Osc share point 2010 information management seminar - 17th feb 2012 - public

Information Management in SharePoint
2010 SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS
AUTOMATION
SharePoint Overview, Information Management, and
Project Considerations for SharePoint 2010

Karl Redenbach
Lee Ralph

Agenda
 SharePoint On-premise V SharePoint Online
 Planning for SharePoint 2010
 Information Management
 Information Architecture
 Core Business Document Types
 Metadata
 Search
 Project Considerations

SharePoint 2010 Overview
SharePoint 2010 Versions
 SHAREPOINT 2010 ON-PREMISE  SHAREPOINT 2010 IN THE CLOUD
 SharePoint 2010 Enterprise  Office 365
 SharePoint 2010 Standard
 SharePoint 2010 Foundation (free)
 SharePoint for Internet Sites Enterprise
 SharePoint for Internet Sites Standard

STRATEGY CONSULTING SUPPORT SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS

SharePoint 2010 Overview
Office 365


Moving to SharePoint 2010
“We’ve decided to move to SharePoint
2010, so what considerations do we need
to make and where do we start???”

• Should we upgrade from our SharePoint
2007 environment?
• What documents do we migrate from our
Shared Drive?
• How important is overall usability and “look
and feel” to adoption?
• How do we make people govern and own
their areas within SharePoint?

Moving to SharePoint 2010
For those currently on SharePoint 2007, consider the following:
 Site Architecture  Branding
 Does your current site architecture allow for scalability, ease  Does the look and feel of your environment represent the
of navigation, and simplicity? corporate brand and culture?
 Usability and Adoption  Governance
 Did your first SharePoint deployment achieve good  Are SharePoint roles and responsibilities clearly defined and
adoption and did users like the system? understood within your organisation?
 Content Types  SharePoint Committee
 Have you deployed content types for managing core  Do you have an internal working group that regularly catch
business documents and other functionality? up in relation to the SharePoint evolution within your
organisation?
 Search
 Has search provided ROI to your business?

DEMO’S


Information Management
“Information management (IM) is the
collection and management of information
from one or more sources and the
distribution of that information to one or
more audiences”

What is Information Management?
 Information Architecture
 Core Business Document Types
 Document Metadata
 Search


1. Information Architecture – Sample Typical First Design
HelpDesk

Server List

IT
Projects
Payroll
Software  No clear ownership
 No consistency
Network
Document  Security is confusing
Centre
User
Guides  Quickly becomes a mess
Projects
Payroll  Security Vulnerabilities
Home Software
 No logical structure
Finance Policies

Accounts
Payable

Document
HR
Policies


 Sets clear roles for governance

 Assists with Site Provisioning

 Presents model concisely in 1 page

 Represents general security by colour scheme

 Good starting point for further maturity

 Not intended to be detailed

 WHAT IS MISSING FROM THIS SLIDE?


AGGREGATION LAYER

mySites Layer Search Layer
• Colleague activity aggregated • Search for any information regardless of where
• Project activity aggregated it resides
• Community activity aggregated • Refine results based on relevant metadata
• Colleague profile updates aggregated • Find corporate knowledge
• New ideas and colleague comments aggregated • Get results from LOB applications and shared
• Anything you choose to aggregate will be fed drives
into your activity stream • Find people with certain skillsets and experience
• Find tasks, calendar
events, contacts, PDF‘s, anything


THE INFORMATION EXPLOSION

IT ALL COMES BACK TO THE
USER EXPERIENCE
• Give users an experience they are comfortable with (ie use proven designs)
• If it takes more than 3 clicks to get somewhere, users won’t go there
• Give users functionality they are becoming familiar with (ie facebook/twitter/bing)
• Understand your users, and persona profiling – different users will interact differently


2. Core Business Documents
Template
 In SharePoint, a Core Business Document can be defined as a
Content Type
 Content Types properties include:
Records
 Document Template Policy
Metadata
 Document Metadata Content
 Document Security
Type
 Associated Workflow
 Records Policy
 Content Types are one of the most important aspects of
Information Architecture Workflow Security


3. Metadata
 Metadata (Properties) describe the document
 Metadata are Site Columns and are elements of Content
Types

 Why use Metadata ?
 Better “searchability” of Information
 Consistency of tagging
e.g. using look ups and choices
 SharePoint can default values
e.g. Title, Author, Key dates


4. Search


Information Management Conclusion
Most fundamental success factor for
SharePoint is Planning and Design:
 Define Vision and Scope
 Define a Logical Model
 Define a detailed Information
Architecture
Core Business Document Types:
 Content Types can be re-used
between sites, content deployment
hub provides way of distributing
across site collections
Search – most tangible ROI:
 Search will crawl everything within
SharePoint, shared drives and other
systems
Governance:
 Must define clear lines of
responsibility


How to approach a SharePoint Project
“Through doing over 400 SharePoint Projects
globally, we have established a
unique, powerful and fresh Project Approach
to Information Management projects.”

Our Methodology
Usability


Project Considerations
Current State Analysis
 Review Look and Feel
 Review Usability and persona’s
 Review Information usage
 Create current state logical model

Future State Analysis
 Define new Look and Feel
 Define success criteria
 Create desired Logical Model


Project Planning Phase Considerations
Vision and Scope – critical considerations
 Define Overall Information Management Strategy/Vision
 Define potential future usage of the platform
 Define Scope for the Project
Planning Phase – critical considerations
 Define Logical Model
 Define Information Architecture
 Define Implementation Roadmap
 Define Governance Strategy
 Define Migration Strategy
 Define Training Strategy


Project Considerations
Create a Priority Quadrant


Project Effort
Typical Intranet Project Effort
Intranet Complexity Project Effort
Basic Intranet 4-6 weeks team effort Basic Form and Workflow –
2 days
Basic branding and graphic design, minimal training and
documentation.
6-10 weeks team effort Standard Master Page – 3
Intermediate Intranet days
More advanced branding and graphic design, governance plan and
targeted training, audience targeting
Intermediate form and
Advanced Intranet 10+ weeks
workflow – 5 days
Whatever you want it to be!
Advanced Form, Workflow
 Ultimately, the business requirements determine overall effort, so: or Master Page – 5+ days
 Define the Vision & Scope upfront
 Allocate adequate time to Planning & Design


OSC | Support Services
Platinum

Now includes • 40 hours incidents, 20 hours minor modifications per month
quarterly onsite •
•
Half day onsite per month for health check and platform review (CentrePoint Care Plan)
Priority SharePoint catastrophic failure on site support (CentrePoint Emergency Assist)
training • Premium support SLA

Gold

• 30 hours incidents, 15 hours minor modifications per month
• Half day onsite per quarter for health check and platform review (CentrePoint Care Plan)
• Premium support SLA

Silver

• 20 hours incidents, 10 hours minor modifications
• Standard support SLA

Bronze

• 10 hours incidents, 5 hours minor modifications
• Standard support SLA


Microsoft CIE – Customer Immersion Experience
Connect Make Better Power
Take Control Maximize Save a Tree:
People with Decisions your
of Your Your Use an e-
Social to React Personal
Inbox Meetings Form
Computing Faster Productivity

Efficiently Try social Make the Try Business Use Office 2010 Use InfoPath to
manage emails computing that most of your Intelligence for technologies to manage e-
and meetings connects the meetings from everyone through their full potential forms, control
in your inbox workforce. scheduling, to familiar and see how to security, and
with Outlook. Quickly find taking tools, self– quickly create implement
people and notes, and service content and workflows.
information. setting up a capabilities, and manage Create a web
team site. access to critical information. form and publish
information. it online.


End of Information Management Presentation
SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS
AUTOMATION

Osc share point 2010 information management seminar - 17th feb 2012 - public

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