demystifying sharepoint & ecm

© 2014Holly Group

All Rights Reserved.

Created and Presented by:Steve Weissman Twitter: @steveweissman Holly Group LinkedIn: steveweissman617-383-4655 Facebook: [email protected] Google Plus: +SteveWeissman

Demystifying SharePoint & ECMHow to Keep the Horse Before the Cart

© 2014Holly Group


© 2014Holly Group


Question

Are you as tired as I am of hearing about SharePoint?

SHAREPOINT

© 2014Holly Group


© 2014Holly Group


Question


» Best thing since sliced bread and canned beer!

SHAREPOINT

© 2014Holly Group


© 2014Holly Group


Question


» Best thing since sliced bread and canned beer! » And so much more …

SHAREPOINT

© 2014Holly Group


© 2014Holly Group


Sorry, but SharePoint is Here to StayIt’s 13 Years Old

» First branded offering released in 2001 as a portal technology

© 2014Holly Group


© 2014Holly Group




It Does Many Things» Now supports business

intelligence, collaboration, search, content management, forms, etc.

© 2014Holly Group


© 2014Holly Group




It Does Many Things» Now supports business

intelligence, collaboration, search, content management, forms, etc.

It’s from Microsoft» Infrastructure vendor of choice for many, and

plenty-deep pockets to ensure it sticks

© 2014Holly Group


© 2014Holly Group


What’s In It for You?

The Ability To:» Find stuff» Find the right stuff» Find the right stuff

when you need it» Share stuff» Report on stuff

© 2014Holly Group


© 2014Holly Group


What’s In It for You?

The Ability To:» Find stuff» Find the right stuff» Find the right stuff

when you need it» Share stuff» Report on stuff

This is ECM!(and BPM, RM, and all the other ‘M’s)

© 2014Holly Group


© 2014Holly Group


This is ECM

AIIM Says» “Strategies, methods, and tools used to capture,

manage, store, preserve, and deliver content and documents related to key organizational processes”» NOT: a single technology … a black box …

a miracle cure … easy

© 2014Holly Group


© 2014Holly Group


This is ECM

AIIM Says» “Strategies, methods, and tools used to capture,

manage, store, preserve, and deliver content and documents related to key organizational processes”» NOT: a single technology … a black box …

a miracle cure … easy» ECM is about “business and organizational

processes, not just technology – and that’s complicated.”

© 2014Holly Group


© 2014Holly Group


This is ECM

Holly Group Says» “It’s a best practice, not a technology”» “The strategy IS the work!”

© 2014Holly Group


© 2014Holly Group


Says Who? Says Me!

» Best practices consultant, industry analyst, and instructor for 20+ years

» Regular blogger and contributor to industry publications

» Author/producer of Certified Information Professional video tutorials & materials

» Accredited AIIM course instructor» President, AIIM New England Chapter» Member, AIIM PAC

© 2014Holly Group


© 2014Holly Group


Why Do ECM?

Can’t Find Stuff» You know it exists, but where?

time-consuming, expensive

© 2014Holly Group


© 2014Holly Group


Why Do ECM?


Don’t Cull Stuff» You still have everything from Day One

confusing, imprecise, risky


© 2014Holly Group


© 2014Holly Group


Why Do ECM?



Can’t Prove Stuff Happened» No record of access / amendment / deletion /

authorization of what, by whom, and when

risky



© 2014Holly Group


© 2014Holly Group


Why Do ECM?





Can’t Easily Work Together on Stuff» Hard to track/compare/incorporate changes

and comments by and among collaborators

isolating, duplicative

risky



© 2014Holly Group


ECM is Not a Thing, But a Bunch

of Things» Document

management» Electronic records

management» Workflow» Imaging

» Collaboration» Web content

management» Content security» Search» Browsing

© 2014Holly Group


© 2014Holly Group


Must Match Needs to Functions





Can’t Easily Work Together on Stuff» Hard to track/compare/incorporate

changes and comments by and among collaborators

search/find

records declaration / retention / disposal

auditability

version control,

check-in/check-out,

workflow/bpm

© 2014Holly Group


© 2014Holly Group


Benefits

Operational» Simultaneous access to content by several users» Faster movement of information between staff» Consistency of content» Reduction in printed media» Reduction in storage space» Efficient archiving» Better visibility of assets» Improved job satisfaction

© 2014Holly Group


© 2014Holly Group


Benefits

Organizational» Less lost information / content» Sharing of content across organization» Reduced risk of disputes, litigation, and fines» Meeting targets better by saving staff time» Increased levels of confidence in content» Improved content security, reducing piracy/theft,

increasing digital delivery at lower costs/risks

© 2014Holly Group


© 2014Holly Group


Risky Business

© 2014Holly Group


© 2014Holly Group


The Quest for Authoritative Sources

Image source: http://imgs.xkcd.com/comics/snopes.png

© 2014Holly Group


© 2014Holly Group


Can SharePoint Do ECM?

Yes!» That’s why you keep hearing about it.

© 2014Holly Group


© 2014Holly Group



Yes!» That’s why you keep hearing about it.

But as a Technology, It’s Also Irrelevant.» Sorta.» There’s only one thing you need to care about:

© 2014Holly Group


© 2014Holly Group



“What Business Problem Are You Trying to Solve?”

» And for whom?

© 2014Holly Group


© 2014Holly Group


Perspective

© 2014Holly Group


© 2014Holly Group


Weissman’s “Big Box” Theory of Information Management

Goal: Universal Data Access

Data

Enterprise Data Storedin One Big Box andAccessible by Everyone

© 2014Holly Group


© 2014Holly Group


The Digital Diaspora

Data, Data Everywhere

WindowsLinux

Solaris

iOSAndroidChrome

In-BuildingRegionally

Internationally

PCsMacs

SmartphonesTablets

Legacy Systems

At Different Locations...On Different Machines ...In Different Formats ... Excel Shared Drive

SharePoint OutlookWord SQL Server

Paper People

Data

© 2014Holly Group


© 2014Holly Group


The Perspective Triangle

The Line-of-Business View

Spreadsheets

Databases

E-Form

s

Word Processors

Browsers

Data

Data Filtered Through,and Usable by, Users’Regular Applications

© 2014Holly Group


© 2014Holly Group


The Perspective Triangle

The Technologist View

Middleware /Web Services

Applications

Interface

s

Databases, Archives, and Repositories

Networking

Data

An Exercise in DataConnectivity, Storage,Processing, and Display

© 2014Holly Group


© 2014Holly Group


Why Economic Measures Fall ShortEconomics

» Return on Investment» Tends to focus on a single

point in time (payback) despite solution lifespans measured in years

» Total Cost of Ownership» Suggests spending is finite even though

expenses are incurred each and every year of service

© 2014Holly Group


© 2014Holly Group


The Process Piece

Greater Efficiency, Effectiveness

» e.g., boosts employee morale and customer satisfaction

Opportunities to Realize Non-Obvious Savings

» e.g., improved employee retention, early payment discounts

© 2014Holly Group


© 2014Holly Group


The Collaboration Component

Less Duplication of Effort» Saves time, frustration

Better Quality» Facilitates review, validation,

correction» Reduces risk

© 2014Holly Group


© 2014Holly Group


Holism is Key

Must mind and measure all three elements over time in order to maximize value!

“I wish I had thought of this when I started, but I can’t go back and start again.”

– CIO of a major athletic shoe manufacturer

© 2014Holly Group


© 2014Holly Group


Grand Unified Theory

Of Content and Technology (Not Physics)» Requires good governance

» Reconciled vocabularies, interoperable infrastructure

» Application of records discipline to all content types

» Taxonomy and metadata toglue the pieces together

© 2014Holly Group


© 2014Holly Group


Grand Unified Theory

Of Content and Technology (Not Physics)» Requires good governance» Requires a business-smart platform decision

» In the cloud, on premises, or both (hybrid)» Build vs. buy vs. rent» With (or without) SharePoint

© 2014Holly Group


© 2014Holly Group


Thank You!

Steve WeissmanMinister of Process & Information BettermentHolly Group

–

Tel 617-383-4655Email [email protected] @steveweissman

Visit Weissman’s World at blog.hollygroup.com

mailto:[email protected]?subject=SharePoint%20Demystified

http://blog.hollygroup.com/

demystifying sharepoint & ecm

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demystifying sharepoint

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