SharePoint 2010 & RecordPoint New Wave of Document & Records Management From Concept to Reality 25 May 2011
From Concept to Reality
Introduction – Steve Lapwood 40 years international experience of business systems ECM/IM consulting for 11 years Focus on achieving beneficial business outcomes for
Clients
www.intergen.com.au/Who-We-Are/Our-People/Our-Experts/steve-lapwood/
[email protected]
Intergen
OUR HISTORY 2001
2005
2007
2008
2010
Intergen formed Projects showcased at NZ .NET launch
Microsoft Dynamics Intergen becomes Microsoft Dynamics partner
New Intergen Hosting Centre opens Microsoft Dynamics CRM hosting
Microsoft NZ Partner of the Year 2008 Microsoft Presidents Club achieved
Intergen Microsoft Intergen Microsoft Partner of the Year Partner of the Year 2010 – NZ Inner Circle & Presidents Inner Circle & Presidents Club
Club
PEOPLE
2001: 38
2005 : 100
2007 : 150
2008 : 220
2010 : 240
2011 : 280
OFFICES
Wellington
HISTORY
+ Auckland
+ Christchurch + Sydney
+ Dunedin
2011
+ Perth
$33m $24m
$28m
$18m
$12m REVENUE
$1m 2001
2005
2007
2008
2010
2011
OUR EXPERTISE IN SHAREPOINT
3
2009 Microsoft Business Productivity Enterprise Content Management Solution of the Year
280+ 47
FOUR PRACTICES CONSULTING & ARCHITECTURE SERVICES
DYNAMICS SOLUTIONS
PORTALS, CONTENT & COLLABORATION
ENTERPRISE APPLICATIONS
From Concept to Reality Intergen’s Solutions and Services
From Concept to Reality
OUR VALUE FOR YOU
Take Great Products
Deliver Specific Business Solutions for You
Help You Realise Business Benefits
From Concept to Reality
ECM-EDRMS SOLUTION AND SERVICES
Roadmap and IM Strategy Vision Roadmap
Integrated Technology Solutions
Implementation and Deployment Services
Governance Classification
Records Management
ECM Search
Scanning
Solutions delivery
EDRMS
Office Outlook
SharePoint RecordPoint OnePlaceMail
Information Management
Envision & Plan SharePoint Search FAST ESP
Fuji Xerox Apeos/ SMARTConnect
Develop Stabilise Deploy
Records Management Standards & Practices
Business Transformation
Change Management
Process Improvement
From Concept to Reality
SOLUTION DELIVERY FRAMEWORK – KEY DELIVERABLES
Pilot Sites Implementation
Awareness/Requirements Workshops Design Workshops
PMP Integration/Migration/ Deployment Strategies
Business Requirements
Solution Architecture
Training Migration Change Management
Our Experience
From Concept to Reality
EDRMS CLIENTS
An Example Engagement
From Concept to Reality
STATING THE PROBLEM
Paper
Email
File shares
Hundreds of folders
Intranet
Pictures
LoB repositories
Silos of information
Finding stuff
Sharing to build value
Knowledgebase
Retiring baby-boomers
Gen X/Y expectations
Need to do something:
Have been talking about it for years
From Concept to Reality
“The Art of the Possible” TO HELP VISUALISE THE SOLUTION SharePoint 2010 in pictures How does SP2010 deal with Content
and Document Management RecordPoint for records management OnePlaceMail for email records Enterprise intranet & collaboration Who is using SP2010 and for what
purpose The journey - from concept to reality
How to start – the next steps
From Concept to Reality
ILLUSTRATE THE ANSWER – WHAT IT MIGHT LOOK LIKE A single approach for all
documents that everyone uses Simple and effective Easy to find stuff
Records management as
a by-product of normal activity
From Concept to Reality
ARTICULATE THE DOCUMENT MANAGEMENT GOALS
To deliver to the business a single,
Improve processes for creating
easy to use document management framework for electronic and hybrid documents To improve access to information whenever and wherever needed To improve the ease and value of finding stored information through better document classification To reduce the reliance on paper documents To significantly improve the effectiveness of staff through better information management practices
large, key documents Provide access control and version control to managed documents Improve the value and use of “smart” templates for document creation Effective change management is conducted as an integral part of deployment
From Concept to Reality
CAPTURE BUSINESS REQUIREMENTS - FUNCTIONALITY TO BE EXPOSED Type
Description
Intranet
• • • • • •
Sites/pages Libraries Lists Views Project workspaces Blogs
Document Management
• Single document management environment • Classification • Content types • Information Architecture • Metadata standards • Versioning
Document Workflow
• Review, approve, publish • Email integration
Search
• Sites • Libraries • File shares
Business Priorities
Business Benefits
High
Single place to find information Collaboration environment
High
Single place to store and find Clear and easy to apply IM standards Easier to find Correct version Controlled access and actions Fast previewing
Medium
Document lifecycle management for controlled documents Notification and tasks
High
Single enterprise search tool with previews Security trimmed results
From Concept to Reality
DESIGN THE HIGH-LEVEL SOLUTION MODEL
LAN/Web SharePoint 2010
Intranet Content Mgt
Doc’t Mgt
Collaboration
Search
Forms
Dashboards
Team Sites
Libraries
Libraries
Documents
RecordPoint
Integration Office
ActiveDir
Outlook
WCF BCS
Explorer
OnePlaceMail
Migration Tools
Views and Reports
Rules Engine BCS / Metadata Management
Legacy EDRMS
Retention and Disposal
LoB Applications
From Concept to Reality
HOW TO ACHIEVE BENEFITIAL BUSINESS OUTCOMES Governance Framework Information Management
Integration ECMS Solution Migration Tools Content Management Business Transformation Operational Outcomes
From Concept to Reality
… IN MANAGEABLE PHASES – ROADMAP TO SUCCESS Functionality Function exposed to users Content Structure Source Migration Process BAU Project Governance for changes Change management Communications Training Support
How to Get Started
From Concept to Reality
SUGGESTED NEXT STEPS Engage Intergen to Facilitate Requirements Workshops and document
Develop Vision and Roadmap Define Phase 1 Plan and Budget Help develop the business case
Thank you! Questions?
