The SharePoint Puzzle:adding the missing piecesChristian Buckley, SharePoint MVPAxcelercbuck@axceler.com

Some of the questions we’ll ask during this webinar:

• How is SharePoint performing against original business expectations?

• How are organizations planning on meeting capability gaps?

• What’s the future for SharePoint in the market?

• What are the strategic considerations for maximizing SharePoint value in your business?

About

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

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Tackle 10 common business problems with proven SharePoint solutions• Set up a help desk solution to track service

requests

• Build a modest project management system

• Design a scheduling system to manage resources

• Create a site to support geographically dispersed teams

• Implement a course registration system

• Build a learning center with training classes and resources

• Design a team blog platform to review content

• Create a process to coordinate RFP responses

• Set up a FAQ system to help users find answers quickly

• Implement a cost-effective contact management system

Axceler Overview

Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms

Delivered award-winning administration and migration software since 1994, for SharePoint since 2007Over 2,000 global customers

Dramatically improve the management of SharePoint

Innovative products that improve security, scalability, reliability, “deployability”Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems (Administration & Migration)

Coach enterprises on SharePoint best practicesGive administrators the most innovative tools availableAnticipate customers’ needsDeliver best of breed offeringsStay in lock step with SharePoint development and market trends

Survey Demographics

Solving the SharePoint Puzzle

An AIIM Industry Watch survey conducted in June 2012Co-sponsored by

AdlibAxcelerEMCIBMIglooKnowledgeLakeKofaxOpenTextPortal SolutionsQorus

Survey Demographics

488 respondents with >10 employeesExcluded responses from ECM vendorsLargest sectors:

21% Government14% Finance & Insurance7% Education7% Utilities

Role:37% IT (corporate or regional/local)30% Records/ Compliance15% Line of Business/ Business Consultants

Demographics

Company

Size

24% 10-500

38% 500-

5,000

38% 5,000+

Company

Location

72% N. America

18% Europe

11% Rest of

World

11-100 emps6%

101-500 emps18%

501-1,000 emps10%

1,001-5,000 emps29%

5,001-10,000 emps14%

over 10,000 emps24%

US57%

Canada14%

UK & Ireland12%

W. & E. Europe6%

Middle East/Africa

4%

Australasia/ South Africa

3%

Asia/Far East2% Central/ S.America

2%Size

Region

SharePoint Usage

Less than 1 year21%

Less than 3 years28%

Less than 5 years26%

More than 5 years24%

How long have you been using SharePoint?

Analysis

Demographics are a fairly close representation of SharePoint licenses

More than 80% of Fortune 500 companies in the US have SharePoint

Government has strongly embraced SPOver 43% of environments still owned

by IT rather than the business

Adoption and Other Enterprise Content Management (ECM) Systems

We have never used SharePoint

We no longer use SharePoint

SharePoint 2003

SharePoint 2007

SharePoint 2007 (but upgrading to 2010)

SharePoint 2010 (upgraded through 2007)

SharePoint 2010 (as a first use)

0% 5% 10% 15% 20% 25% 30% 35%

How would you best describe the primary version of SharePoint that you have in production use?

SharePoint Usage

43% using SP 2010 (inc. 14% as a first time use)

20% still in upgrade to 2010 mode

27% using outdated versions of SP with no intention of upgrading

Only 1% no longer using SP

We use SharePoint widely in some sites/departments but not in others

We use SharePoint for other things, but not document/content management

We use SharePoint for document/content management, but it is not our primary system

We have other ECM/document management systems but SharePoint is the most widely used

It is our first and only ECM system

It is now our only ECM system

0% 5% 10% 15% 20% 25% 30%

How would you describe your use of SharePoint as an ECM (Enterprise Content Management) system?

SharePoint for ECM

70% NOT using SP as a global primary ECM system

14% using SP exclusively

8% as their first ECM system

100%

90%

75%

50%

25%

10%

None

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

5,000 +emps

500-5,000 emps

10-500 emps

What proportion of your office employees have licensed access to, and are currently active users of SharePoint, (at least once per week)?

SharePoint Usage – by size

% of organizations

% ofemps

Analysis

47% of organizations still not fully moved to the 2010 platformHow the platform is being used varies

How it is to be used is not clearly defined in as many as 70% of the organizations44% using another ECM/DM platform alongside SP may indicate lack of understanding of SP ROI, gaps in functionality, or failure to fully deploy/adopt

Ongoing Drivers and Customers

Internal collaboration

File-share replacement

Web portal/intranet

Live document/content management

Project Management

Document archiving/records management

External collaboration

Business Process Management (BPM)

Public web management

No choice/Company-wide rollout

Don't know / Other

0% 10% 20% 30% 40% 50% 60%

What were your two main reasons for implementing SharePoint? (Max TWO)

SharePoint - Drivers

Internal Collaboration (50%)

file-share replacement (26%)

portal/intranet (26%)

live document management (19%)

CIO/Head of IT51%

IT Manager17%

Business sys-tems advisory

board8%

Departmental head/ LOB

owner8%

Other senior VP/ C-level/ Board

level6%

Internal project manager/ con-

sultant5%

CEO3%

Head of records/ com-pliance

2%

Who made the decision to implement SharePoint?

SharePoint – Decision Maker

68% of SP implementation decisions made by CIO/Head of IT or IT Manager

8% by business systems advisory board

Amount of ongoing management

Time to learn

Popularity with users

Time to implement

Complexity of initial configuration

Ease of use

Demands on IT infrastructure

Ability to perform core job functions

Information governance capabilities

Ability to perform non-core job functions

Speed of system

Ease of content migration

-20% -10% 0% 10% 20% 30% 40%

Exceeds expectations Below expectations

How do the various usability aspects of your SharePoint implementation compare with your expectations?

SharePoint - Deployment

SP meeting or exceeding usability expectations in around 2/3 of sites

Over a third (34%) below expectations for Information Governance

39% below expectations for content migration

Analysis

50% view SharePoint as a way to improve collaboration

26% view it as a portal, 26% as a file share

An overwhelming number of implementations (68%) were decided by management rather than end users

Depending on how this was done, it can impact adoption AND governance

Ongoing Issues, Governance, and 3rd Party Add-Ons

Lack of expertise to maximize its usefulness

Lack of strategic plans on what to use it for, and what not to

Resistance from users: committing their documents to SharePoint

Resistance from users: joining, and contributing to, collaboration/social areas

Managing process change

Managing SharePoint within the bounds of our centralized information policy

Not doing as much as we planned at the outset

Matching our business processes to SharePoint workflows

None of these/Other, please specify

0% 10% 20% 30% 40% 50%

What would you say are your biggest on-going business issues with your SharePoint system? (Max three)

SharePoint – Business Issues

#1 Lack of expertise to get the best from it

#2 Lack of strategic plans on where to use it

#3 User resistance to commit documents

Governance: mgt of metadata and taxonomies

Governance: mgt of site proliferation

Missing functionality

Taking longer than expected to roll out

Technically more difficult than expected

Site administration

Content migration

Scalability / infrastructure requirements

Re-implementing custom for new releases

Integration with our existing systems

Linking and integration of imaging systems

None of these/Other

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

What would you say are your biggest on-going technical issues with your SharePoint system? (Max three)

SharePoint – Technical Issues

#1 (and 2) Governance issues

#3 Missing Functionality

Technically difficult and taking longer to roll-out than expected

Analysis

If management is implementing without end user buy-in, problems creep in

Lack of adoptionLack of training (its not always as easy as it looks)No clear strategy for how to use (use cases)Critical capability not built in (out of the box may not fill every business need)Concerns about security, document usage

Using SharePoint for Enterprise Content Management (ECM)

Document management (check-in/check-out)

File share replacement

Advanced/Federated Search

Web content management – external/www

Electronic records management

Long term archiving

Scanned image management

Email management

Physical records management

Business Intelligence/Analytics

0% 10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Widely used Some use Plan to use Not Used, N/A

How would you describe your use of SharePoint in the following areas?

SharePoint for ECM

Well over three quarters using SP for DM and/or file share replacement

Less than half (40%) using SP for ERM and/or Long term archiving

61% not using SP for Email Management

Document management

File share replacement

Security and rights management

Web content management – external/www

Scanned image management

Long term archiving

Advanced/Federated Search

Business Intelligence/Analytics

Email management

Electronic records management

Physical records management

0% 10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Completely satisfies Partially satisfies Does not satisfy

How well does SharePoint satisfy your needs in the following areas?

SharePoint for ECM

Over half (54%) completely satisfied with SP for Doc Mgt and (slightly less so!) file-share replacement.

Only one third (30%) completely happy with security and rights, and scanned images.

Only 20% satisfied with SP for Long term archiving, Email and records (electronic or physical

Analysis

While a sizeable percentage of users claim to be satisfied with SharePoint’s out of the box ECM features, this brings to question the previous issues

No strategy or poor strategy affects usageLack of training / lack of understanding of capabilities

Using SharePoint for Collaboration

Do you use SharePoint for Collaboration/Social?

SharePoint for Collaboration

Two thirds (66%) use SP for

Collaboration/Social

Yes66%

No34%

Collaboration/workspaces/team sites

Intranet content management – internal/staff-facing sites

Portal: company news site

Portal: connections to other repositories

Extranet management – sharing of content beyond the firewall

Profile pages

Blogs/forums/wikis

Social messaging

Mobile device access

Folksonomies (social content tagging)

0% 20% 40% 60% 80% 100%

Widely used Some use Plan to use Not Used, N/A

How would you describe your use of SharePoint in the following areas?

SharePoint for Collaboration

Well over three quarters using SP for Collaboration/ team site and intranet content mgt

41% with some use of content sharing beyond the firewall

Over half with no planned use of Social messaging, mobile access or folksonomies -> it appears SP is used for collaboration as opposed to social

Analysis

Social presents a huge opportunity for growth of the platformMost organizations also thinking about communication outside, as well as inside, the organizationYammer integration news is greatly anticipated, both for the new 2013 platform as well as for 2010

Using SharePoint for Business Process Management (BPM)

Project management

Workflow

Forms processing – internal electronic, e.g. HR, expenses, etc

Document Approvals

Business Process Management (complex process management)

Forms processing – from scanned input, internal/external

Automated document creation/rendition

Case Management

Business Intelligence/reporting

0% 20% 40% 60% 80% 100%

Widely Used Some Use Plan to Use Not Used, N/A

How would you describe your use of SharePoint in the following areas?

SharePoint for BPM

Almost universal usage of some form of workflow (97%)

Around three quarters use SP for Document Approvals and Project Management.

Around half have no plans to use SP for forms processing.

How well does SharePoint satisfy your needs in the following areas?

SharePoint for BPM

Only 25% completely satisfied with ANYTHING in SP for BPM

However, most are partially satisfied across the board – even for complex process management.

Document Approvals

Workflow

Forms processing – internal electronic, e.g. HR, expenses, etc

Project management

Business Intelligence/reporting

Case Management

Business Process Management (complex process management)

Automated document creation/rendition

Forms processing – from scanned input, internal/external

0% 20% 40% 60% 80% 100%

Completely Satisfies Partially SatisfiesDoes Not Satisfy

Analysis

Workflow is used in almost every organizationAutomation is a key to adoption

Simplify the interfaces into SP throughWorkflowFormsNavigationEnsuring features/sites map to business use cases

Integration, Security, and Future Predictions

Project Management

Web Content Management

HR systems

ERP/accounting systems

Other ECM/DM systems

Analytics or federated search

Records Management

CRM/Customer Management

Scanning and capture/imaging

Social media systems

Compliance/quality systems

0% 5% 10% 15% 20% 25% 30% 35% 40%

Which of the following enterprise systems have you integrated with SharePoint?

SharePoint Integration

Over one third (37%) have integrated their project management system into SP.

Only 16% have integrated analytics or federated search into SP.

Only 14% have integrated scanning and capture into SP

Simplified/enhanced workflow designer

Search/Analytics

Information reporting and analysis

Workflow/BPM

Automated document creation/rendition

Scanning and capture

Case Management

Linked extranet/cloud collaboration

Social systems/streams

0% 10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

75% or more productive 50% 33% 25% 10% 5% 0%

How much more effective/productive do you think your processes would be if you had access to enhanced  versions of the following (i.e. how much better than provided by SharePoint out of the box)?

SharePoint Functionality

Over half feel they would be 50% or more productive with enhanced workflow designer, search and information reporting tools.

Respondents felt that additional cloud collaboration and social systems would produce the lowest increase in productivity.

% of respondents

Analysis

Few organizations have fully integrated other line of business (LoB) applications / systems with SP, and so are not yet recognizing benefitsMost organizations recognize that they are not fully benefiting from what is there today, and may be slower to move to the cloud or new integrations

Strategic considerations for maximizing SharePoint value in your business

Why will customers move to 2013?

Social has become a company strategyPublishing to multiple formats (intranet, extranet, internet, mobile, tablet)Increasingly mobile workforce, geographically dispersedEnd user adoption (tighter integration with Office) and usability improvementsImproved search and business intelligence, whether data is on prem or in the cloud

Contact me

Order your copy at http://oreil.ly/qC4loT

Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com

You can download the full survey results here: http://bit.ly/SCfK55