2008www.teamtechnologyinc.com

Prepared for: Enterprise Search Summit

October 17, 2012

Presented by:

Helen L. Mitchell, Team Technology, Inc.

Dan Stroman, Discover Technologies

When SharePoint Isn’t EnoughAdding Enterprise Class Search

for Better CollaborationCase Study at the Food and Drug Administration

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• The views and opinions expressed in the following PowerPoint slides are those of the individual presenters and should not be attributed to the Food and Drug Administration, Enterprise Search Summit, Information Today, its directors, officers, employees, or any organization with which the presenters are employed or affiliated.

DISCLAIMER

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Biography

Helen L. Mitchell – Principal, Team Technology, Inc.

• Over 32 years at DHHS having led one of the largest Enterprise Search implementations among Civilian Federal Agencies

• Over 20 years experience as a Project Manager leading cross functional IT teams in collaboration with scientific and regulatory communities to successfully develop and implement many FDA mission critical projects

Develop enterprise-wide search strategies & solutions Build governance, management and end user buy-in Promote collaboration, standards, findability and

improved organization of data and document assets Passion – to help clients to reduce costs, improve

quality and efficiency, reduce 'pain points' and achieve a positive search experience

Dan Stroman – Vice President of Sales, Discover Technologies

Over 20 years of experience in IT finance and IT sales management.

Previously served as head of Microsoft’s Americas Business Productivity group, responsible for sales and marketing of the FAST Search Server for SharePoint 2010 software products in North, Latin and South America.

Previously, while serving as Regional VP, Public Sector, for the FAST subsidiary of Microsoft, Dan was awarded Microsoft ‘Gold Club’ honors having led one of Microsoft’s top performing regions winning major relationships with Dept. of Justice, Dept. of Homeland Security, EMC, HP, PTC and BAH

Prior to joining Microsoft, Dan led award-winning Public Sector and OEM sales efforts at FAST as well as search engine maker, Convera.

Biography

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About Team Technology, Inc

Capabilities

- Critical IT Infrastructure Support - Program /Project Management - Business Process Improvement- Communications and Networking- Enterprise Application Integration- Information Security

- Business Intelligence - Software Test and IV&V- Systems Engineering and Technical

Support - Organizational & Workforce Development- HW/SW: Acquisitions & Deployment- Requirements Analysis

• Over 10 years experience in IT professional services & products

• Headquarters in Washington, DC.•

• SBA Certified SDB, 8a

• Successfully support client efforts leveraging an integrated team approach ensuring project success from strategy setting to design and implementation.

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• FDA Mission Challenges• FDA Informationally Challenged• FDA Landscape• FDA Communities of Practice• FDA Search Examples• New Knowledge Discovery Functionality Needs• How To Build An Effective Search Strategy• On The Road to Success• How to Enhance Knowledge Discovery & Collaboration• FAST Search Differentiators vs. SharePoint OOB• Best Practices• Questions & Answers

Agenda

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• Rapid Transformation of Science & Technology that Generates Products FDA Regulates

• Increasing Consumer Expectations Ex. To easily obtain medical & risk-related information

• Expansion of Global Trade and Production Overseeing the Foreign Drug Manufacturing Supply Chain Import Safety and Screening

• Emerging Public Health Threats Food and Product Safety

• Protecting Patients and Promoting Innovation• Product Safety and Inspections• Counter-Terrorism and Emergency Coordination

FDA Mission Challenges

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FDA Mission Challenges (continued)

FDA Regulated Products Import StatisticsImported from 150 Countries

Have over 150,000 Importers

Have over 300,000 Foreign Facilities

Nearly 20 million shipments of food, devices, drugs, and cosmetics will arrive at U.S. ports of entry this year

250% Increase in Imports in the last Decade

Around 15-20% of all food consumed in the U.S. originates outside our borders

70% of seafood and 35% of fresh produce come from outside our borders, which are most vulnerable in terms of potential contamination

Up to 40% of the drugs Americans take are imported

Up to 80% of the active pharmaceutical ingredients in those drugs come from foreign sources

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• Current Enterprise Search Product De-supported Limited Search Features & Functionality Oracle & Documentum Connectors don’t support current versions Does not support Windows Server 2008 or later version

• Manually Sift through Structured/Unstructured Data Oracle & Documentum Databases Network File Shares Content & Document Management Systems Social Networks, Websites Emails, Desktop

Lack of Data Standardization Each source has a unique access method & needs translation Metadata mapping between search engine and underlying systems

• Content Findability Solutions Were Not a Priority

FDA ‘Informationally’ Challenged

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Current Stakeholders and Users Frustrations

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Inspectors, Investigators, Law Enforcers

Scientific Reviewers, Researchers

Managers, Decision Makers Administrative Support

FDA Communities of Practice (Persona)

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Example 1: Product Quality Issue

• Investigator Needs to Inspect Company ‘XYZ’– Access Relevant Info BEFORE Inspection or

Investigationo Review Registration Infoo Review Product Approvalso Review Warning Letterso Review Adverse Eventso Review Field Alerts

– Identify Target Issues to Address with Company BEFORE Inspection/Investigation

– Staff Currently Search across Disparate Sources of Information

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Example 2: Drug Safety Issue

• Better Integration with Business Processes – Ex. Safety Evaluator receives Serious Adverse Event

Reporto They Would Need to Search and Review:

Other AERs for same drug(s)

Latest Labeling

Latest Reviews

Info on Network Shares, eRooms, Websites

External Data, Journals, Regulations

Analyze data

Lot #s & Distribution Info

• Enterprise Search Can Provide Integrated Search Across Above Content (‘one-stop shop’)

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New Knowledge Discovery Functionality Needed

• End User

- Dynamic and admin influenced ranking

- Fielded search- Parametric search- Semantic search- Clusters

• Searching

- User profile- History- Discovery- Taxonomy

• Personalization

- Categorization- Entity and fact

extraction- Summarization- Sentiment

analysis- Metadata

generation

• Text Analytics

• PARSING/TOKENIZING

• Security

• Sources of Enterprise Content

- Global analysis

- Static ranking- Store

• Indexing

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How To Build an Effective Search Strategy

• Get the Buy-in of Management • Carefully integrate standardized search technologies with

business processes• Educate the user on search concepts and search tool

capabilities

• Be Sensitive to Persona Requirements:– Expectations differ for Pre Market, Post Market Safety,

Product Quality, Global Threats, etc.o Access different types of information o Develop Persona based Nomenclature standards

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How To Build an Effective Search Strategy (continued)

• Standardize Nomenclature• Simplify Navigation • Identify Search Requirements at the

BEGINNING of a Project• Develop Prototype and/or Pilot• Communicate with the User Community

– Ex. Workshops, training, surveys, feedback

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On the Road to Success

• FDA Achievements to DateBuilding upon Internal successes

Enterprise Search w/RetrievalWare Traction Social Software

Recently Procured SharePoint and FAST Search Migrating eRooms to SharePoint Formulating Search Strategies Analyzing Users Requirements Planning User Training

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FAST Differentiators vs. SharePoint OOB, et al• Connectors

Extensive list of connectors with bulk & incremental updates Microsoft built & enhanced connectors for Microsoft components

(e.g. SharePoint)• Security – comprehensive Security Access Module supports:

Extraction of Access Control Lists (ACLs) from Active Directory, LDAP & Custom Sources

Connectors extracts ACLs extract AD, LDAP & connector-specific ACL’s

Supports pre-query filter (which removes inference/covert channels and improves response time)

Supports post-results trimming of results (based on content updates)

Opportunities to Enhance Knowledge Discovery

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• Exposed, easily manageable pre-index content pipeline for different content sources More than 200 default stages 12 default pipelines Mix & match stages using GUI Administration Tool Extensible using default stage to integrate external

processing (e.g. application call-outs) Extremely scalable framework

FAST Differentiators vs. SharePoint OOB(continued)

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• Exposed Query & Result pipelines for query & result processing, including: Security trimming Navigator binning Relevancy sorting Linguistic search components Custom logic

FAST Differentiators vs. SharePoint OOB(continued)

Example = Contextual Recommendations

• Documents, experts and sites directly related to item of interest

• Provides content pre-viewing and search “drill down”

• User selections adjust the content recommendations

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• Linguistics – comprehensive of the box advanced linguistics (versus ‘language agnostic’ approach) Supports detection, decoding & search of 84 languages Supports advanced linguistics on 35 languages, including

spelling support/suggestions, phrasing/anti-phrasing, approximate match, pattern matching, phonetic matching, dictionary based matching, etc.

Linguistic approach is much more powerful and flexible than the limited stemming approach

FAST Differentiators vs. SharePoint OOB(continued)

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• Linear Scalability in three dimensions (distributed not federated which means no drop off in performance or relevancy) Index (supports bulk & incremental updates of

individual documents or fields of individual documents)

Query Content Update (freshness)

FAST Differentiators vs. SharePoint OOB(continued)

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Best Practices• Strategically rethink how to deliver

your mission, start small and just DO IT!

• Measure results by establishing key performance indicators

• Use Search Technologies on internal and/or external sites, cloud, social media

• Develop Governance: Overhaul Organization Websites, Integration Policies, UI, etc. if needed

• Leverage lessons learned to reduce project cycles, increase trust and empower communities

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Questions?

??

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Helen L. Mitchell, Principal

Team Technology Inc.

819 7th St., N.W., Suite 300

Washington, D.C. 20001

(202) 842-3340 (office)

(202) 842-3361 (fax)

(202) 422-6770 (mobile)

hmitchell@teamtechnologyinc.com

Contact InfoThank You!

Dan Stroman, Vice President of SalesDiscover Technologies

11710 Plaza America DriveSuite 110

Reston, VA 20190(703) 288-9696 (office)

(703) 328-5849 (mobile)dstroman@discovertechnologies.com