Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon

SharePoint and ECM can work together to improve the creation, handling, and sharing of content.

What’s in a name? WSS 3.0 – Windows SharePoint Services 3.0 Microsoft Office SharePoint Server (MOSS) 2007 –

Standard and Enterprise The basics: Each supports a set of repository and DM

functionality Sites and sub-sites, document libraries, customizable

lists, document versioning with check in/out, metadata and metadata validation, basic workflow, basic search, and Web parts

All 3 can be called “SharePoint”. WSS can’t be called MOSS.

  However, like any ECM (or IT tool), you must plan.

  Because it’s so easy to use, SharePoint implementations have sprouted like mushrooms in organizations.

  Pro – it’s easy to use   Con – it’s easy to use

March 2008 (according to Bill Gates): $1 billion in revenue from SharePoint and 100

million licenses. We can quibble with the number, but that’s a lot. State of the Market: Microsoft SharePoint (AIIM

research) 69% using SharePoint Of those not using SharePoint, 45% “Likely will” Upshot: 83% of surveyed organizations are, or

plan to, use SharePoint

Where is it being used? 69% workgroup 58% one or more departments 39% multi-departmental 37% enterprise-wide

Lot’s o’ stats coming. Be patient. I’ll be quick.

How would you describe your use and experience of the following Web 2.0 technologies for your BUSINESS life?

All respondents (785)

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Web/Video conferencing

Discussion Forums

Wikis

Instant Messaging

Blogs

SMS/Text Messaging

LinkedIn

RSS

Corporate Social Networking

Podcasting

YouTube

Social Voting/Ranking

Chat rooms

FaceBook

Mashups

Twitter

SecondLife

Non-Users Consumers Contributors

In your view, how critical is Enterprise 2.0 to your organization’s overall business goals and success?

10+ employees (656)

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

Imperative

Significant

Average

Minimal

Not at all

54% of organisations

consider Enterprise 2.0

to be important

Which THREE of the following would you say are the key drivers for Enterprise 2.0 in your organization?

Knowledge share

Collaboration

Responsiveness

0% 10% 20% 30% 40% 50% 60% 70% 80%

Better use of shared knowledge

Increased collaboration

Faster communication

Increased agility/responsiveness

Reduced travel costs

Brokering - bringing together people and expertise

Reduction of IT costs

Increased innovation and reduced Time-to-Market

10+ employees (656)

Which THREE of these are the biggest impediments to wider implementation of Enterprise 2.0 in your organization?

Familiarity

Culture

Cost

10+ employees (656)

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%

Lack of understanding

Corporate culture

Not a high enough priority

Cost

Lack of business case (ROI)

Potential security leaks

Staff unwillingness to participate

Potential legal issues

Concern over staff time-wasting

Technical complexity

Loss of control by management

Immaturity of technology

Customer/member/partner unwillingness to participate

Which group is the PRIMARY driver of Enterprise 2.0 in your organization?

Driven from bottom up not

top down

0% 5% 10% 15% 20% 25% 30% 35%

Users

IT Managers

CIO/CTO

Senior/Executive Business Managers

Mid-Level Business Managers

CEO 10+ employees (656)

Which THREE of the following document collaboration tools would you say are the most used by your team or within your business unit?

Most of us are still playing email ping-

pong

10+ employees (656)

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Marked up paper copies

Emailed suggestions and changes

Annotated PDF files

Review and track-change functions in Word

Specialist document-sharing application

Ad hoc wiki sites

Document review workflows within DM or ECM system

Team sites within SharePoint

Team sites within other collaboration suites

Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization?

Knowledge sharing

Efficiency

Timelines

Travel costs

10+ employees (656)

0% 10% 20% 30% 40% 50% 60% 70%

Enhanced team-work and knowledge sharing

Reduced time and effort to find information and documents

Improved efficiency of document or proposal creation process

Faster project delivery

Reduced travel costs and time

Fewer mistakes due to wrong versions or incorrect transcription of changes

Better relationships with partners and customers

Reduced storage of email attachments

Support of Green initiatives

Better innovation

Fewer cycles on sign-offs

My organization is unlikely to spend anything on these tools.

Which collaboration platform do you use MOST for team/project sites?

42% use SharePoint team-sites

10+ employees (656)

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%

We use SharePoint team sites

We use team sites in another ECM suite

We use a stand-alone/dedicated in-house platform for team sites

We use a hosted/SaaS external platform for team sites

We don’t use team sites

How will your spending on Enterprise 2.0 technologies in the next 12 months compare with the previous 12 months?

Spending up in all

areas

10+ employees (656)

0% 25% 50% 75% 100%

Dedicated document collaboration software

SharePoint Client Access Licences (CALs)

Collaboration modules in other ECM suite

Dedicated Enterprise 2.0 suite

SaaS access to web-hosted blog/wiki/forum platforms

Video production for the web

Consulting services around Enterprise 2.0

Training for Enterprise 2.0

Much less Less Same More Much more

46

43

10 1

©2009, AIIM State of the Industry 2009. AIIM N=386

extremely important

important

somewhat important

©2009, AIIM Making the Case for Document

Management in Challenging Times N=391

agree or disagree?

“Only those projects that can demonstrate positive hard dollar

returns THIS YEAR are being approved.”

69% agree AIIM State of the Industry 2009

©2009, AIIM N=360 Making the Case for Document Management in Challenging Times

WTH? (You may be thinking) 1.  Collaboration – good 2.  Document management – good 3.  SharePoint does a good job with both 4.  Great. We’ve got ECM

Not so fast my friend

SharePoint does not equal ECM

It’s working now for: Collaboration Document creation/sharing In some situations where RM requirements are

limited

BUT . . . .

SharePoint does not equal ECM (Can’t say this too much)

  One representative example:   We have learned the hard way - don't use a grass roots

implementation to buy user adoption of this product. Going back after users have been creating sites and storing volumes of information on the platform and telling them - Now you must..... is very difficult. Once users find the ease of use and collaboration functionality they are off to the races - you will never be able to grasp the volumes of content stored in multiple sites, created on the fly etc.

My suggestion: Before you deploy - what are you trying to provide the enterprise with, what do you need to control. Ensure you have full governance and a strong IA in place before you proceed.

Gartner: Though it covers a broad spectrum of capabilities,

MOSS 2007 is not yet a full enterprise content management system. Organizations requiring advanced content management capabilities and process-centric applications will need to augment their capabilities with partner offerings, or deploy MOSS 2007 alongside an ECM system rather than as a replacement for it.

What’s coming? More of the same and another name: Microsoft SharePoint 2010 (instead of Microsoft

SharePoint 14)

Work in SharePoint, but where should content live?

Can SharePoint scale? Integration challenges? What about Records Management?

Other issues (in no particular order):   Compliance and governance   After integration, is it really less expensive?   Search?   Another content silo

1.  There is no magic ECM bullet 2.  Companies need to figure out WHY they are

using a technology BEFORE they use it. 3.  SharePoint is definitely not going away.

Educating the market is critical and readers will love us for it.

Thanks Bryant Duhon

[email protected]

All stats can be found at: www.aiim.org/marketiq

Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon

Technology

Transcript of Writers Summit 09 - SharePoint and ECM: Better Together, Bryant Duhon