Ken slay aiim presentation march 2011

AIIM Info360 ConferenceWashington D.C.

March 23, 2011

3:30 – 4:10 PM

Exploring the Mississippi Department of Transportation’s SharePoint journey

Ken SlayMississippi Department of Transportation

(MDOT)

ECM Project Manager

Overview of MDOT

Responsibilities

• Highway construction and maintenance

• Airport and port development

• Weight enforcement

• Public transit

• Rail safety

Overview of MDOT

Organization

• Governed by 3 elected commissioners representing the North, Central and Southern districts of Mississippi (Transportation Commission)

• Transportation Commission appoints an Executive Director who is responsible for day to day operations

• Approximately 3,500 employees

• 34 divisions / 6 districts / 70+ remote locations

• Administrative headquarters – Jackson, MS

Overview of MDOT

Organization

• Districts have significant autonomy

Located throughout the state where the work is done (construction & maintenance projects)

Each district coordinates, plans, designs, constructs and maintains their respective portion of the state’s transportation network

Each districts has a certain level of IT personnel (desktop support, some servers)

File shares on decentralized servers

• Divisions have significant autonomy

Located at Administration headquarters (Jackson, MS)

Focused mindset on their mission

File shares on decentralized servers

Overview of MDOT

Key Statistics

• 5,546 bridges

• 29,137 lane miles of state highways

• 23,300 assets (vehicles and equipment)

• $1.05 billion annual budget

• 83 employees in Information Systems Division

Overview of MDOT

Accomplishments - 2010

• $558 million in construction contracts awarded

• 397 miles of highway resurfaced

• 7,016 miles of unpaved shoulder re-shaped

• 3,776 miles of pavement striping applied

• 274,949 acres of right-of-way mowed

• 5,203,584 tractor-trailers weighed

• 36 arrests / 563 pounds of drugs seized

History of ECM at MDOT

EMC ApplicationXtender (AX)

• Installed in 2005

• Departmental solutions (application) typically based on a single document type or specific end-user requirement

• 11,625,164 pages (95% TIFF)

• 77 AX applications in production

• Each application is independent of others:

Taxonomy

Security

Application Design

Access to database tables for metadata validation


EMC ApplicationXtender (AX)

• Varying degrees of adherence to an established enterprise metadata “policy” related to MDOT’s various coding conventions for “project numbers”

MDOT Financial Management System (FMS) Project Number

External Project Number – Used in conjunction with the Federal Highway Administration for federal billing / reimbursement

Legacy accounting system (Pre-FMS) did not enforce any rules on the use of External Project Number

AX applications that use External Project Number commonly do not enforce validation

• No retention policies or workflow used


Issues with AX:

• Unhappy users (phone calls / emails to CIO) - typically mid-level managers and higher in the organization (non frequent users) complaining of difficulty in finding what they’re looking for

• No enterprise taxonomy or ability to manage deployment across applications

• High cost for licenses and maintenance relative to what we were getting

• History of “limited” software enhancements – MDOT received very little value for maintenance $

• We had questions about EOD and EOL

History of SharePoint at MDOT

SharePoint Portal Server 2003 (installed 2005)

• InfoPath and BizTalk custom workflow

MOSS 2007 (installed 2008)

• Collaboration sites

ECM @ MDOT – New DirectionQ4 2008 - Decision time

• We had some success with AX (electronic filing cabinet) but the product also had limitations and issues

• We had done no significant ECM with SharePoint

• We were at the proverbial “fork in the road”

• We made the decision to move in a different direction and purchase a new system

ECM @ MDOT – New Direction

Formed ECM team to gather requirements for:

Formed team for vendor evaluations and system selection:

• Cross section of divisions / districts representation

• Records Management participation

• Executive sponsorship

• Perform ROI Study and Report

Document Management Enterprise Search

Document Imaging Collaboration

Electronic Forms Web Content Management

Workflow Web 2.0 (Blogs/Wikis)

ECM @ MDOT – New DirectionStudy Findings - Business Process Statistics

• Average employee spends 5 hours per week searching for information

• In total, employees spend 629,460 hours per year searching for information

• We have approximately 600 paper based forms and processes in use

• Average paper form takes 1.5 hours to process end-to-end

• In total, employees spend 377,676 hours per year processing paper forms

ECM @ MDOT – New DirectionStudy Findings - ROI Calculations

• For every 1% reduction in total employee time spent searching for information, MDOT saves $108,141 per year in labor efficiency

• For every paper form that we convert to electronic, MDOT saves $18 per usage

• For every 1% reduction in total processing time (re-filing and printing) for unstructured paper documents, MDOT saves $73,899 per year

ECM @ MDOT – SharePoint

Q4 2009 - Decision to go with SharePoint 2010

• Lower cost and better R.O.I. than any other major vendor

• Significantly improved features over MOSS 2007

• Microsoft is already a key business partner (Server O/S, Desktop / Laptop O/S, Office, Exchange, Active Directory, SQL Server, Business Intelligence, Reporting)

• Microsoft’s success with SharePoint strengthened their already strong commitment

• Vibrant and proven partner network for additional products and support

ECM @ MDOT

Use Cases Screen Shots Benefits

Transportation Commission

Executive Director

Office of Administrative

ServicesDeputy Executive

Director Administration

Procurement

Facility and Records

Management

General Services

Financial Management

Budget

Asset Management

Office of Highways

Deputy Executive Director

Chief Engineer

Assistant Chief Engineer

Pre-Construction

Right of Way

Environmental

Bridge Design

Roadway Design


Field Operations

Construction

Maintenance

Traffic Engineering

Architectural Services


Operations

Contract Administration

Materials / Lab

Research

Local Public Agency

District Offices

District 1

District 2

District 3

District 5

District 6

District 7

Office of Enforcement

Commercial Motor Vehicle Enforcement

Permits

Scales Maintenance

Office of Intermodal Planning

Planning

Aeronautics

Public Transit

Freight, Rails, Ports and

Waterways

Audit, HR, Legal,

Information Systems

The “E” in ECM… Use Case to follow

The “C” in ECM…

SharePoint 2010

Scanned Paper Images

InfoPath forms

AX Migration

LOB System Reports

Microsoft Word and Excel

PDF (Plans and Contracts)

Incoming

Outgoing

Retention Policy Actions

Workflows

Manual Removal / Archival

Consumption

FAST Search

Index Query Search

Library Views

Content Query / Web Parts

Feeds (RSS, Mashup, Alerts)

SQL Reporting Services

Content Lifecycle

WorkflowSecurity

CollaborationPublishing

The “M” in ECM…

MDOT requires that documents be co-authored collaboratively in an open and secure manner. The document lifecycle includes legal holds and records declaration. The document workflow and classification process must integrate with LOB data and a managed enterprise taxonomy.

Solution Benefits

Challenge

• Implement SharePoint 2010 document management features including document versioning, document sets, check-in/out, managed metadata term store, content type publishing

• Utilize the Drop Off library to route content and drive workflow

• Utilize the Records Center feature with Document ID’s

• MDOT knowledge workers and Executives are more efficient due to the collaborative process of authoring documents.

• Decision making is improved due to accuracy and increased speed of document creation.

• Employees save time due to elimination of efforts dealing with copies and mismanaged versions.

Use Case – Document Mgt.

Why KnowledgeLake @ MDOT?

Improves business

processes by classifying our content and ensure the

information is accurate,

retrievable, secure, and auditable

Increase productivity by

saving documents to

SharePoint from any desktop application

Extends SharePoint into a fully functioning

document imaging system

Capture Connect Imaging

MDOT sought the “best of breed” SharePoint 2010 imaging solution to manage the capture and classification of millions of paper documents via our existing scanner devices (desktop, departmental and MFPs) as well as a means to drive other electronic content to SharePoint for enterprise consumption.

Solution Benefits

Challenge

• Implement KnowledgeLake Imaging for SharePoint to help organize, store, access and route scanned documents and data across the enterprise

• Install KnowledgeLake Connect as an on-ramp to add content

• Install KnowledgeLake Capture to provide a single interface for all scanners and MFPs

• Increased productivity by making more content available in SharePoint where retrieval is faster and easier

• Improved ROI through higher adoption rates due to increased user productivity

• Our old AX users can now find the right information much easier

• Increased enterprise visibility through use of MDOT taxonomy

Use Case – Imaging / Capture

Why KnowledgeLake @ MDOT?A key piece of our SharePoint strategy is KnowledLake

• SharePoint is the repository (not a web part)

• Easily the best overall integration with SharePoint of all imaging / capture products available in the market.

Administration

Security

Taxonomy

• Basic and Advanced capture and image processing capabilities that met our requirements

• Best integration with Microsoft Office products through Connect

MDOT wanted content in SharePoint and other data sources searchable via a comprehensive, full featured, highly configurable search platform integrated with SharePoint that uses an intuitive interface for easy navigation by filtering search results using MDOT’s enterprise taxonomy.

Solution Benefits

Challenge

• Implement FAST for SharePoint to crawl SharePoint sites, file shares and non-SharePoint sites

• Use SharePoint taxonomy to surface refiners in FAST search results that help a user navigate to locate desired information

• Use FAST “pipeline extensibility” for associating other data with results

• Implement people search in FAST

• Employees save time looking for other employees information

• Improved productivity through user interaction with navigational refiners based on MDOT data

• Improve responsiveness, accuracy, and timeliness though incremental crawls

• Reduce the time to find information through scoped searches

Use Case – Enterprise Search

MDOT’s solution - FAST

Greenville River Bridge

User Enters Search Term

MDOT’s solution - FAST

Content Type

Refiner

Managed PropertyRefiner

File Share

File ShareFolder Name

Used as Metadata

Scope

Search Results

Why FAST @ MDOT?

FAST for SharePoint

• Best product score from our analysis – based primarily on feature set and integration with SharePoint

• Saved $ 300,000 – $ 800,000 (6 year) over the other two finalists in our search vendor analysis

• OOB navigational refiners based on MDOT metadata (content types)

• Using “pipeline extensibility” for association of related information to content (managed properties)

• Ability to tune the relevance model of search results

• Audience targeting, Best Bets, Federated Results, Search history (term prediction)

MDOT has over 600 forms that need to be automated from paper based processes. Forms must be deployable via a browser and easily use data from our LOB systems as well as SharePoint. Must also support digital signature and front end our workflow strategy with minimal integration work.

Solution Benefits

Challenge

• Implement InfoPath 2010 to create browser enabled forms (as well as 2007 compatible Filler forms) based on SharePoint lists or form libraries supporting workflows and digital signatures

• Utilize SharePoint Designer declarative workflows to easily route content for review and approval while offering a platform that can extend to very complex scenarios

• MDOT Executives and management are more productive as they spend less time shuffling paper.

• Decisions are made faster as a result of receiving the task sooner.

• Our activities are more auditable through workflow history.

• We make better decisions due to more and better visibility into the processes.

Use Case – InfoPath / Workflow

MDOT’s solution - InfoPath

Why InfoPath @ MDOT?

InfoPath

• “No code” solutions with Rules and formulas

• Browser and 2007 Filler forms

• User Roles from AD users and Security Groups

• Data connections (web services, lists)

• Publish as Content Types & Form library columns

• Robust functionality within workflow

• Views

Read Only, secure fields, section logic

Produce print output previously entered in Excel

Why SPD Workflow @ MDOT?

SharePoint Designer Workflow

• Single and Reusable workflows

• Variables at run time or workflow association

• Serial and parallel tasks

• Access to SharePoint item, workflow context, task fields, other SharePoint libraries and lists

• Custom activities with Visual Studio

• Added Active Directory attributes for MDOT Approval Level (MAL), Division / District, Org Chart Level

The Transportation Commission meetings result in critical decisions being made that require immediate attention. MDOT executives needed information more quickly to ensure that projects were kept on schedule and people kept working.

Solution Benefits

Challenge

• Build SharePoint 2010 Team Site to include shared calendars, current agenda postings and issues lists

• Create archive libraries for meeting agendas and minutes as well as Commission Orders

• Create automated workflow processes for requesting Orders, documents, and routing content

• FAST Search for SharePoint

• The Commission is able to carry out its critical function more quickly resulting a more agile decision making body for the state of MS

• MDOT executives and management work more efficiently as the information they need to do their job is available faster

• MDOT executive can now locate key information themselves

Use Case – Team Site

MDOT’s solution – Team Site

MDOT’s solution – Team Site

Quote from Amy Hornback

Secretary to the Transportation Commission

“The staff members can go to our SharePoint site and it’s like a one stop shop for all things that deal with the Transportation Commission.”

MDOT wants to leverage the knowledge and expertise of employees. It is also important to provide a “place” where knowledge workers can use contemporary tools to create and share information. We want to encourage collaboration in an open environment yet manage the higher level administration.

Solution Benefits

Challenge

• Implemented SharePoint MySites as a means to kick start adoption as well as replace homegrown legacy applications that were problematic.

• Established MySites within the overall governance plan

• Embraced “social media” within the business and encouraged employees to use these tools in their daily work which benefits all of MDOT

• Improved the effectiveness of our overall strategy without “mandate”

• Improved collaboration through the ease at which an employee can locate a Subject Matter Expert.

• Increased efficiency through People Search and related features

• Increased ROI of existing infrastructure

Use Case – MySites




Why MySites @ MDOT?

Communities

• People Profiles (MySite) – replaced homegrown Employee Directory

• Content

• Presence Detection (Lync - IM)

• Note Board (Facebook wall)

• Tagging

• Organization browser

• Colleagues

• Ask Me About (SME)

MDOT’s solution - Intranet

SharePoint 2010 Experience

Benefits:

• Increased efficiency of all employees by standardizing on document creation, storage and search tools.

• Increasing productivity as employees spend less time searching for information and more time solving problems

• Improved decision making by the ability to access the most current version of a document

• Improved productivity through increasing the collaborative output of our team-based workgroups

SharePoint 2010 Experience

Benefits:

• Save taxpayer money as more work is produced within our given fixed resources.

• Better service to our constituents and business partners

• Business process improvement – workflows control approvals, reviews and policy adherence

Next End

ECM @ MDOT

Best PracticesPlanning, Deployment & User Adoption

SharePoint 2010 @ MDOT

MDOT’s “Best Practices” for ECM - Planning

• Enlist the services of a qualified SharePoint architect

• Introduce the SharePoint architect to the Information Architect. The project will not succeed without their joint collaboration.

• Before clicking a single button, document the high level business requirements related to:

What are you trying to accomplish?

What is the nature of the content?

To what degree does the content go through a collaboration process before publishing?



• Create a Document Inventory Matrix (documents, forms, reports) based on an assessment identifying the following:

Business owner (person and unit)

Purpose

Retention

Metadata

Frequency

Data source

Dependencies

Permissions



• Create a Taxonomy Matrix identifying what data needs to be associated with what content

• Establish a Governance committee to establish policies and make on-going, informed decisions

Formalize a decision making process (“Decide on how you decide”)

Establish roles and put people in them

Committee assignments

Give them the freedom and the authority to make decisions

Added benefit: Learning experience

Added benefit: Team building

Added Benefit: Collaborative buy-in


MDOT’s “Best Practices” for ECM - Deployment

• Create hierarchical base content types for core business content (example: Document, Project Document, Design Drawing)

• Use content type syndication and managed metadata

• Use retention policy, user control, workflow or architectural implementation to govern the lifecycle of all content

• Use security inheritance when possible

• Create additional sites rather than breaking inheritance when possible

• Use out of the box permission levels when possible.


MDOT’s “Best Practices” for ECM - Deployment

• Use a foldering methodology for unique permissions and high volume content within libraries

• If BLOBs in the database concern you, fix it. Invest in a RBS. (MDOT uses StoragePoint based on flexibility of externalization process)

• Create coding convention for SharePoint group names that identify who it is and what it is used for

• Create single person SharePoint groups equivalent to organizational roles for use in workflows and permissions

• Establish site deletion process based on inactivity duration.


MDOT’s “Best Practices” for ECM - Adoption

• Set an example for the organization. Create a single team site for everyone involved with the project and give domain access. Encourage participation.

• Use links, RSS, and alerts – try not to send information in an email

• Create a wiki for all SharePoint tips, workarounds, best practices, error resolutions, etc.

• Assign a person in the Governance document to be the “wiki-master”

• Place all system activities (update schedules, tasks and announcements) on the new team site


MDOT’s “Best Practices” for ECM - Adoption

• Create “demo” web application for everyone to have a place to “get their feet wet”

• Use the rating feature on a suggestion list

• Create an Acceptable Use policy if you do not have one

• Develop or acquire content and require site owner training

• Publicly recognize people for most and best posts (office parties, team building, etc.)

• Have a monthly prize for best SharePoint idea

Don’t Forget…..Visit the Microsoft booth (#1600) and learn how to play the Microsoft Partner Passport game as well as sign up to take a session in the Microsoft Experience Center (MEC)

Get your badge scanned at SharePoint 2010 track sessions and automatically be entered to win the grand prize – the more sessions you attend the more chances you have to win!

Technology

Ken slay aiim presentation march 2011