Post on 10-Apr-2020
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SharePoint CertificateProgramSpecialist Course
Module SSA‐2
Strategy
AIIM SharePoint Certificate Program
SharePointPractitioner
SharePointSpecialist
SharePointStrategy
Case StudySharePointSpecialist
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SharePoint Specialist Course Outline
Implement SustainTransitionAssess
Test Train
Information Gathering
Strategy
Change Management
Customization
Integration
Documenting Requirements
Records Management
Test, Train, Sustain
Migration
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Business Case Governance
Module 2
StrategyStrategyHow to develop an enterprise content and records management strategy
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Objectives
At the end of this module, you will understand how to:o
Build an enterprise content and records management (ECRM) strategy
Construct a reference architecture and technology roadmap
Develop a program plan to execute the strategyDevelop a program plan to execute the strategy
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Agenda
Strategy Overview and Rationale2.1
Process, Governance, and Organization Gaps2.2
Reference Architecture2.3
Identification of Projects2.4
f l d l
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Project Portfolio and Program Plan2.5
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Agenda
Strategy Overview and Rationale2.1
Process, Governance, and Organization Gaps2.2
Reference Architecture2.3
Identification of Projects2.4
f l d l
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Project Portfolio and Program Plan2.5
Strategy Overview
Strategy, from Merriam‐Webster:
The art of devising or employing plans toward aThe art of devising or employing plans toward a goal
Strategy, from a practical standpoint:
ECRM reference architecture and technology roadmap
P i iti d ECRM j t tf liPrioritized ECRM project portfolio
Overall ECRM program plan, cost and resources
Objective: focus and funding
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Business Drivers
Employee workflow, productivity
Efficiently finding and handling informationEfficiently finding and handling information
Knowledge management and corporate memory retention
Mitigating eDiscovery risks
System consolidation, cost reduction
Disaster recovery, business continuity
Legal and regulatory compliance
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Strategy Rationale – Reconciling Needs
FLEXIBILITYFLEXIBILITY CONTROLCONTROL
Collaboration
Enhance Working Environment
Document & Records
ManagementEnsure
Compliance
Publication
Information Access
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•Speed / ease of commissioning•Team autonomy•Ease of use
•Standardization•Governance•Compliance
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Strategy Rationale – Technology to Meet Needs
SharePointSharePointSharePointSharePointTraditional ECRM SystemsTraditional ECRM SystemsTraditional ECRM SystemsTraditional ECRM Systems
SharePointSharePointSharePointSharePoint
Collaboration
Enhance Working Environment
Document & Records
ManagementEnsure Compliance
Publication
Information Access
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ProcessOrganizational Support
Governance
Agenda
Strategy Overview and Rationale2.1
Process, Governance, and Organization Gaps2.2
Reference Architecture2.3
Identification of Projects2.4
f l d l
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Project Portfolio and Program Plan2.5
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Guiding Principles
Guide decision making during strategy development and program executiona d p og a e ecu o
Statements that encapsulate stated / unstated enterprise goals and desired organizational culture
Developed from:
Assertions at the outset of the initiative
M t it tMaturity assessment
Interview feedback
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Guiding Principle Samples
We will provide a flexible and collaborative solution for employees to manage their working documentso e p oyees o a age e o g docu e s
All information will be retained/disposed, regardless of format, according to a records retention schedule
Specific ownership and accountability shall be assigned for all electronic content and storage areas
All electronic content will be managed according toAll electronic content will be managed according to the rules defined in the information lifecycle model
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More Guiding Principle Samples
Minimize the impact of change by coordinating with and/or leveraging existing efforts and processesa d/o e e ag g e s g e o s a d p ocesses
Enterprise‐wide initiatives must have representative input from across the organization
We will provide employees the knowledge, support, and tools to meet clearly stated expectations
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Gap Analysis Overview
Gaps identified during:
ECRM maturity assessmentECRM maturity assessment
Interviews
Current state analysis of organizational‐level elements:Governance, critical business processes, technical landscape and related efforts and eventslandscape, and related efforts and events
Understand the relevance or impact to organization
Prioritize
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Addressing Gaps
Deliberating optionsApply guiding principlespp y gu d g p c p esResearch, outside help, team working sessionsDefined timeframe for analysis
Goal of analysisIdentified approaches and options to solving the problempDo not try and solve every problem during analysisDetail enough to build the program plan
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Gap Analysis – Business Process
Deficiencies in, or absence of, structured sets of activities that serve a specific goalac es a se e a spec c goa
Examples:
Hold order process not applicable to SharePoint content
Major application deployments or procedural changes are not piloted firstchanges are not piloted first
Content is published to the portal without a defined approval process
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Gap Analysis – Governance
Deficiencies in, or absence of, policies, procedures, standards, and metrics for ECRMs a da ds, a d e cs o
Governance vs. SharePoint‐specific governance
Examples:
Retention of SharePoint content inconsistent; no monitoring against records retention schedule
A i f ti lif l d l d t i t fAn information lifecycle model does not exist for electronic content
No documented policy on email usage
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Gap Analysis – Organization
Deficiencies in, or absence of, effective:Awareness and traininga e ess a d a gCommunication and change managementStaffing, functional and technical, for program execution and sustainability
Examples:The organization lacks Records Management rolesg gSharePoint training has been ineffectiveCurrent support of SharePoint environment is inadequate
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Strategy Checkpoint
Guiding principles drafted
Gap analysis for:Gap analysis for:
Business processes
Governance
Organization
Next: technology gap analysis with a reference architecture
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Agenda
Strategy Overview and Rationale2.1
Reference Architecture2.3
Process, Governance, and Organization Gaps2.2
Identification of Projects2.4
f l d l
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Project Portfolio and Program Plan2.5
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ECRM Reference Architecture
A logical depiction of the various services that comprise an ECRM solutionco p se a so u o
Based on Doculabs’ Enterprise Reference Architecture model
Charts current and desired usage of different technologies for ECRM technology gap analysis
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ECRM Reference Architecture
Service
ServiceLayers
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Inventory Technologies
Inventory technologies based on reference
hit tarchitecture
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1-FAST2 Sh P i t
7-Product G8 P d t H
13-Product M14 P d t N
1-FAST2 Sh P i t
7-Product G8 P d t H
13-Product M14 P d t N
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2-SharePoint3-SAP4-Product D5-Product E6-Product F
8-Product H9-Product I10-Product J11-Product K12-Product L
14-Product N15-Product O16-Product P17-Product Q18-Product R19-Product S
2-SharePoint3-SAP4-Product D5-Product E6-Product F
8-Product H9-Product I10-Product J11-Product K12-Product L
14-Product N15-Product O16-Product P17-Product Q18-Product R19-Product S
Assess Technology Usage
Map technology usage against services
Assess “fitness” of technology usage
Best in class, unquestioned industry standard
Potential to be a standard
Adequate, but not part of a long‐term solution
d b dd dNeeds to be addressed
Inappropriate, not suitable
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Sample Technology Assessment
1-Product A 7-Product G 13-Product M1-Product A 7-Product G 13-Product M
Technology
2-Product B3-Product C4-Product D5-Product E6-Product F
8-Product H9-Product I10-Product J11-Product K12-Product L
14-Product N15-Product O16-Product P17-Product Q18-Product R19-Product S
2-Product B3-Product C4-Product D5-Product E6-Product F
8-Product H9-Product I10-Product J11-Product K12-Product L
14-Product N15-Product O16-Product P17-Product Q18-Product R19-Product S
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Analysis – Enough Technology?
Identifymissing solution?
Consolidatesolutions?
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Analysis – The Right Technologies?
Addressimmediately
Opportunityto standardize?
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“To Be” Reference Architecture
211
1 – SharePoint 20102 – Product B3 Product C
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1 3 1 1
511
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3 – Product C4 – Product D5 – Product E6 – Product F7 – Product G 7
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1
1
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Technology Roadmap
A three‐ to five‐year plan for ECRM technologyIncludes:
Current technology baseline“As is” reference architectureTechnology assessment
Strategic technology direction / desired stateCandidates for retirementCandidates for standardization
Timeline for transitionEstimate in increments of years
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Technology Roadmap
20102010 20102010‐‐20112011 20122012
BaselineBaseline TransitionTransition TargetTargetBaselineBaseline
Strategic DirectionStrategic Direction
TransitionTransition TargetTargetProduct AProduct BProduct CProduct DProduct E
Product FProduct GProduct HProduct IProduct J
Product KProduct LProduct MProduct NProduct O
Product AProduct DProduct E
Product MProduct OProduct Q
Product BProduct CProduct FProduct GProduct H
Product IProduct JProduct KProduct LProduct N
Product AProduct DProduct E
Product MProduct OProduct Q
SharePoint’s role as part of strategic direction
Many variations
Not a single solution for all organizations
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Solution Options
SharePoint & SharePoint & ECRMECRM
SharePoint & SharePoint & ECRMECRM
SharePoint OnlySharePoint Only
User Interface ECRMECRM
SharePointSharePoint
ShareShare
SharePointSharePoint
ShareShare
SharePointSharePoint
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ECRMECRM
ECRMECRM
ShareShare‐‐PointPointInformation
Management
ShareShare‐‐PointPoint
Other Technology Gaps
Deficiencies with:UsabilityUsab yAvailabilityPerformanceTechnical support
Examples:The existing content management environmentThe existing content management environment lacks a disaster recovery solution or Users need offline access to records repositories.
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Agenda
Strategy Overview and Rationale2.1
Identification of Projects2.4
Process, Governance, and Organization Gaps2.2
Reference Architecture2.3
f l d l
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Project Portfolio and Program Plan2.5
Overview of Projects
Characteristics of a project:
Clearly articulated objectivesClearly articulated objectives
Identifiable benefits
Defined scope, activities, and deliverables
An estimated and finite duration
Balance enterprise objectives with achievable results
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From Gaps to Projects
Group related gaps and options
Not all projects are technology‐focusedNot all projects are technology‐focused
One or more projects for each new or retiring technology on the technology roadmap
Processes or systems with significant impact require proofs of concept and/or pilot projects
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Proofs of Concept and Pilot Projects
Proof of ConceptTests process or system design for feasibilityVery small scale implementation or a paper exercise
PilotValidates the solutionHelps to uncover issues that may arise during full
l d l tscale deploymentIncludes defined timeframe, objectives, specific measurement criteria, and feedback process
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Foundation Projects
Prerequisite capabilities on which to build
Focused on organization business processes andFocused on organization, business processes, and governance
Projects:
Define information lifecycle model
Create and update governance artifacts
Establish ECRM function
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Foundation Projects
Define information lifecycle modelFinalize states and business rulesa e s a es a d bus ess u es
Create and update governance artifactsRecords retention schedule refreshInformation management policy refreshStandards, guidelines for information lifecycle use
Establish ECRM functionEstablish ECRM functionRoles, responsibilitiesStaffing and other resource commitments
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SharePoint Infrastructure and Governance Projects
SharePoint proof of concept
SharePoint infrastructureSharePoint infrastructure
Overall sizing and planning
Hardware and software procurement
Configuration or development
SharePoint governance
SharePoint pilot
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SharePoint Deployment
Options
“Big bang”Big bang
Departmental
Process based
Consider change management and logistics
Selected option impacts overall deployment schedule, resource requirements, and cost
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Agenda
Strategy Overview and Rationale2.1
j f li d l
Process, Governance, and Organization Gaps2.2
Reference Architecture2.3
Identification of Projects2.4
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Project Portfolio and Program Plan2.5
Project Portfolio
Expand existing project descriptions to include:
Specific tasks and deliverablesSpecific tasks and deliverables
Challenges and risks
Dependencies
Staffing assumptions
Prioritize
Input from project team, experts, and stakeholders
Apply guiding principles
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Program Planning
Project versus program
Project – a beginning and end to deliver a specificProject a beginning and end to deliver a specific product or service
Program – Several related projects to improve an organization's performance or meet a broad goal
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Program Schedule
Build a timeline of projects, in increments of months
DependenciesDependencies
Priorities
Factor in external events
Ensure adequate time for:
System and data migration
Pilot projects and subsequent iterations
Identify short, medium and long‐term milestones
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Sample Program Schedule
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Risks and Challenges
Analyze overall risks and challenges in the program planp a
Executive commitment
Change management, education, and communication
Resource constraints
F diFunding
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Summary
In this module we covered:
Developing an ECRM strategy with SharePointDeveloping an ECRM strategy with SharePoint
Using a reference architecture to help build a technology roadmap
Identifying projects and building a program plan to execute your ECRM strategy
I th t d l ill i t d B i CIn the next module, we will introduce Business Case.
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