Click to edit Master title style. Microsoft SharePoint and the Future of ECM

Transcription

1 Click to edit Master title style Microsoft SharePoint and the Future of ECM Presentation to The First Annual AIIM Western Regional Conference November 2, 2007 Content + Context = Collaboration TM

2 Agenda 1. Introduction (5 minutes) 2. History of ECM, History of SharePoint and Microsoft s Approach to ECM (15 minutes) 3. The Impact of SharePoint on the ECM Market (15 minutes) 4. Conclusions and Considerations (15 minutes) 5. Questions and Wrap Up (10 minutes)

3 About C3 Associates Calgary-based professional services firm focused exclusively on ECM Vendor independent Mission: Help organizations maximize their investments in ECM Focus: Align ECM projects with organizational objectives Means: Connect top-notch ECM professionals with clients ready to succeed with ECM

4 The Bottom Line 1. SharePoint is a big deal 2. SharePoint really is an ECM application 3. There is room for everyone: Traditional ECM applications will survive and thrive

5 The Case for ECM

6 ECM The Story So Far The Business Problem: The rise of the knowledge worker shifted the burden for document creation to the end user Enabled by the desktop PC, this led to the explosive growth of unstructured content Most organizations manage this unstructured content poorly Leads to challenges in finding and re-using important information, creates significant compliance risks

7 ECM The Story So Far The Records Management Problem: 1. Keeping what we need to keep 2. Not keeping what we don t need to keep 3. Knowing when we ve successfully achieved the first two steps! This is even more challenging in the age of electronic information and ad hoc collaboration is the worst form of collaboration ever invented except for all the others.

8 ECM The Story So Far Deployment approaches vary: Departmental / point solutions Enterprise-wide rollout Often multiple tools But the results are often the same: What works for one department doesn t work for another Users find it difficult to use, often work around the system

9 ECM The Story So Far Strong business case, maturing software tools should mean the content chaos problem is solved and the paperless office is here, right? The problem: Usability This is a great tool so long as you don t want to put documents in and you don t need to get documents out. - An unnamed ECM user

10 A Brief History of Microsoft SharePoint

11 Microsoft SharePoint Collaborative web-based tool for sharing documents and information across teams Microsoft positioning: ad hoc informal collaboration, project-based and / or with a limited lifetime End user focus users in your organization can easily create, manage, and build their own collaborative Web sites and make them available throughout the organization. -

12 Microsoft SharePoint Windows SharePoint Services (WSS) Team Sites Document library, contact lists, calendar, announcements, discussion forums Check-in, check-out, simple version control, alerts Full-text search within a site, sort-based metadata search Free with Windows Server 2003

13 SharePoint as an ECM Tool The good news: There s a lot of demand for SharePoint The bad news: There s a lot of demand for SharePoint Grassroots nature (and the fact that it s free) leads to rogue installs Users have a clear need to manage content but rejected traditional ECM tools The challenge for information management professionals: Channel the demand for content management into a manageable structure

14 SharePoint as an ECM Tool The Enterprise Content Management Continuum WSS 2003 Full-Feature ECM Shared Drives & Single Source of the Truth

15 The Evolution of SharePoint Microsoft Office SharePoint Server (MOSS) 2007 released in January 2007 Major functional improvements: Scalability: MOSS 2007 behaves more like what we expect an ECM system to behave like (e.g. Document Centre model) Document level security Major & minor versions In-line metadata entry integrated with Office 2007 ribbon interface Embedded RM capabilities (DoD compliant)

16 The Evolution of SharePoint Major functional improvements (con t): Audit trails available in Office 2007 OOTB workflows (e.g. document approval, records declaration) Integrated web content management Extensible enterprise search tools Roll-up multiple document libraries into a single view Native blogs and wikis RSS feeds for list items and documents

17

18

19 The Evolution of SharePoint The Enterprise Content Management Continuum WSS 2003 Full-Feature ECM Shared Drives & MOSS 2007 Single Source of the Truth

20 Building SharePoint into ECM Microsoft s target: mid-market, mass market MOSS 2007 forces us to think differently about how we address user demands for content management SharePoint is more Web 2.0 than centrallymanaged ECM applications; intended for end users to create, configure and manage all on their own This sounds scary but maybe it s an opportunity?

21 The Microsoft Approach Goal #1 Maximize Employee Productivity Trying to leverage ownership of the desktop by enabling collaboration Feel that this is best done by allowing users to collaborate on their own terms: decentralized and unstructured Most of the content created in a collaborative space are NOT records (Microsoft RM Team Blog, April 27, 2006) However, they do recognize the need to manage the portion of collaborative content that are records

22 The Microsoft Approach Goal #2 Manage Records Records Spaces for final, official copies of information; managed by records managers Records are immutable, spaces designed for long term storage and read-only access Basic Functionality: Create, apply and maintain a file plan, metadata scheme and retention schedules Deal with hold orders Generate audit trails and reports A way to accept records declared in collaborative spaces

23 The ECM Market

24 The ECM Market SharePoint accounted for $800 million in revenue for Microsoft in FY2007 Coexistence strategy: Most other ECM vendors providing SharePoint integrations Microsoft dominates the desktop and collaboration Traditional ECM vendors focused on vertical markets, compliance, records management Large SharePoint deployments starting (Miami Dade County School District 400,000 users)

25 The ECM Market The BIG QUESTION: Can SharePoint provide the same functionality as existing ECM systems? Over time, yes, it probably can (but in some areas is not ready for prime time ) Critical to understand business drivers for ECM before making technology decisions Important to recognize that best practice in SharePoint implementation is still developing

26 Conclusions and Considerations

27 Conclusions 1. SharePoint is not a silver bullet It will not solve all problems with regard to collaboration, enterprise content management, search, business intelligence, etc. Enables information workers, but business processes and change management strategies must be established before a deployment This is true of any ECM application, not just SharePoint

28 Conclusions 2. SharePoint is a development platform Incredible flexibility Simple out of the box functionality not likely to meet more than the most straightforward use cases Enterprise deployment requires developer expertise to deploy, configure and support This is also true of other ECM systems (although probably less so)

29 Conclusions 3. SharePoint deployments can be deceptively easy Basic collaboration requirements are well met by SharePoint Relatively easy to get up and running Temptation to deploy without planning This will doom your deployment to failure SharePoint is constantly maturing: Microsoft development, blogs and third-party development

30 Conclusions 4. There s room in the ECM market for everyone SharePoint is several years away from meeting robust records management requirements Vertical applications in SharePoint still very immature (e.g. drawing management, SOX compliance) There s a reason analysts are raising forecasts for traditional ECM vendors like Open Text

31 Implications for Existing ECM Customers Important to determine business case for MOSS: What problem are you trying to solve? If focus is compliance, RM, vertical application integration (especially drawing management), most likely to have success with traditional ECM If focus is collaboration and shared drive replacement, more likely to have success with MOSS Most common scenario will be a hybrid approach Think about existing integrations (both homegrown and vendor-supplied)

32 Implications for New ECM Customers Think about your existing infrastructure (Wintel / SQL or not?) Think about your Office 2007 upgrade timeline Think about your organizational readiness for ECM: Do you have a clear business case? Be flexible with any major SharePoint implementation Be prepared to substantially revise your approach if you stumble on your first try

33 Implications for ECM Practitioners Microsoft thinks differently about ECM than traditional ECM vendors This approach creates unique challenges and opportunities Recognize the need for SharePoint experts (developers) to configure and customize the tool to meet your unique needs Records managers, IT team, legal / compliance team and business stakeholders must come together to make the most of SharePoint

34 Implications for ECM Practitioners (con t) SharePoint is a collaboration tool that also has records management capabilities User focus creates opportunities to identify and manage records, but also leaves gaps Although SharePoint is end user focused, planning, change management and training are still critical MOSS is having a significant impact in the ECM market and cannot be ignored

35 Resources Microsoft SharePoint Team Blog Military Grade Compliance for SharePoint (DoD Compliance White Paper) b.pdf Online Guide Planning Records Management in MOSS Help and How-To For SharePoint

36 Click to edit Thank Master You! title style Greg Clark Blog: Content + Context = Collaboration TM