The document provides an overview of the Mississippi Department of Transportation's (MDOT) journey to implement an Enterprise Content Management (ECM) system using Microsoft SharePoint. It discusses MDOT's previous system, issues with that system, a decision to move to SharePoint in 2009, and implementation of various SharePoint features and third-party applications like KnowledgeLake and FAST to manage documents, imaging/scanning, search, and workflows. The new system provides benefits like improved collaboration, decision making, productivity and information retrieval across MDOT's over 3,500 employees.

1. AIIM Info360 ConferenceWashington D.C.March 23, 20113:30 – 4:10 PM Exploring the Mississippi Department of Transportation’s SharePoint journey

2. Ken Slay Mississippi Department of Transportation (MDOT) ECM Project Manager

3. Overview of MDOT Responsibilities Highway construction and maintenance Airport and port development Weight enforcement Public transit Rail safety

4. Overview of MDOT Organization Governed by 3 elected commissioners representing the North, Central and Southern districts of Mississippi (Transportation Commission) Transportation Commission appoints an Executive Director who is responsible for day to day operations Approximately 3,500 employees 34 divisions / 6 districts / 70+ remote locations Administrative headquarters – Jackson, MS

6. Each district coordinates, plans, designs, constructs and maintains their respective portion of the state’s transportation network

7. Each districts has a certain level of IT personnel (desktop support, some servers)

9. Focused mindset on their mission

11. Overview of MDOT Accomplishments - 2010 $558 million in construction contracts awarded 397 miles of highway resurfaced 7,016 miles of unpaved shoulder re-shaped 3,776 miles of pavement striping applied 274,949 acres of right-of-way mowed 5,203,584 tractor-trailers weighed 36 arrests / 563 pounds of drugs seized

13. Departmental solutions (application) typically based on a single document type or specific end-user requirement

14. 11,625,164 pages (95% TIFF)

15. 77 AX applications in production

16. Each application is independent of others:

17. Taxonomy

18. Security

19. Application Design

21. MDOT Financial Management System (FMS) Project Number

22. External Project Number – Used in conjunction with the Federal Highway Administration for federal billing / reimbursement

23. Legacy accounting system (Pre-FMS) did not enforce any rules on the use of External Project Number

24. AX applications that use External Project Number commonly do not enforce validation

26. No enterprise taxonomy or ability to manage deployment across applications

27. High cost for licenses and maintenance relative to what we were getting

28. History of “limited” software enhancements – MDOT received very little value for maintenance $

30. We had done no significant ECM with SharePoint

31. We were at the proverbial “fork in the road”

33. Records Management participation

34. Executive sponsorship

36. In total, employees spend 629,460 hours per year searching for information

37. We have approximately 600 paper based forms and processes in use

38. Average paper form takes 1.5 hours to process end-to-end

40. For every paper form that we convert to electronic, MDOT saves $18 per usage

42. Significantly improved features over MOSS 2007

43. Microsoft is already a key business partner (Server O/S, Desktop / Laptop O/S, Office, Exchange, Active Directory, SQL Server, Business Intelligence, Reporting)

44. Microsoft’s success with SharePoint strengthened their already strong commitment

47. The “M” in ECM…

49. Utilize the Drop Off library to route content and drive workflow

50. Utilize the Records Center feature with Document ID’s

51. MDOT knowledge workers and Executives are more efficient due to the collaborative process of authoring documents.

52. Decision making is improved due to accuracy and increased speed of document creation.

55. Install KnowledgeLake Connect as an on-ramp to add content

56. Install KnowledgeLake Capture to provide a single interface for all scanners and MFPs

57. Increased productivity by making more content available in SharePoint where retrieval is faster and easier

58. Improved ROI through higher adoption rates due to increased user productivity

59. Our old AX users can now find the right information much easier

61. Security

62. TaxonomyBasic and Advanced capture and image processing capabilities that met our requirements Best integration with Microsoft Office products through Connect

64. Use SharePoint taxonomy to surface refiners in FAST search results that help a user navigate to locate desired information

65. Use FAST “pipeline extensibility” for associating other data with results

66. Implement people search in FAST

67. Employees save time looking for other employees information

68. Improved productivity through user interaction with navigational refiners based on MDOT data

69. Improve responsiveness, accuracy, and timeliness though incremental crawls

71. MDOT’s solution - FAST Search Results Scope File Share Content Type Refiner Managed Property Refiner File Share Folder Name Used as Metadata

72. Why FAST @ MDOT? FAST for SharePoint Best product score from our analysis – based primarily on feature set and integration with SharePoint Saved $ 300,000 – $ 800,000 (6 year) over the other two finalists in our search vendor analysis OOB navigational refiners based on MDOT metadata (content types) Using “pipeline extensibility” for association of related information to content (managed properties) Ability to tune the relevance model of search results Audience targeting, Best Bets, Federated Results, Search history (term prediction)

74. Utilize SharePoint Designer declarative workflows to easily route content for review and approval while offering a platform that can extend to very complex scenarios

75. MDOT Executives and management are more productive as they spend less time shuffling paper.

76. Decisions are made faster as a result of receiving the task sooner.

77. Our activities are more auditable through workflow history.

80. Browser and 2007 Filler forms

81. User Roles from AD users and Security Groups

82. Data connections (web services, lists)

83. Publish as Content Types & Form library columns

84. Robust functionality within workflow

85. Views

86. Read Only, secure fields, section logic

88. Variables at run time or workflow association

89. Serial and parallel tasks

90. Access to SharePoint item, workflow context, task fields, other SharePoint libraries and lists

91. Custom activities with Visual Studio

93. Create archive libraries for meeting agendas and minutes as well as Commission Orders

94. Create automated workflow processes for requesting Orders, documents, and routing content

95. FAST Search for SharePoint

96. The Commission is able to carry out its critical function more quickly resulting a more agile decision making body for the state of MS

97. MDOT executives and management work more efficiently as the information they need to do their job is available faster

99. MDOT’s solution – Team Site Quote from Amy Hornback Secretary to the Transportation Commission “The staff members can go to our SharePoint site and it’s like a one stop shop for all things that deal with the Transportation Commission.”

101. Established MySites within the overall governance plan

102. Embraced “social media” within the business and encouraged employees to use these tools in their daily work which benefits all of MDOT

103. Improved the effectiveness of our overall strategy without “mandate”

104. Improved collaboration through the ease at which an employee can locate a Subject Matter Expert.

105. Increased efficiency through People Search and related features

107. Use Case – MySites

108. Use Case – MySites

110. Content

111. Presence Detection (Lync - IM)

112. Note Board (Facebook wall)

113. Tagging

114. Organization browser

115. Colleagues

118. Increasing productivity as employees spend less time searching for information and more time solving problems

119. Improved decision making by the ability to access the most current version of a document

121. Better service to our constituents and business partners

122. Business process improvement – workflows control approvals, reviews and policy adherenceNext End

123. ECM @ MDOT Best Practices Planning, Deployment & User Adoption

125. Introduce the SharePoint architect to the Information Architect. The project will not succeed without their joint collaboration.

126. Before clicking a single button, document the high level business requirements related to:

127. What are you trying to accomplish?

128. What is the nature of the content?

130. Business owner (person and unit)

131. Purpose

132. Retention

133. Metadata

134. Frequency

135. Data source

136. Dependencies

138. Establish a Governance committee to establish policies and make on-going, informed decisions

139. Formalize a decision making process (“Decide on how you decide”)

140. Establish roles and put people in them

141. Committee assignments

142. Give them the freedom and the authority to make decisions

143. Added benefit: Learning experience

144. Added benefit: Team building

146. Use content type syndication and managed metadata

147. Use retention policy, user control, workflow or architectural implementation to govern the lifecycle of all content

148. Use security inheritance when possible

149. Create additional sites rather than breaking inheritance when possible

151. If BLOBs in the database concern you, fix it. Invest in a RBS. (MDOT uses StoragePoint based on flexibility of externalization process)

152. Create coding convention for SharePoint group names that identify who it is and what it is used for

153. Create single person SharePoint groups equivalent to organizational roles for use in workflows and permissions

155. Use links, RSS, and alerts – try not to send information in an email

156. Create a wiki for all SharePoint tips, workarounds, best practices, error resolutions, etc.

157. Assign a person in the Governance document to be the “wiki-master”

159. Use the rating feature on a suggestion list

160. Create an Acceptable Use policy if you do not have one

161. Develop or acquire content and require site owner training

162. Publicly recognize people for most and best posts (office parties, team building, etc.)

165. Authoritative

166. Regulated

167. High Availability

168. Rigorous Backups

170. Less frequent backups

171. Loosely Structured

172. Authoritative

175. SharePoint 2010 Architecture Development and Testing

176. SharePoint 2010 Architecture Code / Upgrade Lifecycle

177. SharePoint 2010 Architecture Development

178. SharePoint 2010 Architecture Testing

179. SharePoint 2010 Architecture Production

180. Contact Information: Ken Slay Mississippi Department of Transportation 401 North West Street Jackson, MS 39201 (601) 359-7447 (office) (601) 906-2191 (cell) kslay@mdot.state.ms.us kenneth.slay@gmail.com