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Microsoft SharePoint Server 2007

Microsoft SharePoint Server 2007. Document Mgmt Overview Challenges Making the Business Case Analyzing Your Business Needs SharePoint Products SharePoint System Architecture SharePoint Site Collections SharePoint Features / Notes Deployment Considerations Demo.

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Microsoft SharePoint Server 2007

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  1. Microsoft SharePoint Server 2007 • Document Mgmt Overview • Challenges • Making the Business Case • Analyzing Your Business Needs • SharePoint Products • SharePoint System Architecture • SharePoint Site Collections • SharePoint Features / Notes • Deployment Considerations • Demo

  2. Document Management Overview • Systems used to track and store electronic documents and/or images of paper documents • DM System can be a component of a Content Management System with other related features: • Workflow • Web Content Management • Document Imaging • Digital Asset Management • Focus primarily on DM systems

  3. Challenges Lack of consistency between multinational sites Inability to provide the right content to the right people Inefficient content creation processes Where is the pain? Legal Department Creative Department Inconsistent branding and messaging Product Management IT Department Difficulty in communication with partners High expense of content recreation Marketing Page 4

  4. Making the Business Case • Explicitly Defined ROI • Making your employees more productive, saving time, etc. • “Soft ROI” • Archiving of legacy information for emergency retrieval • “Compliance • 21 CFR Part 11 – Pharma Industry • HIPAA – Health Care Industry • Sarbanes-Oxley Act

  5. Analyzing Your Business Needs • Migration Considerations • What “legacy” documents will be required? • Electronic, Paper or Both • Location • Where will documents be stored? • Where will people need to go to access documents? • Filing • How will documents be filed? • What methods will be used to organize or index documents to assist for later retrieval?

  6. Analyzing Your Business Needs • Security • How will documents be kept secure? • Sample Access Levels • None • Browse • Read • Version • Write • Delete • Disaster Recovery

  7. Analyzing Your Business Needs • Distribution • How can documents be available to users that need them? • Workflow • User-defined vs. Rules-based • Creation • How are documents created? In what format(s)? • Created electronically only or also via paper? • Paper docs will spawn a discussion on scanning/imaging and optical character recognition (OCR), indexing, etc. • If most of your content is created via paper, this may help drive your decision.

  8. Analyzing Your Business Needs • Archiving and Records Management • When does a document become a record? • Do you have outside interest driving your policies (i.e. customers and/or compliance) • When can a record be permanently deleted? • Legal considerations both ways • Define Your User Base • How many users? • Where are they located? How will they access information? • Roles – very important

  9. Analyzing Your Business Needs • Taking A Document Inventory • More Than You Might Think …

  10. Sales & Marketing Research & Development Planning & Infrastructure Purchasing Production Distribution Service Research Notes Production Reports Recopies & Formulations Market Research Product Specifications Design Drawings Production Plans Supplier Portal Assets Management Purchase Orders* Inventory Test Protocols* MSDS* Specifications Contracts CAD Drawings Marketing collateral Web Pages Press Releases Sales Proposals Delivery Records Package Tracking Invoices Partnership Records Call Center Support Web Site Statements Customer Records Analyzing Your Business Needs

  11. Analyzing Your Business Needs • Taking A Document Inventory • … but be practical and think tactically • Start with one or two core document types, ideally concentrated within one area of your business. • Helps to “pilot” your system before expanding its scope.

  12. Analyzing Your Business Needs • Taking A Document Inventory • What types of documents do you currently use? • Different Document Types will typically drive different groups of properties, security requirements or use cases • Document Types can often be hierarchical • Document Type = Sales Document • Document SubType = Sales Document – Sales Lead Summary • Document SubType = Sales Document - Proposal • How are your document classified? • Give me 3 ways that you would classify or search for this document. • If you lost this document and called somebody to look for it, what 3 pieces of information could help them find it?

  13. Analyzing Your Business Needs • Taking A Document Inventory • Indexing vs. Document Taxonomy • Full-text indexing (think “Google Search”) • Taxonomy (think “Advanced Search” via doc properties) • Creation of document taxonomy • Document Type = Finance Document - Invoice • Properties: Customer, SalesPerson, etc. • Document Type = Finance Document - Purchase Order • Properties: Vendor Name, Buyer, etc.

  14. Analyzing Your Business Needs • Designate an “owner” of the data in your taxonomy. • Develop Use Cases Associated With Content • SharePoint Roles • System Administrator (1.0 FTE) • Search Administrator (0.5 FTE) • Site Designer (0.5 FTE) • Software Developer (0.5 FTE) • Business Analyst / Tester (0.5 FTE) • SQL DBA (0.5 FTE)

  15. SharePoint Products • Microsoft Office SharePoint Server (MOSS) 2007 • Windows SharePoint Services (WSS) • Provides SharePoint object model for designing web pages, document infrastructure, collaboration and web publishing. • Integrates Microsoft Office services with online info sharing and document collaboration. • Makes “web parts” available that can be embedded in web pages • Workspaces, Calendar, Discussion Boards, Lists, Alerts, Dashboards

  16. SharePoint (optional) Products • Microsoft Office Forms Server (optional) • Renders InfoPath-designed forms and allows users to complete them via the browser • Microsoft SharePoint Designer (optional) • HTML Editor on Steroids • Microsoft SharePoint Online (optional) • Subscription based model - SaaS (“in the cloud”) • Part of Business Productivity Online Suite (Exchange, etc.) • Still evolving

  17. SharePoint (optional) Products • Microsoft Office Forms Server (optional) • Renders InfoPath-designed forms and allows users to complete them via the browser • Microsoft SharePoint Designer (optional) • HTML Editor on Steroids • Microsoft SharePoint Online (optional) • Subscription based model - SaaS (“in the cloud”) • Part of Business Productivity Online Suite (Exchange, etc.) • Still evolving

  18. SharePoint System Architecture • Small-farm topology

  19. SharePoint System Architecture • Medium server farm topology

  20. SharePoint System Architecture • Medium-large server farm topology

  21. SharePoint Site Collections • Creation of a new Site Collection is an IT function • Creation of new sub-sites within a Site Collection is a Business Power-user function Site Designer Users Permission Levels Disaster Recovery Site Designer Users Permission Levels Disaster Recovery

  22. SharePoint Site Collections • Site Collection Design Considerations • Consider HR Site and IT Site within the same Site Collection “A” … • Site Collection “A” Storage Quota = 6 GB (Recycle Bin) • HR deletes 1MB of content per day • IT deletes 5 GB of content per day • Deleted content will be flushed through the system much quicker if HR and IT are part of the same Site Collection. • SharePoint deployments on a single site collection are not very scalable

  23. SharePoint Features / Notes • Document Libraries • NOT a replacement for File Shares • Document Libraries are better for versioning capabilities, integration to workflow • File Shares allow quicker browsing of large # of docs in tree layouts and have quicker restore points from file system backups. • Business Data Catalog • Access to data stored in other SQL databases.

  24. Deployment Considerations • Rolling out a Document Management system presents a different set of challenges (as opposed to a financial systems) • Not always perceived as business critical function • Disinterested, unengaged users • Can result in the low or improper use of system • Garbage In = Garbage Out

  25. SharePoint Pricing • SharePoint Server 2007 ~ $9K • SharePoint Server CAL User ~ $150 - $200 • External User (Internet) CAL ~ $35K (Does not include hardware and implementation costs)

  26. Demo • Please direct any follow-up questions to Tom Tobias (ttobias@rklcpa.com)

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