Ken slay aiim presentation march 2011
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Transcript of Ken slay aiim presentation march 2011
AIIM Info360 ConferenceWashington D.C.
March 23, 2011
3:30 – 4:10 PM
Exploring the Mississippi Department of Transportation’s SharePoint journey
Ken SlayMississippi Department of Transportation
(MDOT)
ECM Project Manager
Overview of MDOT
Responsibilities
• Highway construction and maintenance
• Airport and port development
• Weight enforcement
• Public transit
• Rail safety
Overview of MDOT
Organization
• Governed by 3 elected commissioners representing the North, Central and Southern districts of Mississippi (Transportation Commission)
• Transportation Commission appoints an Executive Director who is responsible for day to day operations
• Approximately 3,500 employees
• 34 divisions / 6 districts / 70+ remote locations
• Administrative headquarters – Jackson, MS
Overview of MDOT
Organization
• Districts have significant autonomy
Located throughout the state where the work is done (construction & maintenance projects)
Each district coordinates, plans, designs, constructs and maintains their respective portion of the state’s transportation network
Each districts has a certain level of IT personnel (desktop support, some servers)
File shares on decentralized servers
• Divisions have significant autonomy
Located at Administration headquarters (Jackson, MS)
Focused mindset on their mission
File shares on decentralized servers
Overview of MDOT
Key Statistics
• 5,546 bridges
• 29,137 lane miles of state highways
• 23,300 assets (vehicles and equipment)
• $1.05 billion annual budget
• 83 employees in Information Systems Division
Overview of MDOT
Accomplishments - 2010
• $558 million in construction contracts awarded
• 397 miles of highway resurfaced
• 7,016 miles of unpaved shoulder re-shaped
• 3,776 miles of pavement striping applied
• 274,949 acres of right-of-way mowed
• 5,203,584 tractor-trailers weighed
• 36 arrests / 563 pounds of drugs seized
History of ECM at MDOT
EMC ApplicationXtender (AX)
• Installed in 2005
• Departmental solutions (application) typically based on a single document type or specific end-user requirement
• 11,625,164 pages (95% TIFF)
• 77 AX applications in production
• Each application is independent of others:
Taxonomy
Security
Application Design
Access to database tables for metadata validation
History of ECM at MDOT
EMC ApplicationXtender (AX)
• Varying degrees of adherence to an established enterprise metadata “policy” related to MDOT’s various coding conventions for “project numbers”
MDOT Financial Management System (FMS) Project Number
External Project Number – Used in conjunction with the Federal Highway Administration for federal billing / reimbursement
Legacy accounting system (Pre-FMS) did not enforce any rules on the use of External Project Number
AX applications that use External Project Number commonly do not enforce validation
• No retention policies or workflow used
History of ECM at MDOT
Issues with AX:
• Unhappy users (phone calls / emails to CIO) - typically mid-level managers and higher in the organization (non frequent users) complaining of difficulty in finding what they’re looking for
• No enterprise taxonomy or ability to manage deployment across applications
• High cost for licenses and maintenance relative to what we were getting
• History of “limited” software enhancements – MDOT received very little value for maintenance $
• We had questions about EOD and EOL
History of SharePoint at MDOT
SharePoint Portal Server 2003 (installed 2005)
• InfoPath and BizTalk custom workflow
MOSS 2007 (installed 2008)
• Collaboration sites
ECM @ MDOT – New DirectionQ4 2008 - Decision time
• We had some success with AX (electronic filing cabinet) but the product also had limitations and issues
• We had done no significant ECM with SharePoint
• We were at the proverbial “fork in the road”
• We made the decision to move in a different direction and purchase a new system
ECM @ MDOT – New Direction
Formed ECM team to gather requirements for:
Formed team for vendor evaluations and system selection:
• Cross section of divisions / districts representation
• Records Management participation
• Executive sponsorship
• Perform ROI Study and Report
Document Management Enterprise Search
Document Imaging Collaboration
Electronic Forms Web Content Management
Workflow Web 2.0 (Blogs/Wikis)
ECM @ MDOT – New DirectionStudy Findings - Business Process Statistics
• Average employee spends 5 hours per week searching for information
• In total, employees spend 629,460 hours per year searching for information
• We have approximately 600 paper based forms and processes in use
• Average paper form takes 1.5 hours to process end-to-end
• In total, employees spend 377,676 hours per year processing paper forms
ECM @ MDOT – New DirectionStudy Findings - ROI Calculations
• For every 1% reduction in total employee time spent searching for information, MDOT saves $108,141 per year in labor efficiency
• For every paper form that we convert to electronic, MDOT saves $18 per usage
• For every 1% reduction in total processing time (re-filing and printing) for unstructured paper documents, MDOT saves $73,899 per year
ECM @ MDOT – SharePoint
Q4 2009 - Decision to go with SharePoint 2010
• Lower cost and better R.O.I. than any other major vendor
• Significantly improved features over MOSS 2007
• Microsoft is already a key business partner (Server O/S, Desktop / Laptop O/S, Office, Exchange, Active Directory, SQL Server, Business Intelligence, Reporting)
• Microsoft’s success with SharePoint strengthened their already strong commitment
• Vibrant and proven partner network for additional products and support
ECM @ MDOT
Use Cases Screen Shots Benefits
Transportation Commission
Executive Director
Office of Administrative
ServicesDeputy Executive
Director Administration
Procurement
Facility and Records
Management
General Services
Financial Management
Budget
Asset Management
Office of Highways
Deputy Executive Director
Chief Engineer
Assistant Chief Engineer
Pre-Construction
Right of Way
Environmental
Bridge Design
Roadway Design
Assistant Chief Engineer
Field Operations
Construction
Maintenance
Traffic Engineering
Architectural Services
Assistant Chief Engineer
Operations
Contract Administration
Materials / Lab
Research
Local Public Agency
District Offices
District 1
District 2
District 3
District 5
District 6
District 7
Office of Enforcement
Commercial Motor Vehicle Enforcement
Permits
Scales Maintenance
Office of Intermodal Planning
Planning
Aeronautics
Public Transit
Freight, Rails, Ports and
Waterways
Audit, HR, Legal,
Information Systems
The “E” in ECM… Use Case to follow
The “C” in ECM…
SharePoint 2010
Scanned Paper Images
InfoPath forms
AX Migration
LOB System Reports
Microsoft Word and Excel
PDF (Plans and Contracts)
Incoming
Outgoing
Retention Policy Actions
Workflows
Manual Removal / Archival
Consumption
FAST Search
Index Query Search
Library Views
Content Query / Web Parts
Feeds (RSS, Mashup, Alerts)
SQL Reporting Services
Content Lifecycle
WorkflowSecurity
CollaborationPublishing
The “M” in ECM…
MDOT requires that documents be co-authored collaboratively in an open and secure manner. The document lifecycle includes legal holds and records declaration. The document workflow and classification process must integrate with LOB data and a managed enterprise taxonomy.
Solution Benefits
Challenge
• Implement SharePoint 2010 document management features including document versioning, document sets, check-in/out, managed metadata term store, content type publishing
• Utilize the Drop Off library to route content and drive workflow
• Utilize the Records Center feature with Document ID’s
• MDOT knowledge workers and Executives are more efficient due to the collaborative process of authoring documents.
• Decision making is improved due to accuracy and increased speed of document creation.
• Employees save time due to elimination of efforts dealing with copies and mismanaged versions.
Use Case – Document Mgt.
Why KnowledgeLake @ MDOT?
Improves business
processes by classifying our content and ensure the
information is accurate,
retrievable, secure, and auditable
Increase productivity by
saving documents to
SharePoint from any desktop application
Extends SharePoint into a fully functioning
document imaging system
Capture Connect Imaging
MDOT sought the “best of breed” SharePoint 2010 imaging solution to manage the capture and classification of millions of paper documents via our existing scanner devices (desktop, departmental and MFPs) as well as a means to drive other electronic content to SharePoint for enterprise consumption.
Solution Benefits
Challenge
• Implement KnowledgeLake Imaging for SharePoint to help organize, store, access and route scanned documents and data across the enterprise
• Install KnowledgeLake Connect as an on-ramp to add content
• Install KnowledgeLake Capture to provide a single interface for all scanners and MFPs
• Increased productivity by making more content available in SharePoint where retrieval is faster and easier
• Improved ROI through higher adoption rates due to increased user productivity
• Our old AX users can now find the right information much easier
• Increased enterprise visibility through use of MDOT taxonomy
Use Case – Imaging / Capture
Why KnowledgeLake @ MDOT?A key piece of our SharePoint strategy is KnowledLake
• SharePoint is the repository (not a web part)
• Easily the best overall integration with SharePoint of all imaging / capture products available in the market.
Administration
Security
Taxonomy
• Basic and Advanced capture and image processing capabilities that met our requirements
• Best integration with Microsoft Office products through Connect
MDOT wanted content in SharePoint and other data sources searchable via a comprehensive, full featured, highly configurable search platform integrated with SharePoint that uses an intuitive interface for easy navigation by filtering search results using MDOT’s enterprise taxonomy.
Solution Benefits
Challenge
• Implement FAST for SharePoint to crawl SharePoint sites, file shares and non-SharePoint sites
• Use SharePoint taxonomy to surface refiners in FAST search results that help a user navigate to locate desired information
• Use FAST “pipeline extensibility” for associating other data with results
• Implement people search in FAST
• Employees save time looking for other employees information
• Improved productivity through user interaction with navigational refiners based on MDOT data
• Improve responsiveness, accuracy, and timeliness though incremental crawls
• Reduce the time to find information through scoped searches
Use Case – Enterprise Search
MDOT’s solution - FAST
Greenville River Bridge
User Enters Search Term
MDOT’s solution - FAST
Content Type
Refiner
Managed PropertyRefiner
File Share
File ShareFolder Name
Used as Metadata
Scope
Search Results
Why FAST @ MDOT?
FAST for SharePoint
• Best product score from our analysis – based primarily on feature set and integration with SharePoint
• Saved $ 300,000 – $ 800,000 (6 year) over the other two finalists in our search vendor analysis
• OOB navigational refiners based on MDOT metadata (content types)
• Using “pipeline extensibility” for association of related information to content (managed properties)
• Ability to tune the relevance model of search results
• Audience targeting, Best Bets, Federated Results, Search history (term prediction)
MDOT has over 600 forms that need to be automated from paper based processes. Forms must be deployable via a browser and easily use data from our LOB systems as well as SharePoint. Must also support digital signature and front end our workflow strategy with minimal integration work.
Solution Benefits
Challenge
• Implement InfoPath 2010 to create browser enabled forms (as well as 2007 compatible Filler forms) based on SharePoint lists or form libraries supporting workflows and digital signatures
• Utilize SharePoint Designer declarative workflows to easily route content for review and approval while offering a platform that can extend to very complex scenarios
• MDOT Executives and management are more productive as they spend less time shuffling paper.
• Decisions are made faster as a result of receiving the task sooner.
• Our activities are more auditable through workflow history.
• We make better decisions due to more and better visibility into the processes.
Use Case – InfoPath / Workflow
MDOT’s solution - InfoPath
Why InfoPath @ MDOT?
InfoPath
• “No code” solutions with Rules and formulas
• Browser and 2007 Filler forms
• User Roles from AD users and Security Groups
• Data connections (web services, lists)
• Publish as Content Types & Form library columns
• Robust functionality within workflow
• Views
Read Only, secure fields, section logic
Produce print output previously entered in Excel
Why SPD Workflow @ MDOT?
SharePoint Designer Workflow
• Single and Reusable workflows
• Variables at run time or workflow association
• Serial and parallel tasks
• Access to SharePoint item, workflow context, task fields, other SharePoint libraries and lists
• Custom activities with Visual Studio
• Added Active Directory attributes for MDOT Approval Level (MAL), Division / District, Org Chart Level
The Transportation Commission meetings result in critical decisions being made that require immediate attention. MDOT executives needed information more quickly to ensure that projects were kept on schedule and people kept working.
Solution Benefits
Challenge
• Build SharePoint 2010 Team Site to include shared calendars, current agenda postings and issues lists
• Create archive libraries for meeting agendas and minutes as well as Commission Orders
• Create automated workflow processes for requesting Orders, documents, and routing content
• FAST Search for SharePoint
• The Commission is able to carry out its critical function more quickly resulting a more agile decision making body for the state of MS
• MDOT executives and management work more efficiently as the information they need to do their job is available faster
• MDOT executive can now locate key information themselves
Use Case – Team Site
MDOT’s solution – Team Site
MDOT’s solution – Team Site
Quote from Amy Hornback
Secretary to the Transportation Commission
“The staff members can go to our SharePoint site and it’s like a one stop shop for all things that deal with the Transportation Commission.”
MDOT wants to leverage the knowledge and expertise of employees. It is also important to provide a “place” where knowledge workers can use contemporary tools to create and share information. We want to encourage collaboration in an open environment yet manage the higher level administration.
Solution Benefits
Challenge
• Implemented SharePoint MySites as a means to kick start adoption as well as replace homegrown legacy applications that were problematic.
• Established MySites within the overall governance plan
• Embraced “social media” within the business and encouraged employees to use these tools in their daily work which benefits all of MDOT
• Improved the effectiveness of our overall strategy without “mandate”
• Improved collaboration through the ease at which an employee can locate a Subject Matter Expert.
• Increased efficiency through People Search and related features
• Increased ROI of existing infrastructure
Use Case – MySites
Use Case – MySites
Use Case – MySites
Use Case – MySites
Why MySites @ MDOT?
Communities
• People Profiles (MySite) – replaced homegrown Employee Directory
• Content
• Presence Detection (Lync - IM)
• Note Board (Facebook wall)
• Tagging
• Organization browser
• Colleagues
• Ask Me About (SME)
MDOT’s solution - Intranet
SharePoint 2010 Experience
Benefits:
• Increased efficiency of all employees by standardizing on document creation, storage and search tools.
• Increasing productivity as employees spend less time searching for information and more time solving problems
• Improved decision making by the ability to access the most current version of a document
• Improved productivity through increasing the collaborative output of our team-based workgroups
SharePoint 2010 Experience
Benefits:
• Save taxpayer money as more work is produced within our given fixed resources.
• Better service to our constituents and business partners
• Business process improvement – workflows control approvals, reviews and policy adherence
Next End
ECM @ MDOT
Best PracticesPlanning, Deployment & User Adoption
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Planning
• Enlist the services of a qualified SharePoint architect
• Introduce the SharePoint architect to the Information Architect. The project will not succeed without their joint collaboration.
• Before clicking a single button, document the high level business requirements related to:
What are you trying to accomplish?
What is the nature of the content?
To what degree does the content go through a collaboration process before publishing?
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Planning
• Create a Document Inventory Matrix (documents, forms, reports) based on an assessment identifying the following:
Business owner (person and unit)
Purpose
Retention
Metadata
Frequency
Data source
Dependencies
Permissions
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Planning
• Create a Taxonomy Matrix identifying what data needs to be associated with what content
• Establish a Governance committee to establish policies and make on-going, informed decisions
Formalize a decision making process (“Decide on how you decide”)
Establish roles and put people in them
Committee assignments
Give them the freedom and the authority to make decisions
Added benefit: Learning experience
Added benefit: Team building
Added Benefit: Collaborative buy-in
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Deployment
• Create hierarchical base content types for core business content (example: Document, Project Document, Design Drawing)
• Use content type syndication and managed metadata
• Use retention policy, user control, workflow or architectural implementation to govern the lifecycle of all content
• Use security inheritance when possible
• Create additional sites rather than breaking inheritance when possible
• Use out of the box permission levels when possible.
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Deployment
• Use a foldering methodology for unique permissions and high volume content within libraries
• If BLOBs in the database concern you, fix it. Invest in a RBS. (MDOT uses StoragePoint based on flexibility of externalization process)
• Create coding convention for SharePoint group names that identify who it is and what it is used for
• Create single person SharePoint groups equivalent to organizational roles for use in workflows and permissions
• Establish site deletion process based on inactivity duration.
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Adoption
• Set an example for the organization. Create a single team site for everyone involved with the project and give domain access. Encourage participation.
• Use links, RSS, and alerts – try not to send information in an email
• Create a wiki for all SharePoint tips, workarounds, best practices, error resolutions, etc.
• Assign a person in the Governance document to be the “wiki-master”
• Place all system activities (update schedules, tasks and announcements) on the new team site
SharePoint 2010 @ MDOT
MDOT’s “Best Practices” for ECM - Adoption
• Create “demo” web application for everyone to have a place to “get their feet wet”
• Use the rating feature on a suggestion list
• Create an Acceptable Use policy if you do not have one
• Develop or acquire content and require site owner training
• Publicly recognize people for most and best posts (office parties, team building, etc.)
• Have a monthly prize for best SharePoint idea
Don’t Forget…..Visit the Microsoft booth (#1600) and learn how to play the Microsoft Partner Passport game as well as sign up to take a session in the Microsoft Experience Center (MEC)
Get your badge scanned at SharePoint 2010 track sessions and automatically be entered to win the grand prize – the more sessions you attend the more chances you have to win!