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Beyond the File ServerSuccessful Online Document Management
March 25, 2016
#16NTCbeyondfs
David ForresterDirector – Consulting
501 Commons
Johanny TorricoVice President – Operations
Community IT
Johan HammerstromPresident & CEOCommunity IT
Collaboration Notes
• URL to collaboration noteshttp://po.st/beyondfs-16NTC
• CFRE CreditsNFR – 1.5
What is document management?
File cabinet image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Istituto_agronomico_per_l%27oltremare,_int.,_biblioteca,_schedario_05.JPG. Author is https://en.wikipedia.org/wiki/User:Sailko
Before Digital
File Shares
DMS
Basic concepts
What is….• Document
• Metadata
• Taxonomy
• FolksonomyImage courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Semantic_Net.svg
Document• A record
• A form of information:– Generally text, less than 100MB– Commonly MS office files, PDFs– Image and video? It depends…
MetadataData about your Data
• Taxonomy
• Folksonomy
Benefits
• Usability
• Findability and Visibility (search vs. discovery)
• Versioning
• Control
Benefits
• Remote access
• Cloud availability
• Cost savings…maybe ...probably not so much
• Still need a backup
Design is key!
IA
Users
Context
Content
Methodology
•Identify the solution
Phase 0
•Plan•IA
Phase 1 • Impleme
nt• Test• Adoption
Phase 2
• Support• Maintain• Govern
Phase 3
Phase 0 – Identify the solution
• Consider larger IT strategy
• Sketch out requirements
• Inventory existing technology
• Consider technical requirements
Sample Requirements Table Area Requirements PriorityTechnical:Hardware Windows 8+ environment Must
Mac OSx MustAD integration Must
Software Interface MS Office Productivity Suite MustDocuSign ShouldSalesForce Could
Area Requirements PriorityFunctional:Basic Create, upload, edit MS office
documents.Must
Store signed pdf contracts from electronic signature application.
Could
Automate Bus. Proc.
Move close agreements to archive location automatically
Could
Records Management: able to lock documents from deletion.
Must
Portal Intranet Must
Sample Requirements Table
Sample Requirements Table Area Description requirement Priorit
yUse Cases:The development team wins a proposal. It becomes a grant. The programs’ team creates folders and copy documents. \Funder Year Reports Budgets
”win” proposal documents automatically move to programs library. Budget, reports document are automatically generated from templates, ready to be completed.
Should
Sample Requirements Table Area Description requirement Priorit
yUse Cases:Executive directory would like a list of all active grants sort by funder. Program Director maintains a spreadsheet that it is manually updated
A list of all of this is kept on a system, that will automatically update. This list is easy exported to an excel file.
Must
Phase 1
•Identify the solution
Phase 0
•Plan•IA
Phase 1 • Impleme
nt• Test• Adoption
Phase 2
• Support• Maintain• Govern
Phase 3
Phase 1a – Pre-Planning
i. Involve Users
ii. Identify roles
iii. Assess Content
iv. Outline approach
i. Involve users• Identify and understand your stakeholders
• Relate benefits to the business need
• Be transparent on shortcomings of solution
• Involve leadership
ii. Identify Roles
• Identify roles– Partner– Internal Technical Lead– Champions
iii. Assess Content• Narrow your content to recently accessed or modified:
Last year?
• Identify type of documents generated and used:Media, databases?
• Determine who are the content owners and users:External vs Internal Users?
• Identify organization-wide content types vs departmental.
iv. Identify the best approach• Phased
• User-centric
• Pilot
Phase 1b – Group Planning Sessions
i. Team Requirements
ii. Content
iii. Security
i. Team Requirements• Articulate main objective
• Review existing documentation
• Conduct stakeholders interviews
ii. Content• What information is in use?
• Where is the content stored?
• How many documents are actively use?
• What systems are utilized currently?
• Is there any compliance requirements?
ContentDoc Type Doc
Purpose
Doc Template
Metadata Workflow process
Owner
Users
Format
Agreement No FunderAgr. TypeYearInitiative
Dev. Dir
DevProg
DocxPdf
iii. Security • Roles
• Permissions
• External
Phase 1c – Information Architecture
• Hierarchy
• Content
• Metadata
• Permissions
IA design: SampleClient Name
HR
IT
Projects
Campaign 3
Campaign 2
Other
IA design: Sample
IA design: Sample
BIGCampaign
IA design: Sample
Phase 2
•Identify the solution
Phase 0
•Plan•IA
Phase 1 • Impleme
nt• Test• Adoption
Phase 2
• Support• Maintain• Govern
Phase 3
Phase 2a – Implement
• Build out site in solution
• Department by department rollout
• Ongoing feedback
• Fine tune
Phase 2b – Test
• Identify and train power user(s)
• Validate taxonomy
• Incorporate feedback
• Provide additional training as necessary
Phase 2c – Production
• Migration Strategy
• Gather and incorporate feedback
• Provide continue training
Phase 3
•Identify the solution
Phase 0
•Plan•IA
Phase 1 • Impleme
nt• Test• Adoption
Phase 2
• Support• Maintain• Govern
Phase 3
Phase 3 – Governance
• Who owns the system?
• Who manages updating the system?
• What type of changes are consider design changes?
• Is the data backed up?
Phase 3 – Support
• Ongoing training feedback and evolution
• Review IA regularly with champions
Case Study: Joining Forces• 35 staff, 3 locations, hundred of volunteers
• Product of recent merger
• Contract IT support replacing volunteer
• On premises Exchange & Windows Server vs Google for Nonprofits
Case Study: Joining Forces
• Office 365 with SharePoint Online
• OneDrive vs SharePoint team site
• Access and ownership
• File synchronization woes
Case Study: Community• 35-person community foundation
• Office 365 for email, calendaring & presence
• Sad Sharepoint backstory, using Windows Server
• Need a place for finding, surfacing, sharing
Case Study: Community
• Intranet plus collaboration
• Confluence selected
• Fewer all-staff emails, easier search & retrieval, social aspects
Case Study: Fund for Public Good
• 20 staff
• Office 365 - Exchange Online
• Hybrid cloud solution for files
Case Study: Fund for Public Good
• Office 365 from E1 to E3– Email encryption– Office ProPlus subscription
• SharePoint Online – Office 365
• OneDrive
Case Study: Fund for Public Good
• Folder-File structure in SharePoint Libraries
• Files, libraries synchronization
• Mac users
Case Study: Concerned Parents
• 50 staff organization
• Exchange Online – Office 365
• Hybrid OS environment: OSx, Windows
• File server on premise
Case Study: Concerned Parents
• Remote access
• Business process improvements
• Collaboration, searching, versioning
• Shadow IT
Case Study: Concerned Parents
• Office 365 – SharePoint Online
• Board Portal
• Phased approach – departmental– Operations
Please complete surveyCan be found in both the mobile app and on
the website listinghttp://po.st/aT3KrY
