AIIM Webinar - SharePoint 2013 - clouding the issues?
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Transcript of AIIM Webinar - SharePoint 2013 - clouding the issues?
In association with: Presented by:
SharePoint 2013 – clouding the issues?
Presented September 26, 2013
TODO TODO
In association with: Presented by:
How is SharePoint used in organizations?
Do companies plan to leverage the cloud?
How is user adoption coming along?
Are 3rd party products still being used?
Today’s Agenda
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How long has SharePoint been in use?
3
Largest organizations were first adopters…
…but small and mid-sized catching up in last few years.
N=535
5 years or more
2 years or more
Less than 2 years
We are still in implementing mode with SharePoint for ECM/DM
We have plans to use SharePoint for ECM/DM but have not started yet
We have no plans to use SharePoint for ECM/DM
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
5,000+ emps
500-5,000 emps
10-500 emps
So there should be a good amount of usage in the organizations, no?
In association with: Presented by: 4
Who’s the driving force?
Half of all programs still run by IT
But there’s improvement: 34% business-driven, inc. 14% multi-dept. steering committee.
Head of IT, CIO, CTO; 34%
Other IT; 15%Head of Info Management, Chief Content Officer; 11%
Head of Compliance or Records Man-
agement; 6%
Multi-departmental steering committee;
14%
Other Line of Busi-ness Manager; 13%
CEO, MD, COO; 5%Business consultant (internal
or external); 2%
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SharePoint Versions – 2010 still king
2010 is now the most popular primary live version
More people still rolling out 2010 (20%) than are rolling out 2013 (17%)
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«The deployments are normally a breeze, its migrations that are a horror........»
«SharePoint upgrades continue to be disastrous. Always migrate, never upgrade, unless you have no choice.»
«Microsoft is pushing new version of SP too quickly. We can hardly get used to one before the next version is out. We have decided to stick with 2010 and will likely bypass 2013»
Quotes around Upgrading
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From the Outlook email client
Whilst within other enterprise systems
From home using VPN access
On mobile devices – browser access
On mobile devices – dedicated app
Remote/mobile – offline using synchronized copies
Partners/customers/suppliers via VPN login
Partners/customers/suppliers via hybrid cloud/cloud-share
0% 10% 20% 30% 40% 50% 60% 70%
©AIIM 2013
7
Where and how do people access SharePoint?
N=422
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ECM/DM/RM
It is our only ECM system
It is our main ECM system
We use SharePoint for ECM/DM but it is not our main system
We have a number of unconnected SharePoint ECM/DM systems
We use SharePoint for collaboration or intranet but not ECM/DM
We have other systems for ECM/DM and do not use SharePoint
We have no ECM/DM systems
0% 5% 10% 15% 20% 25% 30% 35% 40%
5,000+ emps
500-5,000 emps
10-500 emps
We don’t differentiate between records and other content
With careful set up, it can comply with our needs
We still need add-in 3rd party products
We already have a robust and compliant RM system – linked to SharePoint
0% 10% 20% 30%
SharePoint is part of the Enterprise Content Management / Document Management landscape
But there are usually many systems in place
Little use as records management system
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Improved search/metadata-based navigation
Closer integration between Lync, Outlook, Exchange and SharePoint
Mobile device support
Improved application of retention policies
Integration of retention and e-discovery between SharePoint and Exchange
Community sites, micro-blogging and tagging
Specific e-discovery and hold functionality
BPM changes and InfoPath
Hybrid cloud and synchronization
None of these are important as yet
0% 10% 20% 30% 40% 50% 60%
9
Usefulness of SharePoint 2013 features
Basic features perceived as most useful
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«We'll still obviously continue to have a server release, but we really recommend moving to the cloud for the best experience overall.”
“We've doubled down on the cloud, and we're investing heavily in taking the cost savings that come to us through economies of scale and passing them on to our customers. “
“We had about half the team working on enabling the underlying infrastructure at SharePoint to work in the cloud. Our goal was very simple: To build the largest-scale enterprise cloud service in the industry. To be able to take the billion Office users and be able to run the full back end services in the cloud with Office 365. “
(Jeff Teper, SharePoint Conference 2012 Keynote)
Microsoft loves the cloud…
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…but what about companies?
Exchange 365/Outlook Web (email)
Office 365/Online/Web Apps (SaaS/browser Office applications)
SharePoint 365/SharePoint Online (Cloud-based SharePoint)
Yammer (Social/micro-blog)
None of these
-10% 0% 10% 20% 30% 40% 50% 60%
5,000+ emps500-5,000 emps
Move everything to Microsoft’s hosted Office 365
Majority hosted on 365, some retained on-prem
Some content hosted on 365, majority on-prem
Private cloud/hybrid, all provided by third party (not Microsoft)
Hybrid of private cloud and on-prem, all administered by us
Retain everything on-prem for the foreseeable future
Undecided/No plans
0% 10% 20% 30% 40% 50%
Communications in the cloud sounds good!
SharePoint in the cloud finds limited interest
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We know that…
50% of SharePoint projects are driven largely by the business
The majority of companies has been using it for more than 2 years
Does this mean that user adoption is growing as well?
How’s the user adoption?
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100% of users
90% of users
80% of users
66% of users
50% of users
33% of users
20% of users
10% of users
©AIIM 2013
13
Adoption – usage
What proportion of those with access would you describe as "active users" - e.g., accessing content at least once or twice a week?
57% of orgs have half or more as active users
26% less than 1 in 5 are active.
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How is usage by staff changing?
Not yet live
Increasing rapidly
Increasing slowly
Stable – reached 100%
Stable – reached our planned limit
Stable – we have reached a plateau of adoption
Reducing
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
5,000+ emps
500-5,000 emps
10-500 emps
Biggest growth in usage in larger organizations
But for majority, there is slow to no growth
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Biggest on-going Issues
Persuading users to manage and share their content in SharePoint and not elsewhere
Expanding the use of SharePoint for more business processes
Aligning governance, security and usage policies with other enterprise apps
Achieving uniformity of classification and metadata structures
Strategic decisions on integration with social, mobile and cloud
The user interface is still difficult
Maintaining and upgrading our customizations
Managing rapidly increasing storage volumes
Managing multiple content types
It’s too complex to manage and enhance
Keeping up to date with version upgrades
All of the above
0% 10% 20% 30% 40% 50% 60%
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What’s the progress of the SharePoint project?
A large percentage of projects has stalled or struggled Very few complete successes
We have achieved all we planned and it is a great success
Just about there as planned and moving forward
It’s doing the job but progress has stalled somewhat
We have struggled to meet our original expectations
The project has not been a success
0% 5% 10% 15% 20% 25% 30% 35% 40%
5,000+ emps500-5,000 emps10-500 emps
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Need for 3rd Party Add-Ons
67% see 3rd party apps as still being important.
They continue to greatly enhance
standard functional-ity; 26%
Still required to fix shortcom-ings; 41%
Required less and diminishing over
time; 18%
Not needed now; 12%
Not ever needed by us; 3%
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System management/health monitoring
Workflow and BPM
Storage/archive management
Search enhancements
Metadata management
Outlook integration
Records management
Security enhancements
Mobile access
E-discovery tools
Social applications
Collaboration tools/cloud shares
Cloud content shares
-10% 0% 10% 20% 30% 40% 50%
No longer needed Still using Essential for now Still planned
Third-Party Products
Still a strong demand to supplement SharePoint with 3rd party products
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How will expenditure change in the next 12 months?
Increase in all areas
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Interest in SharePoint 2013 growing slowly
Company still cautious with their interest in the cloud
Biggest issue is still user adoption
But a big corporate adoption of SharePoint can be seen
Third Party tools used to overcome SharePoint limitations
Companies are still investing in SharePoint!
Summary