How to run ECM projects
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1) The document discusses running Enterprise Content Management (ECM) projects successfully. It emphasizes the importance of setting up a project team, doing research, building a business case, and establishing success criteria and key milestones. 2) Key tasks covered include prioritizing requirements, change management, extending SharePoint functionality appropriately, communications planning, and content migration. 3) Ongoing investments like governance, analysis and metrics are also important to consider to ensure the long-term success and value of ECM initiatives.
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How to run ECM projects
- 1. Running ECM projectsBen RobbMVP, SharePoint ServerCTO, cScape
- 2. About meMicrosoft MVP for SharePoint Server for the past 4 yearsCTO of Microsoft Gold Partner cScapeSubject Matter Expert, MS LearningDevelopment Pro examsECM Implementers courseSpecializing in Enterprise Content Management, Business Process Automation, Search and Business Intelligence solutionsben@cscape.com @benrobb
- 3. AgendaWhat is ECM?Starting a successful projectKey project tasks and milestonesOn-going investment
- 4. What is ECM?
- 5. Enterprise Content Management“… the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's structured and unstructured information, wherever that information exists.” AIIM
- 6. Enterprise… Content… ManagementContentAny information your organization has – documents, web pages, emails, wikis, recordsManagementHaving consistency for managing your information lifecycle, organizing and storing your content efficientlyEnterpriseAcross your whole organization, creating strategies and policies for effective communication, dealing with large scale scenarios
- 7. Types of ECMDocument ManagementKnowledge ManagementRecords ManagementWeb Content ManagementDigital Asset ManagementUser Generated Content / Social Content Management
- 8. Drivers for formal ECM strategiesRegulationSecurityCost savingsSpeed of access to informationConsistencyStreamlining business processes
- 9. ECM in SharePoint 2010Content OrganizerManaged Metadata ServiceContent DeploymentInformation Lifecycle ManagementeDiscovery and eHoldSecurity trimmingRecords CenterDocument IDAuditingVersion controlWeb Content ManagementRetention PolicyBarcodesDocument SetsApproval workflowsEnterprise SearchSearch refinersCore Results Web PartContent Query Web PartWikisEmail-enabled document librariesTaxonomy driven navigationRich Media supportWeb AnalyticsBlogsComments and RatingsBusiness Connectivity ServicesReusable contentDisposition workflowsFeedback workflowsEntity ExtractionSitesCommunitiesCompositesInsightsContentSearch
- 10. Starting a successful project
- 11. Set up the project teamExecutive sponsorProject managerCore stakeholders / business ownersSubject matter expertsCompliance / legalHRFinanceOther key business functionsITOperationsSupportDevelopmentEnd users
- 12. Do your basic research earlyDiscover what drives your senior management teamFind out what your key stakeholders needGain insight into company-wide trendsLeverage logs and existing metrics
- 13. Find your contentLocal hard drives – where other people cannot find and consume this content. This kind of content is completely hidden from IT and does not get backed up and managed.File system stores – where there is some limited IT governance and backup, but no version control or workflow.Exchange public folders – where there are scalability and findability issues.Existing content stores – such as:Tactical / departmental systemsWeb content management systemsPreviously implemented ECM solutionsLegacy systems – which may be phased out
- 14. Build a clear and robust business caseThe Intranet Portal Guide by David Viney
- 15. Work out your success criteriaAnd how you are going to measure themSee IW411: Achieving Return of Investment with SharePoint [Brad Smith]
- 16. Key project tasks and milestones
- 17. Project methodologies - Waterfall
- 18. Project methodologies - Agile
- 20. Workshops
- 21. Prioritize your requirementsQuick winsBig hittersValue (low to high)MoneysinksLow hangingfruitCost / ease (high to low)
- 22. Change managementMechanical change focuses on processes, systems, technology and structures within an organization. Human, or psychological, change focuses on the softer side of change: how can we effectively change people’s attitude and behaviour, and what impact does that have on themYou need to deal with both sorts of change
- 23. Extending SharePoint functionalityBuild vs. BuyPush back on functional requirementsThe 90% ruleUnderstand Software Development Lifecycle issuesSet up Governance processesCoding standardsDeployment processes
- 24. Communications planningECM projects affect a wide audienceGood communications planning is essentialCommunicate negatives as well as positivesAn open team will engender trustConsider maintaining a team blog to keep the wider organization informed
- 26. Launch planningHow to survive the j-Curve of user satisfaction
- 27. On-going investments[Are we there yet?]
- 28. GovernanceInformation GovernanceContent lifecycles, information architecture, taxonomies, security, Acceptable Use Policies, auditsIT GovernanceChange management, capacity planning, maintenance and monitoring standards, BAU / DR planningProject Governance Change management, risks and issues, coding standards, working policies
- 30. Governance best practicesChange job descriptions across the business to include governance roles.Accept what you cannot changeDo not put everything into one big documentMeet regularly and allow enough time, especially in early sessions, to consider every issue.Use SharePoint to store, share and manage your governance processes
- 32. The long “wow”Don’t try to build everything at onceSurprise and engage your usersagain and again over time
- 33. Key takeawaysECM projects are like any other projectCommunication, planning and governance are critical for their successDo your basic researchFind your contentDiscover business prioritiesECM projects are never one off projectsThink about roadmaps, and don’t try to build Rome in a dayBuild measurement and reporting into your solutionProve your business case for future enhancements