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How to run ECM projects

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  • 8 Steps guide to make your ECM project a success: http://ecmwise.blogspot.com/2012/10/8-steps-guide-to-make-your-ecm-project.html
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How to run ECM projects

  1. 1. Running ECM projects<br />Ben Robb<br />MVP, SharePoint Server<br />CTO, cScape<br />
  2. 2. About me<br />Microsoft MVP for SharePoint Server for the past 4 years<br />CTO of Microsoft Gold Partner cScape<br />Subject Matter Expert, MS Learning<br />Development Pro exams<br />ECM Implementers course<br />Specializing in Enterprise Content Management, Business Process Automation, Search and Business Intelligence solutions<br />ben@cscape.com @benrobb<br />
  3. 3. Agenda<br />What is ECM?<br />Starting a successful project<br />Key project tasks and milestones<br />On-going investment<br />
  4. 4. What is ECM?<br />
  5. 5. Enterprise Content Management<br />“… the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's structured and unstructured information, wherever that information exists.”<br /> AIIM<br />
  6. 6. Enterprise… Content… Management<br />Content<br />Any information your organization has – documents, web pages, emails, wikis, records<br />Management<br />Having consistency for managing your information lifecycle, organizing and storing your content efficiently<br />Enterprise<br />Across your whole organization, creating strategies and policies for effective communication, dealing with large scale scenarios<br />
  7. 7. Types of ECM<br />Document Management<br />Knowledge Management<br />Records Management<br />Web Content Management<br />Digital Asset Management<br />User Generated Content / Social Content Management<br />
  8. 8. Drivers for formal ECM strategies<br />Regulation<br />Security<br />Cost savings<br />Speed of access to information<br />Consistency<br />Streamlining business processes<br />
  9. 9. ECM in SharePoint 2010<br />Content Organizer<br />Managed Metadata Service<br />Content Deployment<br />Information Lifecycle Management<br />eDiscovery and eHold<br />Security trimming<br />Records Center<br />Document ID<br />Auditing<br />Version control<br />Web Content Management<br />Retention Policy<br />Barcodes<br />Document Sets<br />Approval workflows<br />Enterprise Search<br />Search refiners<br />Core Results Web Part<br />Content Query Web Part<br />Wikis<br />Email-enabled document libraries<br />Taxonomy driven navigation<br />Rich Media support<br />Web Analytics<br />Blogs<br />Comments and Ratings<br />Business Connectivity Services<br />Reusable content<br />Disposition workflows<br />Feedback workflows<br />Entity Extraction<br />Sites<br />Communities<br />Composites<br />Insights<br />Content<br />Search<br />
  10. 10. Starting a successful project<br />
  11. 11. Set up the project team<br />Executive sponsor<br />Project manager<br />Core stakeholders / business owners<br />Subject matter experts<br />Compliance / legal<br />HR<br />Finance<br />Other key business functions<br />IT<br />Operations<br />Support<br />Development<br />End users<br />
  12. 12. Do your basic research early<br />Discover what drives your senior management team<br />Find out what your key stakeholders need<br />Gain insight into company-wide trends<br />Leverage logs and existing metrics<br />
  13. 13. Find your content<br />Local hard drives – where other people cannot find and consume this content. This kind of content is completely hidden from IT and does not get backed up and managed.<br />File system stores – where there is some limited IT governance and backup, but no version control or workflow.<br />Exchange public folders – where there are scalability and findability issues.<br />Existing content stores – such as:<br />Tactical / departmental systems<br />Web content management systems<br />Previously implemented ECM solutions<br />Legacy systems – which may be phased out<br />
  14. 14. Build a clear and robust business case<br />The Intranet Portal Guide by David Viney<br />
  15. 15. Work out your success criteria<br />And how you are going to measure them<br />See IW411: Achieving Return of Investment with SharePoint [Brad Smith]<br />
  16. 16. Key project tasks and milestones<br />
  17. 17. Project methodologies - Waterfall<br />
  18. 18. Project methodologies - Agile<br />
  19. 19. User Centered Design<br />Assess<br />Define<br />Create<br />Build<br />Evolve<br />
  20. 20. Workshops<br />
  21. 21. Prioritize your requirements<br />Quick wins<br />Big hitters<br />Value (low to high)<br />Moneysinks<br />Low hangingfruit<br />Cost / ease (high to low)<br />
  22. 22. Change management<br />Mechanical change focuses on processes, systems, technology and structures within an organization. <br />Human, or psychological, change focuses on the softer side of change: how can we effectively change people’s attitude and behaviour, and what impact does that have on them<br />You need to deal with both sorts of change<br />
  23. 23. Extending SharePoint functionality<br />Build vs. Buy<br />Push back on functional requirements<br />The 90% rule<br />Understand Software Development Lifecycle issues<br />Set up Governance processes<br />Coding standards<br />Deployment processes<br />
  24. 24. Communications planning<br />ECM projects affect a wide audience<br />Good communications planning is essential<br />Communicate negatives as well as positives<br />An open team will engender trust<br />Consider maintaining a team blog to keep the wider organization informed<br />
  25. 25. Content migration<br />
  26. 26. Launch planning<br />How to survive the j-Curve of user satisfaction<br />
  27. 27. On-going investments<br />[Are we there yet?]<br />
  28. 28. Governance<br />Information Governance<br />Content lifecycles, information architecture, taxonomies, security, Acceptable Use Policies, audits<br />IT Governance<br />Change management, capacity planning, maintenance and monitoring standards, BAU / DR planning<br />Project Governance <br />Change management, risks and issues, coding standards, working policies<br />
  29. 29. Governance framework<br />
  30. 30. Governance best practices<br />Change job descriptions across the business to include governance roles.<br />Accept what you cannot change<br />Do not put everything into one big document<br />Meet regularly and allow enough time, especially in early sessions, to consider every issue.<br />Use SharePoint to store, share and manage your governance processes<br />
  31. 31. Analysis and metrics<br />
  32. 32. The long “wow”<br />Don’t try to build everything at once<br />Surprise and engage your users<br />again and again over time<br />
  33. 33. Key takeaways<br />ECM projects are like any other project<br />Communication, planning and governance are critical for their success<br />Do your basic research<br />Find your content<br />Discover business priorities<br />ECM projects are never one off projects<br />Think about roadmaps, and don’t try to build Rome in a day<br />Build measurement and reporting into your solution<br />Prove your business case for future enhancements <br />
  34. 34. Thank you<br />ben@cscape.com @benrobb<br />

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