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Improving Departmental Information Search Processes

This proposal outlines the need for an improved content search system within the Marketing Department, identifying current limitations such as inefficient search processes and outdated content retrieval methods. By adopting an Enterprise Search Solution based on SharePoint Server 2010, the department aims to reduce search time by 50% and increase content search relevance by 80%. This solution is projected to save $1.5 million annually in opportunity costs and $300,000 in IT expenses, enhancing overall operational efficiency and customer satisfaction.

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Improving Departmental Information Search Processes

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  1. Improving Departmental Information Search Processes (Concurrency Corporation) (Marketing Department)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 2

  3. Background • Your Marketing Department has identified its corporate content search system as a leading impediment to departmental performance: • Time spent searching for content increases project cycle times, as teams search across large number of files, different file types, and disparate file locations for required information • Inability to incorporate “unstructured” content into search results, particularly new social content like team wikis, blogs, and discussion threads • Inability to find pertinent content leads to repetition of costly work • Finding outdated content versions leads to project errors • Marketing staff required to contact IT for access to protected content 3

  4. Engagement Participants 4

  5. Executive Summary • Concurrency proposes expanding upon your current Office System deployment to enable an improved Enterprise Search Solution • An Enterprise Search Solution based on SharePoint Server 2010 will improve the operational efficiency of your marketing department and increase customer satisfaction with your externally facing websites • Implementing the proposed Enterprise Search Solution will provide you with: • 50% decrease in time to search corporate intranet for relevant files • 80% increase in client/partner facing website search relevance • Estimated opportunity cost savings of $1.5 million per year • Estimated IT savings of $300,000 per year 5

  6. Executive Summary 6

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Content Creation and Dissemination Process Phases – Analysis Summary 8

  9. Current State Process Analysis

  10. Current State Process Analysis

  11. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 11

  12. Future State Process Analysis Content Creation and Dissemination Process Phases – Analysis Summary 12

  13. Prioritized Process Solutions High 5 • Improve Search Functionality to Include Refinement Panels, Multi-level Sorting, Related Searches, Expertise Identification, and Context Driven Search • (SharePoint Server 2010) Building eForms for Automated Access Privileging (SharePoint Server 2010) Establishing SharePoint Sites for Marketing Department (SharePoint Server 2010) 3 Level ofComplexity • Incorporating Social Networking Content (Blogs, Wikis) into Search • (SharePoint Server 2010) Centralizing Content: Migrating and Indexing Departmental Data to SharePoint (SharePoint Server 2010) Low 1 5 1 3 High Low Value to Business 13

  14. Future State Process Analysis

  15. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 15

  16. Anticipated Benefits - Process 16

  17. Anticipated Benefits - Financial 17

  18. Anticipated Costs 18

  19. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 19

  20. Adoption & Implementation Planning Summary 20

  21. Project Plan 21

  22. Potential Adoption Roadblocks 22

  23. Adoption Roadblock Mitigation Actions by Stakeholder 23

  24. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 24

  25. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 25

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