SharePoint is Not an ECM System Reasons Why. Jason Lamon Senior Marketing Associate Fishbowl Solutions

Transcription

1 SharePoint is Not an ECM System Reasons Why Jason Lamon Senior Marketing Associate Fishbowl Solutions

2 Agenda About Fishbowl Solutions SharePoint History and Overview Defining ECM AIIM Findings: Use Cases for SharePoint SharePoint s ECM Gaps SharePoint Governance ECM as Infrastructure Fishbowl s SharePoint Connector Summary and Questions

3 About Fishbowl Solutions Experience Over 700 projects since founding in 1999 Oracle Gold Partner Oracle Public Sector Pillar Partner Expertise Portals and Content Management Enterprise Information Management Engineering Drawing Management Customer Successes Award Winning Forrester Groundswell Award Oracle Excellence Enterprise 2.0 Blazer 2009 ECM Architect of the Year Best Places to Work

4 Full Disclosure Remember, this is an Oracle user group.

5 SharePoint 2001 Buzz around groupware, collaboration, portals Integrate top-down portals with bottom up sites SharePoint Portal Server and SharePoint Team Services

6 SharePoint 2003 Deeper integration Web Services and ASP.NET SQL Server

7 SharePoint 2007 Expanded ECM Platform and Technology Services Accelerated Growth

8 SharePoint 2010 Business Collaboration Platform for the Enterprise and Internet New Capabilities: Persistent Links Digital Asset Management Social Media My Sites

9 SharePoint Evolution Summary Present in Most Organizations 17,000+ customers 100 million+ licenses sold $1.3 billion+ in revenue Focus on Collaboration Features ECM Encroachment

10 Defining ECM Document, Records, Web & Digital Asset Management Business Process Management (automated and human-based workflows) Transactional Content Management Document Capture Document Output Management (document renditions) Archiving The strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. - AIIM

11 ECM Evolution Source: AIIM, Systems of Engagement and the Future of Enterprise IT: A Sea Change in Enterprise IT

12 ECM SharePoint Use Cases 36% have SharePoint in use for content management 25% consider stored content to be double every two years or less Collaboration and intranet are most widely used application areas Less than a terabyte (TB) stored in most deployments Content is growing at a rate of between 20% and 30% per year 28% estimating that it is doubling every year Source: AIIM - Using SharePoint for ECM. How well is it meeting expectations? June 2011

13 ECM Functionality Gaps Records Management Does not meet DoD specification Large File Management Databases under 100 GB Digital Asset Management Image and video rendering Federated Search Reporting Document Capture

14 Content Lifecycle Store Create Create Capture Store Version Index Search Publish Distribute 35% Manage Cleanse Retain Distribute Search Publish Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

15 No Single Source of Truth Limited Version History Duplicates Proliferate 70% Multiple Versions Limited Oversight Via Workflows Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

16 Limited Site Governance Difficult to Audit Orphaned Content 43% Unmanaged Sites Lack of Security Source: 2011 AIIM Industry Watch - Using SharePoint for ECM

17 SharePoint Governance Source: SharePoint Reviews

18 Consequences of SharePoint Sprawl Ever Increasing SharePoint Database Size Higher capacity tape drive Complicated Upgrades What data should be migrated? Retention Policies Orphaned data subject to retention policies

19 Hidden Costs - Storage SQL Server Database Storage Lots of space and taxing to SQL Remote BLOB Storage (RBS) Complexity to backup and recover Storage Management Specialized backup and recovery software Compression and De-duplicaton Companion system for primary and backups

20 Hidden Costs - Security Report Generation User access Changes to security permissions HIPPA, SOX, etc.

21 Hidden Costs - Summary Not deliberate but not thought about Hidden costs are not unique SharePoint customers are typically surprised No plan what is the business problem? Roll it out and see what sticks

22 SharePoint Integrations Source: AIIM - Using SharePoint for ECM. How well is it meeting expectations? June 2011

23 ECM as Infrastructure

24 Fishbowl s SharePoint Connector Operates as Storage Provider Oracle database or file store provider instead of SQL Server SharePoint Front-End UI Collaborate in SharePoint store in Oracle WebCenter Content Highly Configurable Store based on library, folder location, file size or extension End-to-End Collaboration and ECM System Familiar experience backed by one system of record Supported Environments: Oracle WebCenter Content 10 and 11g SharePoint 2010

25 Connector Differentiators What It Is: Storage Provider developed using Microsoft SharePoint API Transparent / seamless integration Oracle Single Source of Authority within SharePoint Merge Oracle performance, scalability, and authority with the convenience and features of SharePoint Sharing of information between two different use cases What It Is Not: A collection of WebParts merging Content into SharePoint A records management adapter for SharePoint

26 Architecture How it Works 1. Connector is installed at the SharePoint Foundation Services level 2. As files are saved into SharePoint, SharePoint calls the External Blob Store 3. The Blob Store calls Connector to verify rules for storage. 1. If Rule = WebCenter, then content checked into WebCenter 2. If No Rule, Connector hands off to SharePoint primary storage. Windows SharePoint Services 3.0 Windows SharePoint Services Object Model Relational Access Storage Stack Access Exteral BLOB Store COM Interface ISPExternalBinaryProvider FbSpUcmConnectorReceiver External BLOB Store (EBS) Provider Storage Rules Evaluation Windows SharePoint Services 3.0 Microsoft SQL Server Store/Retrieve EBS Provider Interface (COM) Fishbowl SharePoint Connector EBS Provider Implementation SQL Server Content DB Oracle WebCenter Content

27 Demonstration

28 SharePoint Connector: Use Cases Target Customer: Organizations with Oracle Infrastructure - Oracle Database, Applications, Middleware (Oracle Shop) Use Case Target Large amounts of content Large content sizes Any large government agency Facilities management Sharing content across enterprise Polices & Procedures: public extranet, intranet Website (public facing) content Images, graphics, videos Anyone serious about Records Management! Human Resources & Finance

29 Connector Benefits Overview Oracle Version Control Storage Management SQL GB limit Exadata (Database + Hardware) 11g (De-duplication, compression) Two great products that work great together!

30 Holistic Content Management SharePoint Enterprise Portals Internets & Intranets ERP & CRM Mobile Access Fishbowl Connector Fishbowl Intranet In A Box Oracle SOA & BPM App Integration Fishbowl API Pictures Videos Web Content Document Management Records Management Digital Asset Management Capture & Imaging Oracle Enterprise Content Management WCM Invoices Purchase Orders Expense Reports Project Plans Marketing Collateral Contracts Records Fishbowl Connector SharePoint Collaboration & Contribution Multi-Channel Access & Delivery SharePoint Content Business Content Transactional Content

31 Summary Rapid growth has lead to issues Focus on collaboration over ECM ECM Gaps and Hidden Costs Little to No Governance ECM as Infrastructure Integrated Collaboration and ECM Business White Paper Search SharePoint white paper from fishbowlsolutions.com

32 Join Fishbowl at Collaborate 13 April 7-11, 2013 Colorado Convention Center Denver, Colorado See Fishbowl Solutions in Booth #1277

33 Questions?

34 Contact Us web: fishbowlsolutions.com phone: blog: cfour.fishbowlsolutions.com facebook: facebook.com/fishbowlsolutions linkedin: join our groups webcenter content & webcenter portal