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Optimizing Collaborationand Communications UsingMicrosoft Technologies
Information Worker Productivity with Office2003
What’s In A Name?Traditional knowledge workers requirespecialized knowledge and tools
Works with ideasCreates, consumes, transforms, analyzes dataLots of free-form or unstructured workManagers, consultants, marketing execs, writers
Information workers span many areasWork with data and informationCreate and consume information; doesn’t transform ormanageNeeds to find data and facts quicklyBank manager/teller, nurse, call center operator,delivery truck driver
Today’s Business Environment
Demanding new business requirementsContinued need to manage IT costsWork with more people in more locations in moreorganizationsIncreased security challengesNew regulatory and compliance requirements
Workers need to be more productive in diverseenvironments
275 million business travelers per yearAverage information worker spends over hour and a half on emaileach day, which is 20% of their work time*Employees get 50%-75% of their relevant information directly fromother people*70% of phone contact is ineffective in reaching the person*
*From “The Knowledge Worker Investment Paradox” Gartner research 7/17/2002
Productivity MattersPoor employee productivity hurts the bottom line
FinanceImprove visibility intokey metricsImprove process efficiencyHandle informationrequests more efficientlyand in a protected manner
Sales & MarketingLack of coordination inaccountsNot enough customer face timePoor access to information
OperationsInefficient and limiteddesign teamworkLack of supply chainplanning collaborationInformation overload
Human ResourcesControl HR costsImprove HR service deliveryReduce employee training timeProtect sensitive information
Focus on Personal andTeam Productivity“Enterprises should realize that theygain the highest return on workplace
initiatives that focus on individualknowledge worker productivity as wellas enterprise and team collaboration
and innovation.”– The Gartner Group
Source: R. Casonato and K.Harris, The Gartner Group, “The Knowledge Worker Investment Paradox,” July 2002
The Answer To SuchChallenges?
Increasing IW ProductivityRemove process and user “speed bumps”
Improve data collection speed and accuracyImprove data interchange across andbetween processesMake new integrated solutions possible
Bob Bob
Count The Speed BumpsA Day in the Life of an Information Worker
Charlie Charlie
SupplierSupplier
Order FaxOrder Fax Order E-mailOrder E-mailfor >5K ordersfor >5K orders
Approval E-mailApproval E-mail
AliceAlice
Manual EntryManual Entry
Confirmation FaxConfirmation Fax
Removing “Speed Bumps”Problems
Processes take too long to executeEach process step requires information and actionWhen information is slowed, so are actions
“Speed bumps” hamper individual userproductivity
Difficulty of finding/contacting right peopleWasted time spent filtering and deleting spamInefficient, difficult searchUser interface inconsistencies waste timeand brainpowerLack of integration makes routine tasks take longer
Removing Speed BumpsHow Office System helps
Integrates with LOB applicationsOutlook rich client: Display wide variety of data types in singleunified interfaceWindows SharePoint Services and SharePoint Portal Server:Display ERP / CRM / other LOB data in consistent, customizableportal interface
Integrated presence and IM capabilityFind the right people fasterCommunicate with them immediately via voice, video, app sharing
Outlook 2003 and Exchange 2003User- and administrator-controlled spam filteringIntegrated contact search and search folders
Consistent user interfaceFamiliar interface across applications, web pagesConsistent semantics and behaviors
Removing Speed BumpsWhy use Office System?
Familiar and consistent toolsYou’ve probably already licensed itEasy to coexist with Notes
Notes Connector for OutlookExpose Notes/Domino data via web servicesin SharePointWrap Notes apps as COM objects, then usein .NET applications
Improving Data CollectionProblems
Speed versus accuracyAs speed increases, accuracy often decreasesSingle-point submission is better than re-entry/re-keyingLocal validation better than server-side checking
Do-it-yourself calculationManual calculations (tax, item count, etc) are error-proneCalculations may require information that the user doesn’t have
Business process rulesGeospatial/GIS data
Overtasking the userAsking users to be experts outside their knowledge domainlowers their throughput
Improving Data CollectionHow InfoPath helps
Build your own formsRich data validation and formattingMultiple data typesPublish forms to local filesystems, file servers,SharePoint, or via email
Harness the power of Windows clientsValidate data before it reaches the serverFamiliar Windows and Office interface: Screen tips,conditional formatting, and moreBroad market of custom controls, or write your own
Capture data in standardized formatGenerate well-formed XMLChoose your schema and namespace
Improving Data CollectionWhy use InfoPath?
Replace Notes form entry/processingapplications
2nd-largest group of Notes applicationsNotes lacks business reporting toolsNotes lacks XML interfaces to legacy systemsIf you own Office, you own InfoPathPart of the natural app optimization / lifecycleprocess
Improving Data InterchangeProblems
“Roach motel” effectEasy to get data in; hard to get it out
Standardizing interchange format(s)Back-ends all have their own clientsCost, time, space, retention penaltiesCommon situation: Mainframe back-end,J2EE middleware… with what client?
Improving Data InterchangeHow Office helps
XML is native Office data formatGenerate or convert documents in XMLUse your own schema
Office has ubiquitous web service supportPublish or fill InfoPath forms via web servicesProduce and consume web services data in Word,Excel, AccessTurn XML data directly into Excel spreadsheets
Consume and expose XML data in portalsSharePoint web parts can consume and display XMLCustomize web parts to tie into back-end systems
Improving Data InterchangeWhy use Office System?
Use Office 2003 for developing XMLinterchange solutions
Using Notes can mean re-inventing interfacesand applications you already ownMeta recommends .NET as primary front-enddevelopment tool even for J2EE backends*Office is familiar to users and developersOffice offers well-formed interfaces to legacyapplications/systems
* Murphy/Richardson, Metamorphosis SF 2005
Building New Integrated SolutionsProblems
As your business changes, your appsneed to change too
80/20 rule
Difficulty of integrating LOB systems anduser-developed applications
Leads to manual integration…Which leads to lost productivity and increasedcost
Building New Integrated SolutionsHow Office helps
Get more reuse for less costIncorporate Web services and XMLReuse existing Windows dev expertiseReuse existing LotusScript dev expertise
Information Bridge Framework (IBF)Tools and framework for exposing LOB servicesStandardized, metadata-drivenTies user actions to web service requests, thenrenders returned data within Office
Rich client on the desktop lets you build powerfulconnected solutions
Building New Integrated SolutionsWhy use Office System?
Superior user experienceEasy to integrate with your apps
Deep XML supportNatively produce and consume XML contentVery easy for developers to bind UI tasks toweb services
Breadth and depth of platformInformation Bridge Framework (IBF)Customizable task panesSupport for Smart DocumentsBroad partner and Microsoft expertise on LOBintegration
Improving ProductivityNovartis: InfoPath sales data recordingsystem
Saved 9,000 working days/yearDirectly integrated with existing ERP and CRMsystems
Nextel: Intranet portal for partner groupAverage partner productivity up 25%Portal admin costs down 80%
Elsevier Publishing: IT projectcollaboration/ management system
IT project cycle time down 12%; meeting countdown 15%Payback in 7 months; NPV of $3570/user
Gaining Capability GainsMerck: Information Rights Management system forclinical trials
Protects documents throughout lifecycleCuts 3-10 days of overhead time per trialEnables digital collaboration and sharing of trial dataImproves compliance with FDA regs
Continental Airlines: Maintenance advisory systemReduced advisory prep cost by almost 50%Ensures FAA compliance and reportingIntegrates directly with Continental’s back-endmaintenance system
So What? I’m A Notes Customer
You’re already using Windows and OfficeUpgrading Office gives you greatfunctionalityActions
Integrate Office to display Notes dataDeploy InfoPath to extend Notes form appsLeverage integration by incrementallydeploying Live Communications Server,Exchange, SharePointDevelop new XML-based applications withOffice