SharePoint Best Practices Conference 2013

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NGC SharePoint Plans and ECM Best Practices

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  • Have you (or your company) been affected by a lawsuit?How about a Legal Hold? Have you ever declared and filed a record (in the legal sense of that word ‘record’)?In the last several years the IT teams I lead at NGC have become VERY aware of how lawsuits, e-discovery and legal hold can affect our company –This presentation covers how we’ve been able to use SharePoint and related tools to help deal with the issues
  • How does the economy impact YOUR business?It has a HUGE impact of Construction – which in turn has a huge impact on National Gypsum!Current business climate - Basic chart showing BIG Trends     Enough History to Show Entire Period of Technical stuff - say from 1995 to NOWOur industry and business has ALWAYS been very cyclical – But from 1991 to 2001 – generally saw overall growth over time From 2001 to 2006 we saw a huge HOUSING BUBBLE and from 2006 to 2012 we experienced a GIANT BUST – We now seem to be emerging from that NUCLEAR WINTER but there were times when things were in doubt – Industry has been substantially restructured and some competitors are now goneHow does SharePoint HELP us during these challenges?INTRANET and HR connections – Great employee communications facilitated by executives, corp-comm “internal publishing”SW Licensing – SharePoint can be a SWISS ARMY knife kind of application – Retire filing systems – EMC Documentum seats versus SharePoint document libraries… Functionality may not EXCEED – but it will suffice – Retire expensive SW and stop supporting customized apps – setup a user managed platform – turn off a system that requires a lot of developer / admin effort to deliver to users…We also have entered a NEW era of litigation and legal issues – which we were not fully prepared for – More on that later
  • IT Environment Overview slide  Application / system platforms  WAN Overview  Windows emphasis
  • SharePoint evolutionCurrent deploymentIssues tied to Nuclear Winter (staff laid off) Stuck and unable to make much progress
  • IT wanted to reduce it’s application portfolio to those products with broad adoptions, were core to its skill set, provided valueWe felt there were several applications with limited audiences that SharePoint could replace and that by doing so, we would reposition costs to a more mainstream useWe felt we were underutilizing SharePoint but we had to justify the license costs with business projects
  • IT wanted to reduce it’s application portfolio to those products with broad adoptions, were core to its skill set, provided valueWe felt there were several applications with limited audiences that sharepoint could replace and that by doing so, we would reposition costs to a more mainstream useWe felt we were underutilizing SharePoint but we had to justify the license costs with business projects
  • Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested
  • NGC deployed TrueArc Foremost for Paper and Limited Electronic Records in 1999/2000Microsoft Office users needed better usability – We enhanced TrueArc with custom Office add in (EDCAR) Add in pushed all users to classify electronic documents as they were being created – Attached a document property that indicated File Plan (retention) designation and user dept.Documentum acquired TrueArc in 2002-2003 and we updated our custom EDCAR system to use Documentum and Office 2003Created a “filer interface” that leveraged Microsoft BITS for background file transfer into document repository (fire and forget filing)Created a pilot “sweeper” application service that would support easier and more automatic filing of documents NOT sent to repository but not in policy compliance.Major issues emerge with user adoption – Drive to full filing stalls out Windows 7 changes to security model for all users – Office 2010 changes – Update system to preserve existing functionality and improve sweeper / automationComplete rewrite of our system into managed code and another complete rewrite to support Office 2010 and the Ribbon - Much better integration!
  • Feeling PAIN around ongoing development costs and business downturn and reduced budgets / .NET resources on staff and on Legal teamAfter a large amount of effort - we had embedded / forced classification but actual record filing wasn't working well"Give up" a document / email / file to the "records store" - REAL RELUCTANCEDefinite usability barriersUnexpected Finding: Policy - some technical help - People will still FIGHT to keep their documents stored in something they are comfortable withMultiple places to put things made it impossible to have ONE WAY TO DO ITLEARNING: We will not ever have enough .NET staff to BUILD a solution to this Wicked Problem
  • Roadmap project -      Brief explanation of Documentum and EDCAR - Current version      Review of use - Integration into Office     Gimmal move toward SharePoint and GimmalSoft      SharePoint can now meet DoD 5015.2 - Standard for Records Management that is well recognized by courts and government agencies - as well as military...     Roadmap built to move ALL unstructured data / content management via SharePoint - Replace Documentum
  • Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested
  • Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested
  • SharePoint Best Practices Conference 2013

    1. 1. 1SharePoint Solutions atNational GypsumMike Brannonmikeb@natgyp.com@mike_mosshttp://www.slideshare.net/gbcmeb/From The SharePoint Strategic Planning Process
    2. 2. Industry LeaderPlant Network
    3. 3. Business Climate
    4. 4. NGC Technical Overview3 Platforms:IBM zOS/Software AGSAP (hosted external)Windows .NET/SQLWindows clients & Servers – Plants & Process ControlWAN(Trusted)Internet(Untrusted)Remote Users –Employees &Partners(Mobile too) FirewallJuniper VPNRexford HQ Data CenterExchange 2010 SharePoint 2003 &SharePoint 2007.NET Apps &SQL DBMS -SOA & WebIBMZ/OSHQ Campus LAN`ClientsSAP / FITHostingPLANT LANPlantServer`Corp LANClients`Process PCPLC onEthernetDMZ LANDMZ ServersEDI, Web
    5. 5. Key Milestones - NGC SharePoint journey2003 to PRESENT: Updated to SP2003 – Lotsof Light Customization with CorasWorkstemplates, tools and some .NET code – Eventreceivers and “Report Sweeper”Also InfoPath Forms and Libraries emerge…1999 – 2002 Tahoe then SP 2001 Portalsupporting sales laptops and internallydeveloped “CRM / Document shares”2006 to PRESENT: New Servers Added for Intranet effortConnect payroll/HR to AD and User Profiles, PhotosCorp-Comm and HR leverage OOB Functionality wellInitial broad effort to setup ‘department sites’ with userdriven publishing and IT project sites & PMODownsizing issues due to loss of knowledgeable staff…
    6. 6. NGC problems – Similar to yours?7• Our network file-share based architecture is obsolete, growingexponentially in size, and is difficult to use. (28 years)• Federal and state legal statutes concerning documentmanagement aren‟t being fully met. (since 2009)• We have old, out of support versions of SharePoint used forcustomer critical business process support that need to beupgraded or replaced.• Business Intelligence and reporting products have advancedin power, ease of use, functionality.• NGC needs a roadmap for a technical makeover that willreduce vendors, mitigate risks, and deploy new capabilities tothe business within the standard Microsoft toolset.
    7. 7. NGC Plans for Next Steps8• Multi-department review by all stakeholders• NGC‟s core development and sysadmin skill set is basedon the Microsoft platform (Exchange, SharePoint, Office)and .NET Code / SQL databases• Determined that several “non-core” technologies could bereplaced by SharePoint (Accolade, Documentum, Hyperion,uPerform, File Shares)• Potential SW cost reductions and less TCO/support!• Successfully proved in a pilot test that SharePoint could bea records management replacement (with additions)
    8. 8. What do we need?9• Commitment to SharePoint as the EnterprisePortal/Application/Content Platform• Licensing Changes Far Fewer EA SW Licenses,Drop 70% of Full Office / 100% System Center –Deploy ECAL for Focused Users – Then DeployDeskless Worker Office / Device Seats• Build new platforms and decommission “non-core”systems•
    9. 9. Records ManagementFRCP = Federal Rules of Civil ProcedureTitle V: Discovery
    10. 10. Big Issue! Chinese Drywall!
    11. 11. 12Establishing Context: eDiscovery Strategy and Information LifecycleA Roadmap for Bridging 2 Operational ScenariosBusiness UsersCreate ESIESI TYPES SOURCESUnstructured Data Messages (email,v-mail, IM)Documents,Media, Logs, etc.PCs, Servers,SharePoint, etc.Structured Data Invoices, POs,Credit Memos,etc.EnterpriseSystems, SAP,POPS/MIDAS,NGC4ME, etc.Scenario 1: Normal OperationsGoverned Under “Safe Harbor”POLICIES & PROCEDURESLegal Department Information SystemsRecords Management Storage, Backup, Archiving,Deletion1) ESI – Electronically Stored Information2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigationScenario 2: eDiscoveryGoverned Under “Duty To Preserve”LegalHoldIssuedPossibleLegalActionESISourcesDiscoveryScopeDeterminedSearchHoldProcessReviewDeliverESI Discovery ProcessOureDiscoveryStrategyprovidesa framework toaddresseDiscoveryin thecontext ofNormalOperationsPolicies & Procedures Dictate theInformation Lifecycle Under “Normal Operations”
    12. 12. ECM/RM Learning▪ Policy/procedure dictates records move to Documentum▪ "Give up" a document / email / file to the "records store" – USERRELUCTANCE – Active Resistance in some cases!▪ Unexpected Finding: People will still FIGHT to keep theirdocuments stored in something they are comfortable with▪ Multiple places to put user content made it impossible to haveONE WAY TO DO IT▪ LEARNING: We will not ever have enough .NET staff to BUILD asolution to this Wicked Problem▪ Find Configurable Solution – Deploy ONE way to do it!▪ Let Users Keep Their Content in Familiar Looking Places
    13. 13. 2012 2015NGC Enterprise Portal and eDiscovery Time LinePORTALPLATFORMPHASE 1:STABILIZE PLATFORMAddress risk of unsupported platformCost Option A: $200kSP2010 with enterprise capabilitiesCost Option B: $80kSP2010 w/out enterprise capabilitiesSITES andCOMMUNITIESfunctionalityMore productive,lower cost searchesCost: $250kPHASE 2: MIGRATECONTENTAll content under managementEase of use, 300 Users (Charlotte HQ)Cost Option A: $775kFull Content Mgmt with autoclassification software/servicesCost Option B: $475kContent/Records Mgmt only*Assumes Phase 1A2013APPLICATIONSSEARCHCOLLABORATIONBUSINESSINTELLIGENCE2014 2015COLLABORATIONeDiscoverySearchCONTENTMANAGEMENTRECORDSMANAGEMENTeDiscoverySearch Audit &ComplianceCONTENTMANAGEMENTRECORDSMANAGEMENTeDISCOVERY CAPABILITIESCOLLABORATIONToday – DepartmentalTeam SitesTomorrow– Shift from email andshared folders to active, livingmeetingplaces using social tools toconnect team members across theorganization.Today – Bookmarks (a.k.a.“I can’tfind anything”)Tomorrow– Google-likesearch (and“find-ability”)across ALL NGCinformationwith controlledaccess.SEARCHToday – Multiplesets of numbers,limiteddata access, few users.Tomorrow– One set of numbers,easy secured access, many users,developedand reported againstwith standard office productivitytools.BUSINESSINTELLIGENCEToday – IT builds and managescustom for each business use.Tomorrow– Business processautomationbuilt and managed bybusiness users.APPLICATIONSToday – Only “Records” have adefined life-cycle.Tomorrow– All content is created,secured, and deleted according toNGC policiesCONTENTMANAGEMENTRECORDSMANAGEMENTToday – Multipletools, laborintensive, large data setsTomorrow– Single tool, efficientand productive, focused data seteDiscoverySearchToday – Manual effortTomorrow– Automated audit,notification,and compliancereportingAudit &ComplianceToday – Manual effortTomorrow– Centralized,compliant,easily discovered, and appropriatelypreserved and/or purged.eMail MgmteMailMgmt &ArchiveLast update: 8/15/12SEARCHBUSINESSINTELLIGENCEDELIVER INFORMATIONMake data and analytical services directlyavailable to business users:• Plant performance• Sales performance• Supply Chain performance• Financial performance• New Product DevelopmentCost: Manpower*Assumes Phase1APHASE 3: EXTEND TOSALES &MANUFACTURING+700 Users (Plants & Field Sales)Cost: $550k*Assumes other technology constraintshave been resolved (WAN, LANs, HQstorage)*Assumes Phases 1A & 2AAPPLICATIONSINSIGHTSfunctionality2013DELIVERAPPLICATIONSBuild and Deploy PortalApplications for NGC:• Product Portal• CSC Portal 2.0• Supply Chain Portal• Legal Portal• Training PortalCost: Manpower*Assumes Phase1ACOMPOSITESfunctionality2013eMailMgmt &ArchiveAudit &ComplianceAutomated audit, notification,and compliance reportingCost: $100kEmail archiving and OutlookPersonal Storage (PST)managementCost: TBD
    14. 14. What do we need?15• DoD 5015.2 Std: GimmalSoft provides a suite ofsoftware and consulting – Fully certified –Supported by Colligo / MetaLogix• Robust e-Discovery Case Management; Legalspecific search / text / conceptual analysis:StoredIQ and Concept Searching tools – Savethousands to possibly millions in legal fees!• Baked in Records Compliance Content managementacross lifecycle and automatic categorization!•
    15. 15. What have we learned?16• Commitment to ONE Retire “specialty SW” andconsolidate into SharePoint – License Enterprisefeatures and leverage them!• More Than One Size/Color Needed Content creators /publishers, Heavy content consumers, „Browser Only‟consumers – Different solutions needed (NOTE: SeeMobility Presentation Tomorrow!!)• Records/ECM is CORE Reliance on manualcompliance futile; Risks are huge, Penalties Happen!!•

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