM, representing — as they do — the stages that organizations must go through on the way to becoming mature.Process assessment is best led by an appropriately skilled/competent lead assessor. The organisation's process maturity level is assessed, and then a specific plan is developed to get to the next level. Skipping levels is not allowed.
  • All users main consumption point is their My Site which will be redesigned and branded to match the corporate image.Users are able to store documents in personal document libraries, project libraries and publish documentation to the training portal. Image archival data is served via SharePoint from legacy systems to provide true document lifecycle management and seamless integration of existing archival material.
  • A persona driven system, our Virtual Workplace will respond to the user identity at automatic login. All MOSS data respects the AD groups and can be further filtered (for visibility only) at the target audience level. This is native SharePoint technology. This can be further refined using CorasWorks to group and roll-up information across site collections which will enable Google like calendar functionality where information can be color coded and turned on and off at the display level. The MySite page will simply hold web parts pre-configured for that users department and persona. All MOSS pages can be consumed in Outlook should the user prefer to work within that framework instead of via the web browser.Department and Corporate resources can be deployed via the centrally managed global navigation or cascading tabs. This would include actions automated by CorasWorks and both simple OOTB and custom workflows.Further integration with resources external to SharePoint is made possible by the CorasWorks Data Integration tools set which allows the display and manipulation of any structured data sources. You are also able to do mash ups of data from multiple locations such as specific columns from multiple SQL databases. This could be very useful in reporting scenarios.
  • Native SharePoint assumes that data will be stored in single databases with coding required to share information. This is not an optimal deployment of SharePoint. CorasWorks provides the ability to share information across databases and from external sources in a user centric manner. Users do not need to know where the information is stored, we can deliver it to them instead. It is impossible to underestimate both the power and necessity of this tool in our architecture. A great deal of this design is possible because of their products, the Workplace Suite and the Data Integration Toolset.Examples of CorasWorks Workplace Suite solutions within our architecture are:Central Configuration Tool – Deploying templates of sites, lists and web parts across the enterpriseOutlook integrationGlobal navigation Basic & Advanced Project SitesEntry & display of information from external SQL databases (sales tools, user information)
  • Creating an Enterprise Content Management Strategy

    1. 1. Presented by Karuana Gatimu, ECMP February 18, 2009
    2. 2. • Technology professional with 18 years experience in project management, custom application development and corporate training. • Certified Enterprise Content Management Practitioner • Currently IT Project Manager & SharePoint Architect for Skechers USA, a global footwear manufacturer • 10 Years as a content management specialist for legal and government industries • Principle Enthusiast at
    3. 3. What Is It? An ECM Strategy document is an iterative document which outlines your requirements, approach & measurable goals for delivering ECM services to the enterprise.  Focus on Technology as a Service  Start the Conversation – Engage Others  It’s a Process not a Product  Evaluate Existing Systems & Processes  Find Your Pain Points
    4. 4.  Understand Your Process: Whether you use the SDLC, MSF, RUP or a hybrid have a project management process  Establish Project Stakeholders: These executive level people will help you manage organizational change  Establish a Communication Plan! Know in advance how you will communicate about your project  Plan your Resources: Yes, even if you are a team of one have a resource plan  Define Success: Find measurable goals and track your success. Create a feedback process for your users
    5. 5. Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, Business KPIs/Dashboards Insight Rich and Web forms based front-ends, LOB actions, pluggable SSO Collaboration Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Portal Business Process Search Content Management Enterprise scalability, contextual relevance, rich people and business data search Integrated document management, records management, and Web content management with policies and workflow
    6. 6. Business Value
    7. 7. Initial Defined Managed Measured Optimizing Body of Work Reference: Carnegie Mellon SEI
    8. 8. ECM Strategy Technology as a Service Architecture Design IT Resources Pilot Project Selection Risk Analysis Best Practices Implementation
    9. 9.  If you are new: ◦ Think about an appropriate pilot project to cut your teeth on ◦ Do not over commit or deploy all features at once  If you have an existing deployment: ◦ Which segments can you enhance? ◦ How are you delivering value to your users? ◦ Which pieces of the strategy have you missed on previous projects & how can you improve?
    10. 10.  Taxonomy - How you classify data as expressed through: ◦ ◦ ◦ ◦ Content database & web app design Content types Custom columns Other metadata  Legacy Integration  Data Conversions ◦ Links to external databases (CorasWorks Tools) ◦ Unstructured to Structured Data ◦ File Stores
    11. 11. Microsoft
    12. 12. MYSite (Main Persona - Redesigned) Calendar Contacts Tasks Documents Department or Workgroup Dept. Calendar Shared Docs E-Forms Resources Master vendor & employee lists     Custom DB connections External Links Published Documents Centrally Configured Security Profiles via AD Load balanced at site level Visibility by Target Audiences
    13. 13.  The solution to serving up information from disparate systems  Embodies the idea of technology as a service to the enterprise by allowing users to focus on business issues not technology  True integration of the capture and consumption of information  The “X” Factor  Breeze by CorasWorks
    14. 14.   CorasWorks is an application development tool The Power: ◦ Minimizes need for custom code or .NET developers on staff  OOTB Web Parts, Wizard driven configuration, easy Admin screens ◦ Data Integration Toolset pulls and pushes data to/from external sources  The Flexibility ◦ Allows documents & lists to be viewed and acted upon across sites & site collections  Roll Ups & Action Libraries ◦ 80% of all central configuration, design and deployment can be automated  Gallery Management, Central Configuration, Global Navigation
    15. 15.       a. SOX b. HIPPA c. Information retention policy ◦ Document & data life cycles d. Legal (litigation & other requirements) e. Executive management review/approval f. Enterprise change management policy Each consideration can be handled by content types with associated workflows, audit trails, publishing sites, content expiration and a taxonomy that identifies the owners of content.
    16. 16. Gain & maintain the trust of the enterprise to reliably safeguard their data Hardware/Software levels Backup & Maintenance Plans Fire Drill Schedules & Emergency Procedures
    17. 17. Immediate and future needs Amortized costs Hardware, licensing, service expenses
    18. 18. Resource Education of Internal Resources Allocation Institutional Knowledge Management Balance Internal & External Expertise Long Term Planning
    19. 19. Pilot Project Selection Define Business Case Budget Risk Advise Plan
    20. 20.  Goals by Quarter for MBO planning ◦ Be careful what you publish!  Quality Assurance & Measuring ◦ ◦ ◦ ◦ ◦ a. User feedback process b. Revision criteria c. Defined criteria for success d. Iterative development processes i. Prioritize feature roll outs by iteration
    21. 21.    CorasWorks’ Breeze Virtual Workplace: Use this powerful tool to educate your teams on functionality and stimulate your imagination about solutions. Global Networks: Assistance from professionals who have seen a variety of system implementations is critical. Web Resources: ◦ ◦ ◦ ◦  Microsoft SharePoint University Must Have Books: ◦ Essential SharePoint 2007 by Jamison, Carderelli & Hanley ◦ Microsoft® Office SharePoint® Server 2007 Administrator's Companion by Bill English ◦ SharePoint Best Practices by Bill English