Fostering enterprise collaboration, web 2.0 and good governance with share point

Fostering Enterprise

Collaboration,

Web 2.0 and Good Governance

with SharePoint

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We think the Internet and the adoption

of trends on the Internet are a leading

Indicator for the upcoming innovations in

the Enterprise. We are passionate about

helping our customers Interpret, leverage

and maximize the business benefits of

these incremental or disruptive trends

and making it a reality in their operating

environment.

Be a leader in the adoption of new and

significant trends in the technology

marketplace that influence our

customer’s business. Pace ourselves to

the Urgent needs of our customers. Be a

Trusted Advisor. Add Value to every

relationship.

Our Service Offerings

• End to End SharePoint Deployment

Services

• SharePoint Application Development

• Social Platforms & Social Media

• Intranets 2.0

• Project Management & Collaboration

• Business Intelligence Applications

Technologies

• Microsoft SharePoint

• Microsoft SQL Server

• Microsoft Project Server

• Microsoft .NET

• Open source Platforms – Drupal, Joomla

• SilverLight , Flash & Adobe AIR platform

FEATURED CUSTOMERS

Uncompromising focus on the success of

every relationship, project and solution.

We go the extra mile, stay the extra night

in our quest to help our customers

achieve the 110% results from the

investments they are making with us and

the solutions we build.

Our Product Areas

• Commerce Applications for

SharePoint

• SharePoint Add-Ons and Widgets

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PARTNERSHIPS

Enterprise 2.0 Technology Solutions & SupportWe have built Enterprise 2.0 solutions like Enterprise Portals, Web Platforms, Knowledge Management Systems, Collaboration Solutions, Content Management Solutions, E-Commerce and Procurement Solutions, Vendor and Supply Chain Collaboration Solutions, among others

Recent CustomersThe Smithsonian Institution, International Speedway Corporation, Boeing, and Build-A-Bear.

Enterprise 2.0 Technology Solutions &

Support

Optimus BT Advantage

Optimus BT

Advantage



Original Research & Industry AnalysisOur analysts and research team engage in complete and thorough research & industry analysis to validate the overall approach of the solution. Based on this, we will generate ideas that will drive the features and detailed design of the solution.

Recent CustomersBoeing, The Smithsonian Institution, Cadreas, Build-A-Bear, Fleet Safety International

User Experience & Rich Applications DesignWe complement our foundation of research services with a balanced approach to design. Our talented and experienced consultants leverage research-driven principles, business best practices and creativity to provide immersive, powerful intuitive user experiences that will delight your users.

Recent CustomersCadreas, Capitol Visitors Center (CVC), EEI

User Experience & Rich Applications

Design


Support


Optimus BT

Advantage




Recent CustomersBoeing, The Smithsonian Institution, Cadreas, Build-A-Bear, Fleet Safety International

User Experience & Rich Applications DesignWe complement our foundation of research services with a balanced approach to design. Our talented and experienced consultants leverage research-driven principles, business best practices and creativity to provide immersive, powerful intuitive user experiences that will delight your users.

Recent CustomersCadreas, Capitol Visitors Center (CVC), EEI

Social Marketing InfrastructureOur approach for implementing Enterprise 2.0 applications and internet websites include integration and adoption of social marketing and industry best practice considerations into the design and technical infrastructure of the solutions.

Recent CustomersBoyden, Smithsonian Institution, Cadreas, Build A Bear, Emerson Hospitals

Social Marketing Infrastructure


Design


Support


Optimus BT

Advantage




Recent CustomersBoeing, The Smithsonian Institution, Cadreas, Build-A-Bear, Fleet Safety InternationalSocial Marketing

Infrastructure


Design


Support

Original Research & Industry Analysis


Optimus BT

Advantage

Global CollaborationEnterprise Wide Collaboration

Customer/partner/vendor

Collaboration

Peer to Peer Collaboration

Departmental Collaboration

Group Collaboration

Team Collaboration

Informal Collaboration Formal / Informal Collaboration Formal Collaboration

Ad-Hoc collaboration, usually done

based on the interests and task in hand

of the individuals

Collaboration is done as “Water Cooler”

conversations with on demand

exchange of information

Highly informal making it difficult to

account for, monitor and track

Most of the cases, this type of

collaboration occurs between people

who know each other personally, or

through their work relationship

This is the very basic type of

collaboration within organizations

A combination of formal and informal collaboration, partly guided

and partly at random

Formal collaboration occurs when the whole team / department or

the group is working towards achieving focused goals

Informal collaboration occurs when the need arises to satisfy the

individual work or delivery related goals

The collaboration is of medium complexity, confined within the

boundaries of individual departments, teams and groups

Completely formal approach for collaboration and includes

higher complexities and governance models to be in place

Guided by clearly defined processes for communication and

collaboration and larger groups of people spread across

various locations are involved

This type also takes into account the cultural aspects and

issues that need to be accounted in order for the

collaboration to be seamless

Individuals

Groups

Teams

Departments


Global Presence

Enterprise

The Enterprise Collaboration

Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet

Global Collaboration

Portals

Collaboration

Extranets

The “Round Table” Collaboration Network

Blogs

WikisDiscussions

Comments Social Networks

Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration

A Network of collaboratively

connected individuals,

teams and groups that

continuously contribute to

the overall organizational

goals, objectives, strategies

and process improvement

Collaboration Portals

Collaboration portals that embed tools and

applications allowing specific set of people

to collaborate, share and contribute. These

portals in turn are integrated as part of the

overall collaboration scheme of the

organization

The Centralized Collaboration Environment

A Centralized location within the Enterprise

infrastructure that is used to store the end

product of individual collaboration efforts.

Provides tools and utilities that will promote

corporate and enterprise wide collaboration

My Sites & Social Networks

Sites for Individuals within

organization to allow social

connections and ad-hoc

collaboration at an individual

level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational

SharePoint Governance Considerations

Quota Templates

Self Service Provisioning

Customization Policies

Asset Classification

Lifecycle Management

Branding & Templates

Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management

Information Architecture Features

Content Types

Content Approval

Site Content & Structure

Information Mgmt

Policies

Information Rights Mgmt

Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows

Measurement & control

Standards & Procedures

Compliance Adherence

Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt

Phase 1 Phase 2 Phase 3

Setup of Enterprise Collaboration Components and Sites and Taxonomy

Structures

Implementation of Business Workflows

Implementation of Centralized Reporting and Business Intelligence Functionalities and

Dashboards

The Overall Spectrum of Collaboration within

an Enterprise



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























The Current State of Enterprise Collaboration– Most of the collaboration within enterprises are done through emails,

boardroom meetings and other disparate mechanisms

– Users don’t have access to a centralized collaboration environment

where they easily collaborate on various artifacts like documents and issues

through active commenting, discussions, rating etc.

– There is no concept of a Collaboration workspaces using which users can

easily create ad-hoc and focused collaboration workspaces, upload and

author information and make decisions that are towards achieving focused

goals

– There is no mechanisms within the organization where a group of

individuals can form collaboration communities to share and manage

ideas and knowledge and contribute value added information to the entire

organization

– Collaboration is not integrated as a part of the various activities involved

in setting up and executing the strategic directions, goals and objectives

of the organization through efficient trickle down and roll up mechanisms

– Due to the inherent and random nature of collaboration, it is difficult to

monitor, track and govern the collaboration environment – which if

implemented would have led to a empowered workforce capable of making

informed decisions within their work related areas

Co

mm

on

In

tern

al

Co

lla

bo

rati

on

To

ols

Calendars

Excel

Sheets

Emails

File

Folders

The Marketing Department

The Finance & Operations

Department

The IT Department

The HR Department

External Users



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt



Structures



Dashboards

The Ideal Implementation of Enterprise Collaboration

Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

The Current vs. Emerging Trends in Enterprise

Collaboration

1 Current Emerging Needs & Trends

Objectives Instill formal processes for collaboration with a focus to streamline communication at the levels of projects, teams, groups and business units

Benefit projects and processes through collaboration Scale of collaboration limited to specific groups within

the enterprise

Integrate collaboration across the organization in a centralized, consistent and open manner

Promote skilled resource identification and retention, knowledge betterment and reduced learning curves

Instill proactive and participative collaboration culture across the enterprise

Make collaboration a part of the user’s everyday work and not a separate activity

Scale collaboration to a global level, within and outside the enterprise

Collaboration Drivers Streamline collaboration and communication at project, team and group levels

Have a clear record of communication that occurred between the collaborating parties

Break the barriers of collaboration in terms of cultural and geographic aspects of the users due to globalization and outsourcing to offshore locations

Create a flatter structure of information and knowledge sharing within and outside the enterprise

Collaboration Structure Hierarchical Structure Top Down approach

Flat Structure Free form but properly governed

Collaboration Scale Project, Team, Group and Business Unit specific Enterprise and Global Scale

The Current vs. Emerging Trends in Enterprise

Collaboration

Current Emerging Needs & Trends

Collaboration Approach Highly Formal and in silos with focus on immediate objectives

Integrated, Informal and Participative with a focus on the complete picture

“Round table” based Improvement of the formal collaboration process due

to informal collaboration

Collaboration Culture Command and Control Need to know basis and only work related

Social and community based Open and learning and knowledge related

Collaboration Roles Director, Manager, Coordinator, participant Peer, Expert, Moderator, Colleague

User Enablement Formal meetings, on boarding sessions Open brainstorming, blogging, discussions, comments and social Collaboration

Collaboration Tools Primarily Emails and Meeting notes Web 2.0 tools, Blogs, Wikis, Social Tools, Discussion Boards, Tweets, knowledge Networks among others

Collaboration Systems Multiple disjoint systems that enable collaboration on specific types of artifacts

Implemented based on ad-hoc collaboration needs of departments / specific groups of people without a big picture collaboration strategy in mind

Centralized, single interface systems for collaboration on all types of artifacts with consistent tools and user experiences capable of integrating collaboration artifacts from backend sources



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt



Structures



Dashboards

An Overview of Microsoft SharePoint

General

Employees

Executive

Business Users

Customers,

Partners. Etc.

Departmental

Users

SAAS

Providers

Application

Databases

Profile Stores

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Rich Media

Experience

Document

Managment

Content and

Metadata Mgmt

Personalization

and Choice

Contextual

Information

Delivery

Mashup Apps

and Web 2.0

Dashboards

and Reporting

Extensible

Search

Collaboration

Communities

Workflow and

Forms

Automation

Business

Solutions

Web Enabled

Applications

Microsoft

SharePoint

Microsoft SharePoint helps your organization to fill in the gaps that exist in collaboration, information utilization and management, knowledge management and process automation among others.

SharePoint can be the one platform that can help bring together content, data, processes, knowledge and people in a centralized fashion – helping improve the organizational productivity and efficiency

Stats on SharePoint Adoption within Organizations

Does/Did Your

Organization Deploy

SharePoint in a

Production Capacity?

Source: AIIM State of the Market – Microsoft SharePoint

• Indicate the Scope and Level of

Use of the SharePoint

Applications in Your

Organization

Source: AIIM State of the Market –Microsoft SharePoint


Rank the Degree to Which Your Organization Uses the Following SharePoint Functionality



Indicate the Level to Which SharePoint is Used in the Following Business Processes



Which collaboration

platform do you use

MOST for

team/project sites?

Source: AIIM industry watch – Collaboration and Enterprise 2.0

Features of SharePoint

Microsoft

SharePoint

Sites

Communities

Content

Search

Insights

Composites

SitesSites and Portal infrastructure allows your organization to utilize SharePoint 2010 as a single platform for implementing enterprise collaboration intranets, customer, partner and vendor extranets and corporate websites

CommunitiesSharePoint 2010 tightly integrates with Communities and Social Networking Capabilities. You can now easily build Enterprise communities and social networks allowing users to collaborate, share information and manage expertise in seamless manner

Enterprise Content ManagementSharePoint 2010 provides a complete set of ECM features including web content management, document management, records management, metadata & Taxonomy management among others with compliance and self service every step of the way.

CompositesThe Composites feature of SharePoint allows you to dynamically create and manage no-code collaboration applications directly using the SharePoint interface or SharePoint Designer 2010 in a self service and controlled manner

InsightsSharePoint 2010 integrates with performance point services making it possible to aggregate and provide intelligence through KPIs, score cards, reporting dashboards on information spread across disparate systems in a self service and centralized fashion

SearchSharePoint 2010 provides robust search features and web parts that can be used to find information, documents, people, expertise and knowledge spread across your enterprise portals as well as backend systems and file stores

Collaboration Features of SharePoint

Feature MOSS 2007 SharePoint 2010 Description

Tagging & Rating= <

SharePoint 2010 provides inbuilt web parts and features for allowing users to tag and rate content

RSS< P

Improvements include enhancements of RSS output from SharePoint – from an content, format and security standpoint

Mobile Support< P

Includes native clients for iPhone and Blackberry

MicroBlogging= <

Lightweight conversation with community integration, comments, liking email notifications and summaries

Activity Streams= <

Aggregation of events from across all the SharePoint sites including community actions, microblogging, commenting, third party status updates from facebook, twitter etc.,

People, Profile & Expertise Management < P

Integrated tightly with Social Networking

Connectivity< P

Users will be able to connect and work with peers – online or offline

Rich Media Integration= <

Out of the box rich media support (beyond just having document libraries)

Metadata Management< P

Automatic extraction of metadata from images, configuring a folder to automatically add tag content with a specific tag, support for folksonomies, and the addition of the Enterprise Managed Metadata service

< Out of the Box = Not Available P Improved Feature

Collaboration Features of SharePoint

Feature MOSS 2007 SharePoint 2010 Description

Blogs & Wikis< <

Improved with better features for content authoring, support for images and built-in workflows

Social Bookmarking= <

Enables end users to bookmark and share favorite sites, pages, documents among others

People & Expertise Search< <

Capture knowledge not found in documents using People & Expertise

Common Connector Framework for indexing & Federation < <

Securely connect out of the box to content from sources across the enterprise

Scale & Performance via improved topology architecture < <

Meet the scalability & performance needs of Enterprise and departments

Build Search Powered Applications < <

Leverage publicly available query object model & web parts for extensibility

Refinement panel & Sorting= <

Narrow down the search and navigate to the right content faster

Search in Context= <

Field different results and refinement options based on the user profile

Social Behavior improves relevance = <

Includes document ranking based on click through behavior

< Out of the Box = Not Available P Improved Feature



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt



Structures



Dashboards

Implementation of a Social Knowledge Collaboration

Solution with SharePoint for one of the World’s Largest

Aircraft Manufacturing organizations

The Need

Integrate and centralize enterprise knowledge and allow for a socially

collaborative environment for users to author, disseminate, share and

collaborate on knowledge artifacts with experts and peers

The Solution

Concepting, design and planning workshops with the customers to

assess the user profiles and knowledge collaboration needs

Development of the user experience by utilizing the best practices

of Web 2.0 and social collaboration

Implementation of the tools for easy authoring, publishing and

management of information. Integration of contextual actions at the

knowledge artifact level

Case Study – Knowledge Collaboration

Activity StreamThe Activity Stream provides the logged in user with the recent happenings on the portal

NavigationA simplified navigation scheme that allows users to find information in a quick and easy fashion

Web 2.0 DesignCompletely customized

portal design to incorporate the best of

Web 2.0 design for delightful user

experienceI want to…

Configurable action links that are delivered to the users in context of their

work

Popular Search Keywords

Another type of navigation allowing

users to find knowledge artifacts using keyword

based navigation

Site MapSite map provides a

secondary level of navigation to the users


TopicsTopics allow for broad categorization of knowledge artifacts and also aid in quickly finding information through the portal

Contextual LinksAllows users to take contextual actions based on the knowledge artifact

Find ExpertsSearches for experts on the topic allowing users

to collaborate with the right type of people for

the topic


Rich Media IntegrationThe portal provides mechanisms to store, upload and stream rich media like videos and audio files, as well as provides the ability for users to provide comments, discuss and rate each individual knowledge artifact

ShareAllows users to share knowledge artifacts with others


Metadata & TaxonomyIntegrated Taxonomy and Folksonomymechanisms to allow users to easily categorize and collaborate on knowledge artifacts.

TargetingAllows for targeting and

collaborating with the right people within the organization


Experts!Allows users to connect with experts, and build their social network and communities within the organization

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The Need

To centralize Collaboration functionalities across the entire organization and

implement tools for Flatter Collaboration structure including communities,

Social Networking and collaborative Knowledge Management

The Solution

Implementation of the solution with SharePoint as the platform of choice

Customization and extensions to SharePoint in built features of content

management, document management, blogs, wikis, my sites, workflows among

others

Implementation of re-usable self service Web 2.0 design based productivity

tools for enterprise wide calendaring, staff directory management, classifieds,

scrapbook, feedback, location map, dynamic global tab navigation, multi tab web

part among other components

Implementation of centralized community management solution

Implementation of a Web 2.0 based Enterprise

Collaboration Intranet with SharePoint for One of the

Largest Museum Institutions Based out of Washington D.C.

Case Study – Community Collaboration Solution

Customized Branding and User ExperienceThe website user experience was customized using master pages and page layouts. This allowed for the creation of page and site templates which could be easily used to replicate the branding across the website.

Top Searched KeywordsEasy access to the top search keywords that are being used by end users across the organization

Rich media IntegrationIntegration of upcoming videos, latest training videos, event videos among others to be delivered online to the end users

Quick LinksProvides quick access to commonly

used links within the Intranet Portal

Event CalendarQuick view of calendar displaying

the event dates, as well as provides a filter on the events due today


SearchThe Portal featured a custom search web part that would contextually and securely pull up information stored away within the community sites.

Self Service Site CreationSimple links were provided on the community portal to allow end users to request for the creation of new community sites and view the statuses of their requests

Collaboration Site listingDisplays all the available collaboration sites to which the user has access to and is a participant


Site Creation Request FormThe online form provided end users with a simple mechanism to request for the creation of new committee site. The form consists of the appropriate metadata and workflow configurations.


The Community Site TemplateA standard site template was utilized to create any community sites within the intranet. The site template provided pre-defined, pre-configured web parts and content buckets which could be then populated by the end users based on the community needs

Implementation of a Vendor Collaboration Portal for

Licensing Management with SharePoint for one of the

World’s largest Toy Manufacturing company based

out of US

The Need

To implement a centralized vendor collaboration environment to allow

vendors to easily interact with internal teams and be a integrated part of the

organizational collaboration processes.

The Solution

Design sessions to develop the design and user interface concept for

the licensing portal implementation

Implementation of the environment to include internal and external

user authentication and the readiness of the infrastructure from a

collaboration standpoint

Implementation of the features and functionalities of the portal

including catalogs, workflows, notifications and personalization features

Case Study – Licensing Collaboration Portal

Featured ProductsDisplays the set of featured

products based on the login of the licensee company contact

News & EventsKeeps the external user up to

date on the various organizational news and

events


My ProductsDisplays the list of products

that the licensee organizatoinhas signed up for

Product SearchProvides quick and filtered

access to information across the licensing portal


Collaboration WorkflowsCollaboration workflows allow

licensees and the company to work together on approvals, reviews,

changes and feedback

CommentingAllows for providing comments

on the workflows and synchronizes collaboration and

communication in a recorded manner


Workflow StatusesProvides up to date

information on the various workflows and workflow

statuses between the licensee and the company

Implementation of a Online Design Build Community

Solution with SharePoint for one of the leading

Construction Product Manufacturers based out of US

The NeedTo develop a community based product that can bring together designers,

architects, products and end users on a single platform capable of massive

collaboration

The Solution Product design sessions with the customer to gather detailed

requirements for the implementation

Creation of the backend information storage an linking databases

utilizing the SharePoint infrastructure

Development of custom web parts like the inspirations gallery for an

interactive, Web 2.0 based and social networking experience

Research, recommendation and implementation of best of breed

collaboration features of the internet like bookmarking, profile

management, commenting and discussions among others in to the product.


Featured ProjectsDisplays the top 3 projects that are featured by

the customer, and expect larger participation by the users

The Design – Build Community Interface

The Interactive interface provides the entry point for different types of users including architects, designers, potential buyers and

product companies to log into the system to collaborate on various projects, share ideas and

post their project designs

Ad SpaceA placeholder for displaying relevant ads

through the website


The Inspirations GalleryThe inspirations gallery is a complete catalog of all the design projects. The users can Browse through the catalog using filters

Favorite the projects to their personalized “My Inspiration” gallery

Share inspiration designs on networking sites like twitter

Purchase designs

Post comments and messages on the gallery items

Rate gallery items

Upload their designs

Interact with designers and architects



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt



Structures



Dashboards

Governing your SharePoint Environment - Overview

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt

Governing your SharePoint Environment -

Operational

Quota templates A quota template consists of values that specify how much data can be stored in a site collection. The value also indicates the limit that triggers an e-mail alert to the site collection administrator. Quotas can be associated with sites that are offered at various service levels to govern the growth of your SharePoint environment. You can also set limits on the maximum size of uploaded files available per Sites.

Self-service provisioningUsers can be enabled to create their own top-level Web sites by visiting to the Site Creation page and supplying data about the site’s intended usage. The site can then be provisioned based on a custom workflow. For various levels of service, we can govern the size of such sites and control their longevity.

Customization policyA primary benefit of using sites that are based on Office SharePoint Server is the ability of site owners to customize them. For example, site owners might change a site's appearance or provide new functionality, such as a custom Web part or workflow. Carefully consider the amount of customization that is allowed and supported at each level of service, because some types of customizations are global to the server farm. For example, services that allow self-service site creation may include thousands of sites that share a single Web application. In this instance, you could limit customizations to only those supported by the user interface, such as adding Web parts to pages.


Operational

Asset classificationA classification system can be designed and implemented for sites and content supported by your service that identifies the value of the information to our organization. For example, using metadata, we could classify content as having high, moderate, or low business value. Each classification would then cause other behaviors – for example you could require that high value content be transferred only in encrypted form, or you could require that an approval process be run on medium impact content before it can be published on a public-facing Web site.

Lifecycle managementLifecycle guidelines should be defined for tools, active and unused sites. For lower service levels, you could, for example, implement a mechanism that lets only site owners create sites that last six months before the user would have to extend the request for the site. Also, you can implement a tool that looks for sites that have not been used for a specified period of time and deletes them. Lifecycle management also means integrating your service with the records management tools and processes in place in the organization.

Branding and templatesA site template is a set of saved customizations on a site definition. We can choose which site templates to make available, especially for lower levels of your service, in which the owner cannot substantially customize the site. Use site templates to provide branding and other elements that identify the purpose of the site and associate it with the portals.


Operational

Data protectionFeatures that provide data protection include backup and recovery. We can vary the level of data protection you offer based on the service levels we provide (where higher levels may require charges to the site owner). For each level of service, plan the frequency at which you will back up sites and the response time you will guarantee for restoring sites.

TrainingA well-trained user community provides benefits to IT. It reduces support calls, encourages adoption, helps ensure proper use of Prism 2.0 Intranet, and helps users understand their responsibilities in using the Office SharePoint Server service. For each level of service, consider requiring the appropriate level of training. Even for a basic service, users with site administration privileges will have access to many features that affect the functionality of the site.

Governing your SharePoint Environment – IT

Services

Site templatesSite templates are a set of customizations applied to a site definition. By using a site template, an Office SharePoint Server service can promote consistent branding, site structure, and layout in the sites that users create. You can create customized site templates for provisioning sites and use them instead of the templates that are included in Office SharePoint Server as part of your Office SharePoint Server service.

LocksLocks prevent users from either adding content to a site collection or using the site collection at all. For example, you may lock a site that violates of a usage policy.

WorkflowsWorkflows are programs that implement business processes for users of a Office SharePoint Server site. They are associated with items in the site, such as documents, forms, or list items. Workflows have many applications as part of an IT service. For example, you can use a workflow to provision a new site, track a support issue, or take action when a site's quota is exceeded.

Governing your SharePoint Environment – IT

Services

FeaturesA feature is a container for various defined extensions for Office SharePoint Server 2007 and Windows SharePoint Services 3.0, and is composed of a set of XML files that are deployed to Web servers. You can deploy a feature as a part of a site definition or a solution package, and you can individually activate a feature in Office SharePoint Server sites.

Records managementRecords management is the process by which an organization determines what types of information should be considered records, how records should be managed while they are active, and for how long each type of record should be retained. Records management includes the performance of records-related tasks such as disposing of expired records, or locating and protecting records related to external events such as lawsuits.

Governing your SharePoint Environment – IA

Content typesContent types enable enterprises to organize, manage, and handle content in a consistent way. They define the attributes of a type of list item, document, or folder. Each content type can specify metadata properties to associate with items of its type, available workflows, templates, and information management policies. Use content types to encourage consistent information management policies, metadata requirements, and other policies. To govern content types, consider associating event receivers and workflows with the forms that are used to modify the content types. As a result, changes to a content type are validated and approved.

Content approvalContent approval is the method by which site members with approver permissions control the publication of content. A document draft awaiting content approval is in a pending state. When an approver reviews the document and approves the content, it becomes available for viewing by site users with read permissions. A document library owner can enable content approval for a document library or Web pages library and can optionally associate a workflow with the library to run the approval process.

Governing your SharePoint Environment – IA

VersioningVersioning is the method by which successive iterations of a document are numbered and saved in Office SharePoint Server. As a governance tool, versioning prevents users with read permissions from viewing drafts of documents.

Site Content and Structure pageThe Site Content and Structure page in the top-level site in a site collection manages the content and structure of a SharePoint site collection. Because site navigation in Office SharePoint Server is based by default on the hierarchy of sites and sub sites, this feature can also be used to configure site navigation. When porting a Web site to Office SharePoint Server 2007, you can use the Site Content and Structure page to restructure the site to match your enterprise's needs.

Governing your SharePoint Environment - IA

Information management policiesAn information management policy is a set of rules for a type of content, or for a location where content is stored, where each rule in a policy is a policy feature. For example, an information management policy feature could specify how long a type of content should be retained, or it could provide document auditing. Information management policies enable you to control who can access your organizational information, what they can do with it, and how long the information should be retained.

Information rights managementInformation Rights Management (IRM) enables content creators to control and protect their documents. The contents of documents that use IRM are encrypted and supplied with an issuance license that imposes restrictions on users.

Blocked file typesWe can restrict files from being uploaded or downloaded to a server by basing the restriction on their file name extension. For example, you can block files that have the .exe extension, because such files can be run on the client computer and may contain malicious software.

Governing your SharePoint Environment – Help

Desk

End users can raise tickets through phone, online web interface, fax etc.

These tickets may be resolved by content owners, Help desk personnel or in a collaborative effort. They provide the first level of support to the user.

Unresolved issues are escalated to the developer community for further support

Unresolved issues are escalated to the developer community for a resolution.

Help files and knowledge management documents should be available for all users.

Measurement & Control

Content: Ownership, expiration management, authenticity management etc.

Infrastructure: Performance Optimization, Capacity Planning, Upgrades

User: User support, User habits, New requirements and requests

Governing your SharePoint Environment – Help

Desk

Standards and Procedures Organization: Mission and Values, internal standards and policies adherence etc.

Site: Branding, Navigation Standards, IA standards, Security Procedures, Archival, Content Expiration

Education: Training, knowledge management, transparency in information sharing

Compliance Adherence Accessibility: Section 508 Compliance, User experience, other governmental regulations.

Technology: Web design standard compliance, adherence to changing trends in technology

Governing your SharePoint Environment –

Administrative

General Administrative Governance Activities

Managing the Sites in the farm.

Managing Site Settings features

Performance and Capacity Management

Troubleshooting MOSS 2007 Server Performance Issues

Disk Space Management

Diagnostics and Log management

Application Service Management

Managing SharePoint features, Solutions, Web parts, Templates and alerts

Site cleanup


Administrative

General Administrative Governance Activities

Configuration and Content database management

User and groups provisioning and management

Monitoring Sites and Servers

Configuration of authentication providers

Users and Group management


Administrative

Backup and Recovery

Back up the server farm

Recover the server farm

Recover the configuration and Central Administration databases

Back up Web applications

Back up site collections

Back up content databases

Schedule backups

Protecting and recovering data for a site

Content versioning


Administrative

Backup and Recovery

Database Integrity

Incoming/ outgoing email settings

spam/ antivirus configuration

Alternate access mapping

Enable and Configure Versioning

Configuring and Managing Recycle Bin

Site Usage management


Administrative

Password Management

SQL Server (MSSQLSERVER) service

SQL Server Agent (MSSQLSERVER) service

SQL Server Full Text Search (MSSQLSERVER) service [optional]

SharePoint Central Administration Web application pool

Windows SharePoint Services Search service

The default access account

Windows SharePoint Services Timer service

Application pool identity for all Web applications used by Windows SharePoint Services 3.0



Collaboration



Group Collaboration

Team Collaboration




of the individuals




























Individuals

Groups

Teams

Departments


Global Presence

Enterprise


Platform

Departmental

Portals

Community Sites

& Workspaces

Team Sites &

Workspaces

My Sites and

Social Networks

Enterprise

Collaboration

Intranet


Portals

Collaboration

Extranets


Blogs

WikisDiscussions


Communities

Team Sites

Collaboration

Extranets

Collaboration

Intranets

Web 2.0

Tools

Folksonomies

Document

Collaboration














organization












level

Application

Databases

Business Critical

Systems

Microsoft Office

SharePoint Server

2007

Knowledge

Sharing

Document

Managment

Content and

Metadata Mgmt

Calendaring

Contextual

Information

Delivery

Task

Management

Business

Solutions

Microsoft

SharePoint

Tools &

Applications

Workflows

Business

Intelligence

Extensible

Search

Collaboration

Internet

Teams

Key

Stakeholders

Clients

Operational


Quota Templates






Data Protection

Training

IT Services

Site Templates

Locks

Workflows

Features

Records Management


Content Types

Content Approval


Information Mgmt

Policies


Blocked File Types

Help Desk

Ticketing

Issue Management

Escalation Paths

Routing Workflows




Administrative

Backup & Recovery

Disaster Management

Data Integrity

Email Settings

Anti Virus / Spam

Recycle Bin

Site Usage Mgmt

Password Mgmt



Structures



Dashboards

A Reference Roadmap to get started!

Setup Collaboration Environment

Content Management & Collaborative

Business Processes

Data Integration & Reporting

Enterprise Information Management

Enterprise Knowledge

Management

Centralized infrastructure for enterprise collaboration

Allows users to setup their collaboration sites and libraries

Users get acquainted to the features and functionalities of SharePoint

Documents and information get uploaded to a centralized location

Using content management capabilities to enhance information authoring and sharing

Integration of taxonomy and folksonomy structures for a flatter collaboration culture

Automation of enterprise business processes through collaborative solutions with workflows

One platform for collaboration, information management and processes

Integration of records management and compliance applications

Collaborative applications for quality assurance

Integration of collaboration with the strategy, goals and objectives of the organization

Implementation of knowledge management specific applications, portals and tools

Utilization of Web 2.0 based tools for easy authoring, publishing and dissemination of information

Knowledge and skills retention and reduced learning curves

Integration of accountability and secure transparency of enterprise information

Self service based reporting to allow users to make informed decisions

Centralization of enterprise data through a single portal interface in a secure manner

Governance

Thank YouNext steps,

• Contact us for an envisioning session

• Learn more about our services

• Download the presentation

• Spread the word around

Meanwhile, if you have further questions, or would like to know more about our services, please

don’t hesitate to give us a call at (770) 569 1240 ext:114, or send an email to

[email protected] with your queries.


http://www.optimusbt.com/services