Intelligent SharePoint to Optimize Energy Sector Enterprise Content Management

Transcription

1 Intelligent SharePoint to Optimize Energy Sector Enterprise Content Management Don Miller Vice President of Sales Concept Searching Adam Hutchinson Robert Lovelace Vice President Practice Manager Oil and Gas Solutions Well and Pipeline Lifecycle Management Stonebridge Stonebridge

2 Expert Speakers Don Miller Vice President of Sales at Concept Searching has over 20 years experience in knowledge management. He is a frequent speaker on records management, and information architecture challenges and solutions, and has been a guest speaker at Taxonomy Boot Camp, and numerous SharePoint events about information organization and records management. Don enjoys helping companies to improve access to unstructured information. Adam Hutchinson Vice President of Oil and Gas Solutions at Stonebridge has 16 years experience in the oil and gas industry. Before joining Stonebridge, he was an asset manager at BHP Billiton, and prior to that he was at Chesapeake Energy, as a director of technology management enabling E&P and midstream operations, and at Accenture as a manager in the resources market unit. Robert Lovelace Practice Manager of Well and Pipeline Lifecycle Management at Stonebridge is a seasoned business professional with 15 years of oil and gas industry, management consulting and applied technology experience. Before joining Stonebridge, he was an operations advisor at BHP Billiton, and prior to that he was at EAG Services, an energy-focused consulting firm, as E&P senior manager, and at Chesapeake Energy, as a senior O&G advisor.

3 Agenda Introductions Stonebridge Oil and Gas Industry Challenges Data Management Challenges and Impacts Best Practices Concept Searching Unique Approach Smart Content Framework Manual Approach = Failure Use Cases Demonstration What s next in our Webinar Series

4 Company founded in 2002 Product launched in 2003 Focus on management of structured and unstructured information Technology Platform Delivered as a web service Automatic concept identification, content tagging, auto-classification, taxonomy management Only statistical vendor that can extract conceptual metadata 2009, 2010, 2011, 2012, Companies that Matter in KM (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011, 2012 Authority to Operate enterprise wide US Air Force and enterprise wide NETCON US Army Locations: US, UK, and South Africa Client base: Fortune 500/1000 organizations Managed Partner under Microsoft global ISV Program - go to partner for Microsoft for auto-classification and taxonomy management The Global Leader in Automated Tagging Solutions Smart Content Framework for Information Governance comprising Six Building Blocks for success Product Suite: conceptsearch, concepttaxonomymanager, conceptclassifier, conceptclassifier for SharePoint, concepttaxonomyworkflow, conceptcontenttypeupdater for SharePoint

5 Stonebridge Overview Stonebridge is a business and technology consulting firm focused on helping organizations get better results from their people, processes and technology. Our clients look to us as a strategic partner with a shared commitment to achieving their business objectives and maximizing business performance. Corporate Background Partners and Alliances Founded in 1995 Privately held/associate-owned 100 Associates Offices in Tulsa, OKC, Dallas and Houston Average experience per consultant: 10+ years Dedicated Oil and Gas Practice

6 Stonebridge Oil and Gas Solutions Our Focus To provide industry-specific business consulting services that enable greater operational and process efficiencies throughout the well and pipeline lifecycle. Our deep knowledge of the Oil and Gas industry allows us to work collaboratively with clients and solve business problems with innovative technology solutions.

7 Representative Energy Sector Clientele

8 Stonebridge Competencies WELL & PIPELINE LIFECYCLE BUSINESS INTELLIGENCE PORTALS & ECM APPLICATION DEVELOPMENT & SUPPORT O&G Software Analysis/ Evaluation Dashboards & Scorecards Document/Records Management Database Services Implementation Services/ Specialized Resourcing Reporting & Analysis SharePoint Enablement.NET Development Services Data Management Data Warehousing, Information & Master Data Architecture Search-Driven Solution Development Forms & Workflow Development

9 Oil and Gas Industry Challenges The Shale Revolution s Impact on Data Management Startup and Flip Strategy Horizontal Drilling = More Time-Based Files Mergers and Acquisitions Changing Workforce Demographics... as a result, an explosion in unstructured data assets and renewed focus on search-driven ECM as part of data management strategy and best practices...

10 Role of Data Management Where does data management, quality, and integrity fall in the organization? Methodology or a framework Governance - who, what, when, where, and how Controls for data quality/integrity Common understanding on which data points and attributes are important to your business Interface known data from source systems Resolution path for data issues

11 Challenges and Impacts Duplicate data sets among applications in place Uncertainty on which well header data is needed Does it satisfy departmental needs/requirements? Inability to cross-reference well IDs Changing or inconsistent well ID convention Inconsistent well naming standard Tracking well status in multiple applications Too many hand-offs among those entering status Inconsistent oversight on well, AFE, or operational data Uncertainty on which data is business critical Which data is nice to have, but not critical required vs. optional?

12 Best Practices Clearly define roles and responsibilities Manage data as close to the source as possible Capture once and feed downstream avoid duplicate entries where possible Determine which applications, databases, spreadsheets are sources for various types of data Framework and governance model should fit your organization... including your ECM solution Quality data supports visibility into your business. It drives efficiency, confidence, and accuracy in information.

13 Unique Approach Concept Searching has a unique approach to ensure success Concept Searching s unique statistical concept identification underpins all technologies Multi-word suggestion is explicitly more valuable than single term suggestion algorithms Concept Searching provides Automatic Concept Term Extraction Triple Baseball Three Heart Organ Center Bypass Highway Avoid conceptclassifier will generate conceptual metadata by extracting multi-word terms that identify triple heart bypass as a concept as opposed to single keywords Metadata can be used by any search engine index or any application/process that uses metadata.

14 Smart Content Framework Sum of parts is greater than whole Metadata driven application and enforcement of policies - conceptclassifier has been deployed since 2010 to automatically generate metadata and use that metadata to apply and enforce policies. Many clients are using the platform to support their information governance strategy. Proven, mature functionality out of the box - The platform has been deployed in numerous sites and applications across the enterprise, including MOSS and SharePoint 2010, 2013, Stellent, Documentum, SQL, Oracle, File Shares, Exchange via SharePoint and across the enterprise.

15 Manual Tagging is a Behavior Modification Problem conceptclassifier automates the tagging process to remove the behavior modification problem of manual tagging for Governance, Findability and Migration conceptclassifier increases productivity, improves Findability, automates Governance, migrates content Organizes intellectual assets and provides a factor of improvement for end users to find company information with an automated tagging approach for any search platform Improves ability to target content through EMM/TS with 2013 Search and SharePoint 2010/2013 Improves SharePoint Portal Adoption Aligns content with governance polices and federally mandated requirements Intelligently migrates content into and out of SharePoint Mitigates Risk Reduces federal governance, corporate information policy, and personally identifiable information exposures while improving ediscovery audit capabilities and ensuring alignment with content retention policies Lowers cost of Administration Leverages native integration to Microsoft stack, manages migration of GUIDS Lowers cost of ownership to build out and administer EMM/Term Store Intelligent content migration Intuitive user interface for easy product adoption

16 Manual Approach Leads to Failure A Manual Metadata Approach Will Fail 95%+ Of The Time Issue Organizational Impact Inconsistent Subjective Cumbersome - expensive Malicious compliance No perceived value for end user What have you seen Less than 50% of content is correctly indexed, meta-tagged or efficiently searchable rendering it unusable to the organization. (IDC) Highly trained Information Specialists will agree on meta tags between 33% - 50% of the time. (C. Cleverdon) Average cost of manually tagging one item runs from $4 - $7 per document and does not factor in the accuracy of the meta tags nor the repercussions from mis-tagged content. (Hoovers) End users select first value in list. (Perspectives on Metadata, Sarah Courier) What s in it for me? End user creates document, does not see value for organization nor risks associated with litigation and nonconformance to policies. Metadata will continue to be a problem due to inconsistent human behavior. The answer to consistent metadata is an automated approach that can extract the meaning from content eliminating manual metadata generation yet still providing the ability to manage knowledge assets in alignment with the unique corporate knowledge infrastructure.

17 Accurate Approach conceptclassifier for SharePoint 2010 provides an automated metadata approach for an immediate ROI and drives business value Create enterprise automated metadata framework/model Average return on investment minimum of 38% and runs as high as 600% (IDC) Apply consistent meaningful metadata to enterprise content Incorrect meta tags costs an organization $2,500 per user per year in addition potential costs for noncompliance (IDC) Guide users to relevant content with taxonomy navigation Savings of $8,965 per year per user based on an $80K salary (Chen & Dumais) 100% Recall of content, 35% Faster access to content Precision Use automatic conceptual metadata generation to improve Records Management Eliminate inconsistent end user tagging at $4-$7 per record (Hoovers) Improve compliance processes, eliminate potential privacy exposures 6. Life Cycle Management 5. Records Management and PII 1. Model and Validate 4. Business Processes 2. Automate Tagging 3. Findability

18 Energy Sector Challenges Concept Searching has energy and utility clients worldwide Africa, Australia, Malaysia, the UK, Europe, the US, and Canada Natural gas, petroleum, wind energy, mineral and rare earth mining, and energy regulatory bodies We have successfully solved challenges faced by organizations similar to yours Although each organization is unique, there are shared challenges Change in the economic climate Increased pressure from shareholders More stringent regulatory requirements Environmental issues Ability to maintain competitive advantages All these challenges have the same fundamental requirement Improved utilization of enterprise information

19 Energy Sector Solutions Achieve effective search, migration, records management, and data privacy by tagging content across the enterprise with conceptual metadata Combine metadata assets such as geospatial, voice, structured and unstructured into one common enterprise metadata environment Enable real-time collaboration capabilities to ensure that the most relevant and recent information is available internally, and with royalty and working interest owners Reduce time spent on exploration, research, and decision making to achieve strategic business objectives Manage content existing in global locations, on diverse repositories, and replicated across various silos Reduce human resources currently needed to process, organize, and manage unstructured content

20 Solution - Use Case A powerful search solution for 5,000 research personnel saving millions in unproductive drilling projects A multi-national oil and gas company has been a longtime client of Concept Searching One of its projects was to deploy a high quality search solution across technical research data, to be used by over 5,000 geophysicists globally The objective was to improve geological decision making through the ability to identify accurate, relevant and related content from a large corpus of highly technical and specialized information The solution involved the implementation of conceptclassifier for SharePoint, to provide the underlying semantic and geo-tagging framework to improve FAST search in a SharePoint 2010 environment

21 Solution - Use Case Solving search, migration, records management, and data privacy challenges for oil field operations A top-tier oil field operations company s first project was deploying conceptclassifier for SharePoint and concepttaxonomyworkflow, to improve the delivery of precise and relevant content to maximize the use of reservoirs The solution supports over 58,000 employees across 80 countries. The project included the deployment of SharePoint 2010 and FAST search, as well as a migration from Autonomy conceptclassifier for SharePoint and concepttaxonomyworkflow were selected based on their native integration with the Term Store, and the powerful taxonomy tools that significantly reduced deployment resources and time

22 Demonstration

23 What s Next in Our Webinar Series Intelligent Compliance to Optimize Energy Sector Enterprise Content Management Date: Tuesday, August 6 th, 2013 Time: 11:30 AM - 12:30 PM EDT In this webinar Stonebridge and Concept Searching will demonstrate how our combined industry and technical expertise helps energy companies extend SharePoint s native enterprise content management capabilities with the knowledge management tools that deliver optimal business outcomes for enterprises in the energy industry, improving management of data throughout the life of the asset, using Intelligent Compliance. Find trusted and relevant information regarding health and safety, asset maintenance, and compliance guidelines such as OSHA, for key information for decision making Ensure accurate records management, regulatory compliance, and improve ediscovery, and litigation support processes Identify and secure potential confidential or sensitive information exposures Rapidly address unexpected failures in processes, such as pipeline leaks or natural disasters Enable multinational content asset protection and authorization to assets Automate application and enforcement of policies Quickly react to deploy project-based hybrid cloud and on-premise collaborative solutions To Register:

24 Thank You Don Miller Vice President of Sales Concept Searching Adam Hutchinson Robert Lovelace Vice President Practice Manager Oil and Gas Solutions Well and Pipeline Lifecycle Management Stonebridge Stonebridge