Creating an ECM Strategy Technology as a Service

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Who Am I?. Technology professional with 18 years experience in project management, custom application development and corporate training. Certified Enterprise Content Management Practitioner Currently IT Project Manager

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Creating an ECM Strategy Technology as a Service

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1. Creating an ECM Strategy Technology as a Service Presented by Karuana Gatimu, ECMP February 18, 2009 Creating an ECM Strategy Technology as a Service Presented by Karuana Gatimu February 18, 2009 Presentation Purpose: Review the steps for creating an Enterprise Content Management Plan Creating an ECM Strategy Technology as a Service Presented by Karuana Gatimu February 18, 2009 Presentation Purpose: Review the steps for creating an Enterprise Content Management Plan

2. Who Am I?

3. An ECM Strategy – Why You Need One A good Enterprise Content Management policy has approximately 10 moving parts. Each segment is a large discussion to have and/or collate from other corporate policies and discussions. The process of creating this document can be simple and more generic or detailed and very specific to your environment. From this ECM Strategy you cull information for project planning, staffing needs, quality assurance measurements and other necessary project management performance indicators. It provides you with a foundation for thought and decision making in the future. Start anywhere – revise frequently! It’s a process not a final deliverable and it’s always in flux. The key to successful implementation is good communication, a focus on service and quality delivery. Start small – dream big! Don’t bite off more than you can chew in a first project. SharePoint is meant to grow with your organization – CorasWorks will make that easy. A good Enterprise Content Management policy has approximately 10 moving parts. Each segment is a large discussion to have and/or collate from other corporate policies and discussions. The process of creating this document can be simple and more generic or detailed and very specific to your environment. From this ECM Strategy you cull information for project planning, staffing needs, quality assurance measurements and other necessary project management performance indicators. It provides you with a foundation for thought and decision making in the future. Start anywhere – revise frequently! It’s a process not a final deliverable and it’s always in flux. The key to successful implementation is good communication, a focus on service and quality delivery. Start small – dream big! Don’t bite off more than you can chew in a first project. SharePoint is meant to grow with your organization – CorasWorks will make that easy.

4. A Word About Project Management MSF Principles: Work Toward a Shared Vision Stay Agile – Expect Things to Change Focus on Delivering Business Value Foster Open Communication SDLC Principles: Initiation/Planning Requirements Gatherings And Analysis Design Build or Coding Testing Operations and Maintenance RUP Principles – Designed by IBM in 2003: Use Case Centric 3 Building Blocks – Roles, Work Products & Tasks 4 Lifecycle Phases – Inception, Elaboration, Construction & Transition 6 Engineering Disciplines – Business Model, Requirements, Analysis & Design, Implementation, Test, Deploy 3 Supporting Disciplines – Change Mangement, Project Management, Work Product (Artifact)MSF Principles: Work Toward a Shared Vision Stay Agile – Expect Things to Change Focus on Delivering Business Value Foster Open Communication SDLC Principles: Initiation/Planning Requirements Gatherings And Analysis Design Build or Coding Testing Operations and Maintenance RUP Principles – Designed by IBM in 2003: Use Case Centric 3 Building Blocks – Roles, Work Products & Tasks 4 Lifecycle Phases – Inception, Elaboration, Construction & Transition 6 Engineering Disciplines – Business Model, Requirements, Analysis & Design, Implementation, Test, Deploy 3 Supporting Disciplines – Change Mangement, Project Management, Work Product (Artifact)

5. SharePoint Technology Platform MSFt SharePoint purports to be the industry leading technology platform for collaborative applications With native integration with the Microsoft Office it provides a deployment platform for intranet portals, project collaboration sites and workflow automation. Used alone it requires custom development to tailor it to the needs of a specific enterprise. The above slide shows the various uses that can be deployed for in an enterprise implementation. MSFt SharePoint purports to be the industry leading technology platform for collaborative applications With native integration with the Microsoft Office it provides a deployment platform for intranet portals, project collaboration sites and workflow automation. Used alone it requires custom development to tailor it to the needs of a specific enterprise. The above slide shows the various uses that can be deployed for in an enterprise implementation.

6. Leveraging SharePoint As people deploy SharePoint, how they use it use typically goes through up to 4 different phases First, they start using SP as an environment for ad-hoc team site. Each project team, or workgroup, creates a site where they store and track their own information. The challenge is that, over time, it becomes extremely difficult to find and work with information. And there is no easy way to consolidate information across different team sites, or to enable business processes across sites. As a result, the second phase is what we think of as structured collaboration. A hierarchy of sites evolve over time, navigation within and across sites is added, and simple workflow processes are enabled. In the third phase, SharePoint is used for a specific business solution, such as an extranet, or a help desk solution, or a project management environment. In the final phase, an organization deploys a workplace of interconnected business solutions, with automated business processes, management dashboards, and even integration with back end systems – This is our goal of the integrated Virtual Workplace made possible by CorasWorks augmentation of SharePoint.As people deploy SharePoint, how they use it use typically goes through up to 4 different phases First, they start using SP as an environment for ad-hoc team site. Each project team, or workgroup, creates a site where they store and track their own information. The challenge is that, over time, it becomes extremely difficult to find and work with information. And there is no easy way to consolidate information across different team sites, or to enable business processes across sites. As a result, the second phase is what we think of as structured collaboration. A hierarchy of sites evolve over time, navigation within and across sites is added, and simple workflow processes are enabled. In the third phase, SharePoint is used for a specific business solution, such as an extranet, or a help desk solution, or a project management environment. In the final phase, an organization deploys a workplace of interconnected business solutions, with automated business processes, management dashboards, and even integration with back end systems – This is our goal of the integrated Virtual Workplace made possible by CorasWorks augmentation of SharePoint.

7. Capability Maturity Model (CMMI) Note that the first application of a staged maturity model to IT was not by CMM/SEI, but rather Richard L. Nolan, who, in 1973 published the Stages of growth model for IT organisations. [3] The model identifies five levels of process maturity for an organization: Initial (chaotic, ad hoc, heroic) the starting point for use of a new process. Repeatable (project management, process discipline) the process is used repeatedly. Defined (institutionalized) the process is defined/confirmed as a standard business process. Managed (quantified) process management and measurement takes place. Optimising (process improvement) process management includes deliberate process optimization/improvement. Within each of these maturity levels are Key Process Areas (KPAs) which characterise that level, and for each KPA there are five definitions identified: Goals Commitment Ability Measurement Verification The KPAs are not necessarily unique to CMM, representing — as they do — the stages that organizations must go through on the way to becoming mature. Process assessment is best led by an appropriately skilled/competent lead assessor. The organisation's process maturity level is assessed, and then a specific plan is developed to get to the next level. Skipping levels is not allowed. Note that the first application of a staged maturity model to IT was not by CMM/SEI, but rather Richard L. Nolan, who, in 1973 published the Stages of growth model for IT organisations. [3] The model identifies five levels of process maturity for an organization: Initial (chaotic, ad hoc, heroic) the starting point for use of a new process. Repeatable (project management, process discipline) the process is used repeatedly. Defined (institutionalized) the process is defined/confirmed as a standard business process. Managed (quantified) process management and measurement takes place. Optimising (process improvement) process management includes deliberate process optimization/improvement. Within each of these maturity levels are Key Process Areas (KPAs) which characterise that level, and for each KPA there are five definitions identified: Goals Commitment Ability Measurement Verification The KPAs are not necessarily unique to CMM, representing — as they do — the stages that organizations must go through on the way to becoming mature. Process assessment is best led by an appropriately skilled/competent lead assessor. The organisation's process maturity level is assessed, and then a specific plan is developed to get to the next level. Skipping levels is not allowed.

8. Challenges to Implementation

9. If you are new: Think about an appropriate pilot project to cut your teeth on Do not over commit or deploy all features at once If you have an existing deployment: Which segments can you enhance? How are you delivering value to your users? Which pieces of the strategy have you missed on previous projects & how can you improve? New vs. Existing Deployments

10. Architecture Considerations Taxonomy - How you classify data as expressed through: Content database & web app design Content types Custom columns Other metadata Legacy Integration Links to external databases (CorasWorks Tools) Data Conversions Unstructured to Structured Data File Stores

11. Architectural Example All users main consumption point is their My Site which will be redesigned and branded to match the corporate image. Users are able to store documents in personal document libraries, project libraries and publish documentation to the training portal. Image archival data is served via SharePoint from legacy systems to provide true document lifecycle management and seamless integration of existing archival material. All users main consumption point is their My Site which will be redesigned and branded to match the corporate image. Users are able to store documents in personal document libraries, project libraries and publish documentation to the training portal. Image archival data is served via SharePoint from legacy systems to provide true document lifecycle management and seamless integration of existing archival material.

12. Persona Driven Data Delivery A persona driven system, our Virtual Workplace will respond to the user identity at automatic login. All MOSS data respects the AD groups and can be further filtered (for visibility only) at the target audience level. This is native SharePoint technology. This can be further refined using CorasWorks to group and roll-up information across site collections which will enable Google like calendar functionality where information can be color coded and turned on and off at the display level. The MySite page will simply hold web parts pre-configured for that users department and persona. All MOSS pages can be consumed in Outlook should the user prefer to work within that framework instead of via the web browser. Department and Corporate resources can be deployed via the centrally managed global navigation or cascading tabs. This would include actions automated by CorasWorks and both simple OOTB and custom workflows. Further integration with resources external to SharePoint is made possible by the CorasWorks Data Integration tools set which allows the display and manipulation of any structured data sources. You are also able to do mash ups of data from multiple locations such as specific columns from multiple SQL databases. This could be very useful in reporting scenarios. A persona driven system, our Virtual Workplace will respond to the user identity at automatic login. All MOSS data respects the AD groups and can be further filtered (for visibility only) at the target audience level. This is native SharePoint technology. This can be further refined using CorasWorks to group and roll-up information across site collections which will enable Google like calendar functionality where information can be color coded and turned on and off at the display level. The MySite page will simply hold web parts pre-configured for that users department and persona. All MOSS pages can be consumed in Outlook should the user prefer to work within that framework instead of via the web browser. Department and Corporate resources can be deployed via the centrally managed global navigation or cascading tabs. This would include actions automated by CorasWorks and both simple OOTB and custom workflows. Further integration with resources external to SharePoint is made possible by the CorasWorks Data Integration tools set which allows the display and manipulation of any structured data sources. You are also able to do mash ups of data from multiple locations such as specific columns from multiple SQL databases. This could be very useful in reporting scenarios.

13. The solution to serving up information from disparate systems Embodies the idea of technology as a service to the enterprise by allowing users to focus on business issues not technology True integration of the capture and consumption of information The “X” Factor ? Breeze by CorasWorks Virtual Workplace Environment

14. CorasWorks is an application development tool The Power: Minimizes need for custom code or .NET developers on staff OOTB Web Parts, Wizard driven configuration, easy Admin screens Data Integration Toolset pulls and pushes data to/from external sources The Flexibility Allows documents & lists to be viewed and acted upon across sites & site collections Roll Ups & Action Libraries 80% of all central configuration, design and deployment can be automated Gallery Management, Central Configuration, Global Navigation CorasWorks – Steroids & Yoga for MOSS Native SharePoint assumes that data will be stored in single databases with coding required to share information. This is not an optimal deployment of SharePoint. CorasWorks provides the ability to share information across databases and from external sources in a user centric manner. Users do not need to know where the information is stored, we can deliver it to them instead. It is impossible to underestimate both the power and necessity of this tool in our architecture. A great deal of this design is possible because of their products, the Workplace Suite and the Data Integration Toolset. Examples of CorasWorks Workplace Suite solutions within our architecture are: Central Configuration Tool – Deploying templates of sites, lists and web parts across the enterprise Outlook integration Global navigation Basic & Advanced Project Sites Entry & display of information from external SQL databases (sales tools, user information) Native SharePoint assumes that data will be stored in single databases with coding required to share information. This is not an optimal deployment of SharePoint. CorasWorks provides the ability to share information across databases and from external sources in a user centric manner. Users do not need to know where the information is stored, we can deliver it to them instead. It is impossible to underestimate both the power and necessity of this tool in our architecture. A great deal of this design is possible because of their products, the Workplace Suite and the Data Integration Toolset. Examples of CorasWorks Workplace Suite solutions within our architecture are: Central Configuration Tool – Deploying templates of sites, lists and web parts across the enterprise Outlook integration Global navigation Basic & Advanced Project Sites Entry & display of information from external SQL databases (sales tools, user information)

15. a. SOX b. HIPPA c. Information retention policy Document & data life cycles d. Legal (litigation & other requirements) e. Executive management review/approval f. Enterprise change management policy Compliance & Governance

16. Fault Tolerance & Data Protection

17. Scalability

19. Cost & Risk Analysis

20. Goals by Quarter for MBO planning Be careful what you publish! Quality Assurance & Measuring a. User feedback process b. Revision criteria c. Defined criteria for success d. Iterative development processes i. Prioritize feature roll outs by iteration Goals & QA

21. CorasWorks’ Breeze Virtual Workplace: Use this powerful tool to educate your teams on functionality and stimulate your imagination about solutions. Global Networks: Assistance from professionals who have seen a variety of system implementations is critical. Web Resources: Microsoft CorasWorks.net SharePoint University SharePointStrategist.com Must Have Books: Essential SharePoint 2007 by Jamison, Carderelli & Hanley Microsoft® Office SharePoint® Server 2007 Administrator's Companion by Bill English SharePoint Best Practices by Bill English Resources

22. Questions & Comments

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