MOBILITY & SHAREPOINT

ON THE ROAD: OPTIMIZING SHAREPOINT FOR MOBILE DEVICES AND DEALING WITH A BYOD WORLD!

DOUG HORTON – HANDSHAKE SOFTWARE INC.

STEVE MCHARGUE – PROJECT LEADERSHIP ASSOCIATES

THE WORLD OF BYOD

MOBILE PURCHASES 2011 ILTA PURCHASING SURVEY

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Playbook?

Really

TABLET PURCHASING POLICY 2011 ILTA PURCHASING SURVEY

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DLP* POLICY ILTA 2011 TECHNOLOGY SURVEY

*DATA LOSS PREVENTION

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HOW EASY IS IT? FORM FACTOR!

ISSUES IN THE MOBILE ENTERPRISE

Corporate Data

• Connectivity to Line of Business Systems

• Corporate Documents

Platform

• Multiple form factors: Tablet, Handheld

• Multiple Operating Systems

Security

• Corporate owned devices

• B2B, B2C, Employee owned devices

Usability • Platform-appropriate UI

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CORPORATE DATA DECISIONS

• Elite, Aderant, iManage, eDOCS, InterAction, etc. – Client/Matter-centric

SharePoint access to 3rd Party Data

• Lists, Wikis, Blogs, DM & Email Management, News, Announcements; Multi-site?

SharePoint Content

• Build or Buy

• Mobile App for each application?

1 App or Many Apps

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PLATFORM WHAT YOUR USERS MAY BRING TO YOU!

Devices

• Standards v. BYOD

Android

• Open source based

Apple, WinPhone, Blackberry?

• Closed systems

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SECURITY WHERE THE FIRM DOES CONTROL THE DEVICE

Device is a member of your network

• Leverage Pathways built for RDP

Corporate software is installed

• Install Corporate VPN

You can trust the user

• Some content cached on the device

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SECURITY - BYOD WHERE THE FIRM DOES NOT CONTROL THE DEVICE

Device is not a member of your network

• Secure Pathway to Corporate Information

No corporate software is installed

• Download from App Store

You can not trust the user

• Content is encrypted on the device

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SECURITY LOSS OF DEVICE

MOBILE DATA MANAGEMENT

MDM – Lost device is wiped but…wipes personal data too!!

Device is not a member of your network

• Secure Pathway to Corporate Information

• GATEWAY

OPTIONS SECURE ACTIONABLE FIRM CONTENT ON MOBILE DEVICES

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VPN - Citrix or others

Gateway

ON DEVICE SECURITY

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Communications to

Network/Gateway

Simple Wrapper v.

Secure Container App

ON DEVICE SECURITY – CONTAINER APP

Encrypts Cached Data

Encrypts Network traffic

Impervious to MalWare & Other APPS

• Only Partner Smith’s iPad can access the gateway

• no other iPad can access the info even with the right credentials

User AND Device Specific Content Access & delivery

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MOBILE DOCUMENTS

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Documents can be presented on the

Mobile

Present the necessary information to

identify the document and tie it to a

matter

Lets select a Document

IPHONE DOCUMENT VIEW DOCUMENTS

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Document is viewable on the mobile

device

If the appropriate editing software were

on the mobile device, check-in/out and

edits can be achieved

SECURITY MOBILE DOCUMENT MANAGEMENT

Review

• Open a copy of the document that cannot be edited

Edit

• Open with 3rd party app

• Version Control

• Native DMS functionality

Forward

• Can now be sent anywhere

• Corporate Record of it being sent?

• What Meta Data is being sent?

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SUMMARY

ISSUES IN THE MOBILE ENTERPRISE

Corporate Data

• Connectivity to Line of Business Systems

• Corporate Documents

Platform

• Multiple form factors: Tablet, Handheld

• Multiple Operating Systems

Security

• Corporate owned devices

• B2B, B2C, Employee owned devices

Usability • Platform-appropriate UI

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IPAD USE STATISTICS IPAD AND TRADITIONAL DESKTOPS

of business users have completely replaced their desktop with an iPad

16% have partially replaced their desktop with an iPad

54%

IDC iPad for Business Survey 2012

USABILITY

Everyone has one, what’s holding us

back?

Biggest constraint to adoption is

usability

COMPLEX PARADIGM SHIFT*

Mainframe

Mini-computers

PC/LAN

DOS Win95

IE/Laptop

Mobile Tablet /Phone

* “Those who don't know history are destined to repeat it.” – Edmund Burke

USABILITY LESSONS LEARNED FROM PREVIOUS SHIFTS

Port • Run the Solution as is in the new environment

Face Lift

• Give it a user interface that matches the new environment, but the underlying technology remains the same

All in

• The solution is rewritten from the ground up to be a tablet based app and takes full advantage of the inherent features and functionality of that device

USABILITY UNIQUE PROBLEMS FOR LAW FIRMS

Our content, for the most part, doesn’t live in SharePoint

Most of today’s SharePoint tablet apps provide a way to navigate through sites and libraries

The “App Store” marketplace is not at the point to provide a ready to use solution suitable for law firm SharePoint access

TODAY’S OPTIONS

Present your site on the ‘tablet’ via the tablet’s browser

Develop a custom native solution for the device

USABILITY READ-TAP ASYMMETRY

Websites suffer from, what web usability guru Jakob Nielsen refers to as “read-tap asymmetry.”

The font may be legible in size, but the “tappable” areas are so small that users are prone to missing the targets or are unsure whether the areas may be tapped.

Best practices dictate that text needs to be large

enough to read AND tap, as do touchable areas and link

regions.

USABILITY DESIGN CONCERNS

While websites are generally usable on a tablet, document fidelity can be compromised when viewed. Images can be repositioned, fonts changed (far fewer fonts available than on a desktop); bullets and formatting can be lost.

This is a significant issue when you factor in that Legal Documents are a magnitude more complex than most internal corporate documents.

USABILITY DESIGN CONCERNS

Particularly the drops down menus available from the typical list view are difficult to access, and usually require more than one attempt.

A novice, who may not even be aware of the existence of the drop down menu, may not be able to open the document at all and be frustrated in the attempt.

USABILITY DESIGN CONCERNS

Although most tablet screens are adequately sized, it’s still smaller than a typical desktop monitor. Also, while touching the screen is simple, it is less precise than clicking with a mouse.

Small target areas are a particularly big problem for websites that are designed for the desktop.

Designers and programmers traditionally work on much higher-resolution monitors with significantly larger viewing area. All designs need to be cross-platform checked to allow for viewing on mobile screens and adjustments made, as needed.

USABILITY SOME DESIGN RECOMMENDATIONS

Keep links far enough apart so the target areas are clearly definable

All functions should be equally accessible in both landscape and portrait orientations

Avoid hover-type menus or indicators, as they are not intuitive to the untrained and are difficult to access even for experienced users.

Touch entire table cell as opposed to a word or radio button.

Fonts must be large enough (at least 12px) to be legible and linkable text large enough to tap.

Spacing between links and text boxes must be greater to allow for easier access

Buttons and icons need to be large enough to easily tap and distinguish purpose

When creating reports and scorecards, make sure to specify font settings that will display correctly on the tablet.

Use fewer rows and columns with the expectation that the reports will be viewed on a much smaller screen.

USABILITY FACTORS FOR SUCCESS – KNOW YOUR AUDIENCE

Who is using the tablet in your environment, and what do they really need access to? Don’t feel like success is dependent on replicating your full portal, as is, to the tablet. In fact doing so is probably the surest way to failure.

Your audience is probably attorneys, and they probably want the following in descending order of importance.

Easily find, annotate and forward a critical document from the DMS.

KPI’s to things that most attorneys, especially capital

Partners, want to see everyday like daily cash.

KPI’s that your CFO wishes attorneys wanted to see every

day, like Aged WIP/AR and missing time and pre-bills.

News feeds and “other stuff” from your portal.

ISSUES IN THE MOBILE ENTERPRISE

Corporate Data

• Connectivity to Line of Business Systems

• Corporate Documents

Platform

• Multiple form factors: Tablet, Handheld

• Multiple Operating Systems

Security

• Corporate owned devices

• B2B, B2C, Employee owned devices

Usability • Platform-appropriate UI

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QUESTIONS

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