Duncan Williams - Deltascheme 7 th December 2010 An introduction, overview & update of use.

Duncan Williams - DeltaschemeDuncan Williams - Deltascheme

77thth December 2010 December 2010

An introduction, overview & update of use

Introduction to DeltaschemeIntroduction to Deltascheme

The SharePoint phenomenonThe SharePoint phenomenon

What's new in SharePoint 2010?What's new in SharePoint 2010?

Current SharePoint 2010 projectsCurrent SharePoint 2010 projects

Areas to consider when implementing SharePoint?Areas to consider when implementing SharePoint?

The need for complementary 3The need for complementary 3rdrd party products party products

Questions and closeQuestions and close

Presentation AgendaPresentation Agenda- Format & Content- Format & Content

Introduction to Deltascheme

UK company founded back in 1986 UK company founded back in 1986

Privately owned limited company, no debtPrivately owned limited company, no debt

Based in Marlow, BuckinghamshireBased in Marlow, Buckinghamshire

Specialist Systems Integrator & Solutions Specialist Systems Integrator & Solutions ProviderProvider

ISO 9001 and TICK IT CertifiedISO 9001 and TICK IT Certified

AIIM (content management association) AIIM (content management association) MemberMember

Company ethos and ethics....Company ethos and ethics....

Committed to quality and customer satisfactionCommitted to quality and customer satisfaction

We want EVERY one of our customers to be ‘referenceable’We want EVERY one of our customers to be ‘referenceable’

Deltascheme’s DMS Deltascheme’s DMS ExperienceExperience- A Company Overview - A Company Overview

Work with ‘best of breed’ market leading Work with ‘best of breed’ market leading products products

Low risk, functional, open, scaleable, proven, value, Low risk, functional, open, scaleable, proven, value, etc.etc.

Expertise in providing integrated solutions Expertise in providing integrated solutions for: for:

Deltascheme’s DMS Deltascheme’s DMS ExperienceExperience Capability Capability

- Collaboration- Collaboration

- Records Management- Records Management

- Document Management- Document Management

- Knowledge Management- Knowledge Management

- Enterprise Content Management- Enterprise Content Management

- Case Management- Case Management

- Business Process Management- Business Process Management

- Extranets, Intranets and Internets- Extranets, Intranets and Internets

- Customer Relationship - Customer Relationship ManagementManagement

- Business Intelligence & Data - Business Intelligence & Data MigrationMigrationOur core product set is SharePoint onlyOur core product set is SharePoint only

Number of 3Number of 3rdrd party products to enhance party products to enhance SharePoint SharePoint

KofaxKofax (Capture, etc.), (Capture, etc.),ScinapticScinaptic (OnePlaceMail) (OnePlaceMail) NintexNintex, , AdlibAdlib, , Redax, K2Redax, K2 (Blackpearl) (Blackpearl) Active Active NavigationNavigation, , Smart LogicSmart Logic, etc., etc.Microsoft Partner (Microsoft Partner (Gold in Content Gold in Content

ManagementManagement))““Subject matter experts in the UK for EDRMS in Subject matter experts in the UK for EDRMS in SharePoint”SharePoint”

Deltascheme’s DMS Deltascheme’s DMS ExperienceExperience- What do we do?- What do we do?

Deliver effective and scalable document & records Deliver effective and scalable document & records management systems in SharePoint 2007 and management systems in SharePoint 2007 and 20102010

Assist with the migration of archive content from Assist with the migration of archive content from file stores or existing document management file stores or existing document management systemssystems

Provide integrated paper document capture Provide integrated paper document capture solutionssolutions

Integrate SharePoint with other business Integrate SharePoint with other business applicationsapplications

Upgrade SharePoint to the latest version (2010)Upgrade SharePoint to the latest version (2010)

Implement business process automation solutionsImplement business process automation solutions

Deliver applications and portals through Deliver applications and portals through SharePointSharePoint

Configure reporting & business intelligence Configure reporting & business intelligence solutionssolutions

Deltascheme’s DMS Deltascheme’s DMS Experience Experience - Sample Customers - Sample Customers (Active during the last 24 (Active during the last 24 months) months)

Alico AIG LifeArts Council of Wales Aztec GroupBedell Group BestodeckBrent CouncilBuilding Research EstablishmentBritish WaterwaysBupaColorconCorporation of LondoneasyJetFirst ResponseForensic Science ServicesGE HealthcareGeneral DynamicsGreater Manchester Fire & RescueGuildford Borough CouncilHale Accounting HasbroHealth Protection AgencyHealth Professions CouncilHewlett-PackardJohnson MattheyLafarge

Local Government OmbudsmanLuton Borough CouncilMan ERFMan GroupMoog EngineeringMoore StephensMiller GroupMinistry of DefenceNational Air Traffic Services Nottingham UniversityOfgemOlympus GroupProvident Financial plcRank LeisureRentokilRichmond HousingRoyal Pharmaceutical SocietySecurity Industry AuthorityScottish Funding CouncilsStates of GuernseyStates of JerseyThames Valley PoliceThames Valley UniversityTwining & Company LtdWest of England

The SharePoint Phenomenon

SharePoint Portal Server 2001SharePoint Portal Server 2001SharePoint Team Services “v1”SharePoint Team Services “v1”

Content Management Content Management Server 2002Server 2002

SharePoint Portal Server 2003SharePoint Portal Server 2003

Windows SharePoint Services “v2”Windows SharePoint Services “v2”


Office SharePoint Server 2007Office SharePoint Server 2007Portal, Web Content Management, and morePortal, Web Content Management, and more

Microsoft SharePoint Microsoft SharePoint - History and development- History and development

SharePoint Foundation ServerSharePoint Foundation Server

SharePoint 2010SharePoint 2010Portal, Web Content Management, and morePortal, Web Content Management, and more

SharePoint Portal Server 2001SharePoint Portal Server 2001SharePoint Team Services “v1”SharePoint Team Services “v1”

Content Management Content Management Server 2002Server 2002

SharePoint Portal Server 2003SharePoint Portal Server 2003



Office SharePoint Server 2007Office SharePoint Server 2007Portal, Web Content Management, and morePortal, Web Content Management, and more

Microsoft SharePoint Microsoft SharePoint - History and development- History and development

SharePoint Foundation ServerSharePoint Foundation Server

SharePoint 2010SharePoint 2010Portal, Web Content Management, and morePortal, Web Content Management, and more

Microsoft SharePoint Microsoft SharePoint - So what does 2010 offer? - So what does 2010 offer?

Document & Records Management (EDRM/ECM)Document & Records Management (EDRM/ECM)

Life cycle management, versioning, book-out, Office integration, Life cycle management, versioning, book-out, Office integration, in situ records, security, classifications, file plans, etc. in situ records, security, classifications, file plans, etc.

Meets 80% of MoReq2, do you need the other 20%?Meets 80% of MoReq2, do you need the other 20%?

Collaboration & Knowledge ManagementCollaboration & Knowledge Management

TTasks, calendars, notifications, discussion groups, blogs, wikis, asks, calendars, notifications, discussion groups, blogs, wikis, project management, Outlook integration, etc. SharePoint Workspace project management, Outlook integration, etc. SharePoint Workspace (Groove)(Groove)

Extranets, Intranets & InternetsExtranets, Intranets & Internets

ECM, WCM, look & feel, branding, navigation, search, etc.ECM, WCM, look & feel, branding, navigation, search, etc.

Separate licence for the Internet (SharePoint Server for Internet Sites)Separate licence for the Internet (SharePoint Server for Internet Sites)

Business IntelligenceBusiness Intelligence

Performance Point, Reporting Services, Analysis Services . Server-based Performance Point, Reporting Services, Analysis Services . Server-based Excel spreadsheets and data visualization, Web Parts, KPIs/Dashboards, etc. Excel spreadsheets and data visualization, Web Parts, KPIs/Dashboards, etc.

Business Connectivity Services (set of services and features for interfacing)Business Connectivity Services (set of services and features for interfacing)

Business Process Management (workflow)Business Process Management (workflow)

SharePoint Designer, Visual Studio, InfoPath. Event receivers, notifications, task SharePoint Designer, Visual Studio, InfoPath. Event receivers, notifications, task lists, etclists, etc..

Duncan Williams

What’s new in

SharePoint 2010?

1.1. Greater scalability & distributed architecture.Greater scalability & distributed architecture.Shared Service Providers dropped. Focus on multiple servers offering better resilience & Shared Service Providers dropped. Focus on multiple servers offering better resilience & scalability.scalability.

2.2. Richer authoring and content creation tools.Richer authoring and content creation tools.Easier ways of entering content onto Web Pages – less clicks – no need to open Content 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.Editor, rich text editor, etc. Greater mobile support and now more WC3 compliant.

3.3. Improved User Interface and Site Definitions.Improved User Interface and Site Definitions.New ribbon interface. Easier to find & perform functions, & customise. Silverlight - rich New ribbon interface. Easier to find & perform functions, & customise. Silverlight - rich client experience.client experience.

4.4. Enterprise-wide Content Types.Enterprise-wide Content Types.Option of declaring a site collection as the Content Type Hub site. Can now create content 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.types & publish to other site collections & sites. 07 each site required own content types.

5.5. Managed Metadata Service & Metadata Navigation Settings.Managed Metadata Service & Metadata Navigation Settings.Can create a corporate taxonomy & apply terms to items. Can be applied to libraries & 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 lists & used to filter lists. Users can add social tags that can be elevated to the corporate taxonomy (Folkonomy).taxonomy (Folkonomy).

6.6. Office Client Integration and Office Web Apps.Office Client Integration and Office Web Apps.Can open Office applications (including OneNote) in the web browser and perform rich Can open Office applications (including OneNote) in the web browser and perform rich client functions including co-authoring.client functions including co-authoring.

Microsoft SharePointMicrosoft SharePoint- Top 10 New Features of 2010- Top 10 New Features of 2010

7.7. Document Sets & Content Organizer.Document Sets & Content Organizer.Document Sets refers to creating special folders (like compound documents) where Document Sets refers to creating special folders (like compound documents) where metadata can be applied to the Document Set and its document contents. Content 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 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 libraries based on their content type and property values. This is also an improvement over the Records Routing list, used to file away records.over the Records Routing list, used to file away records.

8.8. In-place Records Management.In-place Records Management.Can now declare documents as records in situ – i.e. without having to send to the Records Can now declare documents as records in situ – i.e. without having to send to the Records Centre.Centre.

9.9. Distributed Record Centres.Distributed Record Centres.Can now create multiple Records Centres with improved eDiscovery and filing tools. Can now create multiple Records Centres with improved eDiscovery and filing tools. Before you were limited to sending to one Records Centre without customisations.Before you were limited to sending to one Records Centre without customisations.

10.10. Enterprise Search (Fast Search for SharePoint – Enterprise CAL).Enterprise Search (Fast Search for SharePoint – Enterprise CAL).Improved search including an architecture that supports FAST for high volume systems .Improved search including an architecture that supports FAST for high volume systems .

Microsoft SharePointMicrosoft SharePoint- Top 10 New Features of 2010- Top 10 New Features of 2010

Current SharePoint 2010 Projects

Example SharePoint 2010 ProjectExample SharePoint 2010 Project

Trust Management CompanyTrust Management Company

Operate out of offices around Europe, approximately 200 staffOperate out of offices around Europe, approximately 200 staff

Use of SharePoint? Use of SharePoint?

Corporate document & records management system (plus collaboration)Corporate document & records management system (plus collaboration)

Initial phase: management of all client & fund related documentsInitial phase: management of all client & fund related documents

Subsequent phases: to roll the system out across the organisationSubsequent phases: to roll the system out across the organisation

Justification?Justification?Productivity and efficiency (quick and easy to create, store and retrieve Productivity and efficiency (quick and easy to create, store and retrieve

information)information)

Remote access to content (centralise storage – security, business Remote access to content (centralise storage – security, business continuity, etc.)continuity, etc.)

Compliance (highly regulated industry)Compliance (highly regulated industry)

33rdrd Party products? Party products?Outlook integration (OnePlaceMail)Outlook integration (OnePlaceMail)

PDF conversation for all published documents (Adlib)PDF conversation for all published documents (Adlib)

Current SharePoint 2010 ProjectsCurrent SharePoint 2010 Projects- What is being implemented and why?- What is being implemented and why?


UK RegulatorUK Regulator

Several hundred staff operating out of one central officeSeveral hundred staff operating out of one central office



Initial phase: management of all case related documentsInitial phase: management of all case related documents

Subsequent phases: to roll the system out across the organisationSubsequent phases: to roll the system out across the organisation

To use SharePoint as their corporate Business Intelligence solutionTo use SharePoint as their corporate Business Intelligence solution

Justification?Justification?Needed to replace Lotus Notes environment with a new systemNeeded to replace Lotus Notes environment with a new system

Required a document repository for case related documentsRequired a document repository for case related documents

Looking to implement a corporate EDRMS environment for governanceLooking to implement a corporate EDRMS environment for governance

33rdrd Party products? Party products?Integrated document scanning (Kofax)Integrated document scanning (Kofax)


Example SharePoint 2010 Project (three)Example SharePoint 2010 Project (three)

Global Investment CompanyGlobal Investment Company

1,800 staff based in offices around the world1,800 staff based in offices around the world



Initial phase: UK offices including Initial phase: UK offices including Group Audit, Compliance, Admin & Group Audit, Compliance, Admin & Logistics, Finance, Legal, Sales & Distribution, etc.Logistics, Finance, Legal, Sales & Distribution, etc.

Subsequent phases: to roll the system out across the worldSubsequent phases: to roll the system out across the world

Justification?Justification?Merging two offices into one new smaller one. No room for all the paper Merging two offices into one new smaller one. No room for all the paper

records!records!

To support changes in working practices (no longer need to be next to To support changes in working practices (no longer need to be next to your files)your files)



Example SharePoint 2010 Project (four)Example SharePoint 2010 Project (four)

UK Chemicals ManufacturerUK Chemicals Manufacturer

Part of a global group of companies Part of a global group of companies



Initial phase: Production, Engineering, HR and QualityInitial phase: Production, Engineering, HR and Quality

Subsequent phases: to include Finance (invoice processing with SAP)Subsequent phases: to include Finance (invoice processing with SAP)

Justification?Justification?Highly regulated. Need to produce records on demand for auditorsHighly regulated. Need to produce records on demand for auditors

Improve access to information, control, security and disaster recoveryImprove access to information, control, security and disaster recovery




UK Property Management & Mining CompanyUK Property Management & Mining Company

Staff and offices around the UKStaff and offices around the UK



Corporate Intranet Corporate Intranet

To be rolled out across the organisationTo be rolled out across the organisation

Justification?Justification?Better control over corporate documentationBetter control over corporate documentation

Improved accessibilityImproved accessibility

One repository for content rather than multiple silosOne repository for content rather than multiple silos

33rdrd Party products? Party products?Document process management (Nintex)Document process management (Nintex)

Email management (OnePlaceMail)Email management (OnePlaceMail)


Microsoft SharePoint Microsoft SharePoint - Review of use... - Review of use...

28% - Case Management?

Microsoft SharePoint Microsoft SharePoint - Review of use... - Review of use...

SharePoint is being used as a departmental or corporate SharePoint is being used as a departmental or corporate environment through which to deliver line-of-business environment through which to deliver line-of-business systems.systems.

HRHR - - holiday requests, staff directory, new starter, appraisals, holiday requests, staff directory, new starter, appraisals, etc.etc.

Finance Finance - - expenses, time sheets, purchase requisition, expenses, time sheets, purchase requisition, invoice approval, contracts management, supplier portals, etc.invoice approval, contracts management, supplier portals, etc.

MarketingMarketing - - contact management, client portals, new product contact management, client portals, new product development, etc.development, etc.

CorporateCorporate - - committee minutes, room bookings, digital mail committee minutes, room bookings, digital mail rooms, quality management and ISO accreditation, etc. rooms, quality management and ISO accreditation, etc.

OtherOther - - legal case management, request for information (e.g. legal case management, request for information (e.g. FoI) , new client/matter take on (AML), etc. student portals and FoI) , new client/matter take on (AML), etc. student portals and placements management, forensics case management, etc. placements management, forensics case management, etc.

Areas to ConsiderWhen Implementing

SharePoint 2010

Implementing SharePointImplementing SharePoint- Areas to consider?- Areas to consider?

Structure(Dept/Function)

Content Types & Metadata

Document & Records Management

Users/Roles& Security

Retention & Disposition

Audit Requirements

Document Rules(Versions/Publish)

Architecture & Infrastructure

System Architecture(Sizing, servers, etc.)

System Administration(Back Ups, etc.)

Availability & Disaster Recovery

Intranet Based Applications

Look/feel & Navigation(Customisation?)

News Channels, RSSPolls, Wikis, Blogs

Workflows(What Product?)

Project Areas& Collaboration

Use of Extranets(Members, Partners)

Electronic Forms (What Product?)

Contact Management(What Product?)

Reporting &Business Intelligence

Content Searching(Structured/Unstructured)

PaperRecords

LegacyDM Systems

NetworkDrives

OutlookEmail

MicrosoftOffice

MicrosoftProjects/EPM

LOBApplications

Implementing SharePointImplementing SharePoint- Consultancy methodology- Consultancy methodology

Project Initiation

Governance Planning

Content AuditInstall Sandpit

SystemBespoke

Customer Workshop & Gap Analysis

FS / TS

Build customisations

Migration Program

•Governance Plan

•Training Plan

•Change Management

•Support Plan

Deploy

Test

Support

The Need for Complementary

3rd Party Products?

Kofax provide a very comprehensive suite of products Kofax provide a very comprehensive suite of products

Kofax Capture - scan, index, archiveKofax Capture - scan, index, archive

Kofax Transformation Modules - automate data extraction Kofax Transformation Modules - automate data extraction (OMR, OCR, ICR (OMR, OCR, ICR barcodes)barcodes)

Kofax Front Office Server - Support for MFPs/MFDs, etc.Kofax Front Office Server - Support for MFPs/MFDs, etc.

Kofax e-Transactions - send and receive electronic invoices without paperKofax e-Transactions - send and receive electronic invoices without paper

Kofax Express - All-in-one, easy to use ad-hoc batch scanningKofax Express - All-in-one, easy to use ad-hoc batch scanning

Kofax VRS - the leader in scanning productivity and image perfectionKofax VRS - the leader in scanning productivity and image perfection

Ad-hoc, departmental, remote & production captureAd-hoc, departmental, remote & production capture

Key from image, Key from image, configurable index fieldsconfigurable index fields

Specific capabilities for processing supplier invoicesSpecific capabilities for processing supplier invoices

Integration for data validation or auto-populationIntegration for data validation or auto-population

Supports other file formats (e.g. Word, Excel, email, etc)Supports other file formats (e.g. Word, Excel, email, etc)

PDF image, compressed with embedded text (from OCR)PDF image, compressed with embedded text (from OCR)

Introduction to KofaxIntroduction to Kofax- The company and their products - The company and their products

Introduction to KofaxIntroduction to Kofax- The company and their products - The company and their products

Image Window

Metadata Fields

Standard workflow functionality in SharePoint is document Standard workflow functionality in SharePoint is document centric and quickly requires development.centric and quickly requires development.

K2 & Nintex significantly enhance standard SharePoint K2 & Nintex significantly enhance standard SharePoint workflow and are very tightly integrated with Microsoft.workflow and are very tightly integrated with Microsoft.

Provides advanced workflow capabilities via a graphical Provides advanced workflow capabilities via a graphical web based interface embedded within SharePoint.web based interface embedded within SharePoint.

Automate business processesAutomate business processes

See real-time feedback of workflow activitiesSee real-time feedback of workflow activities

Create workflows in hours not daysCreate workflows in hours not days

Automate common SharePoint administrative tasksAutomate common SharePoint administrative tasks

Generate rich enterprise-level reportingGenerate rich enterprise-level reporting

Draw it, not code itDraw it, not code it

Integrated WorkflowIntegrated Workflow- Introduction to K2 and Nintex workflow- Introduction to K2 and Nintex workflow

Integrated WorkflowIntegrated Workflow- Introduction to K2 and Nintex workflow- Introduction to K2 and Nintex workflow

Introduction to OnePlaceMailIntroduction to OnePlaceMail- SharePoint and Outlook integration- SharePoint and Outlook integration

Real-time seamless email and file transfer from Microsoft Real-time seamless email and file transfer from Microsoft Outlook to Microsoft SharePointOutlook to Microsoft SharePoint

Unlocks critical business information stored in personal inboxesUnlocks critical business information stored in personal inboxes

Enables Microsoft SharePoint as an email management platformEnables Microsoft SharePoint as an email management platform

Improves visibility of information across the businessImproves visibility of information across the business

Increases user productivityIncreases user productivity

Increases user adoption of Microsoft SharePoint solutionsIncreases user adoption of Microsoft SharePoint solutions

Improves business collaboration and records managementImproves business collaboration and records management

Introduction to OnePlaceMailIntroduction to OnePlaceMail- SharePoint and Outlook integration- SharePoint and Outlook integration

Introduction to RapidRedactIntroduction to RapidRedact- Desktop document redaction- Desktop document redaction

RapidRedact can be used with any scanned document or RapidRedact can be used with any scanned document or image, not just with Word, Excel or PDF documentsimage, not just with Word, Excel or PDF documents

You can perform redactions from within applications such as You can perform redactions from within applications such as Word, Excel, Outlook, etc. Word, Excel, Outlook, etc.

RapidRedact can be web enabled, using encrypted web RapidRedact can be web enabled, using encrypted web transmissions, nothing is left on the reviewer's machinetransmissions, nothing is left on the reviewer's machine

RapidRedact can be used either as a stand-alone or server RapidRedact can be used either as a stand-alone or server based redaction toolbased redaction tool

Can create audit trails and audit copiesCan create audit trails and audit copies

Record reasons (exemptions) why redaction was madeRecord reasons (exemptions) why redaction was made

Introduction to RapidRedactIntroduction to RapidRedact- Desktop document redaction- Desktop document redaction

Introduction to AdlibIntroduction to Adlib- Desktop Redaction- Desktop Redaction

Making all of your SharePoint content searchable, including Making all of your SharePoint content searchable, including scanned documents and image-only PDF files.scanned documents and image-only PDF files.

Delivering SharePoint content in the right format for sharing Delivering SharePoint content in the right format for sharing with employees, customers, and partners.with employees, customers, and partners.

Archiving SharePoint content for long term access.Archiving SharePoint content for long term access.

Combining multiple SharePoint documents of various formats Combining multiple SharePoint documents of various formats into a single document.into a single document.

Meeting regulatory standards for document rendering.Meeting regulatory standards for document rendering.

Managing the cost and time associated with converting high Managing the cost and time associated with converting high volumes of documents to PDF. volumes of documents to PDF.

www.deltascheme.com

Duncan WilliamsDuncan WilliamsDeltascheme LimitedDeltascheme Limited

[email protected]@deltascheme.com

Tel: 01628 401800Tel: 01628 401800Local Tel: 01202 710022Local Tel: 01202 710022Mobile: 07770 851064Mobile: 07770 851064Fax: 01628 488428Fax: 01628 488428

Questions?Questions?

Duncan Williams

Content

Migration Tool

Duncan Williams

Sample SharePoint Screens

- Quality Management

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Duncan Williams - Deltascheme 7 th December 2010 An introduction, overview & update of use.

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