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Created and Presented by:Steve Weissman Twitter: @steveweissman Holly Group LinkedIn: steveweissman617-383-4655 Facebook: [email protected] Google Plus: +SteveWeissman
Demystifying SharePoint & ECMHow to Keep the Horse Before the Cart
© 2014Holly Group
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© 2014Holly Group
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Question
Are you as tired as I am of hearing about SharePoint?
SHAREPOINT
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© 2014Holly Group
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Question
Are you as tired as I am of hearing about SharePoint?
» Best thing since sliced bread and canned beer!
SHAREPOINT
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© 2014Holly Group
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Question
Are you as tired as I am of hearing about SharePoint?
» Best thing since sliced bread and canned beer! » And so much more …
SHAREPOINT
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© 2014Holly Group
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Sorry, but SharePoint is Here to StayIt’s 13 Years Old
» First branded offering released in 2001 as a portal technology
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© 2014Holly Group
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Sorry, but SharePoint is Here to StayIt’s 13 Years Old
» First branded offering released in 2001 as a portal technology
It Does Many Things» Now supports business
intelligence, collaboration, search, content management, forms, etc.
© 2014Holly Group
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© 2014Holly Group
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Sorry, but SharePoint is Here to StayIt’s 13 Years Old
» First branded offering released in 2001 as a portal technology
It Does Many Things» Now supports business
intelligence, collaboration, search, content management, forms, etc.
It’s from Microsoft» Infrastructure vendor of choice for many, and
plenty-deep pockets to ensure it sticks
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© 2014Holly Group
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What’s In It for You?
The Ability To:» Find stuff» Find the right stuff» Find the right stuff
when you need it» Share stuff» Report on stuff
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© 2014Holly Group
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What’s In It for You?
The Ability To:» Find stuff» Find the right stuff» Find the right stuff
when you need it» Share stuff» Report on stuff
This is ECM!(and BPM, RM, and all the other ‘M’s)
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© 2014Holly Group
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This is ECM
AIIM Says» “Strategies, methods, and tools used to capture,
manage, store, preserve, and deliver content and documents related to key organizational processes”» NOT: a single technology … a black box …
a miracle cure … easy
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© 2014Holly Group
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This is ECM
AIIM Says» “Strategies, methods, and tools used to capture,
manage, store, preserve, and deliver content and documents related to key organizational processes”» NOT: a single technology … a black box …
a miracle cure … easy» ECM is about “business and organizational
processes, not just technology – and that’s complicated.”
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© 2014Holly Group
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This is ECM
Holly Group Says» “It’s a best practice, not a technology”» “The strategy IS the work!”
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© 2014Holly Group
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Says Who? Says Me!
» Best practices consultant, industry analyst, and instructor for 20+ years
» Regular blogger and contributor to industry publications
» Author/producer of Certified Information Professional video tutorials & materials
» Accredited AIIM course instructor» President, AIIM New England Chapter» Member, AIIM PAC
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© 2014Holly Group
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Why Do ECM?
Can’t Find Stuff» You know it exists, but where?
time-consuming, expensive
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© 2014Holly Group
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Why Do ECM?
Can’t Find Stuff» You know it exists, but where?
Don’t Cull Stuff» You still have everything from Day One
confusing, imprecise, risky
time-consuming, expensive
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© 2014Holly Group
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Why Do ECM?
Can’t Find Stuff» You know it exists, but where?
Don’t Cull Stuff» You still have everything from Day One
Can’t Prove Stuff Happened» No record of access / amendment / deletion /
authorization of what, by whom, and when
risky
confusing, imprecise, risky
time-consuming, expensive
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© 2014Holly Group
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Why Do ECM?
Can’t Find Stuff» You know it exists, but where?
Don’t Cull Stuff» You still have everything from Day One
Can’t Prove Stuff Happened» No record of access / amendment / deletion /
authorization of what, by whom, and when
Can’t Easily Work Together on Stuff» Hard to track/compare/incorporate changes
and comments by and among collaborators
isolating, duplicative
risky
confusing, imprecise, risky
time-consuming, expensive
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ECM is Not a Thing, But a Bunch
of Things» Document
management» Electronic records
management» Workflow» Imaging
» Collaboration» Web content
management» Content security» Search» Browsing
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© 2014Holly Group
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Must Match Needs to Functions
Can’t Find Stuff» You know it exists, but where?
Don’t Cull Stuff» You still have everything from Day One
Can’t Prove Stuff Happened» No record of access / amendment / deletion /
authorization of what, by whom, and when
Can’t Easily Work Together on Stuff» Hard to track/compare/incorporate
changes and comments by and among collaborators
search/find
records declaration / retention / disposal
auditability
version control,
check-in/check-out,
workflow/bpm
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© 2014Holly Group
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Benefits
Operational» Simultaneous access to content by several users» Faster movement of information between staff» Consistency of content» Reduction in printed media» Reduction in storage space» Efficient archiving» Better visibility of assets» Improved job satisfaction
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© 2014Holly Group
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Benefits
Organizational» Less lost information / content» Sharing of content across organization» Reduced risk of disputes, litigation, and fines» Meeting targets better by saving staff time» Increased levels of confidence in content» Improved content security, reducing piracy/theft,
increasing digital delivery at lower costs/risks
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© 2014Holly Group
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Risky Business
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The Quest for Authoritative Sources
Image source: http://imgs.xkcd.com/comics/snopes.png
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© 2014Holly Group
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Can SharePoint Do ECM?
Yes!» That’s why you keep hearing about it.
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© 2014Holly Group
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Can SharePoint Do ECM?
Yes!» That’s why you keep hearing about it.
But as a Technology, It’s Also Irrelevant.» Sorta.» There’s only one thing you need to care about:
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© 2014Holly Group
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Can SharePoint Do ECM?
“What Business Problem Are You Trying to Solve?”
» And for whom?
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Perspective
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Weissman’s “Big Box” Theory of Information Management
Goal: Universal Data Access
Data
Enterprise Data Storedin One Big Box andAccessible by Everyone
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© 2014Holly Group
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The Digital Diaspora
Data, Data Everywhere
WindowsLinux
Solaris
iOSAndroidChrome
In-BuildingRegionally
Internationally
PCsMacs
SmartphonesTablets
Legacy Systems
At Different Locations...On Different Machines ...In Different Formats ... Excel Shared Drive
SharePoint OutlookWord SQL Server
Paper People
Data
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© 2014Holly Group
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The Perspective Triangle
The Line-of-Business View
Spreadsheets
Databases
E-Form
s
Word Processors
Browsers
Data
Data Filtered Through,and Usable by, Users’Regular Applications
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© 2014Holly Group
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The Perspective Triangle
The Technologist View
Middleware /Web Services
Applications
Interface
s
Databases, Archives, and Repositories
Networking
Data
An Exercise in DataConnectivity, Storage,Processing, and Display
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© 2014Holly Group
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… and work better
together
To work better …
Your Objectives
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There’s More to Value Than Just Money
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Introducing MaxTV®
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Why Economic Measures Fall ShortEconomics
» Return on Investment» Tends to focus on a single
point in time (payback) despite solution lifespans measured in years
» Total Cost of Ownership» Suggests spending is finite even though
expenses are incurred each and every year of service
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© 2014Holly Group
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The Process Piece
Greater Efficiency, Effectiveness
» e.g., boosts employee morale and customer satisfaction
Opportunities to Realize Non-Obvious Savings
» e.g., improved employee retention, early payment discounts
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© 2014Holly Group
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The Collaboration Component
Less Duplication of Effort» Saves time, frustration
Better Quality» Facilitates review, validation,
correction» Reduces risk
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© 2014Holly Group
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Holism is Key
Must mind and measure all three elements over time in order to maximize value!
“I wish I had thought of this when I started, but I can’t go back and start again.”
– CIO of a major athletic shoe manufacturer
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© 2014Holly Group
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Grand Unified Theory
Of Content and Technology (Not Physics)» Requires good governance
» Reconciled vocabularies, interoperable infrastructure
» Application of records discipline to all content types
» Taxonomy and metadata toglue the pieces together
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© 2014Holly Group
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Grand Unified Theory
Of Content and Technology (Not Physics)» Requires good governance» Requires a business-smart platform decision
» In the cloud, on premises, or both (hybrid)» Build vs. buy vs. rent» With (or without) SharePoint
© 2014Holly Group
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© 2014Holly Group
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Thank You!
Steve WeissmanMinister of Process & Information BettermentHolly Group
–
Tel 617-383-4655Email [email protected] @steveweissman
Visit Weissman’s World at blog.hollygroup.com
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