sharepoint best practices conference 2013
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SharePoint Solutions at National Gypsum
Mike Brannonmikeb@natgyp.com
@mike_mosshttp://www.slideshare.net/gbcmeb/
From The SharePoint Strategic Planning Process
Industry Leader
Plant Network
Business Climate
NGC Technical Overview
3 Platforms:IBM zOS/Software AGSAP (hosted external)Windows .NET/SQLWindows clients & Servers – Plants & Process Control
WAN(Trusted)
Internet (Untrusted)Remote Users –
Employees & Partners
(Mobile too) Firewall
Juniper VPNRexford HQ Data Center
Exchange 2010 SharePoint 2003 &SharePoint 2007
.NET Apps &SQL DBMS -SOA & Web
IBMZ/OS
HQ Campus LAN
`
Clients
SAP / FITHosting
PLANT LAN
PlantServer
`
Corp LANClients
`
Process PC
PLC onEthernet
DMZ LAN
DMZ ServersEDI, Web
Key Milestones - NGC SharePoint journey
2003 to PRESENT: Updated to SP2003 – Lots of Light Customization with CorasWorks templates, tools and some .NET code – Event receivers and “Report Sweeper” Also InfoPath Forms and Libraries emerge…
1999 – 2002 Tahoe then SP 2001 Portal supporting sales laptops and internally developed “CRM / Document shares”
2006 to PRESENT: New Servers Added for Intranet effortConnect payroll/HR to AD and User Profiles, PhotosCorp-Comm and HR leverage OOB Functionality wellInitial broad effort to setup ‘department sites’ with user driven publishing and IT project sites & PMO
Downsizing issues due to loss of knowledgeable staff…
NGC problems – Similar to yours?
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• Our network file-share based architecture is obsolete, growing exponentially in size, and is difficult to use. (28 years)
• Federal and state legal statutes concerning document management aren’t being fully met. (since 2009)
• We have old, out of support versions of SharePoint used for customer critical business process support that need to be upgraded or replaced.
• Business Intelligence and reporting products have advanced in power, ease of use, functionality.
• NGC needs a roadmap for a technical makeover that will reduce vendors, mitigate risks, and deploy new capabilities to the business within the standard Microsoft toolset.
NGC Plans for Next Steps
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• Multi-department review by all stakeholders
• NGC’s core development and sysadmin skill set is based on the Microsoft platform (Exchange, SharePoint, Office) and .NET Code / SQL databases
• Determined that several “non-core” technologies could be replaced by SharePoint (Accolade, Documentum, Hyperion, uPerform, File Shares)
• Potential SW cost reductions and less TCO/support!
• Successfully proved in a pilot test that SharePoint could be a records management replacement (with additions)
What do we need?
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• Commitment to SharePoint as the Enterprise Portal/Application/Content Platform
• Licensing Changes Far Fewer EA SW Licenses, Drop 70% of Full Office / 100% System Center – Deploy ECAL for Focused Users – Then Deploy Deskless Worker Office / Device Seats
• Build new platforms and decommission “non-core” systems
•
Records Management
FRCP = Federal Rules of Civil ProcedureTitle V: Discovery
Big Issue! Chinese Drywall!
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Establishing Context: eDiscovery Strategy and Information Lifecycle
A Roadmap for Bridging 2 Operational Scenarios
Business UsersCreate ESI
ESI TYPES SOURCES
Unstructured Data Messages (email, v-mail, IM) Documents, Media, Logs, etc.
PCs, Servers, SharePoint, etc.
Structured Data Invoices, POs, Credit Memos, etc.
Enterprise Systems, SAP, POPS/MIDAS, NGC4ME, etc.
Scenario 1: Normal OperationsGoverned Under “Safe Harbor”
POLICIES & PROCEDURES
Legal Department Information Systems
Records Management Storage, Backup, Archiving, Deletion
1) ESI – Electronically Stored Information2) Safe Harbor – Possible protection from sanctions if ESI is destroyed as a result of routine policies and procedures3) Duty to Preserve – A defendants obligation to preserve evidence in advance of litigation
Scenario 2: eDiscoveryGoverned Under “Duty To Preserve”
LegalHold
Issued
PossibleLegalAction
ESISources
DiscoveryScope
Determined
Search
Hold
ProcessReviewDeliver
ESI Discovery Process
OureDiscovery
Strategy
providesa framework to
addresseDiscovery
in thecontext of
NormalOperations
Policies & Procedures Dictate theInformation Lifecycle Under “Normal Operations”
ECM/RM Learning
▪ Policy/procedure dictates records move to Documentum
▪ "Give up" a document / email / file to the "records store" – USER RELUCTANCE – Active Resistance in some cases!
▪ Unexpected Finding: People will still FIGHT to keep their documents stored in something they are comfortable with
▪ Multiple places to put user content made it impossible to have ONE WAY TO DO IT
▪ LEARNING: We will not ever have enough .NET staff to BUILD a solution to this Wicked Problem
▪ Find Configurable Solution – Deploy ONE way to do it!
▪ Let Users Keep Their Content in Familiar Looking Places
2012 2015
NGC Enterprise Portal and eDiscovery Time Line
PORTAL PLATFORM
PHASE 1:STABILIZE PLATFORMAddress risk of unsupported platform
Cost Option A: $200kSP2010 with enterprise capabilitiesCost Option B: $80kSP2010 w/out enterprise capabilities
SITES andCOMMUNITIESfunctionality
More productive, lower cost searches
Cost: $250k
PHASE 2: MIGRATE CONTENTAll content under managementEase of use, 300 Users (Charlotte HQ)Cost Option A: $775k Full Content Mgmt with auto classification software/servicesCost Option B: $475k Content/Records Mgmt only *Assumes Phase 1A
2013APPLICATIONSSEARCH
COLLABORATIONBUSINESSINTELLIGENCE
2014 2015
COLLABORATION
eDiscoverySearch
CONTENTMANAGEMENT
RECORDSMANAGEMENT
eDiscoverySearch Audit &
Compliance
CONTENTMANAGEMENT
RECORDSMANAGEMENT
eDISCOVERY CAPABILITIES
COLLABORATION
Today – Departmental Team Sites
Tomorrow – Shift from email and shared folders to active, living meeting places using social tools to connect team members across the organization.
Today – Bookmarks (a.k.a. “I can’t find anything”)
Tomorrow – Google-like search (and “find-ability”) across ALL NGC information with controlled access.
SEARCH
Today – Multiple sets of numbers, limited data access, few users.
Tomorrow – One set of numbers, easy secured access, many users, developed and reported against with standard office productivity tools.
BUSINESSINTELLIGENCE
Today – IT builds and manages custom for each business use.
Tomorrow – Business process automation built and managed by business users.
APPLICATIONS
Today – Only “Records” have a defined life-cycle.
Tomorrow – All content is created, secured, and deleted according to NGC policies
CONTENTMANAGEMENT
RECORDSMANAGEMENT
Today – Multiple tools, labor intensive, large data sets
Tomorrow – Single tool, efficient and productive, focused data set
eDiscoverySearch
Today – Manual effort
Tomorrow – Automated audit, notification, and compliance reportingAudit &
Compliance
Today – Manual effort
Tomorrow – Centralized, compliant, easily discovered, and appropriately preserved and/or purged.
eMail Mgmt
eMail Mgmt & Archive
Last update: 8/15/12
SEARCH
BUSINESSINTELLIGENCE
DELIVER INFORMATION
Make data and analytical services directly available to business users:• Plant performance• Sales performance• Supply Chain performance• Financial performance• New Product Development
Cost: Manpower *Assumes Phase 1A
PHASE 3: EXTEND TO SALES & MANUFACTURING+700 Users (Plants & Field Sales)
Cost: $550k*Assumes other technology constraints have been resolved (WAN, LANs, HQ storage) *Assumes Phases 1A & 2A
APPLICATIONS
INSIGHTSfunctionality
2013
DELIVER APPLICATIONS
Build and Deploy Portal Applications for NGC:• Product Portal• CSC Portal 2.0• Supply Chain Portal• Legal Portal• Training Portal
Cost: Manpower *Assumes Phase 1A
COMPOSITESfunctionality
2013
eMail Mgmt & Archive
Audit &Compliance
Automated audit, notification, and compliance reporting
Cost: $100k
Email archiving and Outlook Personal Storage (PST) management
Cost: TBD
What do we need?
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• DoD 5015.2 Std: GimmalSoft provides a suite of software and consulting – Fully certified – Supported by Colligo / MetaLogix
• Robust e-Discovery Case Management; Legal specific search / text / conceptual analysis: StoredIQ and Concept Searching tools – Save thousands to possibly millions in legal fees!
• Baked in Records Compliance Content management across lifecycle and automatic categorization!
•
What have we learned?
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• Commitment to ONE Retire “specialty SW” and consolidate into SharePoint – License Enterprise features and leverage them!
• More Than One Size/Color Needed Content creators / publishers, Heavy content consumers, ‘Browser Only’ consumers – Different solutions needed (NOTE: See Mobility Presentation Tomorrow!!)
• Records/ECM is CORE Reliance on manual compliance futile; Risks are huge, Penalties Happen!!
•
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