Creating an ECM StrategyTechnology as a Service

Presented by Karuana Gatimu, ECMP

February 18, 2009

Who Am I?• Technology professional with 18 years experience in

project management, custom application development and corporate training.

• Certified Enterprise Content Management Practitioner

• Currently IT Project Manager & SharePoint Architect for Skechers USA, a global footwear manufacturer

• 10 Years as a content management specialist for legal and government industries

• Principle Enthusiast at SharePointStrategist.com

Focus on Technology as a Service

Start the Conversation – Engage Others

It’s a Process not a Product

Evaluate Existing Systems & Processes

Find Your Pain Points

An ECM Strategy – Why You Need OneWhat Is It? An ECM Strategy document is an iterative document which outlines your requirements, approach & measurable goals for delivering ECM services to the enterprise.

Understand Your Process: Whether you use the SDLC, MSF, RUP or a hybrid have a project management process

Establish Project Stakeholders: These executive level people will help you manage organizational change

Establish a Communication Plan! Know in advance how you will communicate about your project

Plan your Resources: Yes, even if you are a team of one have a resource plan

Define Success: Find measurable goals and track your success. Create a feedback process for your users

A Word About Project Management

SharePoint Technology PlatformDocs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists

Enterprise Portal template, Site Directory, My Sites, social networking, privacy control

Enterprise scalability,contextual relevance, rich people and business data search

Rich and Web forms based front-ends, LOB actions, pluggable SSO

Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards

Integrated document management, records management, and Web content management with policies and workflow

ContentManagement

BusinessProcess

Business Insight

Collaboration

Portal

Search

Leveraging SharePoint

Ad-hocTeamSites

Business Solutions

StructuredTeam Sites

Bu

sin

ess V

alu

e

Inter-connected Virtual Workplace

Initial Defined

Managed

Measured

Optimizing

Capability Maturity Model (CMMI)

Body of Work Reference: Carnegie Mellon SEI

http://www.sei.cmu.edu/cmmi/general

Challenges to Implementation

ECM Strategy

Technology as a Service

Architecture Design

IT Resources

Pilot Project Selection

Risk Analysis

Best Practices

Implementation

Theory

If you are new:◦ Think about an appropriate pilot project to cut

your teeth on◦ Do not over commit or deploy all features at once

If you have an existing deployment:◦ Which segments can you enhance?◦ How are you delivering value to your users?◦ Which pieces of the strategy have you missed on

previous projects & how can you improve?

New vs. Existing Deployments

Architecture Considerations Taxonomy - How you classify data as

expressed through:◦ Content database & web app design◦ Content types◦ Custom columns◦ Other metadata

Legacy Integration◦ Links to external databases (CorasWorks Tools)

Data Conversions◦ Unstructured to Structured Data◦ File Stores

Architectural Example

My Site

SPAdmin &

Gallery

DocCenter

Dept’s IT SALES

ProjectSites

Training

Cora

sW

or

ks

Con

ten

t To

ols

MO

SS

SQ

L

Ind

ex

GR

Vd

Rela y

EM

S

Rep

ort

Mic

rosoft

Web

or

E-m

ail

Clie

nt

MOSS Portal

External Services

MO

SS

Arc

hi

ve

Persona Driven Data Delivery

MYSite (Main Persona - Redesigned)

Calendar

Department or Workgroup

Dept. Calendar

Resources

Master vendor & employee lists

Centrally Configured Security Profiles via AD Load balanced at site level Visibility by Target Audiences

The solution to serving up information from

disparate systems

Embodies the idea of technology as a service to

the enterprise by allowing users to focus on

business issues not technology

True integration of the capture and consumption

of information

The “X” Factor Breeze by CorasWorks

Virtual Workplace Environment

CorasWorks is an application development tool The Power:

◦ Minimizes need for custom code or .NET developers on staff OOTB Web Parts, Wizard driven configuration, easy Admin

screens

◦ Data Integration Toolset pulls and pushes data to/from external sources

The Flexibility◦ Allows documents & lists to be viewed and acted upon

across sites & site collections Roll Ups & Action Libraries

◦ 80% of all central configuration, design and deployment can be automated Gallery Management, Central Configuration, Global Navigation

CorasWorks – Steroids & Yoga for MOSS

a. SOX b. HIPPA c. Information retention policy

◦ Document & data life cycles d. Legal (litigation & other requirements) e. Executive management review/approval f. Enterprise change management policy

Compliance & Governance

Each consideration can be handled by content types with associated workflows, audit trails, publishing sites, content expiration and a taxonomy that identifies the owners of content.

Fault Tolerance & Data Protection

Immediate and future needs

Amortized costsHardware,

licensing, service expenses

Scalability

Resource Allocation

Education of Internal Resources

Balance Internal & External Expertise

Long Term Planning

Institutional Knowledge

Management

Pilot Projec

t Select

ion

Define Business

Case

Budget Risk Advise Plan

Cost & Risk Analysis

Goals by Quarter for MBO planning◦ Be careful what you publish!

Quality Assurance & Measuring◦ a. User feedback process◦ b. Revision criteria◦ c. Defined criteria for success◦ d. Iterative development processes◦ i. Prioritize feature roll outs by iteration

Goals & QA

CorasWorks’ Breeze Virtual Workplace: Use this powerful tool to educate your teams on functionality and stimulate your imagination about solutions.

Global Networks: Assistance from professionals who have seen a variety of system implementations is critical.

Web Resources: ◦ Microsoft

◦ CorasWorks.net

◦ SharePoint University

◦ SharePointStrategist.com

Must Have Books:◦ Essential SharePoint 2007 by Jamison, Carderelli & Hanley

◦ Microsoft® Office SharePoint® Server 2007 Administrator's Companion by Bill English

◦ SharePoint Best Practices by Bill English

Resources

Questions & Comments