SharePoint 2013 ECM & Methodology
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Presented at SharePoint TechFest 2015 in Dallas, Texas. This deck explains what ECM is and then dives deeper into the capture portion to better understand the process of gathering requirements from customers. This allows us to create a better ECM solution for them. That latter portion of the deck also briefly goes into governance and enhanced ECM features expected out of SharePoint 2016.
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SharePoint 2013 ECM & Methodology
- 1. Application Lifecycle Management Custom Development Visual Studio User Experience Agile & Lean Consulting Data & Business Intelligence SharePoint Cloud Services Getting to Know Enterprise Content Management (ECM) and How It Can Help You Sonny Thai SharePoint Consultant MCSD
- 2. About Imaginet Who we are Your trusted technology partner who turns your business innovation ideas into reality. Over 18 Years in Business Over 500 SharePoint Engagements Over 2,500 Total Engagements Over 1,100 Satisfied Customers Worldwide Microsoft Gold Partner Offices in Dallas (Irving), Winnipeg, and Calgary
- 3. • What is Enterprise Content Management? • The ECM Process • Benefits of ECM • The 4 C’s • ECM Methodology • Capture • Manage • Process • Deliver • ECM Tools • Information Architecture (IA) • File Plans • Site Taxonomy • Governance Agenda
- 4. What is ECM? Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. - AIIM Capture Manage Store Preserve Deliver
- 6. The Benefits of ECM
- 7. The 4 C’s • Collaboration • Long term benefit of centralizing information in one place • Centralizes administration • Automation of business processes and data integrity • Continuity • Keeping information accessible 24/7/365 • Cost • Improved productivity and efficiency • Compliance • Protect and secure content through policies based on documents and their attributes
- 8. What does ECM solve? + Capture Problem: Fragmented sources of data • Data exists in multiple locations • Data lives in multiple applications Solution: • Identify silos • Consolidate files • Utilize BCS to bring data in + + =Problem: Process information • Automate content lifecycle • Moving documents Solution: • Workflows • Migration • Archiving Manage Process Deliver Problem: Deliver content to users • Deliver contents securely • Users easily find content Solution: • Security/Permissions • Search • Relevant content Problem: Requires compliance • Data requires special auditing/legal regulations Solution: • Version Management • Check In/Out • Audit trail
- 10. Capture Approach Meet with Business Group Review Content Review Compliance Requirements Review Security Information Architecture Develop Solution Review Processes
- 11. Problem Statements: What’s yours? “All of my documents exist on file shares and they are sooo slow!” “….I have to dig through like billions of folders to get to my file….” “I can’t figure out which version is the right one!” “I have to pull in data from all these applications to build one report!”
- 12. Capture – Client Structure
- 13. Capture – Content Structure
- 14. Capture – Term Sets • Capture common elements • Reuse terms across sites to enforce consistent terminology • Allows for creation of customized views/filters • Aids in Search • Ability to update all uses of a term from a centralized location
- 15. Metadata - Considerations • What terms will users use to search for that content? • What terms will help users determine the relevancy of the document? • What terms will the system use for processing? • What additional information is required for compliance/regulatory?
- 16. Capture Method – Buckets of Information • Identify the top level libraries/lists
- 17. Capture Method – What’s in the bucket? • What types of items are in the bucket of information?
- 18. Capture Method – What describes those items?
- 19. Capture Results
- 21. Manage - Collaboration • Work effectively with your team through document collaboration and co-authoring anywhere at anytime.
- 22. Manage - Versioning • Ensure compliance with document management: • Versioning • Major & Minor
- 25. Process – Workflow Document Submitted Task Assigned Review Approved RejectedEdit Document Status Updated
- 28. Delivery • Data Management (BCS) • Security Management (DRM/HTTPS) • Distribution Management (Intranets/Extranets/Employee portals)
- 29. ECM Tools
- 30. Information Architecture Information Architecture (IA) • Comprehensive document that details everything a developer/administrator needs to know about a site • Quick and easy for both the client and development team to view captured requirements • Covers site columns, content types, lists/libraries, and sites • Constantly evolving document
- 31. File Plans • What • Types of records you will manage • Retention • How long they will reside • Result • End result of documents
- 32. Site Taxonomy & Security
- 33. Governance
- 34. The Imaginet ECM Methodology
- 35. Future PhasesTechnical Stream Business Stream Portal Deployment Time and Effort Optimized Environment
- 36. A Look Ahead
- 37. SharePoint 2016 • Rights Management • Multi-Factor Authentication (MFA) • Legal Hold • Metadata Management and Policy Control • Data Loss Prevention (DLP) • Mobile Device Management (MDM)
- 39. Reminder to visit our Imaginet Booth #308! • Ask any additional ECM questions. • Enter to WIN – 3 different contests! Grand Prize: Garmin VivoSmart Fitness Band Enter the Grand Prize drawing: 1. Spin the Imaginet Prize Wheel 2. Find 1 of 12 hidden Imaginet balls in the conference center GRAND PRIZE DRAWING Spice up your SharePoint site with Imaginet’s Carousel Webpart! Enter into our contest to receive Imaginet’s Custom Carousel Webpart that deploys into any SharePoint 2013 On-Premise or Online environment. ENTER AT OUR BOOTH! SP Carousel Web part DRAWING Win a FREE day of SharePoint Consulting from Imaginet! Enter to win a FREE day (8 hours) of SharePoint consulting from Imaginet, one of Dallas’s leading SharePoint consulting companies and a Microsoft Gold Partner. ENTER AT OUR BOOTH! Free SharePoint Consulting DRAWING
- 40. Thanks for your time! Sonny Thai, MCSD sonnyt@imaginet.com | @sonnythai slideshare: http://bit.ly/1EGu4WR www.imaginet.com ideas. technology. imagine.
Editor's Notes
- AIIM – Association for Information and Image Management Capture – Capture Requirements. Move content into your repository Manage – Tools/Techniques for controlling content within an organization Store – The repository. Includes storage technology Preserve – archival/storage solution for content that provides value or meets requirements Deliver – provide content through transformation, security, and content distribution THIS IS ABOUT THE METHOD OF HOW TO IMPLEMENT AN ECM
- ECM is a strategy on how to handle information within an organization ECM is not a pre packaged product. It is not just a technology solution. Technology helps automate and process information ECM is comprehensive and overwhelming; Imaginet has proven methods
- Centralized Information – Search/eDiscovery Centralized Administration – Monitor health, upgrade/patch management, security/information policy, new site creation
- Client – Had an extensive fire share with outdated files. Used multiple applications for different data. Compliance – Client need to follow Freedom of Information and Protection of Privacy Act (FOIP) – Administration/Access/Disclosure/Records Keeping Workflows – Expense Reports -> Team Lead -> Finance Deliver Content
- Business Processes: Workflows E-Forms Systems Integration (BCS) Document Content: Company/Content Structure & Interaction Check In/Out Version History Collaboration Security Management: Rights/Permission Levels Audit Trail Digital Rights Management (DRM) Compliance: HIPAA – Access/Auditing/Reporting/SSL FOIP – Freedom of Information and Protection of Privacy Act
- Files Names – details within the name Folder Structure – find related data, folder name itself could be a field Document info/headline information – status/department/project manager/document type
- Discussion Boards – Newsfeed/Yammer Asynchronous Collaboration = Check In/out Synchronous Collaboration = Team of users adding/editing pages
- Provides a snapshot of a document through various stages. Track and manage information as it evolves. Recover earlier versions that might be more accurate or just for legal/audit purposes. Scenario: Sonny and Manager work on version of a policy. Saving many minor versions which is then sent to the Director for final signoff. Publish a major version. Minor versions are not shown.
- Different Types of Security: Intellectual Property (IP) Research and Development (R&D) Personally Identifiable Information (PIF) Security
- Workflows provide accountability. Automates manual business processes while tracking and managing various states of a document.
- Scenario – Yearly IT Review on SLA
- Primary goal is to design a file plan that is flexible enough to accommodate future system changes. Goal is to encourage adoption while implementing compliance transparently or naturally
- Julia White, GM for the Office Product Management Team Rights Management – Information Rights Management – protect downloaded files from SP Multi-Factor Authentication (MFA) – Multiple ways to login Legal Hold - eDiscovery Metadata Management and Policy Control Data Loss Prevention (DLP) Mobile Device Management (MDM) All of this leads to show Microsofts commitment to ECM.