recent ecm market developments from a share point of view q3

Recent ECM Market Developments from a

SharePoint of View

Presented by: Mike Alsup, Gimmal SVP and Founder

November 18, 2015

Information Management for Everyone

About Gimmal

Gimmal’s mission is to consistently govern and

manage information, wherever it exists across the enterprise

Gimmal helps organizations maximize productivity and

business process efficiency and minimize exposure to risk

Gimmal delivers products and expertise for SharePoint,

Office 365, and SAP

Gimmal products are easy todeploy, cost effective, and are supported by a team of experts


About Gimmal


• Gimmal Founder and Sr. Vice President

• Co-Founder of two integrators previously, BSG and Align Solutions

• Accenture and Booz, Allen mgmt. roles

• AIIM International Board Member – 2 terms

• Executive Committee – DLM Forum (MoReq)

• Rice University Baseball fan

Mike Alsup


Summary

• Events & Developments in Q3 2015 impact on ECM markets

• Developments in SharePoint, Office 365, and ECM ecosystems

Trying to provide context for ECM and Records professionals

• How to think about ECM and RM holistically

• Not a deep dive into technology

What do you need to Believe to achieve Information Governance?

• ECM Vendors

• Cloud Vendors

Agenda


• ARMA 2015 at the Gaylord Hotel in National Harbor

• ARMA 2015 narrowly focused on records management

• Fewer legal and IT-focused attendees than in years past

• Community event for world’s records managers left satisfied

• Exhibit Hall floor had most of the usual vendors

• Office 365 sessions were packed

• Large organizations moving to Office 365 & Azure

we got our best leads ever from an ARMA conference

ARMA Conference – National Harbor (October)


• Information Governance Initiative (IGI)

• High level of corporate interest in Governance

• Barclay Blair, Bennett Borden and Jason Baron have made IGI highly visible

• IGI is wrestling with best locus in organizations for Governance, broadly defined

• Is it IT, Finance, Legal, the business or the C Suite?

• Attracts participants for peers, discussions very senior group at InfoGovCon

• InfoGovCon merged with IGI. They had their conference in Hartford, CT

• IGI built on foundation laid by Nick Inglis and Jim Merrifield in 2014

• High interest at InfoGovCon in Office 365 and migration from ECM platforms

• Largest companies in world indicate that they’re migrating to Office 365 / Azure

IGI and InfoGovCon – Hartford, CN (September)


• Annual event for law firm technologies

• Attended by law firms, corporate legal, and vendors in these markets

• Microsoft Matter Center solution launched at ILTA 2015

• Matter Center is Office 365 Add-In enabling lawyers to work in Outlook and Word

• Built for the Microsoft Legal Dept., Legal and Corporate Affairs (LCA)

• Enables them to work productively and collaborate with their outside law firms

• Matter Center exposes governance and controls inside Outlook and Word

• Matter Center performs most of these functions transparently.

• Law firms beta users indicated in Conference session that they would upgrade their legacy document mgmt. products when Matter Center is proven in their firm

• ILTA vendors were searching for a way to get in on this wave of activity

• Providers of legal add-in products, such as Workshare, Litera, Epona, and LawToolbox

• Law firm integrators, such as Perficient, Duff & Phelps, Kraft Kennedy and Olenick

International Legal Technology Association (ILTA) – (September)


• Net Documents had the most confusing announcement at ILTA• They were included in the Matter Center press release

• Net Documents competes with SharePoint, but they are moving their platform to Azure and Office 365 tools, Outlook and Word, like Box does

• The Net Documents people asked me, “Why would you store documents in Office 365 when you could use Net Documents?”

• I responded, “Because my customers are moving to Office 365”

• IManage relaunch• 14 years in Autonomy/HP, IManage product emerged with VC backing

• Dan Carmel, & IManage co-founders, Neil Araujo and Rafiq Mohammadi, are re-invigorating IManage

International Legal Technology Association (ILTA) – (September)


• Dominant cloud providers, AWS, Microsoft & Google, pulling away in scale

• Microsoft has 25 times more cloud servers than SAP

• HPE giving up on Helion as competing platform

• Rackspace announcing that it is a cloud broker for AWS, Azure and Google

• Additional possibles – Cisco, IBM, Dell/EMC

• Amazon Web Services (AWS)

• AWS is most dominant – Netflix example

• Aurora - Alfresco Press Release was interesting

• Alfresco announced support for AWS Aurora MySQL-like database

• Alfresco solutions can be hosted entirely in AWS

• Net Documents announcement All about Azure, not Matter Center

Theme: Cloud Scale


• Biggest theme of quarter was the huge wave of Office 365 activity

• Several Fortune 20 companies moving ECM to Office 365 and Azure ASAP

• Box, Dropbox, iOS, HP Helion, Rackspace capitulation to Office 365/Azure

• Accelerating interest in migrating from Legacy ECM Suites to Office 365

• Based on security, cost, identity management, scalability, BYOD support, etc.

• A variety of impacts on the ECM and RM markets

• Renewed interest in ECM planning, strategy, and hybrid architecture in move to the cloud

• Organizations working to figure out how to:

• protect identities

• manage global localization issues

• ensure that they are able to scale to the demands of their customers

A significant investment and commitment and organizations are not taking it lightly

• Is Office 365 is ready with capacity and operational stability?

Theme: Office 365 is Winning


• Microsoft phones will run full Windows 10

• With keyboard and wireless monitor PC to access Office 365 and OneDrive

• I have had a laptop in my briefcase for 25 years to work on the road

• A Microsoft phone can replace laptops if hotels and conferences have monitors = TV’s

• What does this mean for traveling, hotels and ECM?

Theme: Future of Smartphones


• Office 365 continues to win over Google Apps in business

• SharePoint is on-premises for the foreseeable future

o Code lines are merged (identical) to SharePoint Online Just different rules

• Workflow and customization moved “off-server” to enable Multi-tenancy

o Cost of migration to SharePoint Online re-architect solutions

o Alternative is moving on-premises solutions to Azure as VM’s

• Office 365 is getting bigger with SharePoint 2016 in the cloud and on-premises

• Files, Sites, Portals, and ECM are 4 key SharePoint 2016 focus areas

SharePoint/Office 365 News


• Portals & Intranets enable capabilities of ECM to be presented in Office 365

o Blurs feature and function distinctions between SharePoint on-premises and in Office 365

• Office 365 or on-premises SharePoint sites = Hybrid UX

o SharePoint Server and Office 365 sites and services are exposed through same Portals

o Protects legacy on-premises SharePoint investments

• Microsoft emphasizing “Ready to Go” portals for common site models

o Entry level portal minimal customization and start using

• Is this Portal/Intranet Model better than one-off sites?

o Yes, consistent presentation and governance is better

o Yes, faster provisioning and easier site maintenance is better

Portals & Intranets


• Sites provisioning streamlined users chose from pre-defined templates

o Leverage site models that best address user requirements

o 3rd Parties provide flexibility to customers and integrators to extend portals and intranets

o 3rd Parties prescriptively define site types and deployment models

• Site templates and web services are provided by Microsoft ecosystem partners:

o Microsoft provides:

• Libraries, lists, master pages, default configurations by template type

• Same UX approach as SharePoint 2013

o Third parties provide useful content governance add-in, such as :

• Site provisioning to enable sites to be easily provisioned by users

• Metadata inheritance

• Information lifecycle

Sites & Site Templates


• Market for Office 365/Intranet Site Provisioning tools is expanding rapidly

• Vendor products rapidly provision consistent and attractive sites

• Blue Rooster, Brightstarr, ShareGate, Gimmal, and RightPoint

• Governance and records mgmt. is often a transparent component of provisioning

• Matter Center complex to configure via scripting

automated provisioning is critical

Office 365/Intranet Site Provisioning

Information Management for EveryoneInformation Lifecycle

• Physical & Electronic RM• File Plan• Retention Schedule• Information Policy

EnforcementRecord Center

File Plan /

Retention Schedule (Information Policies)

Site Provisioning(Consistency - Initial)

• Content Types• Information Policy

• Site Templates• Document Templates

(Consistency)

• Lifecycle• Taxonomy• SP Features• XML Configuration

• Navigation• Search• Security

Term Store/Content Hub

Top Level Portal/

Intranet Home

What Would Governance and Office 365 Look Like?

Office 365 Sites

OneDrive for Business Sites

Governance Hub(Consistency - Operations)

User Adoption

• Establishment of a online brand

• Consistent information

• Easily accessible to all employees

• Enhanced enterprise search

• Personal sidebar

• Standard navigation

• Widgets, like stock heat map

Governance

• Branding

• Transparent Content and Records Management

Speed of Development

• Best practice design and IA

• Branding Manager

• Mega Menu

• Display Templates

• Personal Side Bar

Gimmal Portal Highlights

Add-ins


Office 365 Site Provisioning


RIM Storefront / Portal


Generic Dashboard


PMO Portal Home Page


PMO Portal Project Page


Information Management Strategy Across Platform

Consistent Information Architecture, Navigation &

Branding

Data Integrity through Standard Metadata Rules

Rule-Driven Transparent

Policy Assignment

Standardized Document Template

Management


Provisioning of Diverse

Sites

Create Client Sites without

IT intervention

Create all sites consistently with no IT Support

Update sites with new options

Consistent Look & Feel

Consistent Branding on all

sites

Deploy optional content

display options

Standard dynamic

navigation options

Data Integrity

Metadata Rules applied automatically

Default or Force values

Hierarchy of Rules

Multiple Content Creation Features

Ease content import with Drop Zones

Ensure classification is

assigned

Document Center Tiles

Document Template

Management

Different templates for each type of

content

Increase productivity

through diversity

General to Specific

Automated Policy

Assignment

Policy applied through rules

No user interaction

Can apply to all types of

content

How does this approach increase the Value of Office 365?


• Rapid deployment

• Consistency of User Experience

• Ease of maintenance via inheritance

• Tight integration to OneDrive, Email, Calendar

• Pre-built, standard Site Templates

• Vertical-specific, e.g. Law Firms, LNG Companies

• Function-specific, e.g. Corporate Legal, Finance Department

• Transparent Lifecycle, Information Governance baked in?

Common Elements of This Approach


Demo’s by Matter Center illustrate Microsoft LCA’s path to ECM solutions

• Lawyers / legal assistants collaborate on documents inside Word and Outlook only

• Matter Center exposes SharePoint, Office 365 and OneDrive through Add-ins

• Content governance is transparent function inside these Add-ins and Office 365

• Using “Save” puts the document where you want it based on rules

• Microsoft LCA (1100 lawyers and legal assistants) is the reference implementation

Microsoft partnering with add-in vendors to add vertical capabilities required in Legal

Microsoft driving implementation of Matter Center through selected partners PS and ISV

This is the Microsoft ECM solution model:

• Portals to present and organize sites, both on-premises and in Office 365

• Massively powerful and scalable cloud platform

• Partners with vertical expertise, software and solutions

Microsoft Matter Center


What’s the Microsoft Productivity Vision for Legal?

Best experience across devicesEmail & Messaging

File Sync & Share

Content Management

Enterprise Social

Reporting & Analytics

Access AnywhereCloud on your terms

On Premises OnlineHybrid

Mo

st co

mp

lete

pro

du

ctiv

ity su

ite


Matter Center DeploymentConsistent Structure within a Client Site Collection

Client 1

Matter 1A

Matter 1B

Matter 1C

Tasks

Calendar

Documents/Email

OneNote

Targeted access to Matter Assets through Search, Pinning & Ownership


Microsoft Matter Center


Matter Center Deploymentwithout Information Governance Strategy

Client 1

Matter 1A

Matter 1B

Matter 1C

Client 2

Matter 2A

Matter 2B

Matter 2C

Client 3

Matter 3A

Matter 3B

Matter 3C

Client N

Matter

Matter

Matter


Matter Center Incorporated into Information Management Strategy

Intranet Home

HR

Corporate HRDepartmental

HR

Operations IT

Departmental IT Corporate IT

Legal

Storefront

Departmental Portal

Collaboration Team Site

Matter Center Application

http://hssecorp.dp.sp.cheniere.com/

http://hssecorp.dp.sp.cheniere.com/

http://hssecorp.dp.sp.cheniere.com/teams/occupationalhealth/Pages/default.aspx

http://hssecorp.dp.sp.cheniere.com/teams/occupationalhealth/Pages/default.aspx

http://hssecorp.dp.sp.cheniere.com/teams/safety/Pages/default.aspx

http://hssecorp.dp.sp.cheniere.com/teams/safety/Pages/default.aspx

http://hssecorp.dp.sp.cheniere.com/teams/environmental/Pages/default.aspx

http://hssecorp.dp.sp.cheniere.com/teams/environmental/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/

http://hssespl.dp.sp.cheniere.com/

http://hssespl.dp.sp.cheniere.com/teams/environmental/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/teams/environmental/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/teams/safety/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/teams/safety/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/teams/security/Pages/default.aspx

http://hssespl.dp.sp.cheniere.com/teams/security/Pages/default.aspx

http://spl.dp.sp.cheniere.com/

http://spl.dp.sp.cheniere.com/

http://om.sf.sp.cheniere.com/

http://om.sf.sp.cheniere.com/

http://omspl.dp.sp.cheniere.com/

http://omspl.dp.sp.cheniere.com/

http://omspl.dp.sp.cheniere.com/teams/production/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/production/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/marine/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/marine/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/maintenance/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/maintenance/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/technicalservices/Pages/default.aspx

http://omspl.dp.sp.cheniere.com/teams/technicalservices/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/teams/marine/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/teams/marine/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/teams/technicalservices/Pages/default.aspx

http://omcorp.dp.sp.cheniere.com/teams/technicalservices/Pages/default.aspx

http://sccorp.sf.sp.cheniere.com/

http://sccorp.sf.sp.cheniere.com/

http://spl.dp.sp.cheniere.com/teams/administration/Pages/default.aspx

http://spl.dp.sp.cheniere.com/teams/administration/Pages/default.aspx

http://spl.dp.sp.cheniere.com/teams/training/Pages/default.aspx

http://spl.dp.sp.cheniere.com/teams/training/Pages/default.aspx


Portal / Intranet

InformationGovernance

RecordsCenter

Drop Zones

ContentOrganizer

Rules

MetadataInheritance

& Rules

SiteProvisioning

Site Templates

Information Lifecycle Governance

SharePoint/O365 Technical Infrastructure

SharePoint/O365 Content Governance Infrastructure

MatterCenter

Sites

SAP

Oracle,

Dynamics,

Other LOB

Scan

Email

Portal

SmartPhone

EDI

ContractsSite

Finance,AccountsPayable

Sites

ExpenseSite

Sales OrderSite

PurchasingDocument

Site

ICRSharePoint

LibraryRouter

Capture

FileShares

The First Mile

Smart Process App’s

Kofax (LES),

Fujitsu,

Ephesoft,

EMC Captiva,

KnowledgeLake,

Kodak, ABBYY,

Gradient,

Etc.


Portal / Intranet

InformationGovernance

RecordsCenter

File PlanBuilder

Drop Zones

ContentOrganizer

Rules

Metadata & Rules

SiteProvisioning

Site Templates

Information Lifecycle Governance

SharePoint/O365 Technical Infrastructure

SharePoint/O365 Content Governance Infrastructure

MatterCenter

Sites

SAPOracle,

Dynamics,Other LOB

Scan

Email

Portal

SmartPhone

EDI

ContractsSite

Finance,AccountsPayable

Sites

ExpenseSite

Sales OrderSite

PurchasingDocument

Site

ICRSharePoint

LibraryRouter

Capture

FileShares

The First Mile

Smart Process App’s

GIMMAL

CONTRIBUTION

SHAREPOINT

ON-PREMISE,

OFFICE 365

& HYBRID


Typical ECM Related Business Solutions

Financial Accounting

Purchasing

Legal

Land / Right of Way

GeoTechnical

Plant / Capital Projects

Human Resources

Geological

Authorization for Expenditure (AFE)

Purchase Orders Contracts

Case Management eDiscovery / Hold Contracts

Leases Division Orders Contracts

Well Files Geophysical

Controlled DocsContractors / Joint Venture

Engineering Drawings

Procedures

Travel ManagementEmployee Records

Accounts ReceivableAccounts Payable

Records Management Records Policy and HoldPhysical and Electronic


• Organizations are looking for confidence to replace legacy ECM business solutions

• “How to build robust O365/SharePoint ECM solutions” to replace traditional ECM solutions?

• Microsoft answer emphasize value of integrated components of Office 365:

• If content migrates seamlessly from Outlook and OneDrive to SharePoint/Office 365, with:

o Portals for navigation and consistency

o Add-Ins to accelerate to productive applications

o Full and transparent lifecycle-based content governance, Including full records mgmt.

o Business intelligence integrated to Office and ERP tools

o Archiving support

o Massive scalability

Why archive content outside of this stack?

Is this what SharePoint ECM users want?


• Integration into each site to stub and link content through site provisioning

• Search & other Microsoft functions work less well with linked content

• Two ECM repositories with separate application development environments

• Outside Office 365/Azure

o Authentication / Identity / Security

o Synchronization of content where to search for content

o Data Center / Bandwidth

More complexity

• Against Microsoft direction to simplify sites with pre-built site templates

• NetDocuments, Alfresco/AWS Examples

Issues with archiving out of Office 365:


• Implemented 18K SharePoint Sites with Information Lifecycle Governance

• Site templates to auto-provision in high volume with inheritance

• Metadata and content types centrally managed and tied to Retention Schedule

• Split into two companies

• Enabled significant performance enhancement investments

• Upgraded to SharePoint 2010, 2013

• Moving SP 2010, 2013 to SharePoint 2016 – Cloud Ready

• SharePoint 2016

• Open Text – Repository of Record

• Gimmal Governance Suite for Information Lifecycle in SharePoint

Ten Years After – ECRM Program Case Study


• Solutions must be easy and intuitive for end users

• Drop Zones

• Metadata Inheritance

• Consistent site design for navigation and expectation setting

• Understand Business Value from perspective of Departments

• Compliance can launch project but not make it successful

• ILM enables business rules by content type

• Make lifecycle transparent, based on rules that Departments manage

• Major Version in Word is act of Record Declaration

• Change Management is Critical

• Not just communications and training who to call, how to self-help

• Each new iteration of Microsoft stack was much better

• Information Governance is a long and winding road

Ten Years After – Lessons Learned


• Paper is still needed or it’s isn’t

• Microsoft productivity tools are foundational or they aren’t

• Cloud scale is required or it isn’t

• Inside the Microsoft stack makes it easier to govern or it doesn’t

• The Cloud is more secure or it isn’t

• Hybrid SharePoint is a requirement or it isn’t

• One source of information policy is required or it isn’t

• All information needs to be governed or it doesn’t

• In Place governance is needed or it isn’t

SharePoint and Office 365 will win the largest market share

What do you need to Believe to Achieve Governance?


Microsoft has rediscovered customer demand for high-end ECM

• Microsoft listened to customers on difficulties in migrating to Office 365

Keys to Microsoft winning enterprise ECM market share:

• Cloud-scale of Azure

• Mobile Device Management, supporting all OS’s

• Security and Authentication, driven by increased market awareness

• Identity Management, including hybrid evolution of Active Directory

• Microsoft Office, especially Email, dominates

• Hybrid capabilities of Microsoft SharePoint

• These all come together in Office 365

What’s really needed are customer success stories in Office 365

But I believe the train has left the station

Microsoft Summary


Quick Poll


Questions


Contact

@GimmalGroup

www.facebook.com/Gimmalwww.linkedin.com/company/gimmal

www.google.com/+GimmalSolutions

www.gimmal.com

Mike Alsup [email protected]

recent ecm market developments from a share point of view q3

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