Implementing a Document Management Solution Microsoft SharePoint

Transcription

1 Knowledge Management Tools in Practice: Implementing a Document Management Solution Microsoft SharePoint Geoff Evelyn

2 Knowledge Management Concepts Knowledge Management embodies organisational processes that seek synergistic combinations of data and information processing capacity of information technologies, and the creative and innovative capacity of human beings. Yogesh Malhotra, Ph.D.

3 Knowledge Management Concepts Taming the Electronic Workplace

4 Knowledge Management Concepts Taming the Electronic Workplace Session Objectives: Identification of current issues What? Projected key benefits Why? Approach to implementation How? Timeframe and Staging When? Key Strategies for Implementation

5 What? Current Issues: Overload Information Intensity Document Disaster Improperly Managed Access Ineffective Collaboration Tools Disorganisation Lack of Accessibility

6 Why? Projected Key Benefits: Easy Access Improved Information Management More Effective Use of Tools for Effective Collaboration Access Management Push technology Notification Services Improved Organisation of Information Integration with Current Enterprise

7 Why? Right information, right person, right time.

8 How? Approach to Implementation: Research and Conceptual Whitepaper Product Evaluation Hardware and Enterprise Requirements Training Planning Planning Planning Implementation

9 When? Planning: Change in organisational infrastructure Change in Leadership Microsoft Enterprise or? Competing Priorities

10 How? Planning (97%): Analysis Benchmark Proposed Architecture Planning Templates Meet with Stakeholders Fine-tune Plan Training Coaching Ready, Set, Go!: Create Implement Maintain

11 Document Management Concepts In Search of Excellence

12 Document Management Concepts Microsoft Sharepoint Dashboard Website Portal Featuring: search functions document management features collaboration options Integration with enterprise office and windows Reusable customisable webparts

13 Document Management Concepts Microsoft SharePoint Document Management Features: Browse categories Advanced search capabilities Subscribe to new or changing information Check documents in and out Review a document's version history (automatic version tracking) Approve documents for publication-serial and parallel approval routing Publish documents Role-based security

14 Document Management Concepts Document Management Features Categories: Organize information by using categories. Allows users to browse through information by topic.

15 Document Management Concepts Document Management Features Role-based Permissions: Coordinators-handle management tasks Authors-add and update files Readers-have read-only access to published documents

16 Document Management Concepts Document Management Features Subscriptions: Users can subscribe to documents, files or folders and be notified of new or changed files, both in the portal and by . notifications contain a link to the new/changed file.

17 Document Management Concepts Document Management Features Approval Processes:

18 Key Strategies 8 key strategies to improve implementation of new KM technologies such as Document Management. Flavor of the Month

19 Key Strategies Strategy #1 Start small and pilot.

20 Key Strategies Strategy #2 Begin with a business need and use the tool to meet the need.

21 Key Strategies Strategy #3 Find a champion.

22 Key Strategies Strategy #4 Empower information flow by giving appropriate authorisation to end users. Administrator Workspace and Folder Coordinators Publishing Authors Readers

23 Key Strategies Strategy #5 Create business rules for the system and align with existing systems.

24 Key Strategies Strategy #6 Fill the space to get users started (plant) and monitor the content currency (prune).

25 Key Strategies Strategy #7 Support staff with Training and Resources to promote adoption.

26 Key Strategies Strategy #8 Build it and They Will Come but ONLY if it meets their needs, aligns well with daily work practices, and makes it easier to get the job done.

27 Key Strategies Questions/Discussion Geoff Evelyn