1. Improving Departmental Information Search Processes (Concurrency Corporation) (Marketing Department)

2. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 2

3. Background Your Marketing Department has identified its corporate content search system as a leading impediment to departmental performance: Time spent searching for content increases project cycle times, as teams search across large number of files, different file types, and disparate file locations for required information Inability to incorporate “unstructured” content into search results, particularly new social content like team wikis, blogs, and discussion threads Inability to find pertinent content leads to repetition of costly work Finding outdated content versions leads to project errors Marketing staff required to contact IT for access to protected content 3

4. Engagement Participants Participant NameDepartmentRole (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) 4

5. Executive Summary Concurrency proposes expanding upon your current Office System deployment to enable an improved Enterprise Search Solution An Enterprise Search Solution based on SharePoint Server 2010 will improve the operational efficiency of your marketing department and increase customer satisfaction with your externally facing websites Implementing the proposed Enterprise Search Solution will provide you with: 50% decrease in time to search corporate intranet for relevant files 80% increase in client/partner facing website search relevance 5

6. Executive Summary 6

7. Contents Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 7

8. Content Creation Content Review and Privileging Content StorageContent Search Content Creation and Dissemination Process Phases – Analysis Summary 8 Current State Process Analysis

11. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 11

12. Future State Process Analysis Content Creation and Dissemination Process Phases – Analysis Summary 12 Content Creation Content Review and Privileging Content StorageContent Search

13. Level of Complexity Low High Low 5 3 35 1 Value to Business Prioritized Process Solutions 13 1 Building eForms for Automated Access Privileging (SharePoint Server 2010) Centralizing Content: Migrating and Indexing Departmental Data to SharePoint (SharePoint Server 2010) Establishing SharePoint Sites for Marketing Department (SharePoint Server 2010) Incorporating Social Networking Content (Blogs, Wikis) into Search (SharePoint Server 2010) Improve Search Functionality to Include Refinement Panels, Multi-level Sorting, Related Searches, Expertise Identification, and Context Driven Search (SharePoint Server 2010)

14. Future State Process Analysis

15. Anticipated Benefits - Process Process Phase Improvement Description BenefitsTechnology Leveraged KPI Impact(s)Affected Stakeholders Content Creation One-click content publishing and metadata tagging Labor reduction Process simplification Improved downstream content search results SharePoint Server 2010 5% in process related MD labor costs Content Creators Departmental IT Staff Content Review and Privileging Create workgroup SharePoint sites to host all content Create eForms for content access privileging Reduction in labor costs associated with maintaining content access rights SharePoint Server 2010 Exchange Server 2010 30% decrease in process related IT labor costs Department content owners Departmental IT Staff Content Storage Automate content archiving through SharePoint Server Automate process to create links from intranet/extranet/ internet to workgroup SharePoint sites Reduces time associated with content searches Yields department wide labor cost reductions SharePoint Server 2010 45% decrease in labor to publish content 90% increase in search result relevance Department content owners Corporate IT staff Content Search Improve Search Functionality to Include Refinement Panels, Multi- level Sorting, Related Searches, Expertise Identification, and Context Driven Search Incorporating Social Networking Content (Blogs, Wikis) into Search Critical information now more findable, knowledge more discoverable, navigable, manageable, re-usable, and workflows "smarter“ Users can leverage easy/ powerful metadata tools to uncover established info. Reduced labor costs Reduced content rework / recreation SharePoint Server 2010 50% decrease in elapsed search time 90% increase in search result relevance Department content owners Corporate IT Staff 15

16. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 16

17. Adoption & Implementation Planning Summary Project Phase Improvement Description Resources Required Implementation Owner Additional Stakeholders 1 Create MD Workgroup SharePoint sites MD IT Staff MD Management MD ManagerMD IT Manager 2 Migrate Existing Data to SharePoint Servers MD IT Staff MD Management MD Staff MD ManagerMD IT Manager 3 Create eForms for Content Privileging MD IT Staff MD Management MD Staff MD ManagerMD IT Manager 4 Create eForms for New Content Publishing MD IT Staff MD Management MD Staff MD ManagerMD IT Manager 5 Disseminate eForms to MD staff MD IT StaffMD IT ManagerMD Staff 6 Train Marketing Management and Staff MD IT Staff MD Management MD Staff Corporate HR MD Manager MD IT Manager Corporate HR 17

18. Potential Adoption Roadblocks 18 Stakeholder Group Anticipated Resistance to ChangeDegree to which Resistance will Limit Initiative Success Mitigation actions Technical Content Creators Some reluctance to use new toolsLow Develop brief training document and FAQ MD Management Some reluctance to use new toolsLow Develop brief training document and FAQ IT DepartmentSome reluctance to use new toolsLow Develop brief training document and FAQ Cultural Content Creators Reluctance to add new steps to content creation Reluctance to participate in additional training with SharePoint Mid Reward involvement in deployment and participation MD Management Strong ownership of multiple process phases Views current process as “good enough” High Highlight time saving benefits of solution Highlight value of improved search results IT Department Reluctance to participate in additional training with SharePoint Perception that initiative will require additional time and effort Reliance on Departmental IT Personnel for implementation Mid Highlight short-term and long- term process, content, and infrastructure benefits

19. Adoption Roadblock Mitigation Actions by Stakeholder Adoption Category MD ManagerMD IT ManagerCorporate IT ManagerMD Personnel Awareness Awareness generating communications via email, newsletters, manager meetings, etc., targeted to stakeholder group and concerns Awareness generating communications via email, newsletters, etc., targeted to stakeholder group and concerns Value Demonstration Emphasize process and productivity improvements to Division specifically and company as a whole; including estimated financial impact. Emphasize value to company as well as importance of pilot-testing; provide case studies and whitepapers related to virtual training to demonstrate how other companies have successfully implemented solution Demonstrate both improvement in productivity through quick hits and quick wins; also show overall process improvements and estimated financial impact for company. Provide useful tactical training to support roll-out. Integration & Alignment Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction 19

20. Contents Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps 20

21. Next Steps Review presentation and proposal with decision maker(s) and stakeholders for approval Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement Execute work order for project Schedule kick off meeting for week of _____ and weekly status meetings Propose schedule: A) Deadlines for initial milestones, or B) Date to finalize initial milestones 21