SharePoint and KnowledgeLake - Two Allies Fighting Chaos Together Using SharePoint for Effective Enterprise Content Management
Nov 13, 2014
SharePoint and KnowledgeLake - Two Allies Fighting Chaos TogetherUsing SharePoint for Effective Enterprise Content Management
Globally over 2 million licensed users
First vendor to adopt SharePoint since 2003SharePoint Imaging since 2003
KnowledgeLake is a Fujitsu Group Company170,000+ employees in 70 countriesAnnual revenue in excess of $50B
Victory Over Content Chaos
AutomationCollaborationMitigationCommunication
AutomationMinimizing Paper and Manual Processes
Reduce manual handling of paper documentsReduce effort of adding, moving and finding both electronic and paper filesReduce the cost and increase the efficiencyWhere do you start?
Automation
Paper Processing - minimizing paper and manual processes in core backend activities (finance, HR, sales, marketing)
With the average cost of each wasted page being about six cents, a companywith 500 employees could be spending $42,000 per year on wasted prints
ShippingCourier Costs
Fax Paper /Phone Costs
CopiedDocuments
Consumables
Handlingof Paper
OffsiteStorage
File Cabinets Processes
Today’s Challenges: Handling Paper
Compelling Factors$ Offsite storage of paper$ Office floor space cost$ Security of paper assets$ Audit prep and execution$ Dispersed workforce$ Copy, fax, and courier costs
An averagepaper document
gets copied19 times**
$220 in Laborto reproduce a lost document*
$120 in Laborto find a misfiled paper document*
$20 in Laborto file a paper document*
There are over4 trillion
paper documentsin the U.S. alone,growing at a rateof 22% per year**
* PricewaterhouseCoopers ** Coopers & Lybrand
MitigationManaging information assets against increasing risk and legal costs
Mitigation - managing information assets against risk and legal costs in this era of social business
Audits and Litigation
Compliance
DisasterRecovery
Lost or MisfiledDocuments
CustomerService
EmployeeKnowledge
CollaborationEmpower users with the RIGHT tools to share Information
Collaboration - Moving beyond email and shared drives to tools and techniques that foster innovation and knowledge share
Enter Enterprise Content ManagementThe collection, storage, and delivery of enterprise electronic or paper content and documentsSoftware that provides:• Content Storage & Management• Compliance & Governance• Knowledge worker efficiency• Business Intelligence• Archival & eDiscovery• Automation and/or Workflow
Magic Quadrant for Enterprise Content Management
leaderschallengers
visionariesniche players
IBMMicrosoftOracle
EMCOpen Text
Autonomy
Alfresco
SpringCM
Perceptive Software
Adobe
LaserFiche
Saperion
Xythos SunGard
Siav
NewgenSystemware
Ever Team
Objective
Xerox
Hyland Software
as published inNovember, 2010
Gartner®
Abili
ty to
Exe
cute
Completeness of Vision
Fabasoft
leaderschallengers
visionariesniche players
IBM
Microsoft
Autonomy
Endeca
Kazeon
Fabasoft-MindbreezeSinequa
Isys Search SoftwareVivisimo
Expert System
RecommindExalead
as published onSeptember 15th, 2009
Gartner®
Magic Quadrant for Information Access Technology Search & Index
Oracle
GoogleZyLab
Abili
ty to
Exe
cute
Completeness of Vision
SharePoint 2007 ECM Features
Document LibrariesContent TypesWorkflowInformation Management PoliciesAuditingIntegration with Rights ManagementEnterprise & Federated Search
Connect and Empower PeopleCut Costs with a Unified InfrastructureRapidly Respond to Business Needs
SharePoint 2010- The Business Collaboration Platform
Communities
Search
Sites
Composites
ContentInsights
Scope of SharePoint FeaturesDocument ManagementWorkflowRecords ManagementCollaborationSearchWeb Content ManagementDigital Asset ManagementDocument ImagingElectronic Forms
My SitesWikisBlogsSocial Tagging
SharePoint 2010 ECM FeaturesDocument ID ServiceEnterprise Content TypesManaged Metadata Service (Taxonomy)Tagging, Ratings (Folksonomy)Document SetsIn-place Records ManagementRich Media SupportBusiness Connectivity Services
SharePoint has some ECM Challenges
Challenge ofManaging Paper Documents
Challenge ofManaging Electronic Documents
Challenge ofManaging Business Processes
KnowledgeLake Suite of ProductsCompliment SharePoint to Provide Greater Enterprise Content Management Functionality
Connect
• Capture E-documents From Desktop, Outlook And Also Drag-n-drop• Accurately Index Documents• Release Into SharePoint Libraries• Complete Process In Just 2-clicks!
Capture
• Scan Paper Documents With Desktop, Departmental And Production Scanners• Index Documents• Release Into SharePoint Libraries
Server
• Capture From Office Copiers, Multi-function Devices, Fax Servers And Network Scanners• Index And Scan Via Web Browser• Automate PDF, OCR Conversion
Imaging
• Database Lookup & Index Automation • Perform Exact Relevance Searches With Any Combination Of Index Values• Central Enterprise Indexing Schema• Zero-footprint Image Viewer
Familiar experience that is natural to the way people work todayOffice like interface helps user adoptionBalance between Empowerment vs. ControlFeatures only turned on when neededRecords management handled by repository not scanning operatorsAnd so much more!
Paper Capture – Easy Yet Powerful
Expose Capture via desktop for transactional content• Office and desktop integration• Rapid save and index to
SharePoint• Auto application of
retention policies• Easy to edit and re-save
content
Increases user adoption & behavioral change
Knowledge Worker e-Doc Capture
CommunicationWhen you need to communicate information, make it easy to find and share. For example Search, View, Process Tasks, TriggerWorkflow, Email Links & Attachments, etc.
Office 365 For Professionals And Small Businesses (P)• Microsoft Office 365 for
professionals and small businesses is a $6 per user/per month subscription service
• Lets you access your email, important documents, contacts, and calendar from virtually anywhere on almost any device*.
• This plan is ideal for organizations with fewer than 25 employees that do not have IT staff or expertise
The Next “Big Thing”
Office 365 For Midsize Businesses And Enterprises (E)• Starting at just $10 per user/per month,
these plans are designed for organizations with advanced IT needs including Active Directory Integration, advanced email archiving, 24x7 IT admin support and full enterprise voice capabilities on premises, or for organizations that want Office Professional Plus delivered as a subscription.
The Next “Big Thing”
SharePoint Online - 8 ways to buy
Small Business offering (P1) - $6 - user/moEnterprise Plan 1 ( E1, E2) - $10/$14 - user/moEnterprise Plan 2 (E3, E4) - $24, $27 - user/moKiosk 1 (K1) – $5 user/moKiosk 2 (K2) - $10 - user/moSharePoint Only – Plan 1 - $5.25 - user/moSharePoint Only - Plan 2 - $10.25 - user/mo ( access, read/write office web apps)Client Pack - $2 per user – (must be bought in packs of 50)
Feature DescriptionStorage (pooled) 10 gigabytes (GB) base customer storage plus 500 megabytes (MB) per enterprise user Storage per Kiosk Worker Zero (0). Licensed Kiosk Workers do not bring additional storage allocation.Storage per external user Zero (0). Licensed external users do not bring additional storage allocation.Additional storage (per GB per month); no minimum purchase. $2.50USD/GB/month
Site collection storage quotas Up to 100 gigabytes (GB) per site collectionMy Site storage allocation (does not count against tenant‘s overall storage pool) 500 megabytes (MB) of personal storage per My Site (once provisioned)
Site collections (#) per tenant Up to 300 (non-My Site site collections)Total storage per tenant Up to 5 terabyte (TB) per tenantFile upload limit 250 megabytes (MB) per file
Storage - SharePoint Online allocates an initial 10 GB of storage plus 500 MB for each user. This storage is pooled and available for allocation across multiple site collections. For example, an organization of 1,000 users by default would have a base of 510,000 MB (510 GB) of storage.
What you get when you buy SPO
Things That Make You Go Hmmm
Data security Dedicated or multi-tenant
Physical security
Data ownership and control
Service level agreements
System downtime
compensation
Data transmission
across national borders
Data discovery
Identity management
Third-party applications
Your existing staff
Data storage locations and
limitations
Data transmission Retrieval limits Development
considerations
Solution Development - Requires new thinking• Sandbox, declarative code, can’t reach outside of site
collection, no 3rd party…
Multi-Tenant – Shared Environment and Server Management Resources99.9% uptime with Cash Incentives to meet target25 Gb Mail box and 500Mb per SharePoint User in P and E plans. No storage in K planMonth to Month or Annual SubscriptionFollow this link for a deeper dive into offeringhttp//community.office365.com/modg/topics/AvailableFeatures.aspx
Office 365 – Take-Aways
In A Tight Economy, It All Comes Down To ROI.
Midwest Operating Engineers IT Services
Midwest Operating Engineers - ROI
Off-Site Storage;
49%
Office Equip-
ment; 22%
Paper, Supplies and Ink;
1%
Mailing/Fax Ser-
vices; 28%
Hard Dollars
Searching, Re-trieval & Re-turning Paper
Doc, 56%Audit As-sessment
21%
Legal/Con-tracts 6%
Executives Searching for
Docs 5%
Misplaced Docs 6% Copying Docs, Filing & Elec-
tronics 6%
Soft Dollars
Payback: 4.1 Months (Net Inv/Oper Sav after Tax * 12)
Average Return on Investment (ROI): 294% (Oper Sav/Net Investment)
Investment CostPer User:
$333 Per Month
Net Investment Savings Generated Per User:
$1,546 Per Month
Economic Life: 3 YearsCorporate Tax Bracket: 35%
Retail Finance Government
HealthCare Education Manufacturing
Reduce Redundant Solution Costs
Business Processand Forms
Enterprise ContentManagement
Portal
Search
BusinessIntelligence
Collaboration
Legacy Imaging Systems MigrationBrokerage FirmWestbrook Conversion 40 million images
ManufacturingDocumentum Conversion
Human ResourcesFileNet Imaging and COLD Conversion
Health InsuranceFileNet Imaging ConversionUniversityStellent ConversionDistributorOptika ConversionOil & GasFileNet Conversion
First and foremost, setup a roll-out plan. Secure comprehensive executive sponsorship. Create a dedicated roll-out and adoption team. Setup metrics so you can start measuring success of the system. Get user input from end-users when you start planning a system. Help educate users; What’s In It For Them (WIIFM). Don’t try and solve all your challenges at once. Use SharePoint yourself. Once online, ask for feedback.
Key to Success is User Adoption
Ease of AdministrationConsistency for Paper and Electronic contentTaxonomy planning – think departmental but plan for the Enterprise! System ConsolidationMigration strategies
Things to Consider…
KnowledgeLake White PapersProduct DemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments
Helpful Resources
KnowledgeLake, Inc.3 City Place Drive, Suite 700 Saint Louis, Missouri 63141
Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555 [email protected]
Contact Information
Thank you!