Webinar 3: When and when not to use Third-Party Tools: Managing the Term Store and Auto-Classification in SharePoint 2010

Transcription

1 Webinar 3: When and when not to use Third-Party Tools: Managing the Term Store and Auto-Classification in SharePoint 2010

2 Agenda Introductions Review Tagging in 2010 Case Study Oppenheimer Funds Legal Review Case Study Analysis of native vs. non native third-party tools Best Practices Term Set Development PPC Q&A if time permits 2

3 Welcome Todd Magnusen Senior SharePoint Developer OppenheimerFunds Heather Hedden Senior Knowledge Management Consultant Project Performance Corporation Donald Miller Vice President Sales Commercial Accounts Concept Searching, Inc. 3

4 The Metadata Governance Infinite Problem The metadata infrastructure provides the critical glue that binds the information infrastructure to the underlying IT infrastructure. Sound information governance practices would take advantage of the metadata infrastructure to ensure that content and data are managed consistently and adhere to written policies, across on-premise and cloud based environments IDC - Digital Universe Study Forrester Research It is simply not realistic to expect broad sets of employees to navigate extensive classification options while referring to a records schedule that may weigh in at more than 100 pages. Forrester Research/ARMA International Survey Gartner predicts by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully. Gartner by

5 Don Miller - Quote Don Miller Subjective Tagging Quote It s not whether you can get your R&D person to tag a document the same way as your marketing person, because I know you can t. The real problem is can you (me) tag a document or web page the same way in the morning as when you are ready to leave at the end of the day, I think not. 5

6 About Concept Searching Company founded in 2002 Product launched in 2003 Focus on management of structured and unstructured information Technology 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, Companies that Matter in KM (KMWorld Magazine) and Trend Setting product of 2009, 2010, 2011 Authority to Operate Enterprise wide USAF 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 Microsoft Enterprise Search ISV, FAST Partner Smart Content Framework TM for Information Governance comprising Six Building Blocks for success Product Suite: conceptsearch, concepttaxonomymanager, conceptclassifier, conceptclassifier for SharePoint, contenttypeupdater for SharePoint 6

7 About OppenheimerFunds, Inc. (OFI) Long-standing investment management organization founded in 1960 One of the largest investment management companies in the U.S. with more than $183.8B in AUM (as of March 31, 2012) Majority-owned by MassMutual, the 7th largest mutual insurance company in the U.S. Approximately 2,000 employees, 135 investment professionals OppenheimerFunds Foundation focused on youth entrepreneurship and financial literacy through our national partner, Network for Teaching Entrepreneurship Philanthropic endeavors also include: Matching Gift, Employees Choice and Mentoring programs OppenheimerFunds.com & GlobalizeYourThinking.com 7

8 About PPC Energy/Environment Green strategies for government and industry Air quality and climate change Greenhouse gas reduction Carbon management Environmental risk mitigation Environmental impacts of transport Information and data management Infrastructure Systems Engineering and Technical Assistance (SETA) Capability Maturity Model Integration (CMMI) Earned Value Management Configuration Management Technical and Advisory Support Independent Verification & Validation (IV&V) 1,200-person multi-disciplinary team of scientific and technical experts Scientific subject matter experts Systems engineers and architects Policy and regulatory specialists Project management professionals Certified Information technology experts Security professionals Information Management Master Data Management and Data Governance Business Intelligence Adaptive Data Warehousing Enterprise Architecture Infrastructure Systems Engineering Knowledge Management Portal Solutions Enterprise Content Management IT Optimization/Virtualization 8

9 OFI Use Case: Legal Department Legal department needs a new doc management system (DMS) Current document set is lives on network shares, 500K files across 40K folders, 100GB size Requirements include: easy upload easy version control easy search 9

10 OFI Use Case: Legal Department Easy Upload Open in Explorer ing to library custom Drag and Drop using Silverlight Easy Version Control SP Doc Lib Versioning Compare tools available in Office 2010 Easy Search more than just FAST indexing we need refiners > Taxonomy! 10

11 OFI Use Case: Legal Department Examine SP 2010 Managed Metadata Services Pro Integration with Enterprise Content Types FAST refiners for keywords Con Manual tagging inconsistent Workflow development has a long lead time Third-party keyword lists not accurate for our context 11

12 Expected Cost Savings and ROI Total number of tags per document Total amount of time tagged per document Average dollar amount per employee Total cost per document to select and apply governance (Content Type) as well as individual tags (Topic, Fund, Document Type, Entity and Regulatory Status) 12

13 Expected Cost Savings/ROI - 20 Mins per Doc Time to access to documents with and without Metadata Standard Stop Watch A couple of focus groups Measure same group Measure different group KISS You should experience a 2x - 10x factor performance improvement with metadata Time to manually apply metadata vs. auto-classification Standard Stop Watch Measure if they can even tag the same document the same way ;) Measure how long it takes, then compare with tagging tool No matter what, auto tagging tool will provide consistency Measure self in morning vs. self in getting ready to leave ;) 13

14 ROI Model Initial investment in software and developing taxonomy with SME team Low long-term maintenance Return on per user/per document tagging Return on trivial search results for ediscovery Return on consistent workflow processes 14

15 Third-Party Product Analysis for EMM Auto-classification Term Store Integration Term Set Creation/Management Total Cost of Ownership Microsoft and Company Intangibles Concept Searching Native Term Store Integration - No custom code, all metadata is in native Term Store format. Simple process to train end users to create and validate term sets. Remove access to central admin for term set modification. Higher initial cost, but lower total cost of ownership, no need for additional products. Strategic managed partner of Microsoft for auto-classification and Term Store management. Privately funded no debt. Leading visionary in movement of content from, into and outside of SharePoint. Competing Vendors Custom properties will have to write additional code in order to synch properly with Term Store, costlier to maintain as well. No tools to validate process, cross your fingers and hope approach. Lower initial cost, but requires building additional custom code to meet functionality and to rewrite code for upgrades. Only standard product certifications for Microsoft and some concerns on liquidity of different third-party vendors. 15

16 Term Store Integration Native Integration Writing Custom Integrations to Term Store/EMM Touch points with Microsoft Stack Concept Searching Native Term Store Integration - No custom code, all metadata is in native term store format. No impact to term store, all code uses native SharePoint 2010 term store GUIDs. Zero additional cost. No impact for migrations. CS leverages all organic in house built products to easily manage all facets of the code/product life cycle. Competing Vendors Custom properties will have to write additional code in order to synch properly with Term Store, costlier to maintain as well. Install as custom properties, must maintain code relationships between custom properties, native term store properties and third-party vendor GUIDs. Costly to maintain. Impact for all custom applications. Other third-party products leverage freeware products to attempt to provide the same capabilities. 16

17 Term Set Creation and Term Store Management Creation of Term Sets Validation of Term Sets Security compromise Do you need central admin access to allow end users to create term sets Concept Searching Dedicated tool set for creating and managing term sets. Product is called concepttaxonomymanager. concepttaxonomymanager has modeling and validation capabilities to ensure that term sets that are created are aligned with companies vocabulary. CS can allow users to create in admin, but this is a major concern in providing access privileges. CS prefers to allow end users to create in concepttaxonomymanager and not let end users have central admin access privileges. Competing Vendors Cross your fingers and hope. You can create via the EMM, but no idea if accurate in SharePoint 2010 search. Must have FAST in order to know if term sets are accurate after the fact. Limited or no modeling capabilities, what you see is what you get/hope. End users get central access admin. privileges, major concern with security implications and accidental mistakes. 17

18 Total Cost of Ownership Creation of Term Sets Less programming and administration (short term and long term) Ease of use to auto apply metatags. Ease of use to move content from, into and out of SharePoint Ease of use to change and/or update content types Concept Searching Subject matter experts can quickly use concepttaxonomymanager to easily create and validate term sets. No library scientist or programmers are required to create term sets. CS uses all native Term Store capabilities and is built to tightly integrate with.net platform. CS allows you to preview metadata values or to just auto apply. CS allows you to move content in SharePoint or out of SharePoint based on your governance or legal requirements. CS allows you to easily change or update a content type to your specific governance or legal requirements. Competing Vendors Requires library scientists or manual subject matter interviews in order to build out term sets. All vendors use custom properties, which requires custom code to leverage native capabilities, costlier to implement, maintain and eventually exit. Other tools do one or the other. Require additional code or third-party products. Require additional code or third-party products. 18

19 Microsoft and Intangibles Microsoft Relationship Microsoft Partnerships Microsoft Code Intangibles Concept Searching CS has been working with Microsoft to provide an integrated solution and supports both the native solution as well as the custom approach that other vendors provide. CS has a strategic set of integrated partners to provide strategic services like term store development and SharePoint deployments. All code is developed and tested in house and has been built for the Microsoft stack and the.net platform. CS provides an integrated tool stack leveraging search, auto-classification and term set management to provide the best comprehensive solution. Competing Vendors Only a non native custom approach is provided. Other companies are dependent on freeware products and claim them as their own. Different vendors provide one or two of the critical components to a complete solution, but not all three. 19

20 OFI Use Case: Legal Department Concept Searching s conceptclassifier addresses SharePoint MMS weaknesses Auto-tagging is consistent Taxonomy Workflow development is fast SMEs and department librarians can manage their respective branches of the enterprise taxonomy and preserves the strengths Retain integration with SP Content Types Extend FAST refiners to include CS-managed taxonomies 20

21 OFI Use Case: Legal Department Version 1 of DMS, Q Enterprise content types published from MMS Content Type Hub includes conceptclassifier columns Auto-tagging 21

22 OFI Use Case: Legal Department 22

23 OFI Use Case: Legal Department Version 2 of DMS, Q Faceted FAST Search Version 3 of DMS, Q Workflows based on auto-tagged keywords 23

24 OFI Use Case: Legal Department Project Performance Corporation was contracted to provide OppenheimerFunds with: Taxonomy facet design Taxonomy build-out start Taxonomy term clues/rules for Concept Searching auto-classification Taxonomy design guidelines 24

25 OFI Use Case: Taxonomy Facet Design Facets: Groups of taxonomy terms by type Used in combination to limit/filter/refine search results by an attribute Helps users browse for information by guided search A Facet corresponds to: a hierarchical taxonomy top-term a site metadata column in SharePoint a search result filter type (Refinement Panel), such as in FAST Search 25

26 OFI Use Case: Taxonomy Facet Design 26

27 OFI Use Case: Taxonomy Facet Design Taxonomy Facets should be: Relevant to most content, across the enterprise Totalling only 3-6 (fewer depending on other metadata filters, such as author, date, format, etc.) Customized for the enterprise, based on content surveys and user surveys Taxonomy Facets may be: Comprised of a couple terms to hundreds of terms Structured as a flat list or a hierarchy of terms (2-3 levels deep) 27

28 OFI Use Case: Taxonomy Facet Design OppenheimerFunds enterprise facets: Document Types Entities Funds Topics Every document will have a Document Type, but only one Most documents will also have one or more terms from among Entities, Funds, and/or Topics 28

29 OFI Use Case: Taxonomy Facet Design Display of facets to the SharePoint user 29

30 OFI Use Case: Taxonomy Build-Out Start Built out Document Types, Entities, and Funds completely Built out Topics for a pilot launch subject/department area (Legal Department) Top level terms within the Topics facet correspond with departments/functional areas Documents in the Legal Department are tagged with terms from only the legal subcategory of Topics but with any terms from Document Types, Entities, and Funds With Legal Dept. taxonomy example and PPC-provided taxonomy guidelines, OppenheimerFunds will build out the other areas of Topics later 30

31 OFI Use Case: Taxonomy Build-Out Start DocTypes facet build-out in Concept Searching s concepttaxonomymanager 31

32 Taxonomy Build-Out Start Legacy shared drive folder names and filenames as source of terms Good as source of terms, not as source of structure Legacy nested folder hierarchy To gather and group similar documents together Designed by person who is uploading and storing documents for personal use A document can go into only one folder A folder can be located within only one parent folder May become quite deep e.g. 6-7 levels Folder names at deeper levels can become long and complex New faceted taxonomy To refine and narrower a search by specific criteria Designed to help all members of an enterprise find documents A document can be assigned multiple taxonomy terms A taxonomy term may display under more than one parent taxonomy term Not so deep, usually only 3 levels Taxonomy term names stay simple, since they are intended to be used in combination 32

33 OFI Use Case: Taxonomy Term Clues Taxonomist assigns one or more clues to each taxonomy term to support automated indexing of documents Taxonomist assigns a numerical score to each clue for weighting its influence to trigger auto-indexing Term clues include both: Standard or Case-Sensitive types to match words and phrases in the texts Metadata types to match words and phrases on filenames and current folders 33

34 OFI Use Case: Taxonomy Term Clues Standard or Case-Sensitive Clues To match words or phrases that occur multiple times in the text of a document Metadata Clues To match the filenames, folder names, or (if used) metadata title Legacy Legal Dept. filenames were often descriptive so could be used for clues Shared drive folder names could be used as clues prior to migration Post-migration, new folder name clues must represent SharePoint folders instead 34

35 OFI Use Case: Taxonomy Build-Out Start Metadata, Standard, and Case-Sensitive clues and their weights/scores for a specific term in the taxonomy DocTypes facet built-out 35

36 Thank you Todd Magnusen Senior SharePoint Developer OppenheimerFunds Heather Hedden Senior Knowledge Management Consultant Project Performance Corporation Donald Miller Vice President Sales Commercial Accounts Concept Searching, Inc. 36

37 Upcoming Webinar in the Series Webinar 4: Managed Metadata Maturity: Case Studies of Enterprise Information Management in SharePoint 2010 Date: Tuesday, June 19th, 2012 Time: 11:30 AM - 12:30 PM EDT Learn from companies who have already launched SharePoint This session will feature a number of case studies from guest speakers who will share how they leveraged the Term Store and Managed Metadata Services in their SharePoint 2010 implementations. Guest Speaker: Dan Harper, Chief Web Strategist for the US Army Medical Command To Register: 37