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What’s in a name? WSS 3.0 – Windows SharePoint Services 3.0 Microsoft Office SharePoint Server (MOSS) 2007 –
Standard and Enterprise The basics: Each supports a set of repository and DM
functionality Sites and sub-sites, document libraries, customizable
lists, document versioning with check in/out, metadata and metadata validation, basic workflow, basic search, and Web parts
All 3 can be called “SharePoint”. WSS can’t be called MOSS.
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However, like any ECM (or IT tool), you must plan.
Because it’s so easy to use, SharePoint implementations have sprouted like mushrooms in organizations.
Pro – it’s easy to use Con – it’s easy to use
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March 2008 (according to Bill Gates): $1 billion in revenue from SharePoint and 100
million licenses. We can quibble with the number, but that’s a lot. State of the Market: Microsoft SharePoint (AIIM
research) 69% using SharePoint Of those not using SharePoint, 45% “Likely will” Upshot: 83% of surveyed organizations are, or
plan to, use SharePoint
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Where is it being used? 69% workgroup 58% one or more departments 39% multi-departmental 37% enterprise-wide
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How would you describe your use and experience of the following Web 2.0 technologies for your BUSINESS life?
All respondents (785)
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Web/Video conferencing
Discussion Forums
Wikis
Instant Messaging
Blogs
SMS/Text Messaging
RSS
Corporate Social Networking
Podcasting
YouTube
Social Voting/Ranking
Chat rooms
Mashups
SecondLife
Non-Users Consumers Contributors
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In your view, how critical is Enterprise 2.0 to your organization’s overall business goals and success?
10+ employees (656)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Imperative
Significant
Average
Minimal
Not at all
54% of organisations
consider Enterprise 2.0
to be important
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Which THREE of the following would you say are the key drivers for Enterprise 2.0 in your organization?
Knowledge share
Collaboration
Responsiveness
0% 10% 20% 30% 40% 50% 60% 70% 80%
Better use of shared knowledge
Increased collaboration
Faster communication
Increased agility/responsiveness
Reduced travel costs
Brokering - bringing together people and expertise
Reduction of IT costs
Increased innovation and reduced Time-to-Market
10+ employees (656)
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Which THREE of these are the biggest impediments to wider implementation of Enterprise 2.0 in your organization?
Familiarity
Culture
Cost
10+ employees (656)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
Lack of understanding
Corporate culture
Not a high enough priority
Cost
Lack of business case (ROI)
Potential security leaks
Staff unwillingness to participate
Potential legal issues
Concern over staff time-wasting
Technical complexity
Loss of control by management
Immaturity of technology
Customer/member/partner unwillingness to participate
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Which group is the PRIMARY driver of Enterprise 2.0 in your organization?
Driven from bottom up not
top down
0% 5% 10% 15% 20% 25% 30% 35%
Users
IT Managers
CIO/CTO
Senior/Executive Business Managers
Mid-Level Business Managers
CEO 10+ employees (656)
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Which THREE of the following document collaboration tools would you say are the most used by your team or within your business unit?
Most of us are still playing email ping-
pong
10+ employees (656)
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Marked up paper copies
Emailed suggestions and changes
Annotated PDF files
Review and track-change functions in Word
Specialist document-sharing application
Ad hoc wiki sites
Document review workflows within DM or ECM system
Team sites within SharePoint
Team sites within other collaboration suites
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Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization?
Knowledge sharing
Efficiency
Timelines
Travel costs
10+ employees (656)
0% 10% 20% 30% 40% 50% 60% 70%
Enhanced team-work and knowledge sharing
Reduced time and effort to find information and documents
Improved efficiency of document or proposal creation process
Faster project delivery
Reduced travel costs and time
Fewer mistakes due to wrong versions or incorrect transcription of changes
Better relationships with partners and customers
Reduced storage of email attachments
Support of Green initiatives
Better innovation
Fewer cycles on sign-offs
My organization is unlikely to spend anything on these tools.
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Which collaboration platform do you use MOST for team/project sites?
42% use SharePoint team-sites
10+ employees (656)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%
We use SharePoint team sites
We use team sites in another ECM suite
We use a stand-alone/dedicated in-house platform for team sites
We use a hosted/SaaS external platform for team sites
We don’t use team sites
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How will your spending on Enterprise 2.0 technologies in the next 12 months compare with the previous 12 months?
Spending up in all
areas
10+ employees (656)
0% 25% 50% 75% 100%
Dedicated document collaboration software
SharePoint Client Access Licences (CALs)
Collaboration modules in other ECM suite
Dedicated Enterprise 2.0 suite
SaaS access to web-hosted blog/wiki/forum platforms
Video production for the web
Consulting services around Enterprise 2.0
Training for Enterprise 2.0
Much less Less Same More Much more
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©2009, AIIM State of the Industry 2009. AIIM N=386
extremely important
important
somewhat important
agree or disagree?
“Only those projects that can demonstrate positive hard dollar
returns THIS YEAR are being approved.”
69% agree AIIM State of the Industry 2009
©2009, AIIM N=360 Making the Case for Document Management in Challenging Times
WTH? (You may be thinking) 1. Collaboration – good 2. Document management – good 3. SharePoint does a good job with both 4. Great. We’ve got ECM
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It’s working now for: Collaboration Document creation/sharing In some situations where RM requirements are
limited
BUT . . . .
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One representative example: We have learned the hard way - don't use a grass roots
implementation to buy user adoption of this product. Going back after users have been creating sites and storing volumes of information on the platform and telling them - Now you must..... is very difficult. Once users find the ease of use and collaboration functionality they are off to the races - you will never be able to grasp the volumes of content stored in multiple sites, created on the fly etc.
My suggestion: Before you deploy - what are you trying to provide the enterprise with, what do you need to control. Ensure you have full governance and a strong IA in place before you proceed.
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Gartner: Though it covers a broad spectrum of capabilities,
MOSS 2007 is not yet a full enterprise content management system. Organizations requiring advanced content management capabilities and process-centric applications will need to augment their capabilities with partner offerings, or deploy MOSS 2007 alongside an ECM system rather than as a replacement for it.
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What’s coming? More of the same and another name: Microsoft SharePoint 2010 (instead of Microsoft
SharePoint 14)
Page 28
Work in SharePoint, but where should content live?
Can SharePoint scale? Integration challenges? What about Records Management?
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Other issues (in no particular order): Compliance and governance After integration, is it really less expensive? Search? Another content silo
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1. There is no magic ECM bullet 2. Companies need to figure out WHY they are
using a technology BEFORE they use it. 3. SharePoint is definitely not going away.
Educating the market is critical and readers will love us for it.
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