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SharePoint 2010 Information Management Overview
1. Information Management in SharePoint
2010 SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS
AUTOMATION
SharePoint Overview, Information Management, and
Project Considerations for SharePoint 2010
Karl Redenbach
Lee Ralph
2. Agenda
SharePoint On-premise V SharePoint Online
Planning for SharePoint 2010
Information Management
Information Architecture
Core Business Document Types
Metadata
Search
Project Considerations
3. SharePoint 2010 Overview
SharePoint 2010 Versions
SHAREPOINT 2010 ON-PREMISE SHAREPOINT 2010 IN THE CLOUD
SharePoint 2010 Enterprise Office 365
SharePoint 2010 Standard
SharePoint 2010 Foundation (free)
SharePoint for Internet Sites Enterprise
SharePoint for Internet Sites Standard
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4. SharePoint 2010 Overview
Office 365
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5. Moving to SharePoint 2010
“We’ve decided to move to SharePoint
2010, so what considerations do we need
to make and where do we start???”
• Should we upgrade from our SharePoint
2007 environment?
• What documents do we migrate from our
Shared Drive?
• How important is overall usability and “look
and feel” to adoption?
• How do we make people govern and own
their areas within SharePoint?
6. Moving to SharePoint 2010
For those currently on SharePoint 2007, consider the following:
Site Architecture Branding
Does your current site architecture allow for scalability, ease Does the look and feel of your environment represent the
of navigation, and simplicity? corporate brand and culture?
Usability and Adoption Governance
Did your first SharePoint deployment achieve good Are SharePoint roles and responsibilities clearly defined and
adoption and did users like the system? understood within your organisation?
Content Types SharePoint Committee
Have you deployed content types for managing core Do you have an internal working group that regularly catch
business documents and other functionality? up in relation to the SharePoint evolution within your
organisation?
Search
Has search provided ROI to your business?
DEMO’S
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7. Information Management
“Information management (IM) is the
collection and management of information
from one or more sources and the
distribution of that information to one or
more audiences”
8. Information Management
What is Information Management?
Information Architecture
Core Business Document Types
Document Metadata
Search
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9. Information Management
1. Information Architecture – Sample Typical First Design
HelpDesk
Server List
IT
Projects
Payroll
Software No clear ownership
No consistency
Network
Document Security is confusing
Centre
User
Guides Quickly becomes a mess
Projects
Payroll Security Vulnerabilities
Home Software
No logical structure
Finance Policies
Accounts
Payable
Document
HR
Policies
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10. Sets clear roles for governance
Assists with Site Provisioning
Presents model concisely in 1 page
Represents general security by colour scheme
Good starting point for further maturity
Not intended to be detailed
WHAT IS MISSING FROM THIS SLIDE?
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11. Information Management
AGGREGATION LAYER
mySites Layer Search Layer
• Colleague activity aggregated • Search for any information regardless of where
• Project activity aggregated it resides
• Community activity aggregated • Refine results based on relevant metadata
• Colleague profile updates aggregated • Find corporate knowledge
• New ideas and colleague comments aggregated • Get results from LOB applications and shared
• Anything you choose to aggregate will be fed drives
into your activity stream • Find people with certain skillsets and experience
• Find tasks, calendar
events, contacts, PDF‘s, anything
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12. Information Management
THE INFORMATION EXPLOSION
IT ALL COMES BACK TO THE
USER EXPERIENCE
• Give users an experience they are comfortable with (ie use proven designs)
• If it takes more than 3 clicks to get somewhere, users won’t go there
• Give users functionality they are becoming familiar with (ie facebook/twitter/bing)
• Understand your users, and persona profiling – different users will interact differently
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13. Information Management
2. Core Business Documents
Template
In SharePoint, a Core Business Document can be defined as a
Content Type
Content Types properties include:
Records
Document Template Policy
Metadata
Document Metadata Content
Document Security
Type
Associated Workflow
Records Policy
Content Types are one of the most important aspects of
Information Architecture Workflow Security
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14. Information Management
3. Metadata
Metadata (Properties) describe the document
Metadata are Site Columns and are elements of Content
Types
Why use Metadata ?
Better “searchability” of Information
Consistency of tagging
e.g. using look ups and choices
SharePoint can default values
e.g. Title, Author, Key dates
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16. Information Management Conclusion
Most fundamental success factor for
SharePoint is Planning and Design:
Define Vision and Scope
Define a Logical Model
Define a detailed Information
Architecture
Core Business Document Types:
Content Types can be re-used
between sites, content deployment
hub provides way of distributing
across site collections
Search – most tangible ROI:
Search will crawl everything within
SharePoint, shared drives and other
systems
Governance:
Must define clear lines of
responsibility
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17. How to approach a SharePoint Project
“Through doing over 400 SharePoint Projects
globally, we have established a
unique, powerful and fresh Project Approach
to Information Management projects.”
19. Project Considerations
Current State Analysis
Review Look and Feel
Review Usability and persona’s
Review Information usage
Create current state logical model
Future State Analysis
Define new Look and Feel
Define success criteria
Create desired Logical Model
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20. Project Planning Phase Considerations
Vision and Scope – critical considerations
Define Overall Information Management Strategy/Vision
Define potential future usage of the platform
Define Scope for the Project
Planning Phase – critical considerations
Define Logical Model
Define Information Architecture
Define Implementation Roadmap
Define Governance Strategy
Define Migration Strategy
Define Training Strategy
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21. Project Considerations
Create a Priority Quadrant
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22. Project Effort
Typical Intranet Project Effort
Intranet Complexity Project Effort
Basic Intranet 4-6 weeks team effort Basic Form and Workflow –
2 days
Basic branding and graphic design, minimal training and
documentation.
6-10 weeks team effort Standard Master Page – 3
Intermediate Intranet days
More advanced branding and graphic design, governance plan and
targeted training, audience targeting
Intermediate form and
Advanced Intranet 10+ weeks
workflow – 5 days
Whatever you want it to be!
Advanced Form, Workflow
Ultimately, the business requirements determine overall effort, so: or Master Page – 5+ days
Define the Vision & Scope upfront
Allocate adequate time to Planning & Design
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23. OSC | Support Services
Platinum
Now includes • 40 hours incidents, 20 hours minor modifications per month
quarterly onsite •
•
Half day onsite per month for health check and platform review (CentrePoint Care Plan)
Priority SharePoint catastrophic failure on site support (CentrePoint Emergency Assist)
training • Premium support SLA
Gold
• 30 hours incidents, 15 hours minor modifications per month
• Half day onsite per quarter for health check and platform review (CentrePoint Care Plan)
• Premium support SLA
Silver
• 20 hours incidents, 10 hours minor modifications
• Standard support SLA
Bronze
• 10 hours incidents, 5 hours minor modifications
• Standard support SLA
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24. Microsoft CIE – Customer Immersion Experience
Connect Make Better Power
Take Control Maximize Save a Tree:
People with Decisions your
of Your Your Use an e-
Social to React Personal
Inbox Meetings Form
Computing Faster Productivity
Efficiently Try social Make the Try Business Use Office 2010 Use InfoPath to
manage emails computing that most of your Intelligence for technologies to manage e-
and meetings connects the meetings from everyone through their full potential forms, control
in your inbox workforce. scheduling, to familiar and see how to security, and
with Outlook. Quickly find taking tools, self– quickly create implement
people and notes, and service content and workflows.
information. setting up a capabilities, and manage Create a web
team site. access to critical information. form and publish
information. it online.
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25. End of Information Management Presentation
SHAREPOINT CONSULTING INFORMATION MANAGEMENT BUSINESS PROCESS
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