An introduction, overview & update of use
Duncan Williams - Deltascheme
7th December 2010
Presentation Agenda
- Format & Content
Introduction to Deltascheme
The SharePoint phenomenon
What's new in SharePoint 2010?
Current SharePoint 2010 projects
Areas to consider when implementing SharePoint?
The need for complementary 3rd party products
Questions and close
Introduction
to Deltascheme
Deltascheme’s DMS Experience
- A Company Overview
UK company founded back in 1986
Privately owned limited company, no debt
Based in Marlow, Buckinghamshire
Specialist Systems Integrator & Solutions Provider
ISO 9001 and TICK IT Certified
AIIM (content management association) Member
Company ethos and ethics....
Committed to quality and customer satisfaction
We want EVERY one of our customers to be ‘referenceable’
Deltascheme’s DMS Experience
Capability
Work with ‘best of breed’ market leading products
Low risk, functional, open, scaleable, proven, value, etc.
Expertise in providing integrated solutions for:
- Collaboration
- Records Management
- Document Management
- Knowledge Management
- Enterprise Content Management
- Case Management
- Business Process Management
- Extranets, Intranets and Internets
- Customer Relationship Management
- Business Intelligence & Data Migration
Our core product set is SharePoint only
Number of 3rd party products to enhance SharePoint
Kofax (Capture, etc.),Scinaptic (OnePlaceMail) Nintex, Adlib,
Redax, K2 (Blackpearl) Active Navigation, Smart Logic, etc.
Microsoft Partner (Gold in Content Management)
“Subject matter experts in the UK for EDRMS in SharePoint”
Deltascheme’s DMS Experience
- What do we do?
Deliver effective and scalable document & records
management systems in SharePoint 2007 and 2010
Assist with the migration of archive content from file
stores or existing document management systems
Provide integrated paper document capture solutions
Integrate SharePoint with other business applications
Upgrade SharePoint to the latest version (2010)
Implement business process automation solutions
Deliver applications and portals through SharePoint
Configure reporting & business intelligence solutions
Deltascheme’s DMS Experience
- Sample Customers (Active during the last 24 months)
Alico AIG Life
Arts Council of Wales
Aztec Group
Bedell Group
Bestodeck
Brent Council
Building Research Establishment
British Waterways
Bupa
Colorcon
Corporation of London
easyJet
First Response
Forensic Science Services
GE Healthcare
General Dynamics
Greater Manchester Fire & Rescue
Guildford Borough Council
Hale Accounting
Hasbro
Health Protection Agency
Health Professions Council
Hewlett-Packard
Johnson Matthey
Lafarge
Local Government Ombudsman
Luton Borough Council
Man ERF
Man Group
Moog Engineering
Moore Stephens
Miller Group
Ministry of Defence
National Air Traffic Services
Nottingham University
Ofgem
Olympus Group
Provident Financial plc
Rank Leisure
Rentokil
Richmond Housing
Royal Pharmaceutical Society
Security Industry Authority
Scottish Funding Councils
States of Guernsey
States of Jersey
Thames Valley Police
Thames Valley University
Twining & Company Ltd
West of England
The SharePoint
Phenomenon
Microsoft SharePoint
- History and development
SharePoint 2010
Portal, Web Content Management, and more
SharePoint Foundation Server
Office SharePoint Server 2007
Portal, Web Content Management, and more
Windows SharePoint Services “v3”
SharePoint Portal Server 2003
Windows SharePoint Services “v2”
SharePoint Team Services “v1”
Content Management
Server 2002
SharePoint Portal Server 2001
Microsoft SharePoint
- History and development
SharePoint 2010
Portal, Web Content Management, and more
SharePoint Foundation Server
Office SharePoint Server 2007
Portal, Web Content Management, and more
Windows SharePoint Services “v3”
SharePoint Portal Server 2003
Windows SharePoint Services “v2”
SharePoint Team Services “v1”
Content Management
Server 2002
SharePoint Portal Server 2001
Microsoft SharePoint
- So what does 2010 offer?
Document & Records Management (EDRM/ECM)
Life cycle management, versioning, book-out, Office integration,
in situ records, security, classifications, file plans, etc.
Meets 80% of MoReq2, do you need the other 20%?
Content
Search
Collaboration & Knowledge Management
Tasks, calendars, notifications, discussion groups, blogs, wikis,
project management, Outlook integration, etc. SharePoint Workspace (Groove)
Extranets, Intranets & Internets
ECM, WCM, look & feel, branding, navigation, search, etc.
Separate licence for the Internet (SharePoint Server for Internet Sites)
Business Intelligence
Performance Point, Reporting Services, Analysis Services . Server-based
Excel spreadsheets and data visualization, Web Parts, KPIs/Dashboards, etc.
Business Connectivity Services (set of services and features for interfacing)
Business Process Management (workflow)
SharePoint Designer, Visual Studio, InfoPath. Event receivers, notifications, task lists, etc .
What’s new in
SharePoint 2010?
Duncan Williams
Microsoft SharePoint
- Top 10 New Features of 2010
1.
Greater scalability & distributed architecture.
Shared Service Providers dropped. Focus on multiple servers offering better resilience & scalability.
2.
Richer authoring and content creation tools.
Easier ways of entering content onto Web Pages – less clicks – no need to open Content Editor, rich
text editor, etc. Greater mobile support and now more WC3 compliant.
3.
Improved User Interface and Site Definitions.
New ribbon interface. Easier to find & perform functions, & customise. Silverlight - rich client experience.
4.
Enterprise-wide Content Types.
Option of declaring a site collection as the Content Type Hub site. Can now create content types &
publish to other site collections & sites. 07 each site required own content types.
5.
Managed Metadata Service & Metadata Navigation Settings.
Can create a corporate taxonomy & apply terms to items. Can be applied to libraries & lists & used to
filter lists. Users can add social tags that can be elevated to the corporate taxonomy (Folkonomy).
6.
Office Client Integration and Office Web Apps.
Can open Office applications (including OneNote) in the web browser and perform rich client functions
including co-authoring.
Microsoft SharePoint
- Top 10 New Features of 2010
7.
Document Sets & Content Organizer.
Document Sets refers to creating special folders (like compound documents) where metadata can be
applied to the Document Set and its document contents. Content Organizer works like Outlook Rules –
you can define how documents are filed away into libraries based on their content type and property
values. This is also an improvement over the Records Routing list, used to file away records.
8.
In-place Records Management.
Can now declare documents as records in situ – i.e. without having to send to the Records Centre.
9.
Distributed Record Centres.
Can now create multiple Records Centres with improved eDiscovery and filing tools. Before you were
limited to sending to one Records Centre without customisations.
10. Enterprise Search (Fast Search for SharePoint – Enterprise CAL).
Improved search including an architecture that supports FAST for high volume systems .
Current SharePoint
2010 Projects
Current SharePoint 2010 Projects
- What is being implemented and why?
1
Example SharePoint 2010 Project
Trust Management Company
Operate out of offices around Europe, approximately 200 staff
Use of SharePoint?
Corporate document & records management system (plus collaboration)
Initial phase: management of all client & fund related documents
Subsequent phases: to roll the system out across the organisation
Justification?
Productivity and efficiency (quick and easy to create, store and retrieve information)
Remote access to content (centralise storage – security, business continuity, etc.)
Compliance (highly regulated industry)
3rd Party products?
Outlook integration (OnePlaceMail)
PDF conversation for all published documents (Adlib)
Current SharePoint 2010 Projects
- What is being implemented and why?
2
Example SharePoint 2010 Project
UK Regulator
Several hundred staff operating out of one central office
Use of SharePoint?
Corporate document & records management system (plus collaboration)
Initial phase: management of all case related documents
Subsequent phases: to roll the system out across the organisation
To use SharePoint as their corporate Business Intelligence solution
Justification?
Needed to replace Lotus Notes environment with a new system
Required a document repository for case related documents
Looking to implement a corporate EDRMS environment for governance
3rd Party products?
Integrated document scanning (Kofax)
Current SharePoint 2010 Projects
- What is being implemented and why?
3
Example SharePoint 2010 Project (three)
Global Investment Company
1,800 staff based in offices around the world
Use of SharePoint?
Corporate document & records management system (plus collaboration)
Initial phase: UK offices including Group Audit, Compliance, Admin & Logistics,
Finance, Legal, Sales & Distribution, etc.
Subsequent phases: to roll the system out across the world
Justification?
Merging two offices into one new smaller one. No room for all the paper records!
To support changes in working practices (no longer need to be next to your files)
3rd Party products?
Integrated document scanning (Kofax)
Current SharePoint 2010 Projects
- What is being implemented and why?
4
Example SharePoint 2010 Project (four)
UK Chemicals Manufacturer
Part of a global group of companies
Use of SharePoint?
Corporate document & records management system (plus collaboration)
Initial phase: Production, Engineering, HR and Quality
Subsequent phases: to include Finance (invoice processing with SAP)
Justification?
Highly regulated. Need to produce records on demand for auditors
Improve access to information, control, security and disaster recovery
3rd Party products?
Integrated document scanning (Kofax)
Current SharePoint 2010 Projects
- What is being implemented and why?
5
Example SharePoint 2010 Project
UK Property Management & Mining Company
Staff and offices around the UK
Use of SharePoint?
Corporate document & records management system (plus collaboration)
Corporate Intranet
To be rolled out across the organisation
Justification?
Better control over corporate documentation
Improved accessibility
One repository for content rather than multiple silos
3rd Party products?
Document process management (Nintex)
Email management (OnePlaceMail)
Microsoft SharePoint
- Review of use...
28% - Case Management?
Microsoft SharePoint
- Review of use...
SharePoint is being used as a departmental or corporate
environment through which to deliver line-of-business systems.
HR - holiday requests, staff directory, new starter, appraisals, etc.
Finance - expenses, time sheets, purchase requisition, invoice
approval, contracts management, supplier portals, etc.
Marketing - contact management, client portals, new product
development, etc.
Corporate - committee minutes, room bookings, digital mail rooms,
quality management and ISO accreditation, etc.
Other - legal case management, request for information (e.g. FoI) ,
new client/matter take on (AML), etc. student portals and placements
management, forensics case management, etc.
Areas to Consider
When Implementing
SharePoint 2010
Implementing SharePoint
- Areas to consider?
Paper
Records
Document & Records Management
(Dept/Function)
Content Types
& Metadata
(Versions/Publish)
Users/Roles
& Security
Retention &
Disposition
Audit
Requirements
Structure
Document Rules
Microsoft
Office
Intranet Based Applications
Legacy
DM Systems
Look/feel & Navigation
(Customisation?)
Workflows
(What Product?)
Contact Management
(What Product?)
Network
Drives
News Channels, RSS
Polls, Wikis, Blogs
Project Areas
& Collaboration
Reporting &
Business Intelligence
Outlook
Email
Electronic Forms
(What Product?)
Use of Extranets
(Members, Partners)
Microsoft
Projects/EPM
Content Searching
(Structured/Unstructured)
Architecture & Infrastructure
System Architecture
(Sizing, servers, etc.)
System Administration
(Back Ups, etc.)
Availability &
Disaster Recovery
LOB
Applications
Implementing SharePoint
- Consultancy methodology
Project Initiation
Governance
Planning
•
Governance Plan
•
Training Plan
•
Change Management
•
Support Plan
Content Audit
Install Sandpit
System
Bespoke
Customer
Workshop & Gap
Analysis
FS / TS
Build
customisations
Deploy
Migration Program
Test
Support
The Need for
Complementary
3rd Party Products?
Introduction to Kofax
- The company and their products
Kofax provide a very comprehensive suite of products
Kofax Capture - scan, index, archive
Kofax Transformation Modules - automate data extraction (OMR, OCR, ICR barcodes)
Kofax Front Office Server - Support for MFPs/MFDs, etc.
Kofax e-Transactions - send and receive electronic invoices without paper
Kofax Express - All-in-one, easy to use ad-hoc batch scanning
Kofax VRS - the leader in scanning productivity and image perfection
Ad-hoc, departmental, remote & production capture
Key from image, configurable index fields
Specific capabilities for processing supplier invoices
Integration for data validation or auto-population
Supports other file formats (e.g. Word, Excel, email, etc)
PDF image, compressed with embedded text (from OCR)
Introduction to Kofax
- The company and their products
Metadata
Fields
Image Window
Integrated Workflow
- Introduction to K2 and Nintex workflow
Standard workflow functionality in SharePoint is document centric
and quickly requires development.
K2 & Nintex significantly enhance standard SharePoint workflow
and are very tightly integrated with Microsoft.
Provides advanced workflow capabilities via a graphical web
based interface embedded within SharePoint.
Automate business processes
See real-time feedback of workflow activities
Create workflows in hours not days
Automate common SharePoint administrative tasks
Generate rich enterprise-level reporting
Draw it, not code it
Integrated Workflow
- Introduction to K2 and Nintex workflow
Introduction to OnePlaceMail
- SharePoint and Outlook integration
Real-time seamless email and file transfer from Microsoft Outlook to
Microsoft SharePoint
Unlocks critical business information stored in personal inboxes
Enables Microsoft SharePoint as an email management platform
Improves visibility of information across the business
Increases user productivity
Increases user adoption of Microsoft SharePoint solutions
Improves business collaboration and records management
Introduction to OnePlaceMail
- SharePoint and Outlook integration
Introduction to RapidRedact
- Desktop document redaction
RapidRedact can be used with any scanned document or image, not
just with Word, Excel or PDF documents
You can perform redactions from within applications such as Word,
Excel, Outlook, etc.
RapidRedact can be web enabled, using encrypted web
transmissions, nothing is left on the reviewer's machine
RapidRedact can be used either as a stand-alone or server based
redaction tool
Can create audit trails and audit copies
Record reasons (exemptions) why redaction was made
Introduction to RapidRedact
- Desktop document redaction
Introduction to Adlib
- Desktop Redaction
Making all of your SharePoint content searchable, including scanned
documents and image-only PDF files.
Delivering SharePoint content in the right format for sharing with
employees, customers, and partners.
Archiving SharePoint content for long term access.
Combining multiple SharePoint documents of various formats into a
single document.
Meeting regulatory standards for document rendering.
Managing the cost and time associated with converting high volumes
of documents to PDF.
Questions?
Duncan Williams
Deltascheme Limited
duncan.williams@deltascheme.com
Tel:
01628 401800
Local Tel: 01202 710022
Mobile: 07770 851064
Fax:
01628 488428
www.deltascheme.com
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