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End User License Agreement Permission to use and redistribute this Document is granted, provided that (1) the below copyright notice appears in all copies.

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Presentation on theme: "End User License Agreement Permission to use and redistribute this Document is granted, provided that (1) the below copyright notice appears in all copies."— Presentation transcript:

1 End User License Agreement Permission to use and redistribute this Document is granted, provided that (1) the below copyright notice appears in all copies and that both the copyright notice and this permission notice appear, and (2) you do not alter any copyright, trademark or patent notice in the Document. You may modify, and redistribute the modified Document, so long as (1) you adhere to the distribution requirements above and (2) the modifications are for customizing the Document for your legitimate business purposes and are not malicious, deceptive or unlawful. Use for any other purpose is expressly prohibited by law, and may result in severe civil and criminal penalties. Violators may be prosecuted to the maximum extent possible. By distributing the Document you agree to indemnify Microsoft for any claims that arise due to your modifications. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Elements of the Document, including logos, graphics, sound or images, are protected by trade dress, trademark, unfair competition, and other laws and may not be copied or imitated in whole or in part except as part of the Document as allowed above. MICROSOFT AND/OR ITS RESPECTIVE SUPPLIERS MAKE NO REPRESENTATIONS ABOUT THE SUITABILITY OF THE INFORMATION CONTAINED IN THE DOCUMENT AND RELATED GRAPHICS FOR ANY PURPOSE. SUCH DOCUMENT AND RELATED GRAPHICS ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT AND/OR ITS RESPECTIVE SUPPLIERS HEREBY DISCLAIM ALL WARRANTIES AND CONDITIONS WITH REGARD TO THIS INFORMATION, INCLUDING ALL WARRANTIES AND CONDITIONS OF MERCHANTABILITY, WHETHER EXPRESS, IMPLIED OR STATUTORY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. IN NO EVENT SHALL MICROSOFT AND/OR ITS RESPECTIVE SUPPLIERS BE LIABLE FOR ANY SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES OR ANY DAMAGES WHATSOEVER RESULTING FROM LOSS OF USE, DATA OR PROFITS, WHETHER IN AN ACTION OF CONTRACT, NEGLIGENCE OR OTHER TORTIOUS ACTION, ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF INFORMATION AVAILABLE FROM THE DOCUMENT. THE DOCUMENT AND RELATED GRAPHICS PUBLISHED ON THE SERVICES COULD INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE INFORMATION HEREIN. MICROSOFT AND/OR ITS RESPECTIVE SUPPLIERS MAY MAKE IMPROVEMENTS AND/OR CHANGES IN THE PRODUCT(S) AND/OR THE PROGRAM(S) DESCRIBED HEREIN AT ANY TIME. © 2008 Microsoft Corporation. All rights reserved. Microsoft Access, Excel, Exchange, FAST, Groove, Microsoft CRM, Microsoft Operations Manager, Microsoft Project, Office Communication Server, Office Communicator, Office Enterprise, Office Professional, Office Professional Plus, Outlook, Performance Point, PowerPoint, Project Server, SharePoint Designer, SharePoint Server 2007, System Center, Windows Server, Windows SharePoint Services, Word, Vista, and Visual Studio are trademarks of the Microsoft group of companies. All other trademarks are property of their respective owners. 1 1

2 BPIO University Enterprise Content Management

3 About this Presentation Who should deliver this presentation? A designated BPIO U instructor who is proficient in Microsoft’s Enterprise Content Management solution Who is the audience? Microsoft partner and field sales teams who have BDM/TDM customers with initial interest in a(n) Enterprise Content Management solution What is the purpose of this presentation? To provide partner and field sales teams with an overview of the Enterprise Content Management story. For those subsidiaries that have chosen to subscribe to the full Enterprise Content Management curriculum, this presentation will set the foundation for further, in-depth discussion. The main objective for our partner and field sales teams is to obtain approval from customer power sponsors to create an evaluation plan or to close the sale for a proposed Enterprise Content Management solution. This deck utilizes the Business Productivity Infrastructure Optimization (BPIO) model as a way to frame the roadmap for improving the organization’s capabilities and underlying technology infrastructures to support Enterprise Content Management. 3

4 Guidance Slide How should I prepare for this presentation? The expected duration of this presentation is approximately 2 hours including the exercise. Consider the length of your presentation while selecting slides. Depending upon the material, presenters can generally cover 30 slides during a one-hour presentation. Choose slides that are relevant to the subsidiary’s needs, and customize slides as necessary. Remove all guidance slides (slides with a white background) prior to presenting to a customer. Video details - see video slide for information and background on the video that has been selected for this presentation. 4

5 INTRODUCTION TO ENTERPRISE CONTENT MANAGEMENT 5

6 Enterprise Content Management consists of the technologies and tools used to capture, manage, store, preserve and deliver content across the enterprise Capture Manage Store Preserve Deliver 6 Creating Order From Chaos The promise of Enterprise Content Management

7 IP Protection E-Discovery 7 Compelling Risk Events Key drivers for content management Many countries now regard electronic communications as legally discoverable— specifics vary Many countries now regard electronic communications as legally discoverable— specifics vary Collaboration and content management needs must be considered and designed together as new capabilities are introduced Collaboration and content management needs must be considered and designed together as new capabilities are introduced “Millennial” work styles and technologies are either not exempt from discovery, or are unlikely to remain so in the future “Millennial” work styles and technologies are either not exempt from discovery, or are unlikely to remain so in the future Many countries now regard electronic communications as legally discoverable— specifics vary Many countries now regard electronic communications as legally discoverable— specifics vary Collaboration and content management needs must be considered and designed together as new capabilities are introduced Collaboration and content management needs must be considered and designed together as new capabilities are introduced “Millennial” work styles and technologies are either not exempt from discovery, or are unlikely to remain so in the future “Millennial” work styles and technologies are either not exempt from discovery, or are unlikely to remain so in the future Network boundaries continue to widen and transfer options are harder to control Network boundaries continue to widen and transfer options are harder to control New collaboration technologies and work styles create legitimate business reasons for less stringent firewall policies New collaboration technologies and work styles create legitimate business reasons for less stringent firewall policies Content protection needs to move to the content itself, regardless of content location Content protection needs to move to the content itself, regardless of content location Network boundaries continue to widen and transfer options are harder to control Network boundaries continue to widen and transfer options are harder to control New collaboration technologies and work styles create legitimate business reasons for less stringent firewall policies New collaboration technologies and work styles create legitimate business reasons for less stringent firewall policies Content protection needs to move to the content itself, regardless of content location Content protection needs to move to the content itself, regardless of content location

8 Reduce costs, improve quality, and promote complianceReduce costs, improve quality, and promote compliance How: automated document routing, approval, controlHow: automated document routing, approval, control Capture, align, and improve utility of informationCapture, align, and improve utility of information Find and use the right information at the right timeFind and use the right information at the right time Drive content reuse, best practices, and continuous improvementDrive content reuse, best practices, and continuous improvement Increase business capability and environmental insightIncrease business capability and environmental insight Drive change management and agilityDrive change management and agility Business Upside: Harness Information Productivity increases with reduced costs 8

9 Traditional ECM Managed Content Capture Untapped Value Manage Broadening Risk User Participation Content Types Scale to 100% of users and content under management Reduce cost and complexity Unmanaged Content ECM for All With Complete Compliance Reduce cost and complexity 9

10 From ECM to Information Management Moving to enterprise-wide standards 10 What information does not need to be managed Certain information is worthy of being classified as a "record" and other information can remain unmanaged? All information is discoverable thus all information must be treated as records How do you manage: Wikis, Blogs, RSS, Instant Messaging, File Shares, Desktops, mobile devices, video, offline, outside the firewall activity… Excel Services as content management tool Information Rights Management Shift from ECM applications to Information Management infrastructure required for enterprise ECM success

11 End-User Out Perspective Required Common tools and workflows allow flexibility 11 Do we expect end-user to adapt to the system or should the system adapt to the end-user? 99% of users are in long tail and do not have training or interest to participate in records management Balance between Empowerment vs. Control Seamless integration of records management into the document lifecycle making it easy for end-user to participate Manual participation (e.g., Document Information Panel) Automation (using content types and workflow) Familiar experience that is natural to the way people work today Common set of tools for users across information management applications

12 ManagedUnmanaged GovernanceControlDecentralize InformationDefinedUndefined Classification SchemaStructuredFlexible MetadataTaxonomyFolksonomy Content Type Mechanism for Record Classification Mechanism to scale policy and process Business Process Transactional managed by IT Interactive with need to decentralize mgt. Value of Integrated Infrastructure LowHigh Participants10049,900 Managed vs. Unmanaged Characteristics 12

13 CreateCollaborateApprove Results Low % information assets declared as records Quantity of captured metadata low; Quality poor Misclassified Records % High; Accuracy Low Issues Classify & Retain Core RM activities DISCONNECTED from content creation Capture metadata [Manual & Auto] Declare Record [Manual & Auto] Unmanaged Approach to Content Labor intensive, error-prone, and incomplete 13 Heavy dependency on end users to capture metadata and declare records End users asked to act like records managers. Skill set? Incentive? Very labor intensive

14 CreateCollaborateApprove Declare Record [Manual or Auto] Capture metadata [manual & auto] Classify, Retain & Search Utilize metadata Managed Approach to Content Integrated, efficient, and accurate 14 Core RM activities SEAMLESS part of content creation Results High % information assets declared as records More metadata captured with higher levels of quality Classification is simplified and more accurate Benefits End-users support core RM activities, without acting as records managers Metadata capture and records declaration now natural part of IW-driven content lifecycle Automation leveraged to improve metadata capture and record declaration

15 Capability is discoverable and usable by all usersCapability is discoverable and usable by all users New content types can be added under similar policy frameworks as existing content typesNew content types can be added under similar policy frameworks as existing content types Management policies can be changed as business needs dictateManagement policies can be changed as business needs dictate Individual components do not block capability upgradesIndividual components do not block capability upgrades Information is available long-term through standard formatsInformation is available long-term through standard formats Return on investment (ROI) is clearReturn on investment (ROI) is clear Keys to Success Five necessary elements of a successful ECM solution 15

16 16 Enterprise Content Management Sub-Capabilities Records Management Document Management Forms Web Content Management Microsoft ECM Sub-Capabilities Introducing the sub-capabilities of ECM

17 Make it Easy to Contribute Documents Submit documents from within Microsoft Office 2007 applications Contribute documents as a workflow participant Make it Easy to Manage Documents Document Information Panel simplifies the document tagging process Rich library services capabilities Check-in and check-out features make the most of versioning User-centric document security Make it Easy to Find Documents Robust search and navigation capabilities make documents easy to find Users can create My Sites to quickly access commonly used documents Slide libraries allow users to share commonly used slides Document Management Document Management Extend document management to all employees 17

18 Records Management Extend records management to all employees Establish a Secure Enterprise Records Repository Records Vault capabilities ensures that records are locked and never modified Hold capabilities allow one or more holds that suspend policies on items to support Legal eDiscovery Maintain metadata on items separately from records’ metadata Reduce Risk through Policies Use content types for describing properties, policies, and workflows for a specific type of content Easily apply information management policies to business records Maintain information on items using the Document Information Panel Use barcodes, labeling, and tracking capabilities to manage physical records Seamlessly Integrate Records Management into the Document Lifecycle Manage the full lifecycle of enterprise records from creation through expiration, including integrated deletion workflow Record routing that enables automated routing of content to its proper location Content-type and policy-based document retention and expiration schedules Records Management 18

19 Forms Extend business process capabilities to all employees Focus on People at the Core of Business Processes Broad participation of information workers in formal processes Empower business users to manage end-to-end process SharePoint user experience provides simplified process management Shift from -Driven to Task-Driven Processes Reduce the amount of disconnected and duplicated work Execute tasks within the context of a larger business process without loosing the ability of ad-hoc process changes Ensure that the right people are involved in business processes at the right time Streamline Content-centric Business Processes Robust, built-in workflows for enabling common business process Customize and configure workflows for targeted business processes Develop new workflow solutions leveraging the existing platform investments Forms 19

20 Scalable Solution for Web Content Leverage advanced caching capabilities Multi-tiered architecture for enterprise-level web content management Expand Global Reach with Localized Content Site variations for managing multilingual sites in distinct locations Automatic workflow initiation when source content modified Sites automatically optimized for viewing on mobile devices Web Content Management A united WCM platform Web Content Management Enforce Corporate Compliance Master pages enforce consistent site branding Web content policies can be easily enforced Auditing and reporting tools simplify policy compliance

21 Traditional ECM Managed Content Capture Untapped Value Manage Broadening Risk User Participation Content Types Scale to 100% of users and content under management Reduce cost and complexity Unmanaged Content SharePoint 2007 Office Professional ECM for Everybody; Compliance Everywhere Where does SharePoint fit? 21

22 ECM Components Policy Management Web Content Management Forms Management Mailbox Management User Interface Microsoft Office Web browsers 3 rd party apps Unified Storage Architecture Unified Services Workflow Search Metadata Security Policies IRM Library Services Collaboration Exchange 2007 Transport Services Rules Search Policies Security Records Management Document Management SMTP SOAP ECM Components Records Management Web Content Management Forms Management Document Management User Interface Microsoft Office Web browsers 3 rd party apps Unified Storage Architecture Unified Services Workflow Search Metadata Security Policies IRM Library Services Collaboration 22 ECM in 2007 Microsoft Office system Deep integration throughout suite

23 Richer metadata entry through rich, customizable document information panels Drive uptake of integrated presence and managed instant messaging with Outlook and Communicator Empower users to protect IP in , documents, spreadsheets, and presentations with information rights management Create efficient processes by initiating workflows from within the core Office applications Drive capability uptake by allowing users to directly publish to SharePoint from within core applications: Word  Document Management Server Excel  Excel Services PowerPoint  SharePoint slide libraries 23 Office Client Value for ECM Discoverable, non-intrusive, and efficient

24 Seamless, customizable document information entry in Office Professional Plus 2007 makes searching and workflow more valuable for stored content No context or application shift to enter data or workflow Policies set on Microsoft Office SharePoint Server folders ECM Integration with Office Client Capture content metadata from within Office suite 24

25 Office Client Leverages ECM Foundation Promote document policies 25 Seamless document management notifications in Office Professional Plus 2007 Check out to edit Workflow task notification Information management policy statements Access version history Document management notifications and controls are in context of document Users do not need to navigate to SharePoint

26 Scenario Based Demo 21 CFR Part Demo

27 CUSTOMER VALUE 27

28 “If a grower at one end of the greenhouse finds that a practice is making the pansies grow better, that person can easily share that information with the rest of the growers through Office SharePoint Server.” A.J. Klum, Network Operations Manager, Metrolina Metrolina signed a Microsoft Enterprise Agreement; upgraded to Microsoft Exchange Server 2007, deployed Microsoft Office SharePoint Server 2007, and plans to deploy Microsoft Office Communications Server Metrolina Enhances Communications; Saves $100K Collaboration is huge boon for productivity 28 The company wanted to ensure reliable and responsive communications with its customers, improve best-practice sharing among its employees, and reduce costs. Saved U.S.$100,000 over three years Added value from Software Assurance Increased worker efficiency and results Continued operations in case of disaster Expedited customer service

29 29 Video DEFRA – A New World of Work

30 PARTNER OPPORTUNITY 30

31 Only 20% of data is held in structured systemsOnly 20% of data is held in structured systems 80% of data is therefore held in unstructured systems80% of data is therefore held in unstructured systems 90% of unstructured data is also unmanaged90% of unstructured data is also unmanaged Data is growing at 36% per yearData is growing at 36% per year Content types and “new media” are proliferating and gaining uptake, but also need management and discoverabilityContent types and “new media” are proliferating and gaining uptake, but also need management and discoverability Discovery demands are increasing in number and scopeDiscovery demands are increasing in number and scope Demands for clearer ROI on IT investment are increasingDemands for clearer ROI on IT investment are increasing ECM Impact Scope Is Growing Strong growth and many opportunities 31

32 32 $11,100,000,000 Service Revenue Opportunity In 2010 $3,700,000,000 IDC ECM License Revenue Projection for 2010 $37,000,000,000 Service Revenue Opportunity In x 10x Analysts ECM License Projection Partner service revenue opportunity

33 SELLING ENTERPRISE CONTENT MANAGEMENT 33

34 Understand the Buyer / Influencer Interests Orient the conversation toward platform strengths 34 Understand the Buyer / Influencer Interests Understand the Buyer / Influencer Interests Orient the conversation toward platform strengths BDM TDM Ease of Use, Invasiveness Silo’d Content Stores, Information Management Compliance, Content Relevance, Risk Reduction

35 35 Uncovering Opportunity Ask and listen for… personal productivity

36 36 Uncovering Opportunity Ask and listen for… business productivity

37 37 Uncovering Opportunity Ask and listen for… infrastructure productivity

38 Objection Handling Compliance initiatives and Office system 38

39 Objection Handling ECM and Microsoft platform enterprise credibility 39

40 Infrastructure State Documentum is incumbent in Marketing OpenText is incumbent in Legal The content across all of the 100’s to 1000’s of file shares is “unmanaged”. Infrastructure State Documentum is incumbent in Marketing OpenText is incumbent in Legal The content across all of the 100’s to 1000’s of file shares is “unmanaged”. Sales Dynamics IBM/WorkSpace and Filenet are “pitching” to the account Sales Dynamics IBM/WorkSpace and Filenet are “pitching” to the account Enterprise Content Management Class exercise

41 Map Your Infrastructure Journey Secure and manage content with Enterprise Content Management More Efficient Cost Center Disconnected repositories and sites with basic search capabilities Business Enabler Integrated repositories to manage and publish documents and records, with advanced search Cost Center Content on paper, file- shares and personal drives. Disparate search tools. Strategic Asset Federated document and records management within and outside enterprise. Single search across desktop, enterprise content and LOB 41

42 ChallengesProjectsBenefits Difficult to protect information from unauthorized use Lack of integrated systems prevent the real-time view of data Difficult to reach customers, partners, and suppliers due to lack of user-friendly forms Difficult to maintain consistency of published content Difficult to find potential customers Difficult to track how users access important records and documents Incorporating data from legacy systems into documents is manual and error-prone Difficult to extend business processes beyond the firewall Difficult to harness and optimize the flow of information Difficult and time-consuming to produce and maintain variations of a site BUSINESS IT Improve legal and regulatory compliance by safeguarding documents Reduce paper-centric processes by integrating data from distributed systems Gain additional value by extending process automation Improve content quality and consistency by leveraging existing content Provide a cost-effective, high-impact, and innovative method of boosting international sales and presence Verify and investigate potential concerns regarding policies and regulations Gather and validate business process input data efficiently from multiple channels with a single form Facilitate end-to-end automation of business processes beyond the enterprise Streamline the creation, publication, and lifecycle management of content BUSINESS IT Apply rights management system to manage content and monitor auditing and retention policies Deploy solutions integrating forms-based processes with back-end LOB systems Extend forms-based processes through multiple tools, including offline, Web, and mobile devices Deliver multi-tier, end-to- end Web content management via internet, intranet, extranet and portal sites Manage multilingual sites to match cultural, technical, and commercial content Enterprise Content Management Standardized to rationalized 42

43 Talk to Microsoft and synchronize with sub-priority Review ECM Whitepaper Learn about Business Processes in Microsoft Office SharePoint ServerBusiness Processes in Microsoft Office SharePoint Server Review the Business Process Management White PaperBusiness Process Management White Paper Get Ready Leverage BPIO model and BPIA to profile Profile solutions and services Build a PSP with you PAM Do account Profiling with the ATU Engage Enterprise Content Management Become certified!!! Specialize 43 Call to Action

44 © 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. partner.microsoft.com/ecm


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