Enterprise Information Management in SharePoint

Enterprise Information Management

-Envisioning a SharePoint Information management & modernization program

in Municipal GovernmentOntario, Canada

By: Sayef Ishaque

Software technologist, Business Analyst, Project Manager IT Consultant @ City Of London, Ontario

BSc in Computer Science, MBA, PMP & ITIL Practitioner 10 years experience across Government, Telecom and Finance

industry Working on SharePoint since 2008 Experienced in managing vendor relations, running RFPs,

envisioning large projects, developing SOW, project planning, scheduling & execution

LinkedIn: http://ca.linkedin.com/in/sayefi/ Email: sayefi@gmail.com

About Me

Why another project? Misplaced business records Lack of capabilities for collaboration and information

sharing IT nightmares

Why SharePoint? Easy to learn and adopt - Microsoft office look & feel Low cost of ownership - Even with required add-ons and

customization Easy to manage & grow - Familiar technology and development

tools for IT folks

Envisioning the Program Step-1: Identify stakeholders and their priorities Step-2: Breakdown in manageable phases/projects Step-3: Analyze risk and dependencies among projects Step-4: Prepare program schedule, resourcing strategy

and business case Step-5: Approach top-management for buy-in

Common Information Management Priorities (1)

Electronic Records Management-Businesses are producing high volume of electronic records in different forms (Emails, Technical drawings, Videos etc) -5-10% Emails are important business records-Documents are frequently miss placed; no control on retention and disposition

Need solution for-Capture Records as it is produced -Intuitive & user-driven content classification-Retention and disposition of records as per enterprise policy and regulatory guidelines (GERP, TOMRMS, DoD 5015.2)-eDiscovery and Legal hold

Possible Stakeholders: Legal, Records Management, Compliance office

Classification

Retention

Destruction

Common Information Management Priorities (2)

Collaboration and Information Sharing-Inefficiency in producing critical contents (RFPs, Contracts, Technical designs); sent back & forth over email-Mid-level managers spending significant time in meetings, searching documents/emails in multiple systems-Key resources are retiring with critical knowledge-Lack of capabilities to share ideas

Need solution for-On-line collaboration space -A search that works-Employee profile & skill search-Information available from anywhere-Access from mobile devices

Possible Stakeholders: Human Resources, Engineering / Technology, Purchase, Communication, Marketing, PMO

Common Information Management Priorities (3)

Physical Records Management-Physical records are managed ad-hoc or with legacy systems-Records are misplaced-Uniform retention and disposition is a challenge

Need solution for-Uniform classification, retention and disposition of physical records-Automated process for records inventory management-Search, eDiscovery or legal-hold scopes-in physical records as well

Possible Stakeholders: Human Resources, Records Management

Common Information Management Priorities (4)

Process Automation-High turn-around time for internal processes and approvals-Lack of confidence on electronic approvals-Workflows are out-of-date or difficult to modify-Business processes are agile in nature and changes in 12-24 months

Need solution that provide-Electronic forms-Integrates seamlessly with legacy scanning processes -Cross platform look-up & integration-Supports digital signature and audit log-Easy to develop workflows which can be managed by business

Possible Stakeholders: Finance, Operations, Purchase

Common Information Management Priorities (5)

Cost Efficient Technology Choice-Multiple platforms; Legacy platform is no longer supported-High turnaround time & cost for application development and management-Skillset required for application development is not available in market-Cost of infrastructure (storage, servers, licenses) is growing up-Incapable to meet new business requirements

Need a platform which -Cost effective-Comes with good range of standard features -Development tools and skillset are available -Has an ecosystem for add-ons (Scanning, email integration, migration, governance, physical records management, etc.)

Possible Stakeholders: Technology, Finance

Common Information Management Priorities (6)

Relationship Management-Inefficiency in working with external stakeholders (vendors, partners, stakeholder bodies)-Lead-time to deliver critical products / projects are increasing-Unhappy clients

Need solution for-Allowing external stakeholders (Vendors, partners) to access relevant information -Controlled access over the internet

Possible Stakeholders: Purchase, Customer Relations, Engineering/Technology

Common Information Management Priorities (7)

Business Intelligence -Less visibility on performance of internal processes and KPIs-Value of information being processes are not utilized up to its potential-Lot of time & effort spend on generating ad-hoc reports-Decisions can not be made quickly because of lack of complete information

Need solution for-Easy integration with line of business data-Enable business users to design reports-Leverage the knowledge an power of MS Excel-Reduce time required to develop new report

Possible Stakeholders: Finance, CxOs

Identify stakeholders and their priorities Involve senior managers/Leaders in the organization Requires a 2-3 hours workshop Rank priorities from 1 to 5 Open discussion, white boarding, voting Capture detail notes for follow-up discussion

Breakdown in manageable phases/projects

Involve a SharePoint Architect Identify technical and business deliverables Analyze organizational readiness

Available resources to engage in project work Readiness for tools and process changes Technical expertise Legacy platforms & integration points Infrastructure readiness Enterprise architecture and standards

Requires a 1-2 workshops/brainstorming

Typical breakdown

Analyze risk and dependencies among projects

Identify resources and roles Estimate resources, time and money required for key

deliverables Identify risk and dependencies Group deliverables into phases and sequence them Evaluate benefits of each phase Re-evaluate different scenarios

Identify Program Team

Executive Sponsor Steering Committee

Infrastructure Specialist

Program Manager

Business

Information Architect

Business Analysts

Designer

Administrator

Technical support Developer

Technology

User community

Work streams Common resources working across multiple phases

Resourcing strategy Identify resources available or better managed internally Expertise required from external sources Funding available A blend works better

Internal resourceInternal resource

Sample Program ScheduleY1Q1 Q2 Q3 Q4

Y2Q1 Q2 Q3 Q4

Y3Q1 Q2 Q3 Q4

Y4Q1 Q2

Phase 1Phase 1

• Information Architecture

• Governance• Infrastructure

Build• Team site roll-out• User Training

Phase 2Phase 2

• Electronic Records Management

• 1-2 Custom build apps

Phase 3Phase 3

• Scanning • eForms & workflows

Phase 4Phase 4

• Content Migration

• Portal / Extranet

Program business case Not having a clear business case is a risk

Business priorities should drive benefits & commitments Both financial and non-financial benefits can be

documented Infrastructure & resourcing strategy will drive cost

Next steps

Detail Requirement AnalysisDetail Requirement Analysis

TrainingTraining

Sourcing / RFPSourcing / RFP

Project planningProject planning

Start Phase 1Start Phase 1

Management endorsementManagement endorsement

Final words - Critical success factors Business engagement – start top down Program management – plan big, start small User adoption – involve users early Governance and best practices – follow proven path Develop resourcing capabilities – train people and find

right partner

Questions? Can be sent to: sayefi@gmail.com