SharePoint as a DM

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Dec 10, 2013 (3 years and 7 months ago)

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1

SharePoint as a DM

(coming Fall 2010)

Erik B. Goltzer

Chief Information Officer

&

Bob Chauvin

Senior Application Engineer

2

Today’s Presentation Covers


Miller Johnson (MJ) as
-
is DM & systems


MJ SharePoint DM efforts & environment


SharePoint DM is a two phase effort


Phase1 is Outlook centric (near deployment)


Phase 2 is document production centric (+90
days completion of phase 1)


Why SharePoint?


Lots of Phase 1 material to share today


Lots of Phase 2 to share later in the year

3

Firm Profile


IS Department has two Developers


Check out what we’ve accomplished with a
small team!


225 Users


95 Attorneys


Two Offices


Full Service Firm


50+ Years of Practice

4

As
-
Is Tier 1 Technologies


Fairly typical law firm technology wise


VMware vSphere & View:


95% of servers & 75% desktops


MS Shop (servers, SQL, Exchange, etc)


Typical law office applications:


Windows XP, Office 2003, Hummingbird DM


Workshare Professional, Microsystems DocX


Rippe Kingston LMS V (Accounting)


Uncommon to most Firms but rock solid


5

Quick Poll


How many experimenting with
SharePoint?


How many have SharePoint in production?


Actively planning DM replacement with
SharePoint?


How many waiting for SharePoint 2010
before deciding on DM replacement?

6

Current SharePoint Systems


Numerous Client Extranets


Intranets:


Numerous Practice Management Sites


Firm Wide Client Matter Intake & Maintenance


Client, Matter, Industry Centric Views


Cross Selling


Library


Many more sites/uses

7

DM Vendor Challenges


Vendor turn over and over and over…


Innovation
stops

each time vendor is sold


Application patching lags MS cycle badly


Support base is
tiny

compared to SharePoint


Always a full version behind on SQL


2005: We don’t support SQL 2003 yet…


2007: We don’t support SQL 2005 yet…


Simple customizations require expensive
upgrades or another “module”


8

Why ask what you already know?

(my
context

rant…)


SharePoint already knows our users!


Who/what are my clients and my matters?


Who are my coworkers?


Which office, practice and section am I in?


What have I billed or worked on recently?


What industries do I practice in?


Use these at save & search screens!


Profiling client & matter ID still important



But
aren’t the only way

to find/save an item


9

Why We Love SharePoint!


Enterprise technology
platform


Collection of web technologies & tools


Context matters!


Context updates as user navigates page


Stitch various applications into one page


One stop shopping, less application fatigue


Attorneys are consumers of data not
application experts

10

Why a SharePoint Enabled DM?


SharePoint already knows
a ton

about us


Now DM does too!


Reduce profile fatigue & objections


Push and trim results via user’s context


Consumes AD & personnel databases


SharePoint 90% market dominance


How can you ignore or discount that?!

11

SharePoint Continued…


SharePoint MOSS 2007 cost us less than
one year’s maintenance of current DM


btw… WSS is FREE!


Dozens of local and thousands of national
vendors


Unbelievable online user community


Need a widget? Just Google one up


Can leverage current release products


Amazing integration with Office 2010

12

Two Phase Project


Phase 1 (Sustainable Email System)


This phase focuses only on Outlook centric
functionality, build and training issues


Phase 2 (SharePoint DMS via Handshake)


Occurs 60 to 90 days after Phase 1


Discontinue as
-
is DM and introduces
SharePoint based Handshake DMD


Natural boundary for systems and training
between Outlook & document production

13

Firm Email Challenges


Firm has:


Nearly 3.8m emails in Exchange (~375gb)


2.2m have attachments


Nested in thousands of folders


Numerous email retention policies


Many 10+gb OSTs


Degrades Outlook & desktop performance


Complicates business continuity plans


Loaded with e
-
discovery risk issues

14

Phase 1 Goals


Simplify email profiling


Single click

email inbox profile options


Single click

email
profile on send


Stamp user context on saves


Auto
-
profile
single click

saved items


Auto
-
profile

101


Retire Exchange 2003 for 2010


Implement Firm standard retention policy

15

New Email Archive


Custom import, partnered with Handshake


Imported from Exchange to DMD


Imported email secured user


Accessed via DMD (IE or Outlook client)


Familiar “folder” view retained in archive


Read only; no new content allowed


Can re
-
profile client ID/security if desire

16

Email Archive In Action

(Video)


Overcomes frequent attorney
objection “I’ll never find my old email
in the new system”


Maintains Outlook folder setup/names


Partner product with Handshake


http://www.youtube.com/watch?v=1voFuesAzrE


18

Handshake Email Director

(Video)


Overview of Email Director


Dynamic updates from DMD to Outlook


Same sender


Same thread


Client ID


Client & Matter ID


http://www.youtube.com/watch?v=fqshn1soIf8

19

Simplified Inbox Profiling

(Video)


Single click Inbox profiling to Attorney
number


Eligible for Auto
-
profile


Utilizes preconfigured profile options


Static


Firm Departments, Practices, Sections, etc


Dynamic via context (In Development)


My clients, matters, locations, etc.


Batch Profiling


http://www.youtube.com/watch?v=egxgHW6Txx4


20

Profile on Send

(Video)


Completely new feature for MJ


Profiling sent items frequently forgotten


Very inconvenient as
-
is process


Single click or via preconfigured pull down


Single click profiles eligible for Auto
-
profile


Can easily turn off with single click


http://www.youtube.com/watch?v=bToL9ypAMYM



21

Video Questions Anyone?



Any Questions on Phase 1?

22

Phase 2

Basic Review


Document production phase


Remove as
-
is DM client integration


Configure Handshake DMD client


Training:


Document search


File open/close


Redlining


Handshake DMD Local Storage Manager


Sorry, no videos yet, we hope to have
some to show in Vegas

23

Our New SharePoint

DM Benefits


Documents & email in SharePoint pages!


Handshake magic for documents/emails!


Enriched search and save options


Folder
crutch

view of email archive


Familiar view for attorneys


Single click

Inbox profile &
profile on send


Simple and should drive up profiling


Email now inline presentation on client search


Standard firm email retention policy

Firm Topology

25

S
HARE
P
OINT

A
PPLICATION

D
EVELOPMENT

T
OOLKIT

26

ILTA Questions


Common questions from ILTA:


Do you use third party solutions?


Consultants


Products


Training


Do you need a developer?


Is SharePoint robust enough for a DM
solution?

Any others?

27

Special Thanks!



Ryan Aeschliman


for all his Camtasia help!

28

That’s all folks…

Erik B. Goltzer

Chief Information Officer

goltzere@millerjohnson.com


Bob Chauvin

Senior Application Engineer

chauvinr@millerjohnson.com


Thank you!