May - SharePoint

tansygoobertownInternet and Web Development

Dec 8, 2013 (3 years and 4 months ago)

68 views

Microsoft SharePoint Server 2007


Document Mgmt Overview


Challenges


Making the Business Case


Analyzing Your Business Needs


SharePoint Products


SharePoint System Architecture


SharePoint Site Collections


SharePoint Features / Notes


Deployment Considerations


Demo

Document Management Overview


Systems used to track and store electronic documents
and/or images of paper documents


DM System can be a component of a Content
Management System with other related features:


Workflow


Web Content Management


Document Imaging


Digital Asset Management


Focus primarily on DM systems

Challenges

Page
4

Where is the pain?

Marketing

Inconsistent
branding and
messaging

Inefficient content
creation
processes

Inability to provide the
right content to the
right people

Legal
Department

Creative
Department

Difficulty in
communication with
partners

Lack of consistency
between
multinational sites

High expense of
content recreation

Product
Management

IT Department

Making the Business Case


Explicitly Defined ROI


Making your employees more productive, saving time, etc.


“Soft ROI”


Archiving of legacy information for emergency retrieval


“Compliance


21 CFR Part 11


Pharma Industry


HIPAA


Health Care Industry


Sarbanes
-
Oxley Act

Analyzing Your Business Needs


Migration Considerations


What “legacy” documents will be required?


Electronic, Paper or Both


Location


Where will documents be stored?


Where will people need to go to access documents?


Filing


How will documents be filed?


What methods will be used to organize or index
documents to assist for later retrieval?


Analyzing Your Business Needs


Security


How will documents be kept secure?


Sample Access Levels


None


Browse


Read


Version


Write


Delete


Disaster Recovery

Analyzing Your Business Needs


Distribution


How can documents be available to users that need them?


Workflow


User
-
defined vs. Rules
-
based


Creation


How are documents created? In what format(s)?


Created electronically only or also via paper?


Paper docs will spawn a discussion on scanning/imaging and
optical character recognition (OCR), indexing, etc.


If most of your content is created via paper, this may help
drive your decision.

Analyzing Your Business Needs


Archiving and Records Management


When does a document become a record?


Do you have outside interest driving your policies (i.e.
customers and/or compliance)


When can a record be permanently deleted?


Legal considerations both ways


Define Your User Base


How many users?


Where are they located? How will they access
information?


Roles


very important

Analyzing Your Business Needs


Taking A Document Inventory


More Than You Might Think …

Analyzing Your Business Needs

Call Center

Support Web Site

Statements

Customer
Records

Service

Product
Specifications

Design Drawings

Production Plans

Planning &

Infrastructure

Test Protocols*

MSDS*

Specifications

Contracts

CAD Drawings

Production

Research &

Development

Research Notes

Production
Reports

Recopies &
Formulations

Market Research

Supplier Portal

Assets
Management

Purchase Orders*

Inventory

Purchasing

Marketing
collateral

Web Pages

Press Releases

Sales Proposals

Sales &

Marketing

Delivery Records

Package Tracking

Invoices

Partnership
Records

Distribution

Analyzing Your Business Needs


Taking A Document Inventory


… but be practical and think tactically


Start with one or two core document types, ideally
concentrated within one area of your business.


Helps to “pilot” your system before expanding its scope.

Analyzing Your Business Needs


Taking A Document Inventory


What types of documents do you currently use?


Different Document Types will typically drive different groups
of properties, security requirements or use cases


Document Types can often be hierarchical


Document Type = Sales Document


Document SubType = Sales Document


Sales Lead Summary


Document SubType = Sales Document
-

Proposal


How are your document classified?


Give me 3 ways that you would classify or search for this
document.


If you lost this document and called somebody to look for it,
what 3 pieces of information could help them find it?

Analyzing Your Business Needs


Taking A Document Inventory


Indexing vs. Document Taxonomy


Full
-
text indexing (think “Google Search”)


Taxonomy (think “Advanced Search” via doc properties)


Creation of document taxonomy


Document Type = Finance Document
-

Invoice


Properties: Customer, SalesPerson, etc.


Document Type = Finance Document
-

Purchase Order


Properties: Vendor Name, Buyer, etc.

Analyzing Your Business Needs


Designate an “owner” of the data in your taxonomy.


Develop Use Cases Associated With Content


SharePoint Roles


System Administrator (1.0 FTE)


Search Administrator (0.5 FTE)


Site Designer (0.5 FTE)


Software Developer (0.5 FTE)


Business Analyst / Tester (0.5 FTE)


SQL DBA (0.5 FTE)

SharePoint Products


Microsoft Office SharePoint Server (MOSS) 2007


Windows SharePoint Services (WSS)


Provides SharePoint object model for designing web
pages, document infrastructure, collaboration and web
publishing.


Integrates Microsoft Office services with online info sharing
and document collaboration.


Makes “web parts” available that can be embedded in web
pages


Workspaces, Calendar, Discussion Boards, Lists, Alerts,
Dashboards


SharePoint (optional) Products


Microsoft Office Forms Server (optional)


Renders InfoPath
-
designed forms and allows users to
complete them via the browser


Microsoft SharePoint Designer (optional)


HTML Editor on Steroids


Microsoft SharePoint Online (optional)


Subscription based model
-

SaaS (“in the cloud”)


Part of Business Productivity Online Suite (Exchange, etc.)


Still evolving

SharePoint (optional) Products


Microsoft Office Forms Server (optional)


Renders InfoPath
-
designed forms and allows users to
complete them via the browser


Microsoft SharePoint Designer (optional)


HTML Editor on Steroids


Microsoft SharePoint Online (optional)


Subscription based model
-

SaaS (“in the cloud”)


Part of Business Productivity Online Suite (Exchange, etc.)


Still evolving

SharePoint System Architecture


Small
-
farm topology

SharePoint System Architecture


Medium server farm topology

SharePoint System Architecture


Medium
-
large server farm topology

SharePoint Site Collections


Creation of a new Site Collection is an IT function


Creation of new sub
-
sites within a Site Collection is a
Business Power
-
user function

Site Designer

Users

Permission Levels

Disaster Recovery

Site Designer

Users

Permission Levels

Disaster Recovery

SharePoint Site Collections


Site Collection Design Considerations


Consider HR Site and IT Site within the same Site
Collection “A” …


Site Collection “A” Storage Quota = 6 GB (Recycle Bin)


HR deletes 1MB of content per day


IT deletes 5 GB of content per day


Deleted content will be flushed through the system much
quicker if HR and IT are part of the same Site Collection.


SharePoint deployments on a single site collection are
not

very scalable

SharePoint Features / Notes


Document Libraries


NOT a replacement for File Shares


Document Libraries are better for versioning capabilities,
integration to workflow


File Shares allow quicker browsing of large # of docs in
tree layouts and have quicker restore points from file
system backups.


Business Data Catalog


Access to data stored in other SQL databases.

Deployment Considerations


Rolling out a Document Management system presents a
different set of challenges (as opposed to a financial
systems)


Not always perceived as business critical function


Disinterested, unengaged users


Can result in the low or improper use of system


Garbage In = Garbage Out

SharePoint Pricing


SharePoint Server 2007


~ $9K


SharePoint Server CAL User

~ $150
-

$200


External User (Internet) CAL

~ $35K


(Does not include hardware and implementation costs)

Demo


Please direct any follow
-
up questions to Tom Tobias
(
ttobias@rklcpa.com
)