Jonathan Ralton - Trusting Your KM & ECM Strategy To SharePoint
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SharePoint is one of the most widely deployed repositories, given its showcase characteristics: being highly scalable, searchable, and secure.
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Jonathan Ralton - Trusting Your KM & ECM Strategy To SharePoint
- 1. Jonathan Ralton BlueMetal Architects Trusting Your KM & ECM Strategy to SharePoint
- 2. Agenda KM & ECM Strategy SharePoint Capabilities Governance
- 3. KM & ECM Strategy Trusting Your KM & ECM Strategy to SharePoint
- 4. -M KM ECM RM DM
- 5. Knowledge Management Capture Distribute Use
- 6. Enterprise Content Management Create Control Protect
- 7. A content management system can enable your KM & ECM strategy
- 8. Content Management System SharePoint 2010 SharePoint 2013
- 9. SharePoint Capabilities Trusting Your KM & ECM Strategy to SharePoint
- 10. Farms Web Application Content Database Site Collection Site List Library Folder Document Set Site Column Content Type External Content Type Managed Metadata Crawled Property Managed Property Search Navigation Workflow Content Organizer Records Center
- 11. Challenge Can SharePoint effectively support the demands of an enterprise’s large-scale content management activities?
- 12. Argument SharePoint natively provides a rich feature set that can help solve a multitude of critical business problems.
- 13. Positioning Microsoft has successfully positioned SharePoint as a strategic information management platform for mission critical business applications.
- 14. The “Information Operating System” Topic 1
- 15. Steve Ballmer CEO (Former) Microsoft “The Information Operating System”
- 16. Reducing Costs Represents a new evolution in application development and delivery Allows business solutions to be created in an accelerated fashion
- 17. Reducing Costs By leveraging the foundational capabilities of SharePoint, it is now possible to deliver solutions with an advanced starting point. As a platform with feature-rich capabilities, SharePoint greatly reduces costs when used to deploy mission critical business applications.
- 18. Scalable for Global Operations Topic 2
- 19. Volume Isn’t an Issue Scalability Volume
- 20. Volume Isn’t an Issue 2001 (10) 2003 (11) 2007 (12) 2010 (14) 2013 (15)
- 21. Rich Data Structures Topic 3
- 23. Adapting to Complex Needs Provides a platform for a consistent metadata construct Administratively allows for additional flexibility
- 24. SharePoint Capabilities Content Types Site Columns
- 25. Content Type “a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a… list or document library” – Microsoft
- 26. Site Column “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites” – Microsoft
- 27. SharePoint Capabilities Content Types Site Columns Use to… Maintain consistency across libraries and lists Isolate workflow, policies, and other settings Information Management (Records Management) Etc. Use to… Drive views Expose via search Drive reports Preserve information Trigger workflow Etc.
- 28. Metadata Content Types Site Columns Metadata
- 29. Context Farm Web Application Content Database Site Collection Site List/Library Item Item Site Collection Site List/Library Item Site List/Library Item Content Database Site Collection Site List/Library Item Web Application Content Database Site Collection Site List/Library Item Item Site List/Library Item Collection Site
- 30. Information Architecture Context Content Types Site Columns Taxonomy
- 31. SharePoint Capabilities Taxonomy Use to… Leverage security Differentiate list-based workflows Segregate content Facilitate geographic placement Control versioning Account for alternate authentication method(s) Account for encryption Etc.
- 32. Strong Security Topic 4
- 33. Supporting Confidentiality Secured Content Made Available by Role Full Audit Trail and Version History Secured Sockets Layer (SSL) Protection Authentication Provider Support Microsoft Based Security Firewalls
- 34. Basic Workflow Design Tools Topic 5
- 35. Common Routing Easily Facilitated SharePoint Designer Actions Conditions Visual Studio Custom Code Versatile Deployment
- 36. Full Text and Field Based Searching Topic 6
- 37. Common Routing Easily Facilitated Ability to search on specific columns Full text indexing iFilters for other file formats Federated searching capability FAST Search
- 38. Line of Business Systems Integration Topic 7
- 39. Powerful Capabilities Within Business Connectivity Services (BCS) Data validation in SharePoint Integrate workflow and data Retrieve SharePoint content in LoB systems Surface LoB data in SharePoint
- 41. Suitable for Global Use 38 Languages Multiple Currencies Language Conversion Workflows Machine Translation Service
- 42. Suitable for Global Use As the largest provider of business productivity software, Microsoft is the most well equipped vendor to accommodate the demands and rigor associated with multiple languages and localization support.
- 44. Toby Bell Vice President, Research (Former) Gartner “More inquiries have come into Gartner for SharePoint than any other product since Gartner’s inception.”
- 45. Business, End, and IT Users Alike Adoption is being fueled by Business Users Executives IT Professionals
- 46. Governance Trusting Your KM & ECM Strategy to SharePoint
- 47. Accelerate with Standard Adoption Governance in SharePoint cannot stop after it has been defined.
- 48. Accelerate with Standard Adoption Control Flexibility
- 49. Trust SharePoint is one of the most widely deployed repositories, given its showcase characteristics: being highly scalable, searchable, and secure.
- 50. Jonathan Ralton Email jonathanr@bluemetal.com Twitter @jonralton Blog blog.jonralton.net
Editor's Notes
- GOOD AFTERNOON My name’s Jonathan and I’m with a company up in Boston called BlueMetal Architects, a Microsoft partner; I’ve had going on nine years of hands-on SharePoint experience Let’s get a show of hands. Who’s using SharePoint? Who is doing KM/ECM in SharePoint now? Who is thinking about it?
- I’m going to be talking to you about how I think KM/ECM relate to SharePoint and how you can trust SharePoint to handle your strategy We’re going to discuss what SharePoint gives you to support your KM/ECM strategy And what you might want to consider as far as approaching governance
- You may have heard… SharePoint does this big thing called Content Management
- I work a lot with the ‘Ms’ We’ve got… Essentially boil down to a common set of capabilities
- For those who don’t deal with KM, a very high-level illustration might look like this You need to capture people’s knowledge in an effective, appropriate, and timely manner Later, distribute it to those who didn’t already have that knowledge This could be in advance or just-in-time, proactive or just waiting there to be found And then you want people to employ that knowledge—it’s all for nothing if they don’t
- With ECM, I’ve got a three-pronged idea here as well… We consider content at its inception—how it’s created And how we may need to control and protect that information throughout its life ACROSS THE ENTERPRISE, aligned with the organization’s needs and goals This is one way you can differentiate CM from ECM
- So, I think, a content management system like SharePoint can bring either of these strategies to life
- Both SharePoint 2010 and 2013 (Online as well) really provide for a ‘modern’ CMS 2007 had some key capability introductions but it wasn’t quite there yet Who’s on 2010? Who’s on 2013? Who’s on Office 365?
- So, what does SharePoint give us to work with across KM/ECM?
- We have ALL these things to build with in SharePoint, and more… Can all of this support your KM/ECM endeavor?
- Here’s the question for our session…
- And here’s my argument…
- I think that… We’re there with the latest versions of SharePoint, and that SharePoint is ready and worthy. You can trust SharePoint. I’ve got nine topics for us to think about… So let’s dive in.
- First is this notion of “The Information Operating System”
- Steve Ballmer coined this phrase while he was CEO SharePoint isn’t just an application; it’s a platform for building things on top of it This is very important to understand
- With SharePoint, we can actually realize cost savings We can configure (develop) business applications that are critical to operations much faster than from scratch
- This is because we get the underpinnings of SharePoint’s CMS as a starting point These are going to include not just methods for wrangling our content but a workflow engine, ways to connect to other enterprise systems, translation services, things like this… We save money because Microsoft already built all these things; we just have to put the right componentry together in the right way to get what we need. I’m making it sound easy—of course your results may vary. You may need to custom develop something.
- Secondly, let’s talk about scalability.
- In its infancy, we had some concerns with SharePoint scaling as it handled more volume; they were opposing forces
- We’ve got things like RBS now, larger databases, SQL 2012… Volume isn’t an issue; SharePoint can handle what you throw at it IF you have the supporting infrastructure in place!
- I’m going to spend a little extra time on this third topic, because it’s so important to the mechanics of planning for KM/ECM within SharePoint.
- This is an actual content map that I drew with a client for an application to be built on top of SharePoint. If this doesn’t count as a rich data structure, I’d like to see yours. These are types of documents Some groups of them have similar characteristics, similar workflows, similar policies—and they’re arranged in a hierarchy
- At first glance, SharePoint’s metadata construct may appear to be inappropriately simplistic to support complex KM/ECM requirements However, looking in-depth at the hierarchical structure demonstrates that it has exceptional versatility This is a modern structure with inheritance What are the components that provide for that versatility?
- Who is familiar with what is provided in SharePoint for metadata? Site Columns Content Types I spoke a bit about this an hour or so ago in the other room…
- This is Microsoft’s definition right off of TechNet of a content type in SharePoint Big word here: REUSABLE A content type is not just a tag It’s a set of defined characteristics One of those definitions is how we associate site columns with content types
- Again, we’ve got TechNet to tell us the medical explanation Again, notice the word REUSABLE Simply, this is a field
- Why do we care about these? We can use these two capabilities together to not only track metadata… But to do things like promote consistency Isolate settings Set up retention policies Slice and dice Many important tasks that help to stand up a KM/ECM solution
- Putting these things two together gives us the ability to differentiate content in SharePoint This carries through with content at rest as well as active content, through to search, reports, workflows… Very robust. This is why you gotta plan ahead and craft this properly—Having a solid metadata structure impacts many areas of SharePoint and can make or break your KM/ECM effort
- Let’s talk about the containers that we put content into within SharePoint SharePoint gives us several layers to work with from the farm all the way down to individual items. This should be mapped our considering both your organizational structure as well as your processes. Again, very robust ways to segregate our KM/ECM content.
- With SharePoint, we’re able to establish context for our content in a much more robust way than we can in a folder hierarchy on a shared network drive, for example. It may not be easier to construct, but it can provide a better user experience. We combine these components to give us the context that maps to our KM/ECM strategy For example we might have a particular site for a project and a different site for another project, or organize by teams and departments but take into account cross-functional groups as well
- With those different containers, mapping out a taxonomy in SharePoint, we can… Get granular with security Start to set up different workflows that work on content that is in the same container Split up content appropriately Put stuff in other countries for legal reasons Control what versions are maintained during that content creation phase Perhaps allow external users to collaborate with us Encrypt our content in transit
- Ok, fourth topic. Who wants to open up all of their content to everyone? No, we want to lock stuff down and go with least privilege
- What’s important here? We get the granularity and versatility we need with managing security with SharePoint. We can secure all the way down to the individual document There is an inheritance model SharePoint stands up to audits. If we set it up right. We can encrypt content in transit and support different authentication providers. We can put SharePoint effectively behind a variety of protective layers. Sometimes this does present problems; work with your network team
- I love workflows. They really bring tangible value to users.
- Very briefly, we get both ends of the spectrum with SharePoint We’re able to design workflows in a user-approachable tool which can be wielded simply or quite complex, actually AND we get to construct highly customized intricate workflows in a developer-centric tool that is standard across the globe.
- We get both kinds of searches with SharePoint—Google-like, and faceted search. That’s like looking for a washing machine on Home Depot’s website
- We can search everything—the whole document Results are always security trimmed SharePoint can search other websites, file systems, databases, and Microsoft Exchange FAST Search/SharePoint 2013 search Visual Best Bets User context-based search enhancements Metadata extraction Relevance tuning Refiners Document previews
- If you’re a small business then #7 probably doesn’t matter to you.
- In order to really get value out of our KM/ECM implementation within a large-scale organization, we may need to connect to other systems To get a list of customers for example To validate certain data off of a master database To kick off other processes in other systems, perhaps an HR management solution To receive data at certain points in time SharePoint can also just be a more accessible front end for these kinds of systems
- We live in a global economy, of course Who’s organization deals with multiple languages?
- For larger organizations with a global footprint, either with themselves as in their employees or their constituencies, we need this ability these days We have out of the box workflow capability for managing the translation of content New in SharePoint 2013 is the ability to actually automatically translate Now I know in the beginning I said you can trust SharePoint, but on this particular aspect, I would be careful Navigation Labels
- So here’s a plug for Microsoft… They are the biggest player Happen to be the best This isn’t a small job for a public-facing website, but companies are building sites in SharePoint and presenting them to their customers on a daily basis, across continents
- Lastly, SharePoint is everywhere these days
- While Toby Bell was at Gartner, he revealed to us that: Companies wanted to know about it and they’ve embraced it
- Everyone knows what SharePoint is at this point—not just IT folks Different Perspectives
- Well this is InfoGovCon… We’ve gotta fit in the ‘gov’ somewhere, and I will briefly This viral adoption has quickly driven the need for governance at the corporate level
- I think the most important takeaway when I talk about governance and SharePoint, and especially with KM/ECM is that your governance effort cannot be finished. A way to get off the ground is to roll out some standards But you must evolve your governance as the system grows and how people use it changes
- These standards are going to help balance your desire to control what’s going on within your KM/ECM implementation in SharePoint while ideally at the same time allowing the appropriate level of flexibility for your business users.
- So to wrap this up, can we trust SharePoint like I claimed earlier? SharePoint is out there. It’s here to stay, on-premise or in the cloud Why? It scales, you can index and search it well, and you can maintain confidentiality, which are crucial to being successful with KM or ECM. If you understand where it excels and what to consider when you’re planning out a SharePoint-based CM strategy, I think you can be very successful. You’ve got to be meticulous as you build a foundation and use governance as a way to help ensure positive growth and evolution.
- Thanks so much for your interest in this and find me later on if you have some questions; I’d love to meet you and talk about what thoughts came up for you as we discussed all this. Reach out to me and check out my blog.