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The SharePoint Puzzle: AIIM SharePoint Survey -- Results and Analysis


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Results and analysis of an extensive survey conducted by on SharePoint usage, underwritten by Axceler.

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The SharePoint Puzzle: AIIM SharePoint Survey -- Results and Analysis

  1. 1. Christian Buckley, Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.• Twitter: @buckleyplanet Blog: Email:
  2. 2. Just released from Microsoft PressOrder your copy at 10 common business problems with provenSharePoint solutions• Set up a help desk solution to track service requests• Build a modest project management system• Design a scheduling system to manage resources• Create a site to support geographically dispersed teams• Implement a course registration system• Build a learning center with training classes and resources• Design a team blog platform to review content• Create a process to coordinate RFP responses• Set up a FAQ system to help users find answers quickly• Implement a cost-effective contact management system
  3. 3. Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms Delivered award-winning administration and migration software since 1994, for SharePoint since 2007 Over 2,000 global customersDramatically improve the managementof SharePoint Innovative products that improve security, scalability, reliability, “deployability” Making IT more effective and efficient and lower the total cost of ownershipFocus on solving specific SharePointproblems (Administration & Migration) Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers’ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends
  4. 4. Demographics 11-100 emps Company Location 6% over 10,000 emps 72% N. America 24% 101-500 emps 18% 18% Europe 501-1,000 11% Rest of World emps5,001-10,000 10% emps 14% Asia/Far East Central/ 1,001-5,000 Australasia/ emps 2% S.America South Africa Size 28% 3% 2% Middle East/Africa 4% Company Size W. & E. Europe 24% 10-500 6% US 38% 500-5,000 UK & Ireland 57% 12% 38% 5,000+ Canada 14% Region
  5. 5. SharePoint Usage More than Less than 5 years 1 year 24% 21% Less than Less than 5 years 3 years 26% 29%
  6. 6. SharePoint Usage 0% 5% 10% 15% 20% 25% 30% 35% 43% using SP 2010 (inc. 14% as a first We have never used SharePoint time use) We no longer use SharePoint 20% still in upgrade to 2010 mode SharePoint 2003 27% using outdated SharePoint 2007 versions of SP with no intention of SharePoint 2007 (but upgrading to 2010) upgradingSharePoint 2010 (upgraded through 2007) Only 1% no longer using SP SharePoint 2010 (as a first use)
  7. 7. SharePoint for ECM 0% 5% 10% 15% 20% 25% 30% We use SharePoint widely in some sites/departments but not in others 70% NOT using SP as a global primaryWe use SharePoint for other things, but not ECM system document/content management We use SharePoint for document/content 14% using SP management, but it is not our primary… exclusively We have other ECM/document 8% as their first management systems but SharePoint is… ECM system It is our first and only ECM system It is now our only ECM system
  8. 8. SharePoint Usage – by size % of organizations 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 100% 90% 10-500 emps% ofemps 75% 500-5,000 emps 5,000 +emps 50% 25% 10% None
  9. 9. SharePoint - Drivers 0% 10% 20% 30% 40% 50% 60% Internal collaboration Internal File-share replacement Collaboration (50%) Web portal/intranet file-share Live document/content management replacement (26%) Project Management portal/intranetDocument archiving/records management (26%) External collaboration Business Process Management (BPM) live document management (19%) Public web management No choice/Company-wide rollout Dont know / Other
  10. 10. SharePoint – Decision Maker Internal project Head of records/ manager/ compliance External CEO consultant consultant 2% 3% 0% Other senior VP/ 5% 68% of SP C-level/ Board level implementation 6% decisions made by CIO/Head of IT or IT Departmental head/ LOB owner Manager 8% CIO/Head of IT 8% by business 51% systems advisory Business systems board advisory board 8% IT Manager 17%
  11. 11. SharePoint - Deployment -20% -10% 0% 10% 20% 30% 40% Amount of ongoing management SP meeting or Time to learn exceeding usability Popularity with users expectations in around 2/3 of sites Time to implement Complexity of initial configuration Over a third (34%) below expectations Ease of use for Information Demands on IT infrastructure Governance Ability to perform core job functions 39% below Information governance capabilities expectations forAbility to perform non-core job functions content migration Speed of system Ease of content migration Exceeds expectations Below expectations
  12. 12. SharePoint – Business Issues 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%Lack of expertise to maximize its usefulness Lack of strategic plans on what to use it… #1 Lack of expertise to get the best from it Resistance from users: committing their… Resistance from users: joining, and… #2 Lack of strategic plans on where to Managing process change use itManaging SharePoint within the bounds of… #3 User resistance to Not doing as much as we planned at the… commit documents Matching our business processes to… None of these/Other, please specify
  13. 13. SharePoint – Technical Issues 0% 5% 10% 15% 20% 25% 30% 35% 40% 45%Governance: mgt of metadata and taxonomies Governance: mgt of site proliferation #1 (and 2) Governance Missing functionality issues Taking longer than expected to roll out #3 Missing Technically more difficult than expected Functionality Site administration Content migration Technically difficult and taking longer to Scalability / infrastructure requirements roll-out than expected Re-implementing custom for new releases Integration with our existing systems Linking and integration of imaging systems None of these/Other
  14. 14. SharePoint for ECM 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%Document management (check-in/check-out) Well over three File share replacement quarters using SP for DM and/or file Advanced/Federated Search share replacement Web content management – external/www Less than half (40%) Electronic records management using SP for ERM Long term archiving and/or Long term Scanned image management archiving Email management 61% not using SP Physical records management for Email Management Business Intelligence/Analytics Widely used Some use Plan to use Not Used, N/A
  15. 15. SharePoint for ECM 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Over half (54%) Document management completely satisfied File share replacement with SP for Doc Mgt and (slightly less so!) Security and rights management file-share replacement.Web content management – external/www Only one third (30%) Scanned image management completely happy with Long term archiving security and rights, and scanned images. Advanced/Federated Search Business Intelligence/Analytics Only 20% satisfied with SP for Long term Email management archiving, Email and Electronic records management records (electronic or physical Physical records management Completely satisfies Partially satisfies Does not satisfy
  16. 16. SharePoint for Collaboration No Two thirds (66%) use SP 34% for Collaboration/Social Yes 66%
  17. 17. SharePoint for Collaboration 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Well over three Collaboration/workspaces/team sites quarters using SP for Collaboration/ teamIntranet content management – internal/staff-… site and intranet Portal: company news site content mgt Portal: connections to other repositories 41% with some use of content sharing Extranet management – sharing of content… beyond the firewall Profile pages Over half with no Blogs/forums/wikis planned use of Social messaging, mobile Social messaging access or folksonomies -> it appears SP is Mobile device access used for collaboration Folksonomies (social content tagging) as opposed to social Widely used Some use Plan to use Not Used, N/A
  18. 18. SharePoint for BPM 0% 10% 20% 30% 40% 50% 60% 70% 80% 90%100% Project management Almost universal usage Workflow of some form of workflow (97%) Forms processing – internal electronic, e.g. HR, expenses, etc Around three quarters Document Approvals use SP for Document Approvals and ProjectBusiness Process Management (complex process Management. management) Forms processing – from scanned Around half have no input, internal/external plans to use SP for Automated document creation/rendition forms processing. Case Management Business Intelligence/reporting Widely Used Some Use Plan to Use Not Used, N/A
  19. 19. SharePoint for BPM 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Only 25% Document Approvals completely satisfied Workflow with ANYTHING in SP for BPM Forms processing – internal… Project management However, most are partially satisfied Business Intelligence/reporting across the board – even for complex Case Management processBusiness Process Management (complex… management.Automated document creation/rendition Forms processing – from scanned… Completely Satisfies Partially Satisfies Does Not Satisfy
  20. 20. SharePoint Integration 0% 5% 10% 15% 20% 25% 30% 35% 40% Project Management Over one third (37%) Web Content Management have integrated their project management HR systems system into SP. ERP/accounting systems Only 16% have Other ECM/DM systems integrated analytics or federated search into Analytics or federated search SP. Records Management Only 14% have CRM/Customer Management integrated scanning and capture into SPScanning and capture/imaging Social media systems Compliance/quality systems
  21. 21. SharePoint Functionality % of respondents 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Over half feel they would be 50% or more Simplified/enhanced workflow designer productive with Search/Analytics enhanced workflow designer, search and Information reporting and analysis information reporting Workflow/BPM tools.Automated document creation/rendition Respondents felt that additional cloud Scanning and capture collaboration and Case Management social systems would produce the lowest Linked extranet/cloud collaboration increase in Social systems/streams productivity. 75% or more productive 50% 33% 25% 10% 5% 0%
  22. 22. Christian 425-246-2823 Order your copy at