Optimizing Collaborationand Communications UsingMicrosoft Technologies

Information Worker Productivity with Office2003

AgendaWhat’s in a name?Today’s business environmentIncreasing IW productivity

Microsoft Approach to Collaboration

Microsoft Collaboration Vision

What’s In A Name?Traditional knowledge workers requirespecialized knowledge and tools

Works with ideasCreates, consumes, transforms, analyzes dataLots of free-form or unstructured workManagers, consultants, marketing execs, writers

Information workers span many areasWork with data and informationCreate and consume information; doesn’t transform ormanageNeeds to find data and facts quicklyBank manager/teller, nurse, call center operator,delivery truck driver

Today’s Business Environment

Demanding new business requirementsContinued need to manage IT costsWork with more people in more locations in moreorganizationsIncreased security challengesNew regulatory and compliance requirements

Workers need to be more productive in diverseenvironments

275 million business travelers per yearAverage information worker spends over hour and a half on emaileach day, which is 20% of their work time*Employees get 50%-75% of their relevant information directly fromother people*70% of phone contact is ineffective in reaching the person*

*From “The Knowledge Worker Investment Paradox” Gartner research 7/17/2002

Productivity MattersPoor employee productivity hurts the bottom line

FinanceImprove visibility intokey metricsImprove process efficiencyHandle informationrequests more efficientlyand in a protected manner

Sales & MarketingLack of coordination inaccountsNot enough customer face timePoor access to information

OperationsInefficient and limiteddesign teamworkLack of supply chainplanning collaborationInformation overload

Human ResourcesControl HR costsImprove HR service deliveryReduce employee training timeProtect sensitive information

Focus on Personal andTeam Productivity“Enterprises should realize that theygain the highest return on workplace

initiatives that focus on individualknowledge worker productivity as wellas enterprise and team collaboration

and innovation.”– The Gartner Group

Source: R. Casonato and K.Harris, The Gartner Group, “The Knowledge Worker Investment Paradox,” July 2002

The Answer To SuchChallenges?

Increasing IW ProductivityRemove process and user “speed bumps”

Improve data collection speed and accuracyImprove data interchange across andbetween processesMake new integrated solutions possible

Bob Bob

Count The Speed BumpsA Day in the Life of an Information Worker

Charlie Charlie

SupplierSupplier

Order FaxOrder Fax Order E-mailOrder E-mailfor >5K ordersfor >5K orders

Approval E-mailApproval E-mail

AliceAlice

Manual EntryManual Entry

Confirmation FaxConfirmation Fax

Removing “Speed Bumps”Problems

Processes take too long to executeEach process step requires information and actionWhen information is slowed, so are actions

“Speed bumps” hamper individual userproductivity

Difficulty of finding/contacting right peopleWasted time spent filtering and deleting spamInefficient, difficult searchUser interface inconsistencies waste timeand brainpowerLack of integration makes routine tasks take longer

Removing Speed BumpsHow Office System helps

Integrates with LOB applicationsOutlook rich client: Display wide variety of data types in singleunified interfaceWindows SharePoint Services and SharePoint Portal Server:Display ERP / CRM / other LOB data in consistent, customizableportal interface

Integrated presence and IM capabilityFind the right people fasterCommunicate with them immediately via voice, video, app sharing

Outlook 2003 and Exchange 2003User- and administrator-controlled spam filteringIntegrated contact search and search folders

Consistent user interfaceFamiliar interface across applications, web pagesConsistent semantics and behaviors

Removing Speed BumpsWhy use Office System?

Familiar and consistent toolsYou’ve probably already licensed itEasy to coexist with Notes

Notes Connector for OutlookExpose Notes/Domino data via web servicesin SharePointWrap Notes apps as COM objects, then usein .NET applications

Improving Data CollectionProblems

Speed versus accuracyAs speed increases, accuracy often decreasesSingle-point submission is better than re-entry/re-keyingLocal validation better than server-side checking

Do-it-yourself calculationManual calculations (tax, item count, etc) are error-proneCalculations may require information that the user doesn’t have

Business process rulesGeospatial/GIS data

Overtasking the userAsking users to be experts outside their knowledge domainlowers their throughput

Improving Data CollectionHow InfoPath helps

Build your own formsRich data validation and formattingMultiple data typesPublish forms to local filesystems, file servers,SharePoint, or via email

Harness the power of Windows clientsValidate data before it reaches the serverFamiliar Windows and Office interface: Screen tips,conditional formatting, and moreBroad market of custom controls, or write your own

Capture data in standardized formatGenerate well-formed XMLChoose your schema and namespace

Improving Data CollectionWhy use InfoPath?

Replace Notes form entry/processingapplications

2nd-largest group of Notes applicationsNotes lacks business reporting toolsNotes lacks XML interfaces to legacy systemsIf you own Office, you own InfoPathPart of the natural app optimization / lifecycleprocess

Improving Data InterchangeProblems

“Roach motel” effectEasy to get data in; hard to get it out

Standardizing interchange format(s)Back-ends all have their own clientsCost, time, space, retention penaltiesCommon situation: Mainframe back-end,J2EE middleware… with what client?

Improving Data InterchangeHow Office helps

XML is native Office data formatGenerate or convert documents in XMLUse your own schema

Office has ubiquitous web service supportPublish or fill InfoPath forms via web servicesProduce and consume web services data in Word,Excel, AccessTurn XML data directly into Excel spreadsheets

Consume and expose XML data in portalsSharePoint web parts can consume and display XMLCustomize web parts to tie into back-end systems

Improving Data InterchangeWhy use Office System?

Use Office 2003 for developing XMLinterchange solutions

Using Notes can mean re-inventing interfacesand applications you already ownMeta recommends .NET as primary front-enddevelopment tool even for J2EE backends*Office is familiar to users and developersOffice offers well-formed interfaces to legacyapplications/systems

* Murphy/Richardson, Metamorphosis SF 2005

Building New Integrated SolutionsProblems

As your business changes, your appsneed to change too

80/20 rule

Difficulty of integrating LOB systems anduser-developed applications

Leads to manual integration…Which leads to lost productivity and increasedcost

Building New Integrated SolutionsHow Office helps

Get more reuse for less costIncorporate Web services and XMLReuse existing Windows dev expertiseReuse existing LotusScript dev expertise

Information Bridge Framework (IBF)Tools and framework for exposing LOB servicesStandardized, metadata-drivenTies user actions to web service requests, thenrenders returned data within Office

Rich client on the desktop lets you build powerfulconnected solutions

Building New Integrated SolutionsWhy use Office System?

Superior user experienceEasy to integrate with your apps

Deep XML supportNatively produce and consume XML contentVery easy for developers to bind UI tasks toweb services

Breadth and depth of platformInformation Bridge Framework (IBF)Customizable task panesSupport for Smart DocumentsBroad partner and Microsoft expertise on LOBintegration

Improving ProductivityNovartis: InfoPath sales data recordingsystem

Saved 9,000 working days/yearDirectly integrated with existing ERP and CRMsystems

Nextel: Intranet portal for partner groupAverage partner productivity up 25%Portal admin costs down 80%

Elsevier Publishing: IT projectcollaboration/ management system

IT project cycle time down 12%; meeting countdown 15%Payback in 7 months; NPV of $3570/user

Gaining Capability GainsMerck: Information Rights Management system forclinical trials

Protects documents throughout lifecycleCuts 3-10 days of overhead time per trialEnables digital collaboration and sharing of trial dataImproves compliance with FDA regs

Continental Airlines: Maintenance advisory systemReduced advisory prep cost by almost 50%Ensures FAA compliance and reportingIntegrates directly with Continental’s back-endmaintenance system

So What? I’m A Notes Customer

You’re already using Windows and OfficeUpgrading Office gives you greatfunctionalityActions

Integrate Office to display Notes dataDeploy InfoPath to extend Notes form appsLeverage integration by incrementallydeploying Live Communications Server,Exchange, SharePointDevelop new XML-based applications withOffice

© 2005 Microsof t Corporation. All rights reserv ed.This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.