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SharePoint Solutions at National Gypsum

Mike Brannonmikeb@natgyp.com

@mike_mosshttp://www.slideshare.net/gbcmeb/

From The SharePoint Strategic Planning Process

Industry Leader

Plant Network

Business Climate

NGC Technical Overview

3 Platforms:IBM zOS/Software AGSAP (hosted external)Windows .NET/SQLWindows clients & Servers – Plants & Process Control

WAN(Trusted)

Internet (Untrusted)Remote Users –

Employees & Partners

(Mobile too) Firewall

Juniper VPNRexford HQ Data Center

Exchange 2010 SharePoint 2003 &SharePoint 2007

.NET Apps &SQL DBMS -SOA & Web

IBMZ/OS

HQ Campus LAN

`

Clients

SAP / FITHosting

PLANT LAN

PlantServer

`

Corp LANClients

`

Process PC

PLC onEthernet

DMZ LAN

DMZ ServersEDI, Web

Key Milestones - NGC SharePoint journey

2003 to PRESENT: Updated to SP2003 – Lots of Light Customization with CorasWorks templates, tools and some .NET code – Event receivers and “Report Sweeper” Also InfoPath Forms and Libraries emerge…

1999 – 2002 Tahoe then SP 2001 Portal supporting sales laptops and internally developed “CRM / Document shares”

2006 to PRESENT: New Servers Added for Intranet effortConnect payroll/HR to AD and User Profiles, PhotosCorp-Comm and HR leverage OOB Functionality wellInitial broad effort to setup ‘department sites’ with user driven publishing and IT project sites & PMO

Downsizing issues due to loss of knowledgeable staff…

NGC problems – Similar to yours?

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• Our network file-share based architecture is obsolete, growing exponentially in size, and is difficult to use. (28 years)

• Federal and state legal statutes concerning document management aren’t being fully met. (since 2009)

• We have old, out of support versions of SharePoint used for customer critical business process support that need to be upgraded or replaced.

• Business Intelligence and reporting products have advanced in power, ease of use, functionality.

• NGC needs a roadmap for a technical makeover that will reduce vendors, mitigate risks, and deploy new capabilities to the business within the standard Microsoft toolset.

NGC Plans for Next Steps

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• Multi-department review by all stakeholders

• NGC’s core development and sysadmin skill set is based on the Microsoft platform (Exchange, SharePoint, Office) and .NET Code / SQL databases

• Determined that several “non-core” technologies could be replaced by SharePoint (Accolade, Documentum, Hyperion, uPerform, File Shares)

• Potential SW cost reductions and less TCO/support!

• Successfully proved in a pilot test that SharePoint could be a records management replacement (with additions)

What do we need?

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• Commitment to SharePoint as the Enterprise Portal/Application/Content Platform

• Licensing Changes Far Fewer EA SW Licenses, Drop 70% of Full Office / 100% System Center – Deploy ECAL for Focused Users – Then Deploy Deskless Worker Office / Device Seats

• Build new platforms and decommission “non-core” systems

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Records Management

FRCP = Federal Rules of Civil ProcedureTitle V: Discovery

Big Issue! Chinese Drywall!

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Establishing Context: eDiscovery Strategy and Information Lifecycle

A Roadmap for Bridging 2 Operational Scenarios

Business UsersCreate ESI

ESI TYPES SOURCES

Unstructured Data Messages (email, v-mail, IM) Documents, Media, Logs, etc.

PCs, Servers, SharePoint, etc.

Structured Data Invoices, POs, Credit Memos, etc.

Enterprise Systems, SAP, POPS/MIDAS, NGC4ME, etc.

Scenario 1: Normal OperationsGoverned Under “Safe Harbor”

POLICIES & PROCEDURES

Legal Department Information Systems

Records Management Storage, Backup, Archiving, Deletion

1) ESI – Electronically Stored Information2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigation

Scenario 2: eDiscoveryGoverned Under “Duty To Preserve”

LegalHold

Issued

PossibleLegalAction

ESISources

DiscoveryScope

Determined

Search

Hold

ProcessReviewDeliver

ESI Discovery Process

OureDiscovery

Strategy

providesa framework to

addresseDiscovery

in thecontext of

NormalOperations

Policies & Procedures Dictate theInformation Lifecycle Under “Normal Operations”

ECM/RM Learning

▪ Policy/procedure dictates records move to Documentum

▪ "Give up" a document / email / file to the "records store" – USER RELUCTANCE – Active Resistance in some cases!

▪ Unexpected Finding: People will still FIGHT to keep their documents stored in something they are comfortable with

▪ Multiple places to put user content made it impossible to have ONE WAY TO DO IT

▪ LEARNING: We will not ever have enough .NET staff to BUILD a solution to this Wicked Problem

▪ Find Configurable Solution – Deploy ONE way to do it!

▪ Let Users Keep Their Content in Familiar Looking Places

2012 2015

NGC Enterprise Portal and eDiscovery Time Line

PORTAL PLATFORM

PHASE 1:STABILIZE PLATFORMAddress risk of unsupported platform

Cost Option A: $200kSP2010 with enterprise capabilitiesCost Option B: $80kSP2010 w/out enterprise capabilities

SITES andCOMMUNITIESfunctionality

More productive, lower cost searches

Cost: $250k

PHASE 2: MIGRATE CONTENTAll content under managementEase of use, 300 Users (Charlotte HQ)Cost Option A: $775k Full Content Mgmt with auto classification software/servicesCost Option B: $475k Content/Records Mgmt only *Assumes Phase 1A

2013APPLICATIONSSEARCH

COLLABORATIONBUSINESSINTELLIGENCE

2014 2015

COLLABORATION

eDiscoverySearch

CONTENTMANAGEMENT

RECORDSMANAGEMENT

eDiscoverySearch Audit &

Compliance

CONTENTMANAGEMENT

RECORDSMANAGEMENT

eDISCOVERY CAPABILITIES

COLLABORATION

Today – Departmental Team Sites

Tomorrow – Shift from email and shared folders to active, living meeting places using social tools to connect team members across the organization.

Today – Bookmarks (a.k.a. “I can’t find anything”)

Tomorrow – Google-like search (and “find-ability”) across ALL NGC information with controlled access.

SEARCH

Today – Multiple sets of numbers, limited data access, few users.

Tomorrow – One set of numbers, easy secured access, many users, developed and reported against with standard office productivity tools.

BUSINESSINTELLIGENCE

Today – IT builds and manages custom for each business use.

Tomorrow – Business process automation built and managed by business users.

APPLICATIONS

Today – Only “Records” have a defined life-cycle.

Tomorrow – All content is created, secured, and deleted according to NGC policies

CONTENTMANAGEMENT

RECORDSMANAGEMENT

Today – Multiple tools, labor intensive, large data sets

Tomorrow – Single tool, efficient and productive, focused data set

eDiscoverySearch

Today – Manual effort

Tomorrow – Automated audit, notification, and compliance reportingAudit &

Compliance

Today – Manual effort

Tomorrow – Centralized, compliant, easily discovered, and appropriately preserved and/or purged.

eMail Mgmt

eMail Mgmt & Archive

Last update: 8/15/12

SEARCH

BUSINESSINTELLIGENCE

DELIVER INFORMATION

Make data and analytical services directly available to business users:• Plant performance• Sales performance• Supply Chain performance• Financial performance• New Product Development

Cost: Manpower *Assumes Phase 1A

PHASE 3: EXTEND TO SALES & MANUFACTURING+700 Users (Plants & Field Sales)

Cost: $550k*Assumes other technology constraints have been resolved (WAN, LANs, HQ storage) *Assumes Phases 1A & 2A

APPLICATIONS

INSIGHTSfunctionality

2013

DELIVER APPLICATIONS

Build and Deploy Portal Applications for NGC:• Product Portal• CSC Portal 2.0• Supply Chain Portal• Legal Portal• Training Portal

Cost: Manpower *Assumes Phase 1A

COMPOSITESfunctionality

2013

eMail Mgmt & Archive

Audit &Compliance

Automated audit, notification, and compliance reporting

Cost: $100k

Email archiving and Outlook Personal Storage (PST) management

Cost: TBD

What do we need?

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• DoD 5015.2 Std: GimmalSoft provides a suite of software and consulting – Fully certified – Supported by Colligo / MetaLogix

• Robust e-Discovery Case Management; Legal specific search / text / conceptual analysis: StoredIQ and Concept Searching tools – Save thousands to possibly millions in legal fees!

• Baked in Records Compliance Content management across lifecycle and automatic categorization!

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What have we learned?

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• Commitment to ONE Retire “specialty SW” and consolidate into SharePoint – License Enterprise features and leverage them!

• More Than One Size/Color Needed Content creators / publishers, Heavy content consumers, ‘Browser Only’ consumers – Different solutions needed (NOTE: See Mobility Presentation Tomorrow!!)

• Records/ECM is CORE Reliance on manual compliance futile; Risks are huge, Penalties Happen!!

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