MOBILITY & SHAREPOINT ON THE ROAD: OPTIMIZING SHAREPOINT FOR MOBILE DEVICES AND DEALING WITH A BYOD WORLD! DOUG HORTON – HANDSHAKE SOFTWARE INC. STEVE MCHARGUE – PROJECT LEADERSHIP ASSOCIATES
MOBILITY & SHAREPOINT
ON THE ROAD: OPTIMIZING SHAREPOINT FOR MOBILE DEVICES AND DEALING WITH A BYOD WORLD!
DOUG HORTON – HANDSHAKE SOFTWARE INC.
STEVE MCHARGUE – PROJECT LEADERSHIP ASSOCIATES
THE WORLD OF BYOD
MOBILE PURCHASES 2011 ILTA PURCHASING SURVEY
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Playbook?
Really
TABLET PURCHASING POLICY 2011 ILTA PURCHASING SURVEY
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DLP* POLICY ILTA 2011 TECHNOLOGY SURVEY
*DATA LOSS PREVENTION
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HOW EASY IS IT? FORM FACTOR!
ISSUES IN THE MOBILE ENTERPRISE
Corporate Data
• Connectivity to Line of Business Systems
• Corporate Documents
Platform
• Multiple form factors: Tablet, Handheld
• Multiple Operating Systems
Security
• Corporate owned devices
• B2B, B2C, Employee owned devices
Usability • Platform-appropriate UI
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CORPORATE DATA DECISIONS
• Elite, Aderant, iManage, eDOCS, InterAction, etc. – Client/Matter-centric
SharePoint access to 3rd Party Data
• Lists, Wikis, Blogs, DM & Email Management, News, Announcements; Multi-site?
SharePoint Content
• Build or Buy
• Mobile App for each application?
1 App or Many Apps
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PLATFORM WHAT YOUR USERS MAY BRING TO YOU!
Devices
• Standards v. BYOD
Android
• Open source based
Apple, WinPhone, Blackberry?
• Closed systems
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SECURITY WHERE THE FIRM DOES CONTROL THE DEVICE
Device is a member of your network
• Leverage Pathways built for RDP
Corporate software is installed
• Install Corporate VPN
You can trust the user
• Some content cached on the device
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SECURITY - BYOD WHERE THE FIRM DOES NOT CONTROL THE DEVICE
Device is not a member of your network
• Secure Pathway to Corporate Information
No corporate software is installed
• Download from App Store
You can not trust the user
• Content is encrypted on the device
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SECURITY LOSS OF DEVICE
MOBILE DATA MANAGEMENT
MDM – Lost device is wiped but…wipes personal data too!!
Device is not a member of your network
• Secure Pathway to Corporate Information
• GATEWAY
OPTIONS SECURE ACTIONABLE FIRM CONTENT ON MOBILE DEVICES
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VPN - Citrix or others
Gateway
ON DEVICE SECURITY
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Communications to
Network/Gateway
Simple Wrapper v.
Secure Container App
ON DEVICE SECURITY – CONTAINER APP
Encrypts Cached Data
Encrypts Network traffic
Impervious to MalWare & Other APPS
• Only Partner Smith’s iPad can access the gateway
• no other iPad can access the info even with the right credentials
User AND Device Specific Content Access & delivery
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MOBILE DOCUMENTS
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Documents can be presented on the
Mobile
Present the necessary information to
identify the document and tie it to a
matter
Lets select a Document
IPHONE DOCUMENT VIEW DOCUMENTS
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Document is viewable on the mobile
device
If the appropriate editing software were
on the mobile device, check-in/out and
edits can be achieved
SECURITY MOBILE DOCUMENT MANAGEMENT
Review
• Open a copy of the document that cannot be edited
Edit
• Open with 3rd party app
• Version Control
• Native DMS functionality
Forward
• Can now be sent anywhere
• Corporate Record of it being sent?
• What Meta Data is being sent?
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SUMMARY
ISSUES IN THE MOBILE ENTERPRISE
Corporate Data
• Connectivity to Line of Business Systems
• Corporate Documents
Platform
• Multiple form factors: Tablet, Handheld
• Multiple Operating Systems
Security
• Corporate owned devices
• B2B, B2C, Employee owned devices
Usability • Platform-appropriate UI
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IPAD USE STATISTICS IPAD AND TRADITIONAL DESKTOPS
of business users have completely replaced their desktop with an iPad
16% have partially replaced their desktop with an iPad
54%
IDC iPad for Business Survey 2012
USABILITY
Everyone has one, what’s holding us
back?
Biggest constraint to adoption is
usability
COMPLEX PARADIGM SHIFT*
Mainframe
Mini-computers
PC/LAN
DOS Win95
IE/Laptop
Mobile Tablet /Phone
* “Those who don't know history are destined to repeat it.” – Edmund Burke
USABILITY LESSONS LEARNED FROM PREVIOUS SHIFTS
Port • Run the Solution as is in the new environment
Face Lift
• Give it a user interface that matches the new environment, but the underlying technology remains the same
All in
• The solution is rewritten from the ground up to be a tablet based app and takes full advantage of the inherent features and functionality of that device
USABILITY UNIQUE PROBLEMS FOR LAW FIRMS
Our content, for the most part, doesn’t live in SharePoint
Most of today’s SharePoint tablet apps provide a way to navigate through sites and libraries
The “App Store” marketplace is not at the point to provide a ready to use solution suitable for law firm SharePoint access
TODAY’S OPTIONS
Present your site on the ‘tablet’ via the tablet’s browser
Develop a custom native solution for the device
USABILITY READ-TAP ASYMMETRY
Websites suffer from, what web usability guru Jakob Nielsen refers to as “read-tap asymmetry.”
The font may be legible in size, but the “tappable” areas are so small that users are prone to missing the targets or are unsure whether the areas may be tapped.
Best practices dictate that text needs to be large
enough to read AND tap, as do touchable areas and link
regions.
USABILITY DESIGN CONCERNS
While websites are generally usable on a tablet, document fidelity can be compromised when viewed. Images can be repositioned, fonts changed (far fewer fonts available than on a desktop); bullets and formatting can be lost.
This is a significant issue when you factor in that Legal Documents are a magnitude more complex than most internal corporate documents.
USABILITY DESIGN CONCERNS
Particularly the drops down menus available from the typical list view are difficult to access, and usually require more than one attempt.
A novice, who may not even be aware of the existence of the drop down menu, may not be able to open the document at all and be frustrated in the attempt.
USABILITY DESIGN CONCERNS
Although most tablet screens are adequately sized, it’s still smaller than a typical desktop monitor. Also, while touching the screen is simple, it is less precise than clicking with a mouse.
Small target areas are a particularly big problem for websites that are designed for the desktop.
Designers and programmers traditionally work on much higher-resolution monitors with significantly larger viewing area. All designs need to be cross-platform checked to allow for viewing on mobile screens and adjustments made, as needed.
USABILITY SOME DESIGN RECOMMENDATIONS
Keep links far enough apart so the target areas are clearly definable
All functions should be equally accessible in both landscape and portrait orientations
Avoid hover-type menus or indicators, as they are not intuitive to the untrained and are difficult to access even for experienced users.
Touch entire table cell as opposed to a word or radio button.
Fonts must be large enough (at least 12px) to be legible and linkable text large enough to tap.
Spacing between links and text boxes must be greater to allow for easier access
Buttons and icons need to be large enough to easily tap and distinguish purpose
When creating reports and scorecards, make sure to specify font settings that will display correctly on the tablet.
Use fewer rows and columns with the expectation that the reports will be viewed on a much smaller screen.
USABILITY FACTORS FOR SUCCESS – KNOW YOUR AUDIENCE
Who is using the tablet in your environment, and what do they really need access to? Don’t feel like success is dependent on replicating your full portal, as is, to the tablet. In fact doing so is probably the surest way to failure.
Your audience is probably attorneys, and they probably want the following in descending order of importance.
Easily find, annotate and forward a critical document from the DMS.
KPI’s to things that most attorneys, especially capital
Partners, want to see everyday like daily cash.
KPI’s that your CFO wishes attorneys wanted to see every
day, like Aged WIP/AR and missing time and pre-bills.
News feeds and “other stuff” from your portal.
ISSUES IN THE MOBILE ENTERPRISE
Corporate Data
• Connectivity to Line of Business Systems
• Corporate Documents
Platform
• Multiple form factors: Tablet, Handheld
• Multiple Operating Systems
Security
• Corporate owned devices
• B2B, B2C, Employee owned devices
Usability • Platform-appropriate UI
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QUESTIONS
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