SharePoint Best Practices Conference 2013
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NGC SharePoint Plans and ECM Best Practices
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SharePoint Best Practices Conference 2013
- 1. 1 SharePoint Solutions at National Gypsum Mike Brannon mikeb@natgyp.com @mike_moss http://www.slideshare.net/gbcmeb/ From The SharePoint Strategic Planning Process
- 5. NGC Technical Overview 3 Platforms: IBM zOS/Software AG SAP (hosted external) Windows .NET/SQL Windows clients & Servers – Plants & Process Control WAN (Trusted) Internet (Untrusted)Remote Users – Employees & Partners (Mobile too) Firewall Juniper VPN Rexford HQ Data Center Exchange 2010 SharePoint 2003 & SharePoint 2007 .NET Apps & SQL DBMS - SOA & Web IBM Z/OS HQ Campus LAN ` Clients SAP / FIT Hosting PLANT LAN Plant Server ` Corp LAN Clients ` Process PC PLC on Ethernet DMZ LAN DMZ Servers EDI, Web
- 6. Key Milestones - NGC SharePoint journey 2003 to PRESENT: Updated to SP2003 – Lots of Light Customization with CorasWorks templates, tools and some .NET code – Event receivers and “Report Sweeper” Also InfoPath Forms and Libraries emerge… 1999 – 2002 Tahoe then SP 2001 Portal supporting sales laptops and internally developed “CRM / Document shares” 2006 to PRESENT: New Servers Added for Intranet effort Connect payroll/HR to AD and User Profiles, Photos Corp-Comm and HR leverage OOB Functionality well Initial broad effort to setup ‘department sites’ with user driven publishing and IT project sites & PMO Downsizing issues due to loss of knowledgeable staff…
- 7. NGC problems – Similar to yours? 7 • Our network file-share based architecture is obsolete, growing exponentially in size, and is difficult to use. (28 years) • Federal and state legal statutes concerning document management aren‟t being fully met. (since 2009) • We have old, out of support versions of SharePoint used for customer critical business process support that need to be upgraded or replaced. • Business Intelligence and reporting products have advanced in power, ease of use, functionality. • NGC needs a roadmap for a technical makeover that will reduce vendors, mitigate risks, and deploy new capabilities to the business within the standard Microsoft toolset.
- 8. NGC Plans for Next Steps 8 • Multi-department review by all stakeholders • NGC‟s core development and sysadmin skill set is based on the Microsoft platform (Exchange, SharePoint, Office) and .NET Code / SQL databases • Determined that several “non-core” technologies could be replaced by SharePoint (Accolade, Documentum, Hyperion, uPerform, File Shares) • Potential SW cost reductions and less TCO/support! • Successfully proved in a pilot test that SharePoint could be a records management replacement (with additions)
- 9. What do we need? 9 • Commitment to SharePoint as the Enterprise Portal/Application/Content Platform • Licensing Changes Far Fewer EA SW Licenses, Drop 70% of Full Office / 100% System Center – Deploy ECAL for Focused Users – Then Deploy Deskless Worker Office / Device Seats • Build new platforms and decommission “non-core” systems •
- 10. Records Management FRCP = Federal Rules of Civil Procedure Title V: Discovery
- 11. Big Issue! Chinese Drywall!
- 12. 12 Establishing Context: eDiscovery Strategy and Information Lifecycle A Roadmap for Bridging 2 Operational Scenarios Business Users Create ESI ESI TYPES SOURCES Unstructured Data Messages (email, v-mail, IM) Documents, Media, Logs, etc. PCs, Servers, SharePoint, etc. Structured Data Invoices, POs, Credit Memos, etc. Enterprise Systems, SAP, POPS/MIDAS, NGC4ME, etc. Scenario 1: Normal Operations Governed Under “Safe Harbor” POLICIES & PROCEDURES Legal Department Information Systems Records Management Storage, Backup, Archiving, Deletion 1) ESI – Electronically Stored Information 2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures 3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigation Scenario 2: eDiscovery Governed Under “Duty To Preserve” Legal Hold Issued Possible Legal Action ESI Sources Discovery Scope Determined Search Hold ProcessReviewDeliver ESI Discovery Process Our eDiscovery Strategy provides a framework to address eDiscovery in the context of Normal Operations Policies & Procedures Dictate the Information Lifecycle Under “Normal Operations”
- 13. ECM/RM Learning ▪ Policy/procedure dictates records move to Documentum ▪ "Give up" a document / email / file to the "records store" – USER RELUCTANCE – Active Resistance in some cases! ▪ Unexpected Finding: People will still FIGHT to keep their documents stored in something they are comfortable with ▪ Multiple places to put user content made it impossible to have ONE WAY TO DO IT ▪ LEARNING: We will not ever have enough .NET staff to BUILD a solution to this Wicked Problem ▪ Find Configurable Solution – Deploy ONE way to do it! ▪ Let Users Keep Their Content in Familiar Looking Places
- 14. 2012 2015 NGC Enterprise Portal and eDiscovery Time Line PORTAL PLATFORM PHASE 1: STABILIZE PLATFORM Address risk of unsupported platform Cost Option A: $200k SP2010 with enterprise capabilities Cost Option B: $80k SP2010 w/out enterprise capabilities SITES and COMMUNITIES functionality More productive, lower cost searches Cost: $250k PHASE 2: MIGRATE CONTENT All content under management Ease of use, 300 Users (Charlotte HQ) Cost Option A: $775k Full Content Mgmt with auto classification software/services Cost Option B: $475k Content/Records Mgmt only *Assumes Phase 1A 2013 APPLICATIONSSEARCH COLLABORATIONBUSINESS INTELLIGENCE 2014 2015 COLLABORATION eDiscovery Search CONTENT MANAGEMENT RECORDS MANAGEMENT eDiscovery Search Audit & Compliance CONTENT MANAGEMENT RECORDS MANAGEMENT eDISCOVERY CAPABILITIES COLLABORATION Today – DepartmentalTeam Sites Tomorrow– Shift from email and shared folders to active, living meetingplaces using social tools to connect team members across the organization. Today – Bookmarks (a.k.a.“I can’t find anything”) Tomorrow– Google-likesearch (and “find-ability”)across ALL NGC informationwith controlledaccess. SEARCH Today – Multiplesets of numbers, limiteddata access, few users. Tomorrow– One set of numbers, easy secured access, many users, developedand reported against with standard office productivity tools. BUSINESS INTELLIGENCE Today – IT builds and manages custom for each business use. Tomorrow– Business process automationbuilt and managed by business users. APPLICATIONS Today – Only “Records” have a defined life-cycle. Tomorrow– All content is created, secured, and deleted according to NGC policies CONTENT MANAGEMENT RECORDS MANAGEMENT Today – Multipletools, labor intensive, large data sets Tomorrow– Single tool, efficient and productive, focused data set eDiscovery Search Today – Manual effort Tomorrow– Automated audit, notification,and compliance reportingAudit & Compliance Today – Manual effort Tomorrow– Centralized,compliant, easily discovered, and appropriately preserved and/or purged. eMail Mgmt eMailMgmt & Archive Last update: 8/15/12 SEARCH BUSINESS INTELLIGENCE DELIVER INFORMATION Make data and analytical services directly available to business users: • Plant performance • Sales performance • Supply Chain performance • Financial performance • New Product Development Cost: Manpower *Assumes Phase 1A PHASE 3: EXTEND TO SALES & MANUFACTURING +700 Users (Plants & Field Sales) Cost: $550k *Assumes other technology constraints have been resolved (WAN, LANs, HQ storage) *Assumes Phases 1A & 2A APPLICATIONS INSIGHTS functionality 2013 DELIVER APPLICATIONS Build and Deploy Portal Applications for NGC: • Product Portal • CSC Portal 2.0 • Supply Chain Portal • Legal Portal • Training Portal Cost: Manpower *Assumes Phase 1A COMPOSITES functionality 2013 eMailMgmt & Archive Audit & Compliance Automated audit, notification, and compliance reporting Cost: $100k Email archiving and Outlook Personal Storage (PST) management Cost: TBD
- 15. What do we need? 15 • DoD 5015.2 Std: GimmalSoft provides a suite of software and consulting – Fully certified – Supported by Colligo / MetaLogix • Robust e-Discovery Case Management; Legal specific search / text / conceptual analysis: StoredIQ and Concept Searching tools – Save thousands to possibly millions in legal fees! • Baked in Records Compliance Content management across lifecycle and automatic categorization! •
- 16. What have we learned? 16 • Commitment to ONE Retire “specialty SW” and consolidate into SharePoint – License Enterprise features and leverage them! • More Than One Size/Color Needed Content creators / publishers, Heavy content consumers, „Browser Only‟ consumers – Different solutions needed (NOTE: See Mobility Presentation Tomorrow!!) • Records/ECM is CORE Reliance on manual compliance futile; Risks are huge, Penalties Happen!! •
Notas del editor
- Have you (or your company) been affected by a lawsuit?How about a Legal Hold? Have you ever declared and filed a record (in the legal sense of that word ‘record’)?In the last several years the IT teams I lead at NGC have become VERY aware of how lawsuits, e-discovery and legal hold can affect our company –This presentation covers how we’ve been able to use SharePoint and related tools to help deal with the issues
- How does the economy impact YOUR business?It has a HUGE impact of Construction – which in turn has a huge impact on National Gypsum!Current business climate - Basic chart showing BIG Trends Enough History to Show Entire Period of Technical stuff - say from 1995 to NOWOur industry and business has ALWAYS been very cyclical – But from 1991 to 2001 – generally saw overall growth over time From 2001 to 2006 we saw a huge HOUSING BUBBLE and from 2006 to 2012 we experienced a GIANT BUST – We now seem to be emerging from that NUCLEAR WINTER but there were times when things were in doubt – Industry has been substantially restructured and some competitors are now goneHow does SharePoint HELP us during these challenges?INTRANET and HR connections – Great employee communications facilitated by executives, corp-comm “internal publishing”SW Licensing – SharePoint can be a SWISS ARMY knife kind of application – Retire filing systems – EMC Documentum seats versus SharePoint document libraries… Functionality may not EXCEED – but it will suffice – Retire expensive SW and stop supporting customized apps – setup a user managed platform – turn off a system that requires a lot of developer / admin effort to deliver to users…We also have entered a NEW era of litigation and legal issues – which we were not fully prepared for – More on that later
- IT Environment Overview slide Application / system platforms WAN Overview Windows emphasis
- SharePoint evolutionCurrent deploymentIssues tied to Nuclear Winter (staff laid off) Stuck and unable to make much progress
- IT wanted to reduce it’s application portfolio to those products with broad adoptions, were core to its skill set, provided valueWe felt there were several applications with limited audiences that SharePoint could replace and that by doing so, we would reposition costs to a more mainstream useWe felt we were underutilizing SharePoint but we had to justify the license costs with business projects
- IT wanted to reduce it’s application portfolio to those products with broad adoptions, were core to its skill set, provided valueWe felt there were several applications with limited audiences that sharepoint could replace and that by doing so, we would reposition costs to a more mainstream useWe felt we were underutilizing SharePoint but we had to justify the license costs with business projects
- Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested
- NGC deployed TrueArc Foremost for Paper and Limited Electronic Records in 1999/2000Microsoft Office users needed better usability – We enhanced TrueArc with custom Office add in (EDCAR) Add in pushed all users to classify electronic documents as they were being created – Attached a document property that indicated File Plan (retention) designation and user dept.Documentum acquired TrueArc in 2002-2003 and we updated our custom EDCAR system to use Documentum and Office 2003Created a “filer interface” that leveraged Microsoft BITS for background file transfer into document repository (fire and forget filing)Created a pilot “sweeper” application service that would support easier and more automatic filing of documents NOT sent to repository but not in policy compliance.Major issues emerge with user adoption – Drive to full filing stalls out Windows 7 changes to security model for all users – Office 2010 changes – Update system to preserve existing functionality and improve sweeper / automationComplete rewrite of our system into managed code and another complete rewrite to support Office 2010 and the Ribbon - Much better integration!
- Feeling PAIN around ongoing development costs and business downturn and reduced budgets / .NET resources on staff and on Legal teamAfter a large amount of effort - we had embedded / forced classification but actual record filing wasn't working well"Give up" a document / email / file to the "records store" - REAL RELUCTANCEDefinite usability barriersUnexpected Finding: Policy - some technical help - People will still FIGHT to keep their documents stored in something they are comfortable withMultiple places to put things made it impossible to have ONE WAY TO DO ITLEARNING: We will not ever have enough .NET staff to BUILD a solution to this Wicked Problem
- Roadmap project - Brief explanation of Documentum and EDCAR - Current version Review of use - Integration into Office Gimmal move toward SharePoint and GimmalSoft SharePoint can now meet DoD 5015.2 - Standard for Records Management that is well recognized by courts and government agencies - as well as military... Roadmap built to move ALL unstructured data / content management via SharePoint - Replace Documentum
- Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested
- Policies for User Accounts and Features Needed Created Major Issues – The SP enterprise client access license provides end user access the tools to develop score cards, metrics, work flow, enhanced excel analytics, and business process/applicationsSharePoint is a business application platform (call it windows XP for knowledge workers) that enables normal associates to use common productivity software to develop their own processes and publish their own key indicatorsWe have several new processes such the new product development process, raw material testing process, garnishment tracking, cross departmental product management that just need some time and attention to be delivered within SharePoint to highlight a new way to deliver business capabilitiesThe 300k is the first portion of the money and resources to be invested