Critical_Success_Fac..

Session # 3 Topics
10:45am‐11:30am
Critical Success Factors in SharePoint Adoption
ƒ Real‐world case studies on how various EPC Group customers have built innovative solutions on their SharePoint platform
ƒ Implementing Microsoft Office SharePoint Server 2007 (MOSS) as your Enterprise Content Management Solution
ƒ Discussion on how to leveraging workflow, InfoPath forms, and Business Intelligence.
ƒ As the increased number of solutions has led to the explosive adoption of SharePoint, administrators must be able to effectively manage operations and sustained growth by proactively enforcing compliance and retention policies, resulting in reduced costs and management overhead.
Session # 3: Ask Away…
ƒ This session is also about you thinking of your current situation with SharePoint and how I can help you answer any questions you may have
ƒ Are there any issues you are having that are causing you to loose sleep at night?
ƒ Please feel free to ask questions that may not be on the topic list as we can take this discussion in any direction you would like..
10:45am‐11:30am
Critical Success Factors in SharePoint Adoption
Real World Examples: What is EPC Group Currently Working On?
ƒ EPC Group currently has 18 SharePoint specific projects in progress:
ƒ 5 SharePoint Server 2007 (MOSS) Enterprise Content Management ƒ
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initiatives
4 Windows SharePoint Services 3.0 (WSS) Intranet deployment initiatives
3 SharePoint Server 2007 Intranet Initiatives migrating from an existing SharePoint 2003 environment to MOSS
2 Custom .NET Application development Initiatives using SharePoint as the Application development platform and interface
3 Custom Web Part initiatives
1 Enterprise InfoPath Forms Services 2007 initiative where the objective is to migrate \ automate 100+ paper based forms into a new SharePoint Intranet via InfoPath ‐ “Forms Automation Service”
SharePoint’s Popularity
ECM & Business Process Automation
ƒ EPC Group engaged Parker Drilling in early 2007 to pilot SharePoint Server 2007 for their IT department. ƒ Needs:
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Collaboration (Project Management & Knowledge Base Library)
Business Process Automation (13 Help Desk Techs supporting 3,000 Parker Users)
ƒ EPC Group analyzed Parker’s Help Desk Processes and designed and developed the following solutions to improve efficiency & lower costs:
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Service Request Workflow – Help Desk Ticketing System
New Hire Service Request Workflow – On‐Boarding Solution
ƒ The new Help Desk Solution is built with SharePoint Server 2007 (MOSS), InfoPath Forms Services, and custom .NET development via Visual Studio \ Windows Workflow Foundation
ƒ The Windows Workflow Foundation (WF) is a Microsoft Windows platform component that provides a programming infrastructure and tools for development and execution of workflow‐based applications.
Phased Approach
ƒ A contributing success factor for the Parker Drilling SharePoint initiative has been in its well planned and phased approach:
ƒ Phase 1: IT Pilot Collaboration Pilot, Custom SharePoint Help Desk Ticking Solution & New Hire On Boarding Workflow
ƒ Phase 3: Enterprise Content Management System
ƒ Phase 3: Supply Chain Management Portal/Workflow & External Security Model ƒ The organization’s overall organizational structure, metadata requirements, retention schedule, user requirements, and business needs were all deciding factors within each phase.
ƒ Parker Drilling invested in a development environment and provided EPC Group’s consultants with the necessary time to setup the proper controls and develop governance that ensured the thousands of lines of custom code were properly tested and managed throughout the code promotion (dev to prod) process.
Hire Solution ƒ The New Hire Solution allows a manager to fill out a single electronic form regarding the requirements of the new resource and once the form is submitted it routes to all of the resources in Parker Drilling who are tasked with fulfilling those requests.
ƒ The Smart Form helps eliminate user error with rules and requirements
ƒ The solution was developed in a way that would allow updates or changes to the dropdown options in the form by Parker Drilling IT members through standard SharePoint lists
New Hire Solution ƒ Once the form is filled out and submitted, the New Hire’s manager will automatically receive an email alert from SharePoint along with a newly assigned corresponding task.
ƒ Enhancements designed for this application include links that complete tasks from Parker issued BlackBerry devices.
ƒ This form initially creates many tasks, 1 Task is for Approval of Expenditure from the New Hire’s manager for equipment & Software
New Hire Solution Another Task created in this solution, like the screen shot below, requires Data Owner Approval to grant access to particular Data Drives or Access to Particular Software. These Manager’s & Data Owners are managed easily in SharePoint Lists just like equipment and software costs. All Tasks are generated, tracked and routed by the solution.
Approval & Routing
ƒ Once the manager opens the task and clicks on the link provided, the newly submitted request form will load requesting that he review and approve this request.
ƒ When the manager approves the request by selecting Approve and clicking Submit, the system will then generate individual tasks for all of the IT Support staff and help desk personal responsible for deploying the requested functionality. ƒ Custom KPI & Dashboards allow the manager to view status on all tickets within the system
Automated Task Creation & Routing
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The screen shot below displays the 6 new tasks that were created by the system upon the requests approval. In the Workflow History section at the bottom, real‐
time status of the workflow is visible to the approval manager as well as other users with the appropriate permissions.
ECM & Summary
ƒ EPC Group’s is current working with Parker Drilling to assist in the design of the enterprise SharePoint metadata \ content type guidelines as well as the actual configuration of MOSS (Document Libraries and the Record Center) for all associated retention schedules. Implementing Microsoft Office SharePoint Server 2007 as Your Organization’s Enterprise Content Management Platform
What Can Be Replaced?
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MOSS is the Least Expensive but One of the Most Powerful Solutions
Replacing Documentum with Microsoft SharePoint Server 2007(MOSS)
$400,000 (One Time)
$1.2 Million Dollars \ Per Year
Are You Implementing SharePoint as an Intranet for Phase 1? (keep in mind…)
• A lot of organizations across the country are implementing SharePoint (either WSS or MOSS) are their Intranet solution.
• With any Intranet solution there is going to be a flavor of content management
• More than likely there will be Policies & Procedures, HR documents, meeting agenda, etc…
• Also you are exposing SharePoint’s document libraries their seamless Office compatibility along with Alerts, Check‐in\Check‐out, version control, etc.
• Most organization who are rolling out an Intranet solution do not also want to “bite off” another project where the organization’s metadata requirements are defined…. Some see that as a Phase 2
• The major project with that is users are going to start to load content into SharePoint…(possibly a lot of content)
• It is really not realistic to think users are going to go back and ever classify their content after the fact so addressing metadata \ content types up front is critical!
SharePoint Content Types
• Classifies each content item (electronic document).
• Defines the way the corresponding content is identified, managed, tracked, and retained through:
ƒ Metadata
ƒ Review/Approval Workflow to publish
ƒ Retention schedule and Disposition Workflow
ƒ Document Information Panel/DIP ƒ Document Template
• Does Your Organization have a retention schedule?
• If so, it going to make your life easier because you can start with the retention schedule and work your way back
• If not, you may be forced to most departments in the organization to discuss their thoughts and your recommendations (its better to come with suggestions)
Metadata
ƒ Global à Items that need to be captured across the organization
ƒ Extended
à Common characteristics specific to an organization, function or process.
ƒ Local
à Unique characteristics that are specific to local business requirements.
Note: Capture as much behind metadata without user input as possible, 3 or 4 commonly entered fields are standard with the rest being auto populated/captured
Microsoft Office SharePoint Server 2007 is DOD 5015.2 Certified
CRM Solution
Dovarri is a leading provider of Customer Relationship Management (CRM) software. Dovarri found that a large number of organizations throughout the country were requesting a platform that was not only a powerful CRM solution but also provided functionality to store documents, custom content, was Microsoft Office compatible, and whose “look and feel” could be updated to fit the branding schemes of their organization so that they could be seamlessly integrated.
SharePoint as a Development Platform
Dovarri and EPC Group discussed a possible initiative to utilize the methodologies and processes of the existing application and rearchitect a more powerful and flexible solution on the Microsoft Windows SharePoint Services 3.0 Platform (WSS).
(Screen Shot of Previous Version)
Web Parts & Features
EPC Group’s approach for this initiative was to utilize the proven CRM architecture and functionality that Dovarri owned but then design a custom web part or features around each piece of existing functionality to create a “Gallery” of web parts that would allow their clients and customers to simply add the desired web part to the page to tailor the application as desired. This allowed EPC Group to build a powerful CRM application that now also contains a treasure‐trove of features and functionality available from WSS 3.0.
(Previous Version)
SharePoint Fits Organization of Any Size
•The YMCA Houston engaged EPC Group to perform a WSS 2.0 to WSS 3.0 intranet migration initiative early this year.
Updating the Hierarchy
•During the initial phase of this migration to WSS 3.0, EPC Group conducted a requirements gathering session with key stakeholders and members of the business. •Just like with any upgrade or migration effort you want to try and identify “quick wins” or items you can highlight to your user base as a “great new and exciting feature” to not only help your projects momentum but also to minimize any discomfort the audience may feel during this type of migration.
•Based on the requirement gathered and review of the environment, EPC Group engaged the YMCA over a 3 month period to redesign their navigational structure, site hierarchy, and SharePoint security model.
Case Study: The Need to Send a Fax While in SharePoint
• Our clients in the Title, Legal, and Document Storage arenas have continually discussed the requirements of sending a fax right from SharePoint. • Clients suggested it would be nice to right click on a document and click fax, where you would then be prompted for a fax number or could scroll through an existing address book of fax numbers.
• After investigating the technology, the functional requirements, and business requirements, EPC Group was put in contract with a firm named FaxBack
• After discussing this requirement with FaxBack, we jointly began development in February and are wrapping up development on the initial solution within 2 weeks.
Faxing From SharePoint, Faxes Kicking Off Workflows, etc.
Master Page Development
•EPC Group was engaged by Air Wisconsin Airlines to develop a new “look and feel” for the SharePoint Intranet and assist in content migrations
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Master Page Development
•This initiative was conducted over a 2 month period working with the Marketing department to finalize the design. An effort to rebrand the entire organization may soon follow.
Case Study: The Need to Launching an External Facing SharePoint Environment
• Using SharePoint as an Extranet \ Internet Site for your organization is becoming fast growing requirement
Case Study: The Need to Launch an External Facing SharePoint Environment
• Forms Based Authentication \ Centralized Security Model
Case Study: The Need to Launch an External Facing SharePoint Environment
Solution: Build a Standardized and Proven External Security Model that Clients Can Easily Update with Engaging External Resources
Business Data Catalog (BDC)
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The Business Data Catalog is a features in SharePoint Server 2007 that provides an easy way to integrate business data from back‐end server applications such as SAP or Siebel within SharePoint Server 2007 without writing any code.
Even if you are not planning to utilize the BDC until a later phase, it is important to take into consideration all platform issues associated with external data sources.
Utilizing SQL Reporting Services?
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SQL Reporting Services is an extremely powerful tool that goes under utilized in many SharePoint environments. Getting your IT staff comfortable with this tool and creating new reports from not only SharePoint but from external data sources is to your advantage.
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SQL Reporting Services can be utilized to configure a report server to run within your SharePoint and provides powerful reporting capabilities that are seamless integrated with SharePoint. Add Content to Sites by Sending E‐mail
• You can add content such as e‐mail discussions, documents, pictures, and calendar items to a SharePoint site by sending the content in e‐mail to your site. If your list or library is set up to receive e‐mail, this may be a more convenient way to work.
Suppose you want to send a document to your team and add it to your team's document library. You can perform both tasks at once, instead of sending e‐mail and then switching to SharePoint to add the document to the site.
Which Lists and Libraries Can Receive E‐mail?
y By default, the following lists and libraries in SharePoint can be set up to receive e‐mail:
• Discussion boards You can capture your team's e‐mail discussions in one place, so that you can browse through and locate the messages and related files more easily.
• Announcements When you send announcements to your team, you can use e‐mail to automatically add the announcements to your Announcements list on your SharePoint site.
• Calendars Calendar items such as meeting requests that your group sends through e‐mail can also be sent to your calendar on a SharePoint site. If your SharePoint calendar is set up to receive e‐mail, you can see all your calendar items at once — the items that you added to your team's calendar on the site, as well as the items that people have sent through e‐mail.
Which Lists and Libraries Can Receive E‐mail?
y By default, the following lists and libraries in SharePoint can be set up to receive e‐mail:
Document libraries You can send documents as e‐mail attachments to a document library that is set up to receive e‐mail. There is no need to switch to SharePoint, search for the document, and then add it to the library. You can also choose how the versions of a document that are submitted through e‐mail are handled. y Picture libraries You can send pictures as e‐mail attachments to a picture library that is set up to receive e‐mail. For example, if you are sending pictures of a product launch to a colleague while you are away from the office, you don't have to also open the picture library to upload your pictures. Instead, you can include the e‐mail address of the library in your message.
y Form libraries You can submit a completed form, such as an absence report or expense report, by sending it in e‐mail to a form library.
y Blogs You can post to a blog (weblog) list by e‐mail. You cannot add comments to a blog post by using e‐mail.
Take Advantage of SharePoint’s Toolbox
•SharePoint is like this massive toolbox full of a full assortment of tools but it is really up to the SharePoint architects, business stakeholders, Power Users, and developers to make sure the users have the right tools they need.
•It also might also entail locking some of the drawers because your not quite ready to let users play with the power tools that SharePoint contains.
Thank You!
5090 Richmond Avenue Suite #336 3 Second Street, Suite # 202
Houston, TX 77056 Jersey City, NJ 07311
Phone: (888) 381‐9725 Phone: (201) 793‐1111
Web: www.epcgroup.net Web: www.avepoint.com
E‐mail: [email protected] E‐mail: [email protected]