A Case Study at the FDA how Enterprise Class Search will provide better collaboration capabilities

1. When SharePoint Isn’t Enough
Adding Enterprise Class Search
for Better Collaboration
Case Study at the Food and Drug Administration
Prepared for:
Enterprise Search Summit
October 17, 2012
Presented by:
Helen L. Mitchell, Team Technology, Inc.
Dan Stroman, Discover Technologies
www.teamtechnologyinc.com
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2. DISCLAIMER
• The views and opinions expressed in the
following PowerPoint slides are those of the
individual presenters and should not be attributed
to the Food and Drug Administration, Enterprise
Search Summit, Information Today, its directors,
officers, employees, or any organization with
which the presenters are employed or affiliated.
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3. Biography
Helen L. Mitchell – Principal, Team Technology, Inc.
• Over 32 years at DHHS having led one of the largest
Enterprise Search implementations among Civilian
Federal Agencies
• Over 20 years experience as a Project Manager leading
cross functional IT teams in collaboration with scientific
and regulatory communities to successfully develop and
implement many FDA mission critical projects
 Develop enterprise-wide search strategies & solutions
 Build governance, management and end user buy-in
 Promote collaboration, standards, findability and
improved organization of data and document assets
 Passion – to help clients to reduce costs, improve
quality and efficiency, reduce 'pain points' and achieve a
positive search experience
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4. Biography
Dan Stroman – Vice President of Sales, Discover
Technologies
 Over 20 years of experience in IT finance and IT sales
management.
 Previously served as head of Microsoft‟s Americas Business
Productivity group, responsible for sales and marketing of
the FAST Search Server for SharePoint 2010 software
products in North, Latin and South America.
 Previously, while serving as Regional VP, Public Sector, for
the FAST subsidiary of Microsoft, Dan was awarded
Microsoft „Gold Club‟ honors having led one of Microsoft‟s
top performing regions winning major relationships with
Dept. of Justice, Dept. of Homeland Security, EMC, HP, PTC
and BAH
 Prior to joining Microsoft, Dan led award-winning Public
Sector and OEM sales efforts at FAST as well as search
engine maker, Convera.

5. About Team Technology, Inc
• Over 10 years experience in IT professional
services & products
• Headquarters in Washington, DC.
•
• SBA Certified SDB, 8a
• Successfully support client efforts leveraging an
integrated team approach ensuring project success
from strategy setting to design and implementation.
Capabilities
-Critical IT Infrastructure Support -Business Intelligence
-Program /Project Management -Software Test and IV&V
-Business Process Improvement -Systems Engineering and Technical Support
-Communications and Networking -Organizational & Workforce Development
-Enterprise Application Integration -HW/SW: Acquisitions & Deployment
-Information Security -Requirements Analysis
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6. Agenda
• FDA Mission Challenges
• FDA Informationally Challenged
• FDA Landscape
• FDA Communities of Practice
• FDA Search Examples
• New Knowledge Discovery Functionality Needs
• How To Build An Effective Search Strategy
• On The Road to Success
• How to Enhance Knowledge Discovery & Collaboration
• FAST Search Differentiators vs. SharePoint OOB
• Best Practices
• Questions & Answers
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7. FDA Mission Challenges
• Rapid Transformation of Science & Technology
that Generates Products FDA Regulates
• Increasing Consumer Expectations
 Ex. To easily obtain medical & risk-related information
• Expansion of Global Trade and Production
 Overseeing the Foreign Drug Manufacturing Supply Chain
 Import Safety and Screening
• Emerging Public Health Threats
 Food and Product Safety
• Protecting Patients and Promoting Innovation
• Product Safety and Inspections
• Counter-Terrorism and Emergency Coordination
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8. FDA Mission Challenges (continued)
FDA Regulated Products Import Statistics
Imported from 150 Countries
Have over 150,000 Importers
Have over 300,000 Foreign Facilities
Nearly 20 million shipments of food, devices, drugs, and cosmetics will arrive at
U.S. ports of entry this year
250% Increase in Imports in the last Decade
Around 15-20% of all food consumed in the U.S. originates outside our borders
70% of seafood and 35% of fresh produce come from outside our borders, which
are most vulnerable in terms of potential contamination
Up to 40% of the drugs Americans take are imported
Up to 80% of the active pharmaceutical ingredients in those drugs come from
foreign sources
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9. FDA ‘Informationally’ Challenged
• Current Enterprise Search Product De-supported
 Limited Search Features & Functionality
 Oracle & Documentum Connectors don‟t support current versions
 Does not support Windows Server 2008 or later version
• Manually Sift through Structured/Unstructured Data
 Oracle & Documentum Databases
 Network File Shares
 Content & Document Management Systems
 Social Networks, Websites
 Emails, Desktop
 Lack of Data Standardization
 Each source has a unique access method & needs translation
 Metadata mapping between search engine and underlying systems
• Content Findability Solutions Were Not a Priority
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10. Current Stakeholders and Users Frustrations
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11. FDA Communities of Practice (Persona)
Inspectors, Investigators, Scientific Reviewers,
Law Enforcers Researchers
Managers, Decision Makers Administrative Support
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12. Example 1: Product Quality Issue
• Investigator Needs to Inspect Company „XYZ‟
 Access Relevant Info BEFORE Inspection or
Investigation
o Review Registration Info
o Review Product Approvals
o Review Warning Letters
o Review Adverse Events
o Review Field Alerts
 Identify Target Issues to Address with Company
BEFORE Inspection/Investigation
 Staff Currently Search across Disparate Sources of
Information
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13. Example 2: Drug Safety Issue
• Better Integration with Business Processes
 Ex. Safety Evaluator receives Serious Adverse Event
Report
o They Would Need to Search and Review:
Other AERs for same drug(s)
Latest Labeling
Latest Reviews
Info on Network Shares, eRooms, Websites
External Data, Journals, Regulations
Analyze data
Lot #s & Distribution Info
• Enterprise Search Can Provide Integrated
Search Across Above Content („one-stop shop‟)
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14. New Knowledge Discovery Functionality
Needed
•Text Analytics •Searching
- Categorization - Dynamic and
- Entity and fact admin influenced
extraction ranking
- Summarization - Fielded search
- Sentiment - Parametric search
analysis - Semantic search
- Metadata - Clusters
generation
•PARSING/TOKENIZING
•Sources of
•Security
Enterprise
Content •End User
•Indexing •Personalization
- Global - User profile
analysis - History
- Static ranking - Discovery
- Store - Taxonomy
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15. How To Build an Effective Search Strategy
• Get the Buy-in of Management
• Carefully integrate standardized search technologies with
business processes
• Educate the user on search concepts and search tool
capabilities
• Be Sensitive to Persona Requirements:
 Expectations differ for Pre Market, Post Market
Safety, Product Quality, Global Threats, etc.
o Access different types of information
o Develop Persona based Nomenclature standards
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16. How To Build an Effective Search Strategy
(continued)
• Standardize Nomenclature
• Simplify Navigation
• Identify Search Requirements at the
BEGINNING of a Project
• Develop Prototype and/or Pilot
• Communicate with the User Community
 Ex. Workshops, training, surveys, feedback
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17. On the Road to Success
• FDA Achievements to Date
 Building upon Internal successes
 Enterprise Search w/RetrievalWare
 Traction Social Software
 Recently Procured SharePoint and FAST Search
 MigratingeRooms to SharePoint
 Formulating Search Strategies
 Analyzing Users Requirements
 Planning User Training
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18. Opportunities to Enhance Knowledge
Discovery
FAST Differentiators vs. SharePoint OOB, et al
• Connectors
Extensive list of connectors with bulk & incremental updates
Microsoft built & enhanced connectors for Microsoft components
(e.g. SharePoint)
• Security – comprehensive Security Access Module supports:
Extraction of Access Control Lists (ACLs) from Active Directory,
LDAP & Custom Sources
Connectors extracts ACLs extract AD, LDAP & connector-specific
ACL‟s
Supports pre-query filter (which removes inference/covert channels
and improves response time)
Supports post-results trimming of results (based on content updates)
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19. FAST Differentiators vs. SharePoint OOB
(continued)
• Exposed, easily manageable pre-index content pipeline
for different content sources
More than 200 default stages
12 default pipelines
Mix & match stages using GUI Administration Tool
Extensible using default stage to integrate external
processing (e.g. application call-outs)
Extremely scalable framework
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20. FAST Differentiators vs. SharePoint OOB
(continued)
• Exposed Query & Result pipelines for query & result
processing, including:
Security trimming
Navigator binning
Relevancy sorting
Linguistic search components
Custom logic
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21. Example = Contextual
Recommendations
• Documents, experts
and sites directly
related to item of
interest
• Provides content
pre-viewing and
search “drill down”
• User selections
adjust the content
recommendations

22. FAST Differentiators vs. SharePoint OOB
(continued)
• Linguistics – comprehensive of the box advanced
linguistics (versus ‘language agnostic’ approach)
Supports detection, decoding & search of 84 languages
Supports advanced linguistics on 35 languages, including
spelling support/suggestions, phrasing/anti-phrasing,
approximate match, pattern matching, phonetic matching,
dictionary based matching, etc.
Linguistic approach is much more powerful and flexible
than the limited stemming approach
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23. FAST Differentiators vs. SharePoint OOB
(continued)
• Linear Scalability in three dimensions (distributed not
federated which means no drop off in performance or
relevancy)
Index (supports bulk & incremental updates of individual
documents or fields of individual documents)
Query
Content Update (freshness)
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24. Best Practices
Strategically rethink how to deliver your
mission, start small and just DO IT!
Measure results by establishing key
performance indicators
Use Search Technologies on internal
and/or external sites, cloud, social media
Develop Governance: Overhaul
Organization Websites, Integration
Policies, UI, etc. if needed
Leverage lessons learned to reduce
project cycles, increase trust and
empower communities
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25. Questions?
??
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26. Contact Info
Thank You!
Helen L. Mitchell, Principal Dan Stroman, Vice President of Sales
Team Technology Inc. Discover Technologies
819 7th St., N.W., Suite 300 11710 Plaza America Drive
Washington, D.C. 20001 Suite 110
(202) 842-3340 (office) Reston, VA 20190
(202) 842-3361 (fax) (703) 288-9696 (office)
(202) 422-6770 (mobile) (703) 328-5849 (mobile)
hmitchell@teamtechnologyinc.com dstroman@discovertechnologies.com
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