VDOT SharePoint 2010 Strategy June 8, 2011

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1 VDOT SharePoint 2010 Strategy June 8, 2011 Murali Rao Slide 1

2 Agenda What is SharePoint? VDOT- Objectives for SharePoint 2010 Strategic Progression (Information Mgmt. Maturity Model) A Case For Change InsideVDOT vs. SharePoint 2010 Information Architecture Project Release Strategy & Scope Governance A Look Ahead for SharePoint at VDOT Slide 2

3 What is SharePoint? In Plain English SharePoint is a web application platform developed by Microsoft for small to large organizations. It is typically associated with web content management and document management. Slide 3

4 What is SharePoint? Sites Provides web sites to share documents with colleagues, manage projects with partners, and publish information to customers. Composites Provides tools and components for creating do-it-yourself, nocode business solutions. Insights Gives access to the information in databases, reports, and business applications. Communities Delivers collaboration tools, including user profile and tagging. Content Set up compliance measures behind the scenes with features like document types, retention polices, and automatic content sorting. Search Provides a combination of relevance, refinement, and social cues helps people find the information they need. Slide 4

5 What SharePoint 2010 Does That Previous Versions Do Not Business Connectivity Services - Two-way data communication with mainframes, web services, or other Line of Business systems. Additional features such as search facets based on metadata, hit counts, document previews, etc. Folksonomy. Allows users to tag content according to their own personal classification system. Default metadata is applied automatically to documents based on where they are stored in the system. Centralized organizational knowledge repository that is designed to both store and share information on an enterprise-wide scale. Slide 5

What SharePoint 2010 Does That Previous Versions Do Not Advanced document routing, approval routing, and other flows can be created using SharePoint Designer and

Ability to flag documents as a "Record via the Record Center Site for document management. Workflow is used to control document movement into the site.

6 What SharePoint 2010 Does That Previous Versions Do Not Advanced document routing, approval routing, and other flows can be created using SharePoint Designer and Microsoft Visio. Allows developers to build custom Web Parts and advanced workflows that interact with external systems. Ability to flag documents as a "Record via the Record Center Site for document management. Workflow is used to control document movement into the site. KPIs, Dash-boarding & drill down capability (performance point) - Integrates with Microsoft Excel, Visio, & SQL Server. Provides business partners with varying levels of access to the internal enterprise system. Slide 6

7 A Platform For Change SharePoint 2010 is a robust development platform but it s not ideal for everything! Intranet portal Records & legal compliance Centralized electronic content and document storage & management Corporate Financial Management Systems Content collaboration Digital asset management Extranet sites (aka OutsideVDOT) Geographical Information System Used to consume data from data sources Used as a database, data source, data mart or ETL Business Intelligence (KPIs, dash boards, Data-mining integration with Reporting Services) Basic and advanced business workflow & document routing Complex workflow development Slide 7

8 VDOT Objectives for SP2010 Implement basic SharePoint 2010 infrastructure with focus on InsideVDOT (corporate intranet portal) Information architecture Fast infrastructure Content migration from SP2003 to SP2010 Governance infrastructure Infrastructure to support ongoing/future SP development Training Commissioner s priorities (re: SharePoint) to deliver the Governors Transportation program Address legislated funding infusion Address and track numerous audit findings and recommendations Leverage VDOT Technology Investment Board to identify/prioritize future SharePoint based initiatives based on: Tool/infrastructure availability Organizational readiness Business impact Resource availability/capability Slide 8

9 Maturity Level Strategic Progression Information Management Maturity Model New Portal Current Portal Organizational Readiness Slide 9

A Case For Change The Value in Rebuilding Benefit Minimized document duplication Improved document metadata Improved search OutsideVDOT direct outside access (user specific) to internal documents

10 A Case For Change The Value in Rebuilding Benefit Minimized document duplication Improved document metadata Improved search OutsideVDOT direct outside access (user specific) to internal documents Formalized identification of final Corporate documents (policies, contracts, etc.) Value Impact 1 hour of search time saved per week per user (4k employees). 200,000 hours of productivity savings a year (approx. 100FTE) Reduced need for File Shares Reduced IT administrative time Reduced HW/SW support costs Improved user experience and adoption of portal as system of record Document version control & tracking Improved document auditability and traceability Information transparency Improved Information sharing, collaboration and traceability Compliance with VDOT Audit Action Plan Slide 10

that sources other VDOT systems Is the key piece of Infrastructure for future capability Can grow and change to accommodate

11 InsideVDOT vs. SharePoint 2010 InsideVDOT Model Home SharePoint 2010 Planned Community Corporate intranet site/portal Houses critical information that sources other VDOT systems Is the key piece of Infrastructure for future capability Can grow and change to accommodate residency needs (in line with the plan and through governance) Slide 11 Development platform Has a plan/strategy Governed to protect the vision and the assets within the community Grows to accommodate community (Agency) needs once the community is established

Architecture That Supports The Document Lifecycle DOCUMENT LIFECYCLE Lifecycle Stages Crea on Ac ve Inac ve (Archive) Suppor ng Func ons & Technologies Document

12 Architecture That Supports The Document Lifecycle DOCUMENT LIFECYCLE Lifecycle Stages Crea on Ac ve Inac ve (Archive) Suppor ng Func ons & Technologies Document Storage Document Management Workflow Record Management Collabora on Search & Retrieval Repositories Collab. Space Collab. Space Official Document Center Slide 12

InsideVDOT Release Strategy Release 1 InsideVDOT platform upgrade & rearchitecture Governance Content Migration Release 2 External (user specific-contractors and agencies) access to

13 InsideVDOT Release Strategy Release 1 InsideVDOT platform upgrade & rearchitecture Governance Content Migration Release 2 External (user specific-contractors and agencies) access to InsideVDOT Release 3 Records Management SharePoint and business process infrastructure to support Tools & Records Repositories 10/1-12/15/11 Rollout 1/31/12 Completion 2/17/12 Completion Slide 13

14 InsideVDOT R1 Project Scope Slide 14

Technical Strategy Tactical Support Tactical Development Tactical Operations (end user

15 Request approvals, standards maint. Decision Makers Governance Committee GOVERNANCE COMMITTEE Business Strategy VISION Technical Strategy Tactical Support Tactical Development Tactical Operations (end user support, taxonomy and training) (Customization/configurati on, personalization of SP) (maintenance of technical infrastructure, security) Slide 15

responsible for what areas of the system Establishes rules for appropriate usage

16 Why Governance? ID s lines of ownership for both business and technical teams Defines who is responsible for what areas of the system Establishes rules for appropriate usage of the SharePoint environments Control against risks associated with Knowledge Management processes Protects and maintains the vision for InsideVDOT Slide 16

/Custom Metadata Personal Minimal Structure Social Metadata Central Portal Division

17 Governance Pyramid Corporate Structured Taxonomy Required Metadata Business Groups Semi-Structured Req. /Custom Metadata Personal Minimal Structure Social Metadata Central Portal Division Areas Projects, Groups & Teams Workspaces Personal Sites Corporate Highly Governed Business Groups Semi -Governed Personal Limited Governance Slide 17

18 A Look Ahead for SharePoint at VDOT Construction advertisement and award workflow Construction contract and project management workflow Maintenance funding and services workflow Slide 18

Collaboration. Michael McCabe Information Architect mmccabe@gig-werks.com. black and white solutions for a grey world

Collaboration. Michael McCabe Information Architect mmccabe@gig-werks.com. black and white solutions for a grey world Collaboration Michael McCabe Information Architect mmccabe@gig-werks.com black and white solutions for a grey world Slide Deck & Webcast Recording links Questions and Answers We will answer questions at