AIIM Webinar - SharePoint 2013 - clouding the issues?


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Current state of SharePoint, the environments and infrastructures
Obstacles and issues surrounding adoption and utilization
Growing difficulty - and need - for data integration inside and out of SharePoint
Functionality and 3rd-party add-on applications and/or custom development needs
Use cases discussing workflow/BPM and data management

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  • Microsoft CRM and Great Plains have default SharePoint links.
  • 14% less than 1 in 5 active for those with 90-100% roll out.Half of orgs with 90-100% roll out report 50% or less of staff using once or twice a week. Only 30% report 80% or more usage.
  • For larger orgs, the biggest issues are governance, then usage.
  • Smaller orgs more likely to have failed (10%) compared to largest (4%).Larger orgs more likely “success” (10%) compared to smallest (4%)
  • Outsourcing growth much stronger outside of the US.
  • AIIM Webinar - SharePoint 2013 - clouding the issues?

    1. 1. Presented September 26, 2013 SharePoint 2013 – clouding the issues? In association with: TODO Presented by: TODO
    2. 2. Today’s Agenda How is SharePoint used in organizations? Do companies plan to leverage the cloud? How is user adoption coming along? Are 3rd party products still being used? In association with: Presented by:
    3. 3. How long has SharePoint been in use? 0% 10% 20% 30% 40% 50% 5 years or more 2 years or more 10-500 emps Less than 2 years 500-5,000 emps 5,000+ emps We are still in implementing mode with SharePoint for ECM/DM  Largest organizations were first adopters…  …but small and mid-sized catching up in last few years. We have plans to use SharePoint for ECM/DM but have not started yet We have no plans to use SharePoint for ECM/DM N=535  So there should be a good amount of usage in the organizations, no? In association with: Presented by: 3
    4. 4. Who’s the driving force? CEO, MD, COO, 5% Other Line of Business Manager, 13% Multidepartmental steering committee, 14% Business consultant (internal or external), 2% Head of IT, CIO, CTO, 34 % Head of Compliance or Records Management, 6 % Head of Info Management, C hief Content Officer, 11% In association with: Other IT, 15%  Half of all programs still run by IT  But there’s improvement: 34% business-driven, inc. 14% multidept. steering committee. Presented by: 4
    5. 5. SharePoint Versions – 2010 still king  2010 is now the most popular primary live version  More people still rolling out 2010 (20%) than are rolling out 2013 (17%) In association with: Presented by: 5
    6. 6. Quotes around Upgrading  «The deployments are normally a breeze, its migrations that are a horror........»  «SharePoint upgrades continue to be disastrous. Always migrate, never upgrade, unless you have no choice.»  «Microsoft is pushing new version of SP too quickly. We can hardly get used to one before the next version is out. We have decided to stick with 2010 and will likely bypass 2013» In association with: Presented by:
    7. 7. Where and how do people access SharePoint? 0% 10% 20% 30% 40% 50% 60% From the Outlook email client Whilst within other enterprise systems From home using VPN access On mobile devices – browser access On mobile devices – dedicated app Remote/mobile – offline using synchronized copies Partners/customers/suppliers via VPN login Partners/customers/suppliers via hybrid cloud/cloudshare In association with: Presented by: N=422 7 70%
    8. 8. ECM/DM/RM 0% 10% 20% 30% 40% It is our only ECM system It is our main ECM system We use SharePoint for ECM/DM but it is not our main system 10-500 emps We have a number of unconnected SharePoint ECM/DM systems 5,000+ emps 500-5,000 emps We use SharePoint for collaboration or intranet but not…  SharePoint is part of the Enterprise Content Management / Document Management landscape  But there are usually many systems in place We have other systems for ECM/DM and do not use… We have no ECM/DM systems 0% We don’t differentiate between records … User acceptance is more important…  Little use as records management system With careful set up, it can comply with … We still need some specialist… We still need add-in 3rd party products It still can’t really meet all of our … We already have a robust and … We already have a robust and … In association with: Presented by: 10% 20% 30%
    9. 9. Usefulness of SharePoint 2013 features 0% 10% 20% 30% 40% 50% Improved search/metadata-based navigation Closer integration between Lync, Outlook, Exchange and SharePoint Mobile device support Improved application of retention policies Integration of retention and e-discovery between SharePoint and Exchange Community sites, micro-blogging and tagging Specific e-discovery and hold functionality BPM changes and InfoPath Hybrid cloud and synchronization None of these are important as yet  Basic features perceived as most useful In association with: Presented by: 9 60%
    10. 10. Microsoft loves the cloud… «We'll still obviously continue to have a server release, but we really recommend moving to the cloud for the best experience overall.” “We've doubled down on the cloud, and we're investing heavily in taking the cost savings that come to us through economies of scale and passing them on to our customers. “ “We had about half the team working on enabling the underlying infrastructure at SharePoint to work in the cloud. Our goal was very simple: To build the largest-scale enterprise cloud service in the industry. To be able to take the billion Office users and be able to run the full back end services in the cloud with Office 365. “ (Jeff Teper, SharePoint Conference 2012 Keynote) In association with: Presented by:
    11. 11. …but what about companies? 0% 10% 20% 30% 40% 50% 60% Exchange 365/Outlook Web (email)  Communications in the cloud sounds good! SkyDrive Pro (With cloud file sync. from… Office 365/Online/Web Apps (SaaS/browser… Office 2013 (Web delivery/Office-on-… 10-500 emps 500-5,000 emps 5,000+ emps SharePoint 365/SharePoint Online (Cloud-… Lync (Messaging and comms) Yammer (Social/micro-blog) Skype (Messaging and comms) None of these 0% 10% Move everything to Microsoft’s hosted Office 365  SharePoint in the cloud finds limited interest Majority hosted on 365, some retained on-prem Some content hosted on 365, majority on-prem Private cloud/hybrid, all provided by third party (not Microsoft) Hybrid of private cloud and on-prem, all administered by us Retain everything on-prem for the foreseeable future Undecided/No plans In association with: Presented by: 20% 30% 40% 50%
    12. 12. How’s the user adoption? We know that…  50% of SharePoint projects are driven largely by the business  The majority of companies has been using it for more than 2 years  Does this mean that user adoption is growing as well? In association with: Presented by:
    13. 13. Adoption – usage What proportion of those with access would you describe as "active users" e.g., accessing content at least once or twice a week? 100% of users 10% of users 90% of users 80% of users 20% of users  57% of orgs have half or more as active users  26% less than 1 in 5 are active. 66% of users 33% of users 50% of users In association with: Presented by: 13
    14. 14. How is usage by staff changing? 0% 10% 20% 30% 40% 50%  Biggest growth in usage in larger organizations Not yet live Increasing rapidly Increasing slowly Stable – reached 100% 10-500 emps Stable – reached our planned limit Stable – we have reached a plateau of adoption 500-5,000 emps Reducing In association with: Presented by:  But for majority, there is slow to no growth
    15. 15. Biggest on-going Issues 0% 10% 20% 30% Persuading users to manage and share their content in SharePoint and not elsewhere Expanding the use of SharePoint for more business processes Aligning governance, security and usage policies with other enterprise apps Achieving uniformity of classification and metadata structures Strategic decisions on integration with social, mobile and cloud The user interface is still difficult Maintaining and upgrading our customizations Managing rapidly increasing storage volumes Managing multiple content types It’s too complex to manage and enhance Keeping up to date with version upgrades All of the above In association with: Presented by: 40% 50% 60%
    16. 16. What’s the progress of the SharePoint project? 0% 5% 10% 15% 20% 25% 30% 35% 40% We have achieved all we planned and it is a great success Just about there as planned and moving forward It’s doing the job but progress has stalled somewhat 10-500 emps 500-5,000 emps We have struggled to meet our original expectations 5,000+ emps The project has not been a success  A large percentage of projects has stalled or struggled  Very few complete successes In association with: Presented by: 16
    17. 17. Need for 3rd Party Add-Ons Not ever needed by us, 3% Not needed now, 12% They continue to greatly enhance standard functionality, 26 % Required less and diminishing over time, 18% Still required to fix shortcomings, 4 1%  67% see 3rd party apps as still being important. In association with: Presented by:
    18. 18. Third-Party Products -10% 0% 10% 20% 30% 40% 50% System management/health monitoring Workflow and BPM Storage/archive management Search enhancements Metadata management Outlook integration Records management Security enhancements Mobile access E-discovery tools Social applications Collaboration tools/cloud shares Cloud content shares No longer needed Still using Essential for now Still planned  Still a strong demand to supplement SharePoint with 3rd party products In association with: Presented by:
    19. 19. How will expenditure change in the next 12 months?  Increase in all areas In association with: Presented by:
    20. 20. Summary  Interest in SharePoint 2013 growing slowly  Company still cautious with their interest in the cloud  Biggest issue is still user adoption  But a big corporate adoption of SharePoint can be seen  Third Party tools used to overcome SharePoint limitations  Companies are still investing in SharePoint! In association with: Presented by: