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The Information Governance Headache - SharePoint ECM
- 1. OpenText AGA for SharePoint The Information Governance Headache
- 2. BI Enterprise Support Software as a Service (SAAS) Technology Services Project Implementations Technical Consulting Solutions Business Transformation Change Management Project Management Business Consulting Aiimi is an Enterprise Information Management Company ECM Who Are Aiimi?
- 3. Vision Strategy Decisions Information Applications Infrastructure BusinessPrinciples BusinessObligations Business Objectives The Value of Information
- 4. Our Process
- 5. Information Management Principles • Quality Assurance • Ownership & Responsibility • Governance • Sustainability • Interconnectivity • Accessibility • Usability • Value
- 6. OpenText Consulting Practice Discovery Business Process Management Enterprise Content Management Customer Experience Management Information Exchange Developer Tools Ecosystem Solutions Cloud Solutions
- 7. Microsoft Certified Professionals • MOS: SharePoint • MOS: Office 365 • MCTS: SharePoint 2010, Configuring • MCTS: SharePoint 2010, Application Development • MCTS: Windows Server Active Directory, Configuration • MCTS: Windows Server Administration • MCITP: SharePoint 2010 • MCSA: Office 365 • MCSE: SharePoint • MCSD: SharePoint Applications • MCSD: Web Applications • MCP: SharePoint 2013, Core Solutions • MCP: SharePoint 2013, Advanced Solutions Microsoft Consulting Practice
- 8. SharePoint Governance with AvePoint Gavin Morgan, Aiimi Principle SharePoint Consultant discusses SharePoint Governance in depth with AvePoint. Previous Webinars Available from www.aiimi.com SharePoint for Business Productivity Gareth Fisher, Head of Microsoft Consulting at Aiimi discusses Azure, Office 365 and SharePoint for increasing productivity within your back office with Storm Technologies UK.
- 9. Microsoft SharePoint x OpenText Content Server
- 10. SharePoint enables your business to collaborate, communicate and manage information or content in order to be . SharePoint is not only Document Management platform, it houses other business productivity features such as forms, pages and external sharing. Share BuildManage DiscoverOrganise SharePoint Platform The smarter way to work together What is SharePoint?
- 11. Collaboration & Content in a familiar package. SharePoint Familiarity Pages (Publishing Content) Forms (User Experience) Office Suite Integration (Outlook, OneDrive) Fluid Office Interface (Ribbons, Groups & Commands) Lists (Information Management) Business Process Publishing (Visio Services) Full Corporate Branding & UI Capabilities Workflows (Business Process Automation & Productivity) Document Management (Versioning, Co-Authoring, Document Sets)
- 13. Company Wide Back Office Human Resources Annual Leave Employee Files Information Technology IT Systems IT Helpdesk Projects Client 1 Project A Project B Client 2 Project A Project B Centralised Information and Content Management System Anything Company Wide lives at the Top Level. Anything Business Unit Specific lives at the Business Unit Level. EG: HR Policy Anything Client specific lives at the client level. EG: Client Contract Anything Specific lives at the lowest level, such as a certain type of project. EG: Project Plan Site Hierarchy Information or Content relevant to all Projects lives at the highest Project Level.
- 14. Fields related to all Customer Complaints, regardless of Business Unit or Contract. Field related to specific Contract Metadata Item Company Item Base Company Customer Complaint Customer A Complaint Customer B Complaint Customer C Complaint Re-usable Metadata (Columns)
- 15. Content Types – A Type of Document, for example, an Invoice. Document Set – A better alternative to a folder. Holds properties on the folder for Metadata such as Project ID, Project Manager, etc. Metadata automatically copies to Documents saved in a Document Set, aiding information and content discovery. Where to Start? – Reverse Engineering Folder Structures. Less Folders, more Content Types & Metadata SharePoint for Document Management
- 16. OpenText Content Server is your perfect centralised repository for Content. Offering a back-end Enterprise Content Management Platform for all of your Business Applications. OpenText Content Server Your centralised repository for Content What is OpenText Content Server?
- 17. Side-By-Side, expanding the capability of SharePoint SharePoint & OpenText Enforce Archiving Mitigating Risk Reducing Admin Efforts Reducing Storage Costs
- 18. • With Simple Manual Archiving and Scheduled Archiving Tasks, centrally storing important content has never been easier. • Archive Documents, Folders or Sites based on daily, weekly or monthly schedules. Archiving Governance Enforce Archiving Why OpenText?
- 19. “SharePoint offers all the records management functionality we require. “ • This in fact may be the case, dependent on regulatory compliance requirements in your specific industry. • Formal compliance requiring a DoD 5015.2 or VERS certified solution. • Good for compliance multiple disparate records repositories including SharePoint, Network Shares, etc. Records Management Mitigate Risk Why OpenText?
- 20. • Reduce the amount of legacy sites showing in your SharePoint UI. • Reduce the amount of used storage space in SharePoint’s content databases. Admin Productivity Reduce Admin Effort Why OpenText?
- 21. • Take unused or rarely accessed content and move it to a disk based storage system, reducing the amount of space required in your faster SQL Server storage locations. Storage Costs Reducing Costs Why OpenText?
- 22. Solution Example Archiving to OpenText Content Server
- 23. DEMO – Document Archiving
- 24. Solution Example End to end Solution Example
- 25. DEMO – SharePoint Form SharePoint List Forms, .NET, Document Output SharePoint Form SharePoint List Reporting on Data .NET App Document Output Archive Record to CS The user can fill out a SharePoint form on their mobile device instead of a paper form. The information then captured in the form can become data for reporting and still produce the Record.
- 26. Additional Feature Site Administration – Create sites based on templates and Archive whole SharePoint Sites to Content Server with AGA.
- 27. Thank you mdrayton@aiimi.com markdrayton @AiimiMark http://www.aiimi.com/blog/ Ian Hill Inside Sales Manager – Northern Europe Phone: +44 (0) 118 984 8061 Website: www.opentext.com
Notes de l'éditeur
- Mark’s Slide. Aiimi is an enterprise information management company, we work with organisations to develop and deliver sustainable information management strategy. We have a number of core partnerships but in particular we focus on OpenText, SAP, Microsoft. We operate across a variety of verticals, and have seen success within: Financial Services Legal Central and Local Government Utilities and Oil and Gas Our remit extends from the development of the initial business case, through to project management, change management and business design integrity, ensuring a solution that will deliver the business benefits. The common thread is always bringing real experience and insight on information management. As well as on premise solutions we also deliver secure cloud, hosted and Software as a Service (SaaS) all underpinned by a full support desk environment, providing technical & application support and remote system administration.
- Mark’s Slide. We understand the value of information, we understand how information can drive decision making within an organisation. How information can drive decision making around the different people, the different roles and personas that sit within an organisation What organisations are trying to do is surface this information to the different people in the different roles to enable them to make decisions and ensuring the information they are using to make these decisions is the right quality, driving insight, automation and ultimately innovation. When we are speaking with clients, due to our experience and understanding of these personas within different industries we can very quickly differentiate ourselves from the technology Our guys can at the drop of a hat plug in industry knowledge or these personas and the challenges they to build real credibility, the knowledge around what the regulators are being driven by, what is driving executives, what is the employee demographic and how do they want to interface with that information. The reason we use tools like this is to add value and credibility with our customers, often on an initial conversation with customers we don’t even talk about technology
- Mark’s Slide. We understand the value of information, we understand how information can drive decision making within an organisation. How information can drive decision making around the different people, the different roles and personas that sit within an organisation What organisations are trying to do is surface this information to the different people in the different roles to enable them to make decisions and ensuring the information they are using to make these decisions is the right quality, driving insight, automation and ultimately innovation. When we are speaking with clients, due to our experience and understanding of these personas within different industries we can very quickly differentiate ourselves from the technology Our guys can at the drop of a hat plug in industry knowledge or these personas and the challenges they to build real credibility, the knowledge around what the regulators are being driven by, what is driving executives, what is the employee demographic and how do they want to interface with that information. The reason we use tools like this is to add value and credibility with our customers, often on an initial conversation with customers we don’t even talk about technology
- Mark’s Slide. We understand the value of information, we understand how information can drive decision making within an organisation. How information can drive decision making around the different people, the different roles and personas that sit within an organisation What organisations are trying to do is surface this information to the different people in the different roles to enable them to make decisions and ensuring the information they are using to make these decisions is the right quality, driving insight, automation and ultimately innovation. When we are speaking with clients, due to our experience and understanding of these personas within different industries we can very quickly differentiate ourselves from the technology Our guys can at the drop of a hat plug in industry knowledge or these personas and the challenges they to build real credibility, the knowledge around what the regulators are being driven by, what is driving executives, what is the employee demographic and how do they want to interface with that information. The reason we use tools like this is to add value and credibility with our customers, often on an initial conversation with customers we don’t even talk about technology
- Our approach builds around your content management capability, builds around your BPM capability, around your customer experience capability, your information exchange and discovery capability. Through our development team, business consultants and technical delivery guys we have a team of technology enablers for information management underpinned by the OpenText software. Delivering non vendor expertise to customer to add value to the OpenText suite. OpenText is in our DNA we have a wealth of OpenText heritage and experience. For example: Steve Salvin our Chief Exec ran was VP of OpenText Global Services back in 1999 and has been working with OpenText technnology ever since. Paul Maker held a number of senior positions within OpenText over a 9 year period and ended his time with you as UK Director of solution consulting Tom as you know worked at OpenText for 13 years as an Account Executive, running the Singapore office for three years and managing a team within the UK before becoming Commercial Director at Aiimi. We look after and support over 100,000 OpenText users
- Mark’s Slide. Azure Hosting of Information and Content Management Systems, including SharePoint Server. SharePoint in the cloud, on the cloud or on your premises. Office 365 Implementation, Build and Management. Power BI Analytics and Reporting in the Cloud. Vast range of capabilities with several Microsoft Certified Professionals, covering everything from Infrastructure to Development.
- Mark’s Slide. Azure Hosting of Information and Content Management Systems, including SharePoint Server. SharePoint in the cloud, on the cloud or on your premises. Office 365 Implementation, Build and Management. Power BI Analytics and Reporting in the Cloud. Vast range of capabilities with several Microsoft Certified Professionals, covering everything from Infrastructure to Development.
- Centralising Information and Content allows us to work smarter with it. Part of the User Experience of managing information and content comes from the underlying Information Architecture Design. SharePoint allows us to layer out information to create parent-child relationships. Every solution we develop, is designed taking into consideration the connected processes, original storage design (many times in folder structures). Example, a Company may have properties they want assigned to every document in the business, such as the Business Unit or Department it relates to. We can set this at the top level and use the parent-child relationship to ensure all other Information or Content Types inherit those properties fields. Let’s have a look at a working example.
- Above is an example of this is production. The top 10 fields are common across all Customer Complaints for the company. The last field is relevant only to a certain client, so this is only shown on the form when a user clicks ‘Client X Customer Complaint’. This process, centralises data, creates a single view of all customer complaints, creates a standard process so that instead of having a customer complaint admin who only knows how to do a customer complaint for Client X, they now know how to raise a customer complaint for any Client of the company.
- Here’s a few ideas of how forms in SharePoint could help your organisation.
- Mobile Forms to SharePoint. Manual archiving of an employee document set when they leave an organisation. Removing redundant material from SP (storage saving) Storing against records management (need to keep for 7 years, but also need to delete after 7 years)
- Here’s a few ideas of how forms in SharePoint could help your organisation.
- Mobile Forms to SharePoint.
- Mobile Forms to SharePoint.
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