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End User License Agreement

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Presentation on theme: "End User License Agreement"— 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
BPIO U Enterprise Content Management FY09 BPIO University Enterprise Content Management

3 About this Presentation
BPIO U Enterprise Content Management FY09 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 . (hidden slide)

4 Guidance Slide How should I prepare for this presentation?
BPIO U Enterprise Content Management FY09 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. (hidden slide)

5 Introduction TO ENTERPRISE CONTENT MANAGEMENT

6 Creating Order From Chaos The promise of Enterprise Content Management
Enterprise Content Management consists of the technologies and tools used to capture, manage, store, preserve and deliver content across the enterprise Capture Store Deliver Manage Duration: 3 min Key Message: An enterprise-grade ECM solution holds tremendous promise. Speakers Notes: In simple terms, What is ECM? What is it? What are the trends? Who does it affect? The concept the ECM lifecycle is to capture information, manage it, store it, preserve it, and deliver it back. We are going towards a paperless society; it does not make sense to print out records and physically handle them; most data now is digital. A key business driver is to create order out of this chaos. Preserve

7 Compelling Risk Events Key drivers for content management
E-Discovery IP Protection 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 “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 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 There are also two compelling events that you probably see: E-Discovery and IP Protection. Each of these creates an imperative for content management to be deployed more widely in the organization. This is a great example of the need for interoperability we discussed above: IP Protection now implies disk or document-level encryption of some form, while E-Discovery of course implies transparent access for the organization to all files, including encrypted ones, across different content types.

8 Business Upside: Harness Information Productivity increases with reduced costs
Reduce costs, improve quality, and promote compliance How: automated document routing, approval, control Capture, align, and improve utility of information Find and use the right information at the right time Drive content reuse, best practices, and continuous improvement Increase business capability and environmental insight Drive change management and agility Knowledge Management From both a team productivity and a knowledge management perspective, there are significant upsides even, in some dream world, you never suffer a leaked document or an E-discovery request.

9 ECM for All With Complete Compliance Reduce cost and complexity
Traditional ECM User Participation Managed Content Unmanaged Content Capture Untapped Value Manage Broadening Risk SharePoint represents the first truly collaborative ECM platform. We find to that really explain why we think our ECM story is different and compelling, it helps to think about two things. The first is the number of users in your organization who are creating or working with content, which in most cases is the vast majority of them. The second is the number of types of content .. Not just all different document types, but other content that’s emerging from new ways of collaborating – for example, wiki and blog content, or web pages. <click> Traditional ECM solutions are designed to address specific business needs that impact a small percentage of information assets and content types with a low percentage of the workforce participating. We believe we have an opportunity there to help you reduce the cost and complexity for users who don’t require full, high-end document or records management functionality. But what about the rest of the content, and the rest of the users? Most of them are not covered at all, leaving you open to risk from unmanaged content, and losing you opportunities to get more value out of content that’s currently unmanaged. Microsoft Office System has been designed to drive broad information worker participation in Enterprise Content Management through a combination of Office Client and SharePoint. It enables organizations to manage previously unmanaged content types, maximizing the value of an organization’s information assets while supporting broadening compliance challenges.” Quotes: "Microsoft leads all vendors by a large margin, with nearly 25% of organizations planning to invest in its technology for ECM.” “Rather than disrupting the existing ECM vendor landscape, which remains healthy, Microsoft is establishing foundation content services as a new class of ECM functionality, which will blend pervasive team collaboration with business document management” - Forrester “The ECM market will be hot across the board with document management leading the charge. Nearly 75% of organizations will invest in document management solutions in 2008.” -- Additional Speaker’s Notes: In thinking about overall content management for an enterprise there are two key variables in determining % of information assets in an enterprise that end-up in a “managed” state- % of Users Participating (vertical axis) and Breadth of Content Types (horizontal) axis (where Breadth of Content Types could either be Managed (Regulatory Content, Intellectual Property, Claims Processing, etc.) or Unmanaged content (e.g. blogs, wikis, pdfs, multi-media types of content) AND/OR different templates of content – such as Word Templates, Excel Templates, InfoPath forms, etc.).  Where is your organization on this diagram?  Most customers we talk to have a small % of their information assets under management and a very large percentage remain unmanaged.  So what gets managed and why.  General characteristics of managed content are -              Content has an easy to define value to the organization such as intellectual property or claims processing such that not managing the content is costly and high risk -              Generally there is a rigid business process around the content that is clearly defined and followed -              Specialists are involved in the management in the content and have skills and incentive to manage the content -              Industry regulations require content to be managed for submission or archival Overall there is a small % of the information workers that participate in managing content and breadth of content types managed is narrow but clear return on investment is present and generally well executed and serving the purpose and audience intended to serve. However, what’s going on to the right of the vertical dashed line?  Most of the customers we talk to are losing sleep over the broadening risk of unmanaged content.  Why is that?  It’s pretty simple actually- as compliance regulations become more strict (such as the amendments to Federal Rules of Civil Procedure in the US in December 2006), enterprises and government entities cannot make the “I don’t know” or “I can’t find it” claim and are responsible to provide in a “timely” manner requested content and information assets to support litigation and discovery requests.  Whether an asset has been officially declared as a record or not, or the asset is managed or unmanaged is irrelevant in discovery.  All content (the entire horizontal axis) is discoverable.  Thus unmanaged content has become a major pain point for enterprises and government entities. The discussion today is really focused on how to help records managers and collaboration owners support compliance objectives in this unmanaged space. This is not meant to be a “rip & replace” of your existing RM system – it is meant to augment existing toolsets to support compliance.   The unmanaged space is where a large majority of organizational content creation is taking place.  Everyone is familiar with these “content types”  – office documents (including thousands of Word template variations), pdfs, offline, online content, video, , unstructured data in general.  And more and more content creation is collaboration based, with Web 2.0 technologies such as wikis, blogs and discussion groups becoming the norm as an authoring tool.  To manage the unmanaged space requires an incredible balancing act between allowing end-users the  freedom and flexibility to work naturally while gathering the required information to support compliance objectives.  All this must be supported by an infrastructure that is easy to deploy, manage, govern, and customize.  The client-server value proposition of Office and SharePoint provides the user experience, capabilities, manageability, and extensibility necessary to manage the unmanaged space.  Content Types Reduce cost and complexity Scale to 100% of users and content under management

10 BPIO U Enterprise Content Management FY09
From ECM to Information Management Moving to enterprise-wide standards 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 10

11 BPIO U Enterprise Content Management FY09
End-User Out Perspective Required Common tools and workflows allow flexibility 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 11

12 Managed vs. Unmanaged Characteristics
Governance Control Decentralize Information Defined Undefined Classification Schema Structured Flexible Metadata Taxonomy Folksonomy 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 Low High Participants 100 49,900 12

13 Capture metadata [Manual & Auto]
Unmanaged Approach to Content Labor intensive, error-prone, and incomplete Core RM activities DISCONNECTED from content creation Create Collaborate Approve Declare Record [Manual & Auto] Capture metadata [Manual & Auto] Classify & Retain Issues 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 In the current approach, core Records Management activities are NOT part of the content creation process. Content Creation consists of activities that are done in a typical SharePoint site – “Create, Collaborate, Approve” This approach is used today for high priority business content that is managed by specialists such as contracts, invoices, , and regulated documents.  However extending this approach to unmanaged content leaves us with the issues and disappointing results so many of us are familiar with We are asking end users to act like RMer to capture Meta Data and declare records. 1. Primary issue is Heavy dependency on end users for md capture and record declaration. Asking them to act and care like Rmer. 2. Problematic bc end user participation suboptimal, bc not part of lifecycle. Not seamless. 3. Therefore last two bullet points. Since activities separate from content creation leads to poor quality MD capture. Results Low % information assets declared as records Quantity of captured metadata low; Quality poor Misclassified Records % High; Accuracy Low 13

14 Managed Approach to Content Integrated, efficient, and accurate
4/12/ :41 AM Managed Approach to Content Integrated, efficient, and accurate Create Collaborate Approve Declare Record [Manual or Auto] Core RM activities SEAMLESS part of content creation Classify, Retain & Search Capture metadata [manual & auto] Utilize metadata 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 To manage unmanaged content, we have to change the approach,  we have to optimize for where and how the user works.  Wherever the user creates and collaborates we make it easy to capture metadata (manual and auto) and declare records (manual and auto).  Taking an end-user out perspective is the only we we’ll achieve the goal of moving up and to the right on the graph we discussed earlier Be sure that it is mentioned that “Create Collaborate Approve and Capture Metadata” are all a part of the SharePoint space – important to point that out. As well as Declare Record can be in the SharePoint space as well. Results High % information assets declared as records More metadata captured with higher levels of quality Classification is simplified and more accurate 14

15 Keys to Success Five necessary elements of a successful ECM solution
Participation Capability is discoverable and usable by all users Consistency New content types can be added under similar policy frameworks as existing content types Flexibility Management policies can be changed as business needs dictate Interoperability As we see it, there are 5 things that are key to success in this area. Participation. It really doesn’t matter how much you invest in your server technology, or how capable your technology is – the real ROI can only come when users are easily able to discover and take advantage of the ECM capabilities, and see them as personally valuable. If tagging content is a chore, or encryption is a difficult process, users will probably find ways around it. If, on the other hand, it happens in familiar contexts, and is easy, then your path to an ROI is a lot simpler. Consistency As new content types come into mainstream usage, you need to have the option to manage them easily. What does “document management” or “records management” really mean to blogs? Or Wiki content? As we’ll see shortly, these types of files are as discoverable as any other type, so they need management too. Flexibility Content Management is not a “one size fits all” problem. Some content needs to be tightly managed, other loosely managed, and still other hardly at all. But these rules change as the business changes, so you need to be able to change with them. Interoperability Clearly, standards-based interoperability is a baseline requirement. But more than that, the more technologies you have in your ECM solution, the more significant challenge and cost you are likely to face. This ranges from the relatively obvious (cost of integration) to the less obvious (version dependencies blocking needed capability updates). Cost Effectiveness Finally, you of course need to be able to articulate the ROI to the organization for your investments in this area. Individual components do not block capability upgrades Information is available long-term through standard formats Cost Effectiveness Return on investment (ROI) is clear 15

16 Web Content Management
Microsoft ECM Sub-Capabilities Introducing the sub-capabilities of ECM Enterprise Content Management Sub-Capabilities Document Management Records Management Forms Web Content Management Duration: 2 min Key Message: ECM has 4 sub-capabilities. Speakers Notes: Speaker should note that there are the 4 sub-capabilities that comprise ECM. The Speaker should give a quick overview of each here. Document Management  Extend Document Management to All Employees Records Management  Reduced Risk and Improved Regulatory Compliance Forms  Connect People, Process, and Information Web Content Management  Unified WCM Platform for Enabling Individual Agility 16 16

17 Document Management Extend document management to all employees
Windows Embedded Design Review April Document Management Extend document management to all employees Document Management 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 Documents are at the core of how people work today. The typical employee interfaces with dozens of documents every day, for example, Excel spreadsheets, presentations, Word documents, and so on. In some cases, these documents are stored in formal document management repositories to help govern compliance with corporate standards. However, the most of these documents are used in a more informal way and exist outside of those formal policies and processes. Because of this, many organizations struggle to enforce document management policies broadly across the enterprise. 17 © 2004 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 17 17

18 Records Management Extend records management to all employees
Windows Embedded Design Review April Records Management Extend records management to all employees Records Management 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 The MOSS Records Management solution helps organizations reduce litigation risk and improve compliance with industry and government regulations. MOSS Records Management is designed to achieve a balance between richness of records management features and functionality, and the simplicity necessary to drive user adoption. This approach enables the broad participation in records management required to reduce risk enterprise wide while protecting enterprise record integrity resulting in overall improvement in corporate compliance. 18 © 2004 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 18 18

19 Forms Extend business process capabilities to all employees
Windows Embedded Design Review April Forms Extend business process capabilities to all employees Forms 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 People Want: •To be connected to business processes and discontinue executing tasks in an ad-hoc manner •Data input, collection tools and standards for capturing information needed in process execution IT Wants: •A simple solution for automating common, critical, information – centric business processes •A single platform for enabling a broad set of employees, partners and customers to participate in the collaborative business processes of an organization People_Ready Processes Collaborative Processes within the 2007 Office System Provide document centric workflow as an integrated part of the Office experience Empower information workers with common workflow solutions and activities out of the box Empowers organizations to build workflow applications using the full functionality of the broader platform 19 © 2004 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. 19 19

20 BPIO U Enterprise Content Management FY09
April Web Content Management A united WCM platform Web Content Management 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 Enforce Corporate Compliance Master pages enforce consistent site branding Web content policies can be easily enforced Auditing and reporting tools simplify policy compliance People_Ready Processes Collaborative Processes within the 2007 Office System Provide document centric workflow as an integrated part of the Office experience Empower information workers with common workflow solutions and activities out of the box Empowers organizations to build workflow applications using the full functionality of the broader platform 20

21 SharePoint 2007 Office Professional
ECM for Everybody; Compliance Everywhere Where does SharePoint fit? Traditional ECM SharePoint 2007 Office Professional User Participation Managed Content Unmanaged Content Capture Untapped Value Manage Broadening Risk In thinking about overall content management for an enterprise there are two key variables in determining % of information assets in an enterprise that end-up in a “managed” state- % of Users Participating (vertical axis) and Breadth of Content Types (horizontal) axis (where Breadth of Content Types could either be Managed (Regulatory Content, Intellectual Property, Claims Processing, etc.) or Unmanaged content (e.g. blogs, wikis, pdfs, multi-media types of content) AND/OR different templates of content – such as Word Templates, Excel Templates, InfoPath forms, etc.).  Where is your organization on this diagram?  Most customers we talk to have a small % of their information assets under management and a very large percentage remain unmanaged.  -              Content has an easy to define value to the organization such as intellectual property or claims processing such that not managing the content is costly and high risk So what gets managed and why.  General characteristics of managed content are -              Generally there is a rigid business process around the content that is clearly defined and followed -              Specialists are involved in the management in the content and have skills and incentive to manage the content -              Industry regulations require content to be managed for submission or archival Overall there is a small % of the information workers that participate in managing content and breadth of content types managed is narrow but clear return on investment is present and generally well executed and serving the purpose and audience intended to serve. However, what’s going on to the right of the vertical dashed line?  Most of the customers we talk to are losing sleep over the broadening risk of unmanaged content.  Why is that?  It’s pretty simple actually- as compliance regulations become more strict (such as the amendments to FRCP in the US in December 2006), enterprises and government entities cannot make the “I don’t know” or “I can’t find it” claim and are responsible to provide in a “timely” manner requested content and information assets to support litigation and discovery requests.  Whether an asset has been officially declared as a record or not, or the asset is managed or unmanaged is irrelevant in discovery.  All content (the entire horizontal axis) is discoverable.  Thus unmanaged content has become a major pain point for enterprises and government entities. The discussion today is really focused on how to help records managers and collaboration owners support compliance objectives in this unmanaged space. This is not meant to be a “rip & replace” of your existing RM system – it is meant to augment existing toolsets to support compliance.   The unmanaged space is where a large majority of organizational content creation is taking place.  Everyone is familiar with these “content types”  – office documents (including thousands of Word template variations), pdfs, offline, online content, video, , unstructured data in general.  And more and more content creation is collaboration based, with Web 2.0 technologies such as wikis, blogs and discussion groups becoming the norm as an authoring tool.  To manage the unmanaged space requires an incredible balancing act between allowing end-users the  freedom and flexibility to work naturally while gathering the required information to support compliance objectives.  All this must be supported by an infrastructure that is easy to deploy, manage, govern, and customize.  The client-server value proposition of Office and SharePoint provides the user experience, capabilities, manageability, and extensibility necessary to manage the unmanaged space.  Content Types Reduce cost and complexity Scale to 100% of users and content under management 21

22 Web Content Management Web Content Management
ECM in 2007 Microsoft Office system Deep integration throughout suite ECM Components Records Management Web Content Management Forms Management Document Management User Interface Microsoft Office Web browsers 3rd party apps Unified Storage Architecture Unified Services Workflow Search Metadata Security Policies IRM Library Services Collaboration ECM Components Policy Management Web Content Management Forms Management Mailbox Management User Interface Microsoft Office Web browsers 3rd party apps Unified Storage Architecture Unified Services Workflow Search Metadata Security Policies IRM Library Services Collaboration Exchange 2007 Transport Services Rules Records Management Document Management SMTP SOAP Duration: 4 min Key Message: Microsoft’s ECM solution starts with the Unified Storage Architecture and includes components up to and including various ways users interface with content. Speakers Notes: The foundation is provided by a unified storage architecture based on SQL server which acts as the repository for all types of content. This slide represents a conceptual view of ECM from Microsoft that shows the deep integration among the various components. The solution provides a set of core services that are shared across the ECM components. These include workflow, search, metadata and library services Next, Microsoft’s ECM solution consists of document management, records management, web content management and forms management which utilize the share services and storage architecture. The user interface is provided by a browser or thru familiar and easy to use MS Office. # 3rd party applications can also integrate with the ECM components via web services. <click to next slide in build> is a key type of content in organizations. contracts, financial statements, and the like.  In the past organizations haven’t thought of trying to manage ad hoc communications like . A recent AIIM survey showed that over 70% of information workers spend a fifth of their time or more on related tasks.  And yet, in a recent ARMA survey, 43% of respondents have no plan for managing records.  So we have a situation where a lot of information is being generated, there is a new and urgent need to manage that information flow, and most companies don’t have a plan yet. It was with this customer problem in mind that Microsoft developed a solution to the management problem.  How end users can classify messages according to a corporate schema How can be retained and then ultimately deleted based on its classification How storage quotas can be enforced on individual folders (e.g. this folder is limited to 200MB) How important can be sent to a SharePoint Records Center – directly from the Outlook client How Exchange and Outlook search can be used to search for during the eDiscovery process 22

23 Office Client Value for ECM Discoverable, non-intrusive, and efficient
4/12/ :41 AM Office Client Value for ECM Discoverable, non-intrusive, and efficient 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 Speaker’s Notes: Remember, on average, Microsoft® Office Client accounts for 60% of an enterprise agreement (EA) customer’s Microsoft product license spent Explicit articulation of the value of Office Client will: Help justify not only this spend, but the entire EA renewal Promote adoption of scenarios and applications dependent on Office Client, to allow the customer to realize this value Strategic differentiators of the Microsoft enterprise integrated platform include: Usability and streamlined adoption of applications that Office Client has as a user interface Tight integration with Office Client and other Microsoft enterprise applications—especially in the enterprise content management (ECM)/e-discovery space, where the integration of Office Client with Microsoft Exchange and SharePoint can contribute greatly to the “capture” of documents into the scope of digital rights management (DRM)

24 4/12/ :41 AM ECM Integration with Office Client Capture content metadata from within Office suite Seamless, customizable document information entry in Office Professional Plus 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 Speaker’s Notes: Remember, on average, Microsoft® Office Client accounts for 60% of an enterprise agreement (EA) customer’s Microsoft product license spent Explicit articulation of the value of Office Client will: Help justify not only this spend, but the entire EA renewal Promote adoption of scenarios and applications dependent on Office Client, to allow the customer to realize this value Strategic differentiators of the Microsoft enterprise integrated platform include: Usability and streamlined adoption of applications that Office Client has as a user interface Tight integration with Office Client and other Microsoft enterprise applications—especially in the enterprise content management (ECM)/e-discovery space, where the integration of Office Client with Microsoft Exchange and SharePoint can contribute greatly to the “capture” of documents into the scope of digital rights management (DRM) 2007 Microsoft Office removes or greatly reduces most of the barriers to participation: Users are already used to using Word, Excel and PowerPoint as the easiest place to create content From a user perspective, the experience is seamless: when the user saves into a folder with policy or workflow attached, the required information is requested. No need to open a separate browser, attempt to upload documents to different places, or learn a different application/interface Content management appears only when policy dictates it No additional deployment barrier: users who have Microsoft Office Professional Plus 2007 deployed have the client for Microsoft ECM.

25 Office Client Leverages ECM Foundation Promote document policies
4/12/ :41 AM Office Client Leverages ECM Foundation Promote document policies 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 Speaker’s Notes: Remember, on average, Microsoft® Office Client accounts for 60% of an enterprise agreement (EA) customer’s Microsoft product license spent Explicit articulation of the value of Office Client will: Help justify not only this spend, but the entire EA renewal Promote adoption of scenarios and applications dependent on Office Client, to allow the customer to realize this value Strategic differentiators of the Microsoft enterprise integrated platform include: Usability and streamlined adoption of applications that Office Client has as a user interface Tight integration with Office Client and other Microsoft enterprise applications—especially in the enterprise content management (ECM)/e-discovery space, where the integration of Office Client with Microsoft Exchange and SharePoint can contribute greatly to the “capture” of documents into the scope of digital rights management (DRM) 2007 Microsoft Office removes or greatly reduces most of the barriers to participation: Users are already used to using Word, Excel and PowerPoint as the easiest place to create content From a user perspective, the experience is seamless: when the user saves into a folder with policy or workflow attached, the required information is requested. No need to open a separate browser, attempt to upload documents to different places, or learn a different application/interface Content management appears only when policy dictates it No additional deployment barrier: users who have Microsoft Office Professional Plus 2007 deployed have the client for Microsoft ECM.

26 Demo Scenario Based Demo 21 CFR Part 11 DEMO: Duration: 10-15 min
Speaker Notes: Download “bpiou_ecm_demo.zip”. You must install the demo using the Windows Installer Package on the presentation machine.  The demo is configurable.  Please review the demo in detail and determine which features or sections you want to demonstrate to the class. Showing the entire demo would take more than minutes.

27 Customer Value

28 A.J. Klum, Network Operations Manager, Metrolina
Metrolina Enhances Communications; Saves $100K Collaboration is huge boon for productivity “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 The company wanted to ensure reliable and responsive communications with its customers, improve best-practice sharing among its employees, and reduce costs. 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 2007. 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 Case Study -- Saves $100,000 Metrolina Greenhouses Greenhouse Operation Enhances Communication and Saves $100,000 Metrolina Greenhouses, one of the largest wholesale plant suppliers in the United States, applies technology wherever possible to increase productivity and efficiency. In 2007, wanting to ensure more reliable and responsive voice and communications with its customers, Metrolina engaged the M3 Technology Group to deploy and manage a unified communications solution based on Microsoft® Exchange Server 2007 and Microsoft Office Communications Server To enhance worker collaboration, Metrolina also deployed Microsoft Office SharePoint® Server These new capabilities helped the company increase efficiency, ensure operations continuity, and expedite customer service. And, by working with SoftwareONE to acquire the software through a Microsoft Enterprise Agreement, Metrolina is saving U.S.$100,000 on Microsoft software licenses over three years. <http://www.microsoft.com/casestudies/casestudy.aspx?casestudyid= >

29 BPIO U Enterprise Content Management FY09
Video DEFRA – A New World of Work Duration: 6 min 47 sec video Key Message:  Microsoft customer success story with ECM Solution Speaker Notes:  Let’s show a video on how Microsoft Search has benefited DEFRA, the UK’s Department for Environment, Food, and Rural Affairs. The video in this slide assumes a location of C:/BPIOU/bpiou_ecm_video_defra.wmv”. To play the embedded version of the video you will need to download “bpiou_ecm_video_defra.wmv” and copy it to your C:\BPIOU folder. To start the video click the video box, the video will play in full screen; another click from within the video will advance the slide. Speaker’s Notes:  The United Kingdom (U.K.) government’s Department for Environment, Food, and Rural Affairs (Defra) discharges its responsibilities through 3,000 core employees, dispersed throughout the country, who collaborate with a range of outside experts and stakeholders. Defra wanted a combined electronic document and records management (EDRM) system, and a tool set for 10,000 people to improve collaboration and comply with the government’s modernizing agenda for e-government services. Defra chose Microsoft® Office SharePoint® Server 2007 to fulfil all three objectives with a standardised solution. Users are now creating records as part of their everyday work due to the automated workflows, without any extra burden. The department hopes to make significant cost savings by adopting a single system for records management and collaboration.

30 Partner opportunity

31 ECM Impact Scope Is Growing Strong growth and many opportunities
Only 20% of data is held in structured systems 80% of data is therefore held in unstructured systems 90% of unstructured data is also unmanaged Finding the right strategic solution to getting all your users and content under management is not only important, but increasingly important. Data is growing at 36% per year Content types and “new media” are proliferating and gaining uptake, but also need management and discoverability Discovery demands are increasing in number and scope Demands for clearer ROI on IT investment are increasing Source: Doculabs, Inc.

32 Analysts ECM License Projection Partner service revenue opportunity
Forrester IDC Market Size $3.9 billion (2008) $3.7 billion (2010) (almost $6 billion incl. non-windows) CAGR 19% 15.9% (through 2010) Duration: 3 min Key Message: A tremendous partner opportunity exists. Speakers Notes: IDC predicts a software licensing market of $3.7 billion in 2010 If one takes a conservative 3x factor for service opportunities, the partner service opportunity is ~ $11 billion. If one takes a more aggressive 10x factor for service opportunity, the partner service opportunity is $37 billion. Bottom line: there are tremendous opportunities in the ECM space. $3,700,000,000 IDC ECM License Revenue Projection for 2010 $11,100,000,000 Service Revenue Opportunity In 2010 $37,000,000,000 Service Revenue Opportunity In 2010 3x 10x

33 Selling Enterprise content management

34 Understand the Buyer / Influencer Interests Orient the conversation toward platform strengths
BDM Ease of Use, Invasiveness Silo’d Content Stores, Information Management Compliance, Content Relevance, Risk Reduction Business Productivity Personal Productivity Infrastructure Productivity Duration: 3 min Key Message: BDMs and TDMs each have their own interests that need to be addressed Speakers Notes: User side - Invasive into the way I do business. I have to go into different systems OR I have too much metadata entry requirements Business Productivity - Reduce risk reduction around compliance - Concerned about currency of information – and deleting the old versions. Infrastructure Productivity - Multiple solutions - Difficult to manage infrastructure - Requires skilled resources to administer and help desk Next Slide: TDM

35 Uncovering Opportunity Ask and listen for… personal productivity
How do your employees react to learning new technology? How much time do your users have to devote to training? How open have your information workers been to adopting new technology in the past? What if every information worker could access content management from within the familiar Microsoft Office desktop environment they use every day? What if existing documents were easy for teams to access and update? Complaints about employees’ unwillingness to learn new technology Lack of time to devote to training Low technology adoption rates Need for basic, intuitive functionality that is easy to use Complaints about lost documents Duration: 2 min Key Message: It’s important to ask relevant questions regarding personal productivity and to listen for key pain points Speakers Notes: Before starting the next 3 slides, the Speaker may want to ask the class what key questions they would ask to get the discussion going with a customer in order to determine the customer’s needs and where the customer is in terms of determining how are customer is in their ECM maturity. After open discussion, the Speaker should turn to these slides and elicit further discussion. To discover opportunities in personal productivity you could ask questions like: How do your employees react to learning new technology? How much time do your users have to devote to training? How open have your information workers been to adopting new technology in the past? You can also listen for: complaints about employees’ unwillingness to learn new technology, lack of time to devote to training, low technology adoption rates. Next Slide: Ask and Listen For… Business Productivity

36 Uncovering Opportunity Ask and listen for… business productivity
How does your organization ensure that users are able to find the right information? How do you collaboratively create documents? How does your company manage the protection of confidential information? Is the primary means for document collaboration? How do you know which version is the right version? What if you had a document repository that was easy to manage and search? What if you could control who had access to your most sensitive business records? What are you content retention requirements? Loss of productivity Information being recreated Multiple versions of the same content Lack of knowledge sharing Documents being ed around Lack of structured process Anxiety about information theft or inadvertent sharing of confidential client information Duration: 1 min Key Message: It’s important to ask relevant questions regarding business productivity and to listen for key pain points Speakers Notes: To discover opportunities in organizational productivity you could ask questions like: How does your organization ensure that users are able to find the right information? How do you collaboratively create documents? How does your company manage the protection of confidential information? You can also listen for: loss of productivity, information being recreated, multiple versions of the same content. Next Slide: Ask and Listen For… Infrastructure Productivity

37 Uncovering Opportunity Ask and listen for… infrastructure productivity
How does your IT organization currently manage documents and control Web content? How many administration tools do you have deployed for document and Web content management? What challenges do you have with integrating your content management solutions? How is your IT department’s productivity affected by fielding low priority questions? Lack of clear content management solution Fragmented content management solution Time spent fielding routine questions Complaints about IT implementation and management costs Frustrations with content management inconsistencies Comments on cost savings of an integrated solution and improved IT and enterprise-wide productivity Duration: 2 min Key Message: It’s important to ask relevant questions regarding infrastructure productivity and to listen for key pain points Speakers Notes: To discover opportunities in Infrastructure productivity you could ask questions like: How does your IT organization currently manage documents and control Web content? How many administration tools do you have deployed for document and Web content management? What challenges do you have with integrating your content management solutions? You can also listen for: lack of clear content management solution, fragmented content management solution, time spent fielding routine questions.

38 Objection Handling Compliance initiatives and Office system
Response How do I help the Business Decision Maker understand that Office system is the right tool to help with their compliance priorities? Thanks to its tight integration with Microsoft Office, Microsoft ECM functionality can more easily be extended to all information workers within an organization. Because Microsoft ECM solutions are so intuitive, users are much more apt to adopt them, which helps you realize a greater return on your technology investment. While compliance issues are escalating, information continues to build up, making content management a necessity. ECM from Microsoft provides a single policy framework that can be applied across your organization to ensure consistent retention and auditing. You can also implement rights management to protect your documents even after they’ve been downloaded from the server. Duration: 2 min Key Message: Microsoft’s ECM solution is robust to meet any concerns related to being able to meet compliance requirements. Speakers Notes: The speaker should first ask the class what they’ve heard from some customers about Microsoft’s ECM solution’s perceived weaknesses. Members of the class should be equipped at this point to come up with answers to refute the perceived weaknesses. Then these objections should be presented, accompanied by more class discussion.

39 Objection Handling ECM and Microsoft platform enterprise credibility
Response How do I respond to a suggestion that Microsoft's ECM solution is only seen as "basic“? True “ECM” enables everyone to participate in the management of their organizations’ content rather just a select department or team trained on a specialized, complex and expensive solution. Also, MOSS just received Department of Defense Certification. DoD is often considered a comprehensive “fitness test” for a records management system. Since the 5015 requirements were satisfied with either out of the box features or features that were built using known SharePoint extensibility points (e.g. SharePoint event handlers, workflows, content types), this certification is great qualification in terms of showing the strength of the SharePoint platform. How do I respond if a customer suggests that scalability is an issue for MOSS? If customers architect their deployment correctly, MOSS should scale to meet any of their requirements. Customers should engage with MCS or a qualified partner to ensure this infrastructure will be architected correctly. Leverage case studies to emphasis capability. See HP performance white paper. Duration: 2 min Key Message: Microsoft’s ECM solution is enterprise grade. Speakers Notes: The speaker should first ask the class what they’ve heard from some customers about Microsoft’s ECM solution’s perceived weaknesses. Members of the class should be equipped at this point to come up with answers to refute the perceived weaknesses. Then these objections should be presented, accompanied by more class discussion.

40 Enterprise Content Management Class exercise
BPIO TDM Customer Deck 4/12/2017 Enterprise Content Management Class exercise 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 Unified Communications And Collaboration Business Intelligence Enterprise Content Management Website and Security Framework Business Data Catalog Open XML File Formats Extensible UI Class exercise – for notes see Facilitator’s Guide Workflow Search Secured, Well-Managed Infrastructure 40 © 2007 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

41 More Efficient Cost Center
Map Your Infrastructure Journey Secure and manage content with Enterprise Content Management Basic Standardized Rationalized Dynamic Cost Center Content on paper, file-shares and personal drives. Disparate search tools. 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 Strategic Asset Federated document and records management within and outside enterprise. Single search across desktop, enterprise content and LOB Duration: 1 min Key Message: The IO Model guides effective IT planning and enables organizations to better realize the full value of IT infrastructure investments Speakers Notes: The Business Productivity Infrastructure Optimization Model maps an organization’s level of infrastructure optimization and then guides effective planning to optimize IT infrastructure assets — enabling you to better realize the full value of IT infrastructure investments while enabling key business solutions. How do you assess the gap between where you are and where business needs are driving you? How do you better leverage existing investments and wisely choose areas for new ones? This graphic maps the journey from a basic to dynamic infrastructure and summarizes key characteristics associated with successive levels of maturity. Using this model as a framework, we can partner with you to quick assess the strategic value and business benefits to the organization in moving from a “basic” level of maturity towards a more “dynamic” use and help enable IT to deliver the full value of technology investments to the business while managing costs and complexity 41

42 Enterprise Content Management Standardized to rationalized
Challenges Benefits Projects BUSINESS BUSINESS 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 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 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 IT IT 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 Duration: 3 min Key Message: Benefits are to be gained for organizations that move up the maturity model and this leads to opportunities for partners. Speakers Notes: The challenges faced for those already standardized for ECM, the benefits that can accrue if they move up to rationalized, and some project examples that can be undertaken to get them up to the next level. There are similar models/slides like this for each stage of the maturity model in the appendix of this presentation. 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

43 Call to Action Get Ready Engage Specialize
Talk to Microsoft and synchronize with sub-priority Review ECM Whitepaper Learn about Business Processes in Microsoft Office SharePoint Server Review the Business Process Management White Paper Engage Leverage BPIO model and BPIA to profile Profile solutions and services Build a PSP with you PAM Do account Profiling with the ATU Specialize Enterprise Content Management Become certified!!! Duration: 2 min Key Message: Call out action steps for audience. Speakers Notes: The Speaker should read various steps to be taken in terms of a Call to Action for ECM.

44 BPIO U BI Module 3: Selling Business Intelligence
End of presentation partner.microsoft.com/ecm © 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.


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