In association with: Presented by: Finally! A Way to Make SharePoint Useful Presented August 26, 2015
In association with: Presented by:
Finally! A Way to Make SharePoint Useful
Presented August 26, 2015
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About AIIM
AIIM is the Global Community of Information Professionals AIIM believes that the information systems we use at work should be simple, secure, and available anywhere, anytime, and on any device. Our mission is to improve organizational performance by empowering a community of leaders committed to information-driven innovation. Learn more at www.aiim.org
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AIIM Presents:
Finally! A Way to Make SharePoint Useful
Host: Theresa Resek Director AIIM
Kevin Parker Sr. Enterprise Information Architect NEOSTEK
Holly Anderson Product Marketing Manager K2
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Introducing our Featured Speaker
Kevin Parker, CIP
Sr. Enterprise Information Architect
NEOSTEK
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HOW TO MAKE
USEFUL
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Success Factor: User Adoption
User adoption requires building a solution that is useful, usable, and used.
Useful The solution helps people do their jobs better.
Usable The solution is simple and easy enough for people to use without thinking too much about how it works.
Used The solution is actually used by people.
Success = Solution is used Failure = Solution is not used
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SharePoint Usage Scenarios
Typical Usage Scenarios
Common Usage Scenarios
Other Usage Scenarios
• File Share 2.0 • Team Sites
• Intranet • Document Center • Records Center • Knowledge Center • Learning Management • Collaboration Platform • Project Management • Enterprise Search
• Business Intelligence • eDiscovery • Proposal
Management • Integration/Portal • …
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Is SharePoint Enough?
It depends on the business and functional requirements. SharePoint is a great foundation for enterprise information management which can be extended intelligently and interface with other systems to meet your needs.
Think through design: • Design solutions that are as simple as possible. • Utilize SharePoint OOTB with configuration as much as possible. • Determine what you absolutely need that SharePoint can’t do
OOTB with configuration. • Fill the gaps with either commercial-off-the-shelf (COTS) add-ons
and/or custom solutions.
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Definitions
Out-Of-The-Box (OOTB)
Services, solutions, features, content types, list types, site types, workflows, etc. available in SharePoint without the need for custom solutions or third-party add-ons
Configuration Configuring OOTB capabilities in SharePoint through the browser, through SharePoint Designer, through scripting, or through coded configuration solutions
Customization Customizing the SharePoint code base in any way Don’t do this!
Custom Solution A custom add-on solution developed (by internal or external experts) to extend the capabilities of SharePoint
Commercial off-the-shelf (COTS) Add-On
A third-party add-on solution developed to extend the capabilities of SharePoint
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Deciding what to do with SharePoint
Questions Outputs What business problems are we trying to solve?
• Business Case Problem Statement • Business and Functional Requirements • Use Cases and User Stories
What information types do you need to manage?
• Information Inventory • Information Capture Requirements
What business processes and workflows are involved?
• Process Diagrams • Workflow Diagrams
What rules and regulations apply? • Regulatory Requirements
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Some SharePoint OOTB Capabilities to Consider
Features Sites & Site Collections
Site Types & Templates
Managed Metadata Site Columns
Content Types Lists & Libraries
Content Type Hub
Content Organizer Navigation
Search Workflows Event Receivers Security
Business Connectivity
Services
You must understand what SharePoint can do to design well!
These are some key capabilities to consider. There are more!
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Options for Extending SharePoint
Configuration Add-On Solutions Through a Browser
Using PowerShell
Using SharePoint Designer
Creating a Solution in Visual Studio
COTS Add-On Product
Custom Add-On Solution in Visual Studio
Good for prototyping and for small, ad hoc scenarios
Best for most configuration tasks; can be used to keep configurations consistent in multiple environments
Okay for some simple tasks, but not recommended for most uses or for serious development
Great for defining content types, lists, workflows, event receivers, and branding solutions that can be fully controlled and reused; requires a higher level of expertise
Best for extending SharePoint capabilities for specific requirements like forms, workflows, capture, and records management
Best for very unique situations where no good COTS add-on exists to meet business needs; requires a higher level of expertise and costs much more
Usually: A Combination of Options
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SharePoint Custom Solution vs. COTS Add-On
Custom Solution COTS Add-On Product
Pros • Can be developed to fit your specific requirements
• Control architecture • Leverage in-house development
expertise
• Shorter time to delivery • Usually less expensive (Total Cost of
Ownership) to acquire and maintain • Better user experience and bug fixes • Clearer upgrade/migration path
Cons • Longer time to delivery • Usually more expensive (Total
Cost of Ownership) to create, test, debug, secure, and maintain
• Requires rework for later upgrades/migrations
• Little or no control over architecture • May be difficult to find a product
that suits your needs if your situation is very unique
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Example Areas for Making SharePoint Useful
Forms & Workflow
Capture & Recognition
Project & Case Management
Records Management
SharePoint OOTB
Simple workflows configured through the browser or SharePoint Designer; forms based on list content types
Reliance on scanner tools for scanning, indexing (e.g., OCR and tagging), and upload; some options for indexing OCRed PDFs for search
Site provisioning through the browser using saved site templates; site-based retention (starting in SP 2013)
Records Center, content organizer, and IM policies configured for specific content types
Custom Solutions
More complex workflows and custom forms through Visual Studio
Custom solution to handle scanning directly into SharePoint and performing OCR; custom iFilter
Custom site provisioning solution with coded site templates; connection to a CRM or PM application
Enhanced file plans or storage using a custom solution; connection to other records systems
Best-of-Breed COTS Products
Robust business process management using intelligent workflows and forms built with a business rules engine
Scanning directly to SharePoint with recognition, indexing, and routing capabilities
Simplified configuration, provisioning, and management of case sites based on pre-defined templates
Certification to local standards (e.g. DoD 5015.2-STD); usable file plan builder; event-based retention
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Considerations for Selection of COTS Add-Ons
• Does the solution meet the essential requirements for our scenario?
• Does the solution work in our environment? (Office 365? Cloud? On-Prem? Hybrid?)
• Does the solution install on top of SharePoint, or does it require additional servers and connect to SharePoint by other means?
• Does the solution require client software installation, or is it completely server based?
• What expertise do we need to support this solution? • What are others saying about the vendor? What is their track
record? Are there relevant case studies available? • Think mobile first and cloud first.
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Build the Business Case
Clearly define the problem
Present the alternatives
Present the preferred solution
Justify the cost (TCO and ROI)
Present a blueprint and roadmap
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Connect with Me
Kevin Parker, CIP
www.neostek.com | [email protected]
Twitter: @JKevinParker
LinkedIn: www.linkedin.com/in/jkevinparker
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Introducing our Sponsor Speaker
Holly Anderson
Product Marketing Manager
K2
65% of SharePoint customers turn to 3rd party tools to meet their needs
Forrester Research “SharePoint Adoption Faces Three Barriers”
Things to Consider
Easy-to-use Enable technical and non-technical users with tools that are intuitive, easy-to-use and easy to maintain Current architecture Ensure fit with your current architecture – SharePoint, LOB systems, on-premises, cloud-based or hybrid Plan for the future Find tools that work for your business today and will grow with you as necessary
Experience Find an experienced vendor to help navigate the complexities of SharePoint
SHAREPOINT K2 APPIT FOR SHAREPOINT
Workflow and forms apps for SharePoint, in
the cloud
APPLICATION
Office 365 Existing
Subscription
CAPABILITIES
WHERE CAN APPIT BE USED?
SharePoint 2013
On-premises
Office 365 New
Subscription
LOB INTEGRATION
WHAT DO APPS LOOK LIKE? Filterable and searchable central task list
Simple to advanced forms
Simple to advanced workflow
Go mobile
Out-of-the-box reports
Out-of-the-box reporting portals
Real-time visibility with the View Flow report
Assemble your own user performance reports
REPORTS
Package up and deploy apps onto other environments.
Track and retry workflows in error state
Manage users, workflows and security.
SETUP AND ADMINISTRATION
Visit Appit.com for more information, additional whitepapers, and
webinars
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QUESTIONS?
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AIIM Resources
www.aiim.org/research Download AIIM Studies
aiim.org/training
• Enterprise Content Management Improve customer and staff engagement, ensure compliance, and automate business processes.
• Business Process Management Map, design, and automate operational processes for your organization using a combination of strategies, change management, and technologies.
• Taxonomy & Metadata Optimize navigation, findability, and information discovery through content classification.
• Information Governance Create an information accountability framework that reduces costs, manages risk, and optimizes value.
• Managing Records & eDiscovery with SharePoint 2013 Manage records, ensure compliance, and prepare for civil litigation requests.
• Electronic Records Management Know what to keep and what to discard as volume, variety, and velocity of digital information intensifies.
AIIM Training
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Connect with AIIM
As the Global Community for Information Professionals, join us here
• AIIM’s Resource Centers – www.aiim.org/resource-centers
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• Digital Landfill – http://info.aiim.org/digital-landfill
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Enterprise Content Management (ECM)
Business Process Management (BPM)
Capture & Scanning Collaboration Content Analytics
Electronic Records Management (ERM)
Information Governance Search SharePoint Taxonomy & Metadata Web Content Management
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all in one place
Visit aiim.org/resource-centers
AIIM Resource Centers
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