BPIO University Enterprise Content Management.pptx

1. BPIO University
Enterprise Content Management

2. INTRODUCTION TO
ENTERPRISE CONTENT MANAGEMENT
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3. Enterprise Content Management consists of the technologies and
tools used to capture, manage, store, preserve and deliver content
across the enterprise
Capture
Manage
Store
Preserve
Deliver
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Creating Order From Chaos
The promise of Enterprise Content Management

4. IP Protection
E-Discovery
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Compelling Risk Events
Key drivers for content management
• Many countries now regard
electronic communications
as legally discoverable—
specifics vary
• Collaboration and content
management needs must be
considered and designed
together as new capabilities
are introduced
• “Millennial” work styles and
technologies are either not
exempt from discovery, or
are unlikely to remain so in
the future
• Network boundaries
continue to widen and
transfer options are harder
to control
• New collaboration
technologies and work
styles create legitimate
business reasons for less
stringent firewall policies
• Content protection needs to
move to the content itself,
regardless of content
location

5. • Reduce costs, improve quality, and promote compliance
• How: automated document routing, approval, control
• Capture, align, and improve utility of information
• Find and use the right information at the right time
• Drive content reuse, best practices, and continuous improvement
• Increase business capability and environmental insight
• Drive change management and agility
Business Upside: Harness Information
Productivity increases with reduced costs
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6. Traditional
ECM
Managed
Content
Capture Untapped Value
Manage Broadening Risk
User
Participation
Content
Types
Scale to 100% of users and
content under management
Reduce
cost and
complexity
Unmanaged Content
ECM for All With Complete Compliance
Reduce cost and complexity
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7. From ECM to Information Management
Moving to enterprise-wide standards
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What information does not need to be managed
Certain information is worthy of being classified as a "record" and
other information can remain unmanaged?
All information is discoverable thus all information must be treated
as records
How do you manage:
Wikis, Blogs, RSS, Instant Messaging, File Shares, Desktops,
mobile devices, video, offline, outside the firewall activity…
Excel Services as content management tool
Information Rights Management
Shift from ECM applications to Information Management
infrastructure required for enterprise ECM success

8. End-User Out Perspective Required
Common tools and workflows allow flexibility
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Do we expect end-user to adapt to the system or should
the system adapt to the end-user?
99% of users are in long tail and do not have training or interest to
participate in records management
Balance between Empowerment vs. Control
Seamless integration of records management into the
document lifecycle making it easy for end-user to
participate
Manual participation (e.g., Document Information Panel)
Automation (using content types and workflow)
Familiar experience that is natural to the way people work
today
Common set of tools for users across information
management applications

9. Managed Unmanaged
Governance Control Decentralize
Information Defined Undefined
Classification Schema Structured Flexible
Metadata Taxonomy Folksonomy
Content Type
Mechanism for Record
Classification
Mechanism to scale policy
and process
Business Process
Transactional
managed by IT
Interactive with need to
decentralize mgt.
Value of Integrated
Infrastructure
Low High
Participants 100 49,900
Managed vs. Unmanaged Characteristics
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10. Create Collaborate Approve
Results
Low % information assets declared as records
Quantity of captured metadata low; Quality poor
Misclassified Records % High; Accuracy Low
Issues
Classify
& Retain
Core RM activities DISCONNECTED from content creation
Capture metadata
[Manual & Auto]
Declare Record
[Manual & Auto]
Unmanaged Approach to Content
Labor intensive, error-prone, and incomplete
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Heavy dependency on end users to capture metadata and declare records
End users asked to act like records managers. Skill set? Incentive?
Very labor intensive

11. Create Collaborate Approve
Declare
Record
[Manual or
Auto]
Capture metadata [manual & auto]
Classify,
Retain &
Search
Utilize
metadata
Managed Approach to Content
Integrated, efficient, and accurate
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Core RM activities SEAMLESS part of content creation
Results
• High % information assets declared as records
• More metadata captured with higher levels of quality
• Classification is simplified and more accurate
Benefits
• End-users support core RM activities, without acting as records managers
• Metadata capture and records declaration now natural part of IW-driven content lifecycle
• Automation leveraged to improve metadata capture and record declaration

12. • Capability is discoverable and usable by all users
• New content types can be added under similar policy
frameworks as existing content types
• Management policies can be changed as business needs
dictate
• Individual components do not block capability upgrades
• Information is available long-term through standard formats
• Return on investment (ROI) is clear
Keys to Success
Five necessary elements of a successful ECM solution
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13. 16
Enterprise Content Management Sub-Capabilities
Records
Management
Document
Management Forms
Web Content
Management
Microsoft ECM Sub-Capabilities
Introducing the sub-capabilities of ECM

14. Make it Easy to Contribute Documents
Submit documents from within Microsoft Office 2007 applications
Contribute documents as a workflow participant
Make it Easy to Manage Documents
Document Information Panel simplifies the document tagging process
Rich library services capabilities
Check-in and check-out features make the most of versioning
User-centric document security
Make it Easy to Find Documents
Robust search and navigation capabilities make documents easy to find
Users can create My Sites to quickly access commonly used documents
Slide libraries allow users to share commonly used slides
Document
Management
Document Management
Extend document management to all employees
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15. Records Management
Extend records management to all employees
Establish a Secure Enterprise Records Repository
Records Vault capabilities ensures that records are locked and never modified
Hold capabilities allow one or more holds that suspend policies on items to
support Legal eDiscovery
Maintain metadata on items separately from records’ metadata
Reduce Risk through Policies
Use content types for describing properties, policies, and workflows for a
specific type of content
Easily apply information management policies to business records
Maintain information on items using the Document Information Panel
Use barcodes, labeling, and tracking capabilities to manage physical records
Seamlessly Integrate Records Management into the Document Lifecycle
Manage the full lifecycle of enterprise records from creation through
expiration, including integrated deletion workflow
Record routing that enables automated routing of content to its proper location
Content-type and policy-based document retention and expiration schedules
Records
Management
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16. Forms
Extend business process capabilities to all employees
Focus on People at the Core of Business Processes
Broad participation of information workers in formal processes
Empower business users to manage end-to-end process
SharePoint user experience provides simplified process management
Shift from Email-Driven to Task-Driven Processes
Reduce the amount of disconnected and duplicated work
Execute tasks within the context of a larger business process without
loosing the ability of ad-hoc process changes
Ensure that the right people are involved in business processes at the
right time
Streamline Content-centric Business Processes
Robust, built-in workflows for enabling common business process
Customize and configure workflows for targeted business processes
Develop new workflow solutions leveraging the existing platform
investments
Forms
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17. Scalable Solution for Web Content
Leverage advanced caching capabilities
Multi-tiered architecture for enterprise-level web content management
Expand Global Reach with Localized Content
Site variations for managing multilingual sites in distinct locations
Automatic workflow initiation when source content modified
Sites automatically optimized for viewing on mobile devices
Web Content Management
A united WCM platform
Web Content
Management
Enforce Corporate Compliance
Master pages enforce
consistent site branding
Web content policies can be
easily enforced
Auditing and reporting tools
simplify policy compliance

18. Traditional
ECM
Managed
Content
Capture Untapped Value
Manage Broadening Risk
User
Participation
Content
Types
Scale to 100% of users and
content under management
Reduce
cost and
complexity
Unmanaged Content
SharePoint 2007
Office Professional
ECM for Everybody; Compliance Everywhere
Where does SharePoint fit?
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19. ECM Components
Policy
Management
Web Content
Management
Forms
Management
Mailbox
Management
User Interface
Microsoft
Office
Web
browsers
3rd party
apps
Unified Storage Architecture
Unified Services
Workflow
Search
Metadata
Security
Policies
IRM
Library Services
Collaboration
Exchange 2007
Transport Services
Rules
Search
Policies
Security
Records
Management
Document
Management
SMTP
SOAP
ECM Components
Records
Management
Web Content
Management
Forms
Management
Document
Management
User Interface
Microsoft
Office
Web
browsers
3rd party
apps
Unified Storage Architecture
Unified Services
Workflow
Search
Metadata
Security
Policies
IRM
Library Services
Collaboration
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ECM in 2007 Microsoft Office system
Deep integration throughout suite

20. Richer metadata entry through rich, customizable
document information panels
Drive uptake of integrated presence and managed
instant messaging with Outlook and Communicator
Empower users to protect IP in e-mail, documents,
spreadsheets, and presentations with information
rights management
Create efficient processes by initiating workflows
from within the core Office applications
Drive capability uptake by allowing users to directly
publish to SharePoint from within core applications:
Word  Document Management Server
Excel  Excel Services
PowerPoint  SharePoint slide libraries
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Office Client Value for ECM
Discoverable, non-intrusive, and efficient

21. Seamless, customizable
document information entry in
Office Professional Plus 2007
makes searching and workflow
more valuable for stored
content
No context or application shift
to enter data or workflow
Policies set on Microsoft Office
SharePoint Server folders
ECM Integration with Office Client
Capture content metadata from within Office suite
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22. Office Client Leverages ECM Foundation
Promote document policies
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Seamless document management
notifications in Office Professional
Plus 2007
Check out to edit
Workflow task notification
Information management policy
statements
Access version history
Document management notifications
and controls are in context of
document
Users do not need to navigate to
SharePoint

23. Scenario Based Demo
21 CFR Part 11
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Demo

24. CUSTOMER VALUE
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25. “If a grower at one end of the greenhouse finds that a practice is
making the pansies grow better, that person can easily share that
information with the rest of the growers through Office SharePoint
Server.”
A.J. Klum, Network Operations Manager, Metrolina
 Metrolina signed a
Microsoft Enterprise
Agreement; upgraded to
Microsoft Exchange
Server 2007, deployed
Microsoft Office
SharePoint Server
2007, and plans to
deploy Microsoft Office
Communications Server
2007.
Metrolina Enhances Communications; Saves $100K
Collaboration is huge boon for productivity
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 The company wanted to
ensure reliable and
responsive
communications with its
customers, improve
best-practice sharing
among its employees,
and reduce costs.
 Saved U.S.$100,000 over
three years
 Added value from Software
Assurance
 Increased worker efficiency
and results
 Continued operations in
case of disaster
 Expedited customer service

26. 29
Video
DEFRA – A New World of Work

27. PARTNER OPPORTUNITY
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28. • Only 20% of data is held in
structured systems
• 80% of data is therefore held in
unstructured systems
• 90% of unstructured data is also
unmanaged
• Data is growing at 36% per year
• Content types and “new media” are proliferating and gaining
uptake, but also need management and discoverability
• Discovery demands are increasing in number and scope
• Demands for clearer ROI on IT investment are increasing
ECM Impact Scope Is Growing
Strong growth and many opportunities
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29. 32
$11,100,000,000
Service Revenue Opportunity
In 2010
Forrester IDC
Market Size $3.9 billion (2008) $3.7 billion (2010)
(almost $6 billion incl. non-windows)
CAGR 19% 15.9% (through 2010)
$3,700,000,000
IDC ECM License Revenue
Projection for 2010
$37,000,000,000
Service Revenue Opportunity
In 2010
3x
10x
Analysts ECM License Projection
Partner service revenue opportunity

30. SELLING ENTERPRISE CONTENT MANAGEMENT
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31. 34
Understand the Buyer / Influencer Interests
Orient the conversation toward platform strengths
BDM
TDM
Ease of Use,
Invasiveness
Silo’d Content Stores,
Information
Management
Compliance,
Content
Relevance,
Risk
Reduction

32. Ask… Listen for…
• How do your employees react to learning new
technology?
• How much time do your users have to devote
to training?
• How open have your information workers
been to adopting new technology in the past?
• What if every information worker could
access content management from within the
familiar Microsoft Office desktop environment
they use every day?
• What if existing documents were easy for
teams to access and update?
• Complaints about employees’
unwillingness to learn new
technology
• Lack of time to devote to training
• Low technology adoption rates
• Need for basic, intuitive
functionality that is easy to use
• Complaints about lost documents
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Uncovering Opportunity
Ask and listen for… personal productivity

33. Ask… Listen for…
• How does your organization ensure that users
are able to find the right information?
• How do you collaboratively create documents?
• How does your company manage the
protection of confidential information?
• Is e-mail the primary means for document
collaboration?
• How do you know which version is the right
version?
• What if you had a document repository that
was easy to manage and search?
• What if you could control who had access to
your most sensitive business records?
• What are you content retention requirements?
• Loss of productivity
• Information being recreated
• Multiple versions of the same
content
• Lack of knowledge sharing
• Documents being e-mailed
around
• Lack of structured process
• Anxiety about information theft or
inadvertent sharing of confidential
client information
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Uncovering Opportunity
Ask and listen for… business productivity

34. Ask… Listen for…
• How does your IT organization currently
manage documents and control Web
content?
• How many administration tools do you
have deployed for document and Web
content management?
• What challenges do you have with
integrating your content management
solutions?
• How is your IT department’s productivity
affected by fielding low priority questions?
• Lack of clear content management
solution
• Fragmented content management
solution
• Time spent fielding routine questions
• Complaints about IT implementation
and management costs
• Frustrations with content
management inconsistencies
• Comments on cost savings of an
integrated solution and improved IT
and enterprise-wide productivity
37
Uncovering Opportunity
Ask and listen for… infrastructure productivity

35. Objection Handling
Compliance initiatives and Office system
Objection Response
• How do I help the
Business Decision
Maker understand
that Office system is
the right tool to help
with their compliance
priorities?
• Thanks to its tight integration with Microsoft Office,
Microsoft ECM functionality can more easily be extended
to all information workers within an organization. Because
Microsoft ECM solutions are so intuitive, users are much
more apt to adopt them, which helps you realize a greater
return on your technology investment.
• While compliance issues are escalating, information
continues to build up, making content management a
necessity. ECM from Microsoft provides a single policy
framework that can be applied across your organization to
ensure consistent retention and auditing. You can also
implement rights management to protect your documents
even after they’ve been downloaded from the server.
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36. Objection Handling
ECM and Microsoft platform enterprise credibility
Objection Response
• How do I respond to a
suggestion that
Microsoft's ECM
solution is only seen
as "basic“?
• True “ECM” enables everyone to participate in the
management of their organizations’ content rather just a
select department or team trained on a specialized,
complex and expensive solution.
• Also, MOSS just received Department of Defense 5015.2
Certification. DoD 5015.2 is often considered a
comprehensive “fitness test” for a records management
system. Since the 5015 requirements were satisfied with
either out of the box features or features that were built
using known SharePoint extensibility points (e.g.
SharePoint event handlers, workflows, content types), this
certification is great qualification in terms of showing the
strength of the SharePoint platform.
• How do I respond if a
customer suggests
that scalability is an
issue for MOSS?
• If customers architect their deployment correctly, MOSS
should scale to meet any of their requirements. Customers
should engage with MCS or a qualified partner to ensure
this infrastructure will be architected correctly.
• Leverage case studies to emphasis capability. See HP
performance white paper.
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37. Infrastructure State
Documentum is incumbent in
Marketing
OpenText is incumbent in Legal
The content across all of the
100’s to 1000’s of file shares is
“unmanaged”.
Sales Dynamics
IBM/WorkSpace and Filenet
are “pitching” to the account
Enterprise Content Management
Class exercise

38. Basic Standardized Dynamic
Rationalized
Map Your Infrastructure Journey
Secure and manage content with Enterprise Content Management
More Efficient
Cost Center
Disconnected
repositories and
sites with basic
search
capabilities
Business
Enabler
Integrated
repositories to
manage and
publish
documents and
records, with
advanced
search
Cost
Center
Content on
paper, file-
shares and
personal drives.
Disparate
search tools.
Strategic
Asset
Federated
document and
records
management
within and
outside
enterprise.
Single search
across desktop,
enterprise
content and
LOB
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39. Challenges Projects
Benefits
• Difficult to protect information from
unauthorized use
• Lack of integrated systems prevent the
real-time view of data
• Difficult to reach customers, partners, and
suppliers due to lack of user-friendly forms
• Difficult to maintain consistency of
published content
• Difficult to find potential customers
• Difficult to track how users access important
records and documents
• Incorporating data from legacy systems into
documents is manual and error-prone
• Difficult to extend business processes
beyond the firewall
• Difficult to harness and optimize the flow of
information
• Difficult and time-consuming to produce and
maintain variations of a site
BUSINESS
IT
• Improve legal and regulatory compliance by
safeguarding documents
• Reduce paper-centric processes by
integrating data from distributed systems
• Gain additional value by extending process
automation
• Improve content quality and consistency by
leveraging existing content
• Provide a cost-effective, high-impact, and
innovative method of boosting international
sales and presence
• Verify and investigate potential concerns
regarding policies and regulations
• Gather and validate business process input
data efficiently from multiple channels with
a single form
• Facilitate end-to-end automation of
business processes beyond the enterprise
• Streamline the creation, publication, and
lifecycle management of content
BUSINESS
IT
• Apply rights management
system to manage content
and monitor auditing and
retention policies
• Deploy solutions
integrating forms-based
processes with back-end
LOB systems
• Extend forms-based
processes through
multiple tools, including
offline, Web, and mobile
devices
• Deliver multi-tier, end-to-
end Web content
management via internet,
intranet, extranet and
portal sites
• Manage multilingual sites
to match cultural,
technical, and commercial
content
Enterprise Content Management
Standardized to rationalized
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40. • Talk to Microsoft and synchronize with sub-priority
• Review ECM Whitepaper
• Learn about Business Processes in Microsoft Office
SharePoint Server
• Review the Business Process Management White
Paper
Get Ready
• Leverage BPIO model and BPIA to profile
• Profile solutions and services
• Build a PSP with you PAM
• Do account Profiling with the ATU
Engage
• Enterprise Content Management
• Become certified!!!
Specialize
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Call to Action

41. © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market
conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.
MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
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