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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 ManagementIT 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
ProductionResearch & 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
UsersPermission LevelsDisaster Recovery
Site DesignerUsers
Permission LevelsDisaster 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)
