Creating an Enterprise Content Management Strategy

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Written as a strategy review for SharePoint 2010 implementation. Original date, March 2009


  • 1. Presented by Karuana Gatimu, ECMP February 18, 2009

2. Technology professional with 18 years experience in project management, custom application development and corporate training. Certified Enterprise Content Management Practitioner Currently IT Project Manager & SharePoint Architect for Skechers USA, a global footwear manufacturer 10 Years as a content management specialist for legal and government industries Principle Enthusiast at 3. What Is It? An ECM Strategy document is an iterative document which outlines your requirements, approach & measurable goals for delivering ECM services to the enterprise. Focus on Technology as a Service Start the Conversation Engage Others Its a Process not a Product Evaluate Existing Systems & Processes Find Your Pain Points 4. Understand Your Process: Whether you use the SDLC, MSF, RUP or a hybrid have a project management process Establish Project Stakeholders: These executive level people will help you manage organizational change Establish a Communication Plan! Know in advance how you will communicate about your project Plan your Resources: Yes, even if you are a team of one have a resource plan Define Success: Find measurable goals and track your success. Create a feedback process for your users 5. Docs/tasks/calendars, blogs, wikis, e-mail integration, project management lite, Outlook integration, offline docs/listsServer-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, Business KPIs/Dashboards InsightRich and Web forms based front-ends, LOB actions, pluggable SSOCollaboration Enterprise Portal template, Site Directory, My Sites, social networking, privacy controlPortalBusiness ProcessSearch Content ManagementEnterprise scalability, contextual relevance, rich people and business data searchIntegrated document management, records management, and Web content management with policies and workflow 6. Business Value 7. InitialDefinedManagedMeasuredOptimizingBody of Work Reference: Carnegie Mellon SEI 8. ECM Strategy Technology as a Service Architecture Design IT Resources Pilot Project Selection Risk Analysis Best PracticesImplementation 9. If you are new: Think about an appropriate pilot project to cut your teeth on Do not over commit or deploy all features at onceIf you have an existing deployment: Which segments can you enhance? How are you delivering value to your users? Which pieces of the strategy have you missed on previous projects & how can you improve? 10. Taxonomy - How you classify data as expressed through: Content database & web app design Content types Custom columns Other metadataLegacy IntegrationData Conversions Links to external databases (CorasWorks Tools) Unstructured to Structured Data File Stores 11. Microsoft 12. MYSite (Main Persona - Redesigned) CalendarContactsTasksDocumentsDepartment or Workgroup Dept. Calendar Shared Docs E-FormsResources Master vendor & employee lists Custom DB connectionsExternal LinksPublished DocumentsCentrally Configured Security Profiles via AD Load balanced at site level Visibility by Target Audiences 13. The solution to serving up information fromdisparate systems Embodies the idea of technology as a service to the enterprise by allowing users to focus onbusiness issues not technology True integration of the capture and consumption of informationThe X Factor Breeze by CorasWorks 14. CorasWorks is an application development tool The Power: Minimizes need for custom code or .NET developers on staff OOTB Web Parts, Wizard driven configuration, easy Admin screens Data Integration Toolset pulls and pushes data to/from external sources The Flexibility Allows documents & lists to be viewed and acted upon across sites & site collections Roll Ups & Action Libraries 80% of all central configuration, design and deployment can be automated Gallery Management, Central Configuration, Global Navigation 15. a. SOX b. HIPPA c. Information retention policy Document & data life cyclesd. Legal (litigation & other requirements) e. Executive management review/approval f. Enterprise change management policyEach consideration can be handled by content types with associated workflows, audit trails, publishing sites, content expiration and a taxonomy that identifies the owners of content. 16. Gain & maintain the trust of the enterprise to reliably safeguard their dataHardware/Software levelsBackup & Maintenance PlansFire Drill Schedules & Emergency Procedures 17. Immediate and future needsAmortized costsHardware, licensing, service expenses 18. ResourceEducation of Internal ResourcesAllocationInstitutional Knowledge ManagementBalance Internal & External ExpertiseLong Term Planning 19. Pilot Project SelectionDefine Business CaseBudgetRiskAdvisePlan 20. Goals by Quarter for MBO planning Be careful what you publish!Quality Assurance & Measuring a. User feedback process b. Revision criteria c. Defined criteria for success d. Iterative development processes i. Prioritize feature roll outs by iteration 21. CorasWorks Breeze Virtual Workplace: Use this powerful tool to educate your teams on functionality and stimulate your imagination about solutions. Global Networks: Assistance from professionals who have seen a variety of system implementations is critical. Web Resources: Microsoft SharePoint University SharePointStrategist.comMust Have Books: Essential SharePoint 2007 by Jamison, Carderelli & Hanley Microsoft Office SharePoint Server 2007 Administrator's Companion by Bill English SharePoint Best Practices by Bill English


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