SharePoint from the Forms-Eye View

© 2010 Holly Group - All Rights Reserved.

SharePoint from the Form’s-Eye View

Presented by

Steve WeissmanExecutive Director

Holly Group617-383-4655

[email protected] • steveweissman • steveweissman

November 2, 2010


When Worlds Collide

ThenThen» Forms: Much art, some science

• Design, fill, deliver, store

» IT: Mostly science• Capture, route, archive, retrieve

NowNow» More process than ever, on both sides

» Populist points of intersection: SharePoint & InfoPath


SharePoint is Taking Off

WSS installed base growing at an WSS installed base growing at an average annual rate of 11%average annual rate of 11%

MOSS installed base will grow at an MOSS installed base will grow at an average annual rate of 31% over the average annual rate of 31% over the next four yearsnext four years

– – Radicati Group study Radicati Group study Microsoft SharePoint Market Analysis, Microsoft SharePoint Market Analysis,

2010-20142010-2014



75 million licensed SharePoint users in 75 million licensed SharePoint users in 2006; 100 million in 20092006; 100 million in 2009

Total SharePoint sales > $1 billion; this Total SharePoint sales > $1 billion; this year, sales will be over $1.3 billion (20%year, sales will be over $1.3 billion (20%+ growth rate)+ growth rate)

– – Jeff TeperJeff TeperCorporate VP for SharePointCorporate VP for SharePoint

Microsoft Corp.Microsoft Corp.


53.4% of IT professionals said their 53.4% of IT professionals said their companies have already deployed companies have already deployed SharePointSharePoint

62.2% have already deployed it or plan to 62.2% have already deployed it or plan to deploy itdeploy it

70.6% have already deployed it, are 70.6% have already deployed it, are committed to deploying it or will consider committed to deploying it or will consider deploying itdeploying it

– – IDC study IDC study Microsoft Office and SharePoint Traction: Microsoft Office and SharePoint Traction:

An Updated Look at Customer Adoption and Future An Updated Look at Customer Adoption and Future PlansPlans



It’s No Magic Bullet …

54.2% of surveyed companies said they are 54.2% of surveyed companies said they are having trouble managing content on their having trouble managing content on their SharePoint team sites used for collaboration SharePoint team sites used for collaboration

Only 22% of employees in the companies Only 22% of employees in the companies surveyed were actually using SharePointsurveyed were actually using SharePoint

– – IDC study IDC study Microsoft Office and SharePoint Traction: Microsoft Office and SharePoint Traction:

An Updated Look at Customer Adoption and Future An Updated Look at Customer Adoption and Future PlansPlans


… But:

It’s from MicrosoftIt’s from Microsoft» Infrastructure vendor of choice for many

organizations, and plenty-deep pockets to ensure it sticks

It worksIt works» As with Windows and CRM, the third version’s

the charm! (and now it’s in v4)

It does many thingsIt does many things» Supports business intelligence, collaboration,

portals, search, content management … and yes, business forms!


Living on the Cutting Edge(s)

““We continue to see SharePoint as the We continue to see SharePoint as the ultimate Swiss army knife.” ultimate Swiss army knife.”

– – Jeff TeperJeff TeperCorporate VP for SharePointCorporate VP for SharePoint

Microsoft Corp.Microsoft Corp.

Too many things to too many people?


Forms Often Lost in Translation

They’re just not sexyThey’re just not sexy» They’re everywhere

- considered a necessary nuisance

» They’re expensive- with lifecycle costs (design archiving) as high as $75,000

» They’re annoying- the original four-letter “F” word

But they’re in there!But they’re in there!» Enter, InfoPath


InfoPath to the Rescue?

From the wonderful people at MicrosoftFrom the wonderful people at Microsoft


Sounds Good on (Brochure) Paper

Redmond’s Top Three Things to like Redmond’s Top Three Things to like about InfoPathabout InfoPath» Quickly and efficiently create forms and minimize

training time

» Easily create sophisticated forms without writing code

» Give participants the ability to fill out forms online or offline


But Not All That Glitters is Gold

Other true statements – but with a catchOther true statements – but with a catch» Build modular, extensible, and portable

SharePoint applications• Indirectly, sure enough, but overstated as written





» Make browser forms conform to standards• That’s what they all say!






» Enjoy more powerful Web browser forms• Improved parity between InfoPath client and

SharePoint Server forms does not equal more power; merely fixes an old problem



Other true statements – but with a catchOther true statements – but with a catch» Build modular, extensible, and portable SharePoint

applications• Indirectly, sure enough, but overstated as written


» Enjoy more powerful Web browser forms• Improved parity between InfoPath client and

SharePoint Server forms does not equal more power; merely fixes an old problem

» Enhance forms with code• Tacit acknowledgment that simpler forms are

InfoPath’s strength



Other true statements – but with a catchOther true statements – but with a catch» Build modular, extensible, and portable SharePoint

applications• Indirectly, sure enough, but overstated as written


» Enjoy more powerful Web browser forms• Improved parity between InfoPath client and SharePoint

Server forms does not equal more power; merely fixes an old problem

» Enhance forms with code• Tacit acknowledgment that simpler forms are InfoPath’s

strength

» More easily manage forms on the server• Probably more attractive to ITers than to forms folk


The Two Hidden Jewels

Embed forms in Web PartsEmbed forms in Web Parts» And make them integral components of

SharePoint applications





Connect forms with line-of-business Connect forms with line-of-business information and REST Web Servicesinformation and REST Web Services» No. 9 on Redmond’s list but No. 1 in terms of

organizational value





Connect forms with line-of-business Connect forms with line-of-business information and REST Web Servicesinformation and REST Web Services» No. 9 on Redmond’s list but No. 1 in terms of

organizational value

Interoperability, forms be thy name!


Information Capture for Fun and Profit

On paper or on screen, On paper or on screen, forms capture informationforms capture information» Not for its own sake, but as part

of a broader process



Manually or electronically, forms are front Manually or electronically, forms are front ends to databases and triggers of ends to databases and triggers of organizational workfloworganizational workflow» Smoothly feeding data to and from back-end

repositories, enabling field pre-population and indexing, retrieval, and routing

Within SharePoint and beyond, forms enable staggering new heights in efficiency and effectivenessERP, HR, and other point solutions all stand to benefit





Manually or electronically, forms are front ends Manually or electronically, forms are front ends to databases and triggers of organizational to databases and triggers of organizational workflowworkflow» Smoothly feeding data to and from back-end repositories,

enabling field pre-population and indexing, retrieval, and routing

Within SharePoint and beyond, forms enable Within SharePoint and beyond, forms enable staggering new heights in efficiency and staggering new heights in efficiency and effectivenesseffectiveness» ERP, HR, and other point solution users all stand to benefit




Ride the (Anti) Paper Wave

It’s what makes SharePoint applications so It’s what makes SharePoint applications so appealingappealing» The need to physically handle paper slows processes,

increases costs, introduces opportunity for error

» And there’s a lot of paper to be handled!• Established fact*: American printers or multifunction

devices in offices and homes churned out 1.53 trillion pages [in 2007], a total [expected] to rise to 1.64 trillion by 2010.

• Established fact**: 62% of important paper documents are still archived as paper. 25% are photocopied before being scanned. Less than 33% are systematically destroyed after scanning.

**AIIM survey conducted 10/09

*IDC figures as reported in the San Jose Mercury News, 7/17/08


Hop the “E”-fficiency Bandwagon

It’s what makes InfoPath applications so It’s what makes InfoPath applications so appealingappealing» The need to physically handle paper forms slows

processes, increases costs, introduces opportunity for error

• The clerical cost of processing a form is thirty to fifty times the printing cost of the form *

• As many as 85% of business processes involve forms **

** Urban myth, possibly originating with Gartner Group 2006

* BFMA


It’s Not Easy Being Green

InfoPath forms optimized for screen, not InfoPath forms optimized for screen, not printprint» Can be difficult to mimic existing paper forms

» Can be difficult to ensure soft and hard copies look the same



InfoPath forms optimized for screen, not InfoPath forms optimized for screen, not printprint» Can be difficult to mimic existing paper forms

» Can be difficult to ensure soft and hard copies look the same

Database connectivity may require more Database connectivity may require more than meets the eyethan meets the eye» Starting with knowledge of external fields and

further including issues related to access via browser vs. InfoPath client



InfoPath forms optimized for screen, not printInfoPath forms optimized for screen, not print» Can be difficult to mimic existing paper forms » Can be difficult to ensure soft and hard copies look the

same

Database connectivity may require more Database connectivity may require more than meets the eyethan meets the eye» Starting with knowledge of external fields and further

including issues related to access via browser vs. InfoPath client

Table-based construction can complicate Table-based construction can complicate design and maintenancedesign and maintenance» Objects are positioned relative to one another, so when

one moves, they all move!


‘SharePoint’ vs. ‘SharePoint and’

SharePoint SharePoint isis taking off … taking off …» Solid platform getting better all the time

But it’s not the be-all, end-allBut it’s not the be-all, end-all» Leverage sweet spots now; seek 3rd-party point

solutions as needed

Your job is to determine which Your job is to determine which complements make the most sensecomplements make the most sense» Plenty to choose from


Next Steps

Make a priority listMake a priority list» Which application(s) in what order

» Involve IT and lines of business


Next Steps



Research vendor alternativesResearch vendor alternatives» Do it yourself or enlist outside help

» Shameless plug: AIIM New England Chapter meeting Nov. 10 – SharePoint as a Serious Platform for Capture: The Business Value and Practical Application


Next Steps



Research vendor alternativesResearch vendor alternatives» Do it yourself or enlist outside help

» Shameless plug: AIIM New England Chapter meeting Nov. 10 – SharePoint as a Serious Platform for Capture: The Business Value and Practical Application

Go!Go!» But do so on your own terms


Steve Weissman, Executive [email protected]

www.hollygroup.comTwitter: steveweissman

LinkedIn: in/steveweissman

Fresh observations and opinions only on Weissman’s World! Visit blog.hollygroup.com

Thank You!

Contact me for any questions, Contact me for any questions, comments, or additional informationcomments, or additional information

Technology

SharePoint from the Forms-Eye View