SharePointCertificate Program - AIIM · yOverall ECRM program plan, cost and resources y ... 2010 2010‐2011 2012 ... yNot a single solution for all organizations

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SharePoint CertificateProgramSpecialist Course

Module SSA‐2

Strategy

AIIM SharePoint Certificate Program

SharePointPractitioner

SharePointSpecialist

SharePointStrategy

Case StudySharePointSpecialist

Copyright © AIIM I All rights reserved.

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SharePoint Specialist Course Outline

Implement SustainTransitionAssess

Test Train

Information Gathering

Strategy

Change Management

Customization

Integration

Documenting Requirements

Records Management

Test, Train, Sustain

Migration


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Business Case Governance

Module 2

StrategyStrategyHow to develop an enterprise content and records management strategy


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Objectives

At the end of this module, you will understand how to:o

Build an enterprise content and records management (ECRM) strategy

Construct a reference architecture and technology roadmap

Develop a program plan to execute the strategyDevelop a program plan to execute the strategy


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Agenda

Strategy Overview and Rationale2.1

Process, Governance, and Organization Gaps2.2

Reference Architecture2.3

Identification of Projects2.4

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Project Portfolio and Program Plan2.5

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Agenda





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Strategy Overview

Strategy, from Merriam‐Webster:

The art of devising or employing plans toward aThe art of devising or employing plans toward a goal

Strategy, from a practical standpoint:

ECRM reference architecture and technology roadmap

P i iti d ECRM j t tf liPrioritized ECRM project portfolio

Overall ECRM program plan, cost and resources

Objective: focus and funding


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Business Drivers

Employee workflow, productivity

Efficiently finding and handling informationEfficiently finding and handling information

Knowledge management and corporate memory retention

Mitigating eDiscovery risks

System consolidation, cost reduction

Disaster recovery, business continuity

Legal and regulatory compliance


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Strategy Rationale – Reconciling Needs

FLEXIBILITYFLEXIBILITY CONTROLCONTROL

Collaboration

Enhance Working Environment

Document & Records

ManagementEnsure

Compliance

Publication

Information Access


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•Speed / ease of commissioning•Team autonomy•Ease of use

•Standardization•Governance•Compliance

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Strategy Rationale – Technology to Meet Needs

SharePointSharePointSharePointSharePointTraditional ECRM SystemsTraditional ECRM SystemsTraditional ECRM SystemsTraditional ECRM Systems

SharePointSharePointSharePointSharePoint

Collaboration

Enhance Working Environment

Document & Records

ManagementEnsure Compliance

Publication

Information Access


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ProcessOrganizational Support

Governance

Agenda





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Guiding Principles

Guide decision making during strategy development and program executiona d p og a e ecu o

Statements that encapsulate stated / unstated enterprise goals and desired organizational culture

Developed from:

Assertions at the outset of the initiative

M t it tMaturity assessment

Interview feedback


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Guiding Principle Samples

We will provide a flexible and collaborative solution for employees to manage their working documentso e p oyees o a age e o g docu e s

All information will be retained/disposed, regardless of format, according to a records retention schedule

Specific ownership and accountability shall be assigned for all electronic content and storage areas

All electronic content will be managed according toAll electronic content will be managed according to the rules defined in the information lifecycle model


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More Guiding Principle Samples

Minimize the impact of change by coordinating with and/or leveraging existing efforts and processesa d/o e e ag g e s g e o s a d p ocesses

Enterprise‐wide initiatives must have representative input from across the organization

We will provide employees the knowledge, support, and tools to meet clearly stated expectations


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Gap Analysis Overview

Gaps identified during:

ECRM maturity assessmentECRM maturity assessment

Interviews

Current state analysis of organizational‐level elements:Governance, critical business processes, technical landscape and related efforts and eventslandscape, and related efforts and events

Understand the relevance or impact to organization

Prioritize


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Addressing Gaps

Deliberating optionsApply guiding principlespp y gu d g p c p esResearch, outside help, team working sessionsDefined timeframe for analysis

Goal of analysisIdentified approaches and options to solving the problempDo not try and solve every problem during analysisDetail enough to build the program plan


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Gap Analysis – Business Process

Deficiencies in, or absence of, structured sets of activities that serve a specific goalac es a se e a spec c goa

Examples:

Hold order process not applicable to SharePoint content

Major application deployments or procedural changes are not piloted firstchanges are not piloted first

Content is published to the portal without a defined approval process


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Gap Analysis – Governance

Deficiencies in, or absence of, policies, procedures, standards, and metrics for ECRMs a da ds, a d e cs o

Governance vs. SharePoint‐specific governance

Examples:

Retention of SharePoint content inconsistent; no monitoring against records retention schedule

A i f ti lif l d l d t i t fAn information lifecycle model does not exist for electronic content

No documented policy on email usage


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Gap Analysis – Organization

Deficiencies in, or absence of, effective:Awareness and traininga e ess a d a gCommunication and change managementStaffing, functional and technical, for program execution and sustainability

Examples:The organization lacks Records Management rolesg gSharePoint training has been ineffectiveCurrent support of SharePoint environment is inadequate


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Strategy Checkpoint

Guiding principles drafted

Gap analysis for:Gap analysis for:

Business processes

Governance

Organization

Next: technology gap analysis with a reference architecture


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Agenda





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ECRM Reference Architecture

A logical depiction of the various services that comprise an ECRM solutionco p se a so u o

Based on Doculabs’ Enterprise Reference Architecture model

Charts current and desired usage of different technologies for ECRM technology gap analysis


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ECRM Reference Architecture

Service

ServiceLayers


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Inventory Technologies

Inventory technologies based on reference

hit tarchitecture

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1-FAST2 Sh P i t

7-Product G8 P d t H

13-Product M14 P d t N

1-FAST2 Sh P i t

7-Product G8 P d t H

13-Product M14 P d t N

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2-SharePoint3-SAP4-Product D5-Product E6-Product F

8-Product H9-Product I10-Product J11-Product K12-Product L

14-Product N15-Product O16-Product P17-Product Q18-Product R19-Product S

2-SharePoint3-SAP4-Product D5-Product E6-Product F



Assess Technology Usage

Map technology usage against services

Assess “fitness” of technology usage

Best in class, unquestioned industry standard

Potential to be a standard

Adequate, but not part of a long‐term solution

d b dd dNeeds to be addressed

Inappropriate, not suitable


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Sample Technology Assessment

1-Product A 7-Product G 13-Product M1-Product A 7-Product G 13-Product M

Technology

2-Product B3-Product C4-Product D5-Product E6-Product F



2-Product B3-Product C4-Product D5-Product E6-Product F




27Copyright © AIIM I All rights reserved.

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Analysis – Enough Technology?

Identifymissing solution?

Consolidatesolutions?


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Analysis – The Right Technologies?

Addressimmediately

Opportunityto standardize?


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“To Be” Reference Architecture

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1 – SharePoint 20102 – Product B3 Product C

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1 3 1 1

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3 – Product C4 – Product D5 – Product E6 – Product F7 – Product G 7

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Technology Roadmap

A three‐ to five‐year plan for ECRM technologyIncludes:

Current technology baseline“As is” reference architectureTechnology assessment

Strategic technology direction / desired stateCandidates for retirementCandidates for standardization

Timeline for transitionEstimate in increments of years


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Technology Roadmap

20102010 20102010‐‐20112011 20122012

BaselineBaseline TransitionTransition TargetTargetBaselineBaseline

Strategic DirectionStrategic Direction

TransitionTransition TargetTargetProduct AProduct BProduct CProduct DProduct E

Product FProduct GProduct HProduct IProduct J

Product KProduct LProduct MProduct NProduct O

Product AProduct DProduct E

Product MProduct OProduct Q

Product BProduct CProduct FProduct GProduct H

Product IProduct JProduct KProduct LProduct N

Product AProduct DProduct E

Product MProduct OProduct Q

SharePoint’s role as part of strategic direction

Many variations

Not a single solution for all organizations


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Solution Options

SharePoint & SharePoint & ECRMECRM

SharePoint & SharePoint & ECRMECRM

SharePoint OnlySharePoint Only

User Interface ECRMECRM

SharePointSharePoint

ShareShare


ShareShare



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ECRMECRM

ECRMECRM

ShareShare‐‐PointPointInformation

Management

ShareShare‐‐PointPoint

Other Technology Gaps

Deficiencies with:UsabilityUsab yAvailabilityPerformanceTechnical support

Examples:The existing content management environmentThe existing content management environment lacks a disaster recovery solution or Users need offline access to records repositories.


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Agenda





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Overview of Projects

Characteristics of a project:

Clearly articulated objectivesClearly articulated objectives

Identifiable benefits

Defined scope, activities, and deliverables

An estimated and finite duration

Balance enterprise objectives with achievable results


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From Gaps to Projects

Group related gaps and options

Not all projects are technology‐focusedNot all projects are technology‐focused

One or more projects for each new or retiring technology on the technology roadmap

Processes or systems with significant impact require proofs of concept and/or pilot projects


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Proofs of Concept and Pilot Projects

Proof of ConceptTests process or system design for feasibilityVery small scale implementation or a paper exercise

PilotValidates the solutionHelps to uncover issues that may arise during full

l d l tscale deploymentIncludes defined timeframe, objectives, specific measurement criteria, and feedback process


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Foundation Projects

Prerequisite capabilities on which to build

Focused on organization business processes andFocused on organization, business processes, and governance

Projects:

Define information lifecycle model

Create and update governance artifacts

Establish ECRM function


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Foundation Projects

Define information lifecycle modelFinalize states and business rulesa e s a es a d bus ess u es

Create and update governance artifactsRecords retention schedule refreshInformation management policy refreshStandards, guidelines for information lifecycle use

Establish ECRM functionEstablish ECRM functionRoles, responsibilitiesStaffing and other resource commitments


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SharePoint Infrastructure and Governance Projects

SharePoint proof of concept

SharePoint infrastructureSharePoint infrastructure

Overall sizing and planning

Hardware and software procurement

Configuration or development

SharePoint governance

SharePoint pilot


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SharePoint Deployment

Options

“Big bang”Big bang

Departmental

Process based

Consider change management and logistics

Selected option impacts overall deployment schedule, resource requirements, and cost


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Agenda


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Project Portfolio

Expand existing project descriptions to include:

Specific tasks and deliverablesSpecific tasks and deliverables

Challenges and risks

Dependencies

Staffing assumptions

Prioritize

Input from project team, experts, and stakeholders

Apply guiding principles


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Program Planning

Project versus program

Project – a beginning and end to deliver a specificProject a beginning and end to deliver a specific product or service

Program – Several related projects to improve an organization's performance or meet a broad goal


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Program Schedule

Build a timeline of projects, in increments of months

DependenciesDependencies

Priorities

Factor in external events

Ensure adequate time for:

System and data migration

Pilot projects and subsequent iterations

Identify short, medium and long‐term milestones


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Sample Program Schedule


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Risks and Challenges

Analyze overall risks and challenges in the program planp a

Executive commitment

Change management, education, and communication

Resource constraints

F diFunding


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Summary

In this module we covered:

Developing an ECRM strategy with SharePointDeveloping an ECRM strategy with SharePoint

Using a reference architecture to help build a technology roadmap

Identifying projects and building a program plan to execute your ECRM strategy

I th t d l ill i t d B i CIn the next module, we will introduce Business Case.


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Documents

SharePointCertificate Program - AIIM · yOverall ECRM program plan, cost and resources y ... 2010 2010‐2011 2012 ... yNot a single solution for all organizations