When SharePoint Isn't Enough - Adding Enterprise Class Search for Better Collaboration
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This document discusses the challenges faced by the US Food and Drug Administration (FDA) in meeting its mission and how enterprise search can help address those challenges. It provides an overview of the FDA's information landscape, stakeholder groups, and examples of how search capabilities could help FDA personnel with tasks like product inspections. The document outlines new search functionality needs and best practices for building an effective enterprise search strategy, including getting management buy-in, integrating search technologies with business processes, and being sensitive to different user groups' needs. It also compares the capabilities of the FDA's current search product to those of Discover Technologies' FAST Search Server.
When SharePoint Isn't Enough - Adding Enterprise Class Search for Better Collaboration
- 1. When SharePoint Isn’t Enough Adding Enterprise Class Search for Better Collaboration Case Study at the Food and Drug Administration Prepared for: Enterprise Search Summit October 17, 2012 Presented by: Helen L. Mitchell, Team Technology, Inc. Dan Stroman, Discover Technologies www.teamtechnologyinc.com 2008
- 2. DISCLAIMER • The views and opinions expressed in the following PowerPoint slides are those of the individual presenters and should not be attributed to the Food and Drug Administration, Enterprise Search Summit, Information Today, its directors, officers, employees, or any organization with which the presenters are employed or affiliated. 2
- 3. Biography Helen L. Mitchell – Principal, Team Technology, Inc. • Over 32 years at DHHS having led one of the largest Enterprise Search implementations among Civilian Federal Agencies • Over 20 years experience as a Project Manager leading cross functional IT teams in collaboration with scientific and regulatory communities to successfully develop and implement many FDA mission critical projects Develop enterprise-wide search strategies & solutions Build governance, management and end user buy-in Promote collaboration, standards, findability and improved organization of data and document assets Passion – to help clients to reduce costs, improve quality and efficiency, reduce 'pain points' and achieve a positive search experience 3
- 4. Biography Dan Stroman – Vice President of Sales, Discover Technologies Over 20 years of experience in IT finance and IT sales management. Previously served as head of Microsoft‟s Americas Business Productivity group, responsible for sales and marketing of the FAST Search Server for SharePoint 2010 software products in North, Latin and South America. Previously, while serving as Regional VP, Public Sector, for the FAST subsidiary of Microsoft, Dan was awarded Microsoft „Gold Club‟ honors having led one of Microsoft‟s top performing regions winning major relationships with Dept. of Justice, Dept. of Homeland Security, EMC, HP, PTC and BAH Prior to joining Microsoft, Dan led award-winning Public Sector and OEM sales efforts at FAST as well as search engine maker, Convera.
- 5. About Team Technology, Inc • Over 10 years experience in IT professional services & products • Headquarters in Washington, DC. • • SBA Certified SDB, 8a • Successfully support client efforts leveraging an integrated team approach ensuring project success from strategy setting to design and implementation. Capabilities -Critical IT Infrastructure Support -Business Intelligence -Program /Project Management -Software Test and IV&V -Business Process Improvement -Systems Engineering and Technical Support -Communications and Networking -Organizational & Workforce Development -Enterprise Application Integration -HW/SW: Acquisitions & Deployment -Information Security -Requirements Analysis 5
- 6. Agenda • FDA Mission Challenges • FDA Informationally Challenged • FDA Landscape • FDA Communities of Practice • FDA Search Examples • New Knowledge Discovery Functionality Needs • How To Build An Effective Search Strategy • On The Road to Success • How to Enhance Knowledge Discovery & Collaboration • FAST Search Differentiators vs. SharePoint OOB • Best Practices • Questions & Answers 6
- 7. FDA Mission Challenges • Rapid Transformation of Science & Technology that Generates Products FDA Regulates • Increasing Consumer Expectations Ex. To easily obtain medical & risk-related information • Expansion of Global Trade and Production Overseeing the Foreign Drug Manufacturing Supply Chain Import Safety and Screening • Emerging Public Health Threats Food and Product Safety • Protecting Patients and Promoting Innovation • Product Safety and Inspections • Counter-Terrorism and Emergency Coordination 7
- 8. FDA Mission Challenges (continued) FDA Regulated Products Import Statistics Imported from 150 Countries Have over 150,000 Importers Have over 300,000 Foreign Facilities Nearly 20 million shipments of food, devices, drugs, and cosmetics will arrive at U.S. ports of entry this year 250% Increase in Imports in the last Decade Around 15-20% of all food consumed in the U.S. originates outside our borders 70% of seafood and 35% of fresh produce come from outside our borders, which are most vulnerable in terms of potential contamination Up to 40% of the drugs Americans take are imported Up to 80% of the active pharmaceutical ingredients in those drugs come from foreign sources 8
- 9. FDA ‘Informationally’ Challenged • Current Enterprise Search Product De-supported Limited Search Features & Functionality Oracle & Documentum Connectors don‟t support current versions Does not support Windows Server 2008 or later version • Manually Sift through Structured/Unstructured Data Oracle & Documentum Databases Network File Shares Content & Document Management Systems Social Networks, Websites Emails, Desktop Lack of Data Standardization Each source has a unique access method & needs translation Metadata mapping between search engine and underlying systems • Content Findability Solutions Were Not a Priority 9
- 10. Current Stakeholders and Users Frustrations 10
- 11. FDA Communities of Practice (Persona) Inspectors, Investigators, Scientific Reviewers, Law Enforcers Researchers Managers, Decision Makers Administrative Support 11
- 12. Example 1: Product Quality Issue • Investigator Needs to Inspect Company „XYZ‟ Access Relevant Info BEFORE Inspection or Investigation o Review Registration Info o Review Product Approvals o Review Warning Letters o Review Adverse Events o Review Field Alerts Identify Target Issues to Address with Company BEFORE Inspection/Investigation Staff Currently Search across Disparate Sources of Information 12
- 13. Example 2: Drug Safety Issue • Better Integration with Business Processes Ex. Safety Evaluator receives Serious Adverse Event Report o They Would Need to Search and Review: Other AERs for same drug(s) Latest Labeling Latest Reviews Info on Network Shares, eRooms, Websites External Data, Journals, Regulations Analyze data Lot #s & Distribution Info • Enterprise Search Can Provide Integrated Search Across Above Content („one-stop shop‟) 13
- 14. New Knowledge Discovery Functionality Needed •Text Analytics •Searching - Categorization - Dynamic and - Entity and fact admin influenced extraction ranking - Summarization - Fielded search - Sentiment - Parametric search analysis - Semantic search - Metadata - Clusters generation •PARSING/TOKENIZING •Sources of •Security Enterprise Content •End User •Indexing •Personalization - Global - User profile analysis - History - Static ranking - Discovery - Store - Taxonomy 14
- 15. How To Build an Effective Search Strategy • Get the Buy-in of Management • Carefully integrate standardized search technologies with business processes • Educate the user on search concepts and search tool capabilities • Be Sensitive to Persona Requirements: Expectations differ for Pre Market, Post Market Safety, Product Quality, Global Threats, etc. o Access different types of information o Develop Persona based Nomenclature standards 15
- 16. How To Build an Effective Search Strategy (continued) • Standardize Nomenclature • Simplify Navigation • Identify Search Requirements at the BEGINNING of a Project • Develop Prototype and/or Pilot • Communicate with the User Community Ex. Workshops, training, surveys, feedback 16
- 17. On the Road to Success • FDA Achievements to Date Building upon Internal successes Enterprise Search w/RetrievalWare Traction Social Software Recently Procured SharePoint and FAST Search MigratingeRooms to SharePoint Formulating Search Strategies Analyzing Users Requirements Planning User Training 17
- 18. Opportunities to Enhance Knowledge Discovery FAST Differentiators vs. SharePoint OOB, et al • Connectors Extensive list of connectors with bulk & incremental updates Microsoft built & enhanced connectors for Microsoft components (e.g. SharePoint) • Security – comprehensive Security Access Module supports: Extraction of Access Control Lists (ACLs) from Active Directory, LDAP & Custom Sources Connectors extracts ACLs extract AD, LDAP & connector-specific ACL‟s Supports pre-query filter (which removes inference/covert channels and improves response time) Supports post-results trimming of results (based on content updates) 18
- 19. FAST Differentiators vs. SharePoint OOB (continued) • Exposed, easily manageable pre-index content pipeline for different content sources More than 200 default stages 12 default pipelines Mix & match stages using GUI Administration Tool Extensible using default stage to integrate external processing (e.g. application call-outs) Extremely scalable framework 19
- 20. FAST Differentiators vs. SharePoint OOB (continued) • Exposed Query & Result pipelines for query & result processing, including: Security trimming Navigator binning Relevancy sorting Linguistic search components Custom logic 20
- 21. Example = Contextual Recommendations • Documents, experts and sites directly related to item of interest • Provides content pre-viewing and search “drill down” • User selections adjust the content recommendations
- 22. FAST Differentiators vs. SharePoint OOB (continued) • Linguistics – comprehensive of the box advanced linguistics (versus ‘language agnostic’ approach) Supports detection, decoding & search of 84 languages Supports advanced linguistics on 35 languages, including spelling support/suggestions, phrasing/anti-phrasing, approximate match, pattern matching, phonetic matching, dictionary based matching, etc. Linguistic approach is much more powerful and flexible than the limited stemming approach 22
- 23. FAST Differentiators vs. SharePoint OOB (continued) • Linear Scalability in three dimensions (distributed not federated which means no drop off in performance or relevancy) Index (supports bulk & incremental updates of individual documents or fields of individual documents) Query Content Update (freshness) 23
- 24. Best Practices Strategically rethink how to deliver your mission, start small and just DO IT! Measure results by establishing key performance indicators Use Search Technologies on internal and/or external sites, cloud, social media Develop Governance: Overhaul Organization Websites, Integration Policies, UI, etc. if needed Leverage lessons learned to reduce project cycles, increase trust and empower communities 24
- 25. Questions? ?? 25
- 26. Contact Info Thank You! Helen L. Mitchell, Principal Dan Stroman, Vice President of Sales Team Technology Inc. Discover Technologies 819 7th St., N.W., Suite 300 11710 Plaza America Drive Washington, D.C. 20001 Suite 110 (202) 842-3340 (office) Reston, VA 20190 (202) 842-3361 (fax) (703) 288-9696 (office) (202) 422-6770 (mobile) (703) 328-5849 (mobile) hmitchell@teamtechnologyinc.com dstroman@discovertechnologies.com 26
Editor's Notes
- #25: Strategically rethink how to deliver on your mission. Individual agencies or major programs should strategically develop service-focused uses that may involve using Web 2.0 approaches to reconfigure their business models or 8 IBM Center for The Business of Government Leverage ing Web 2.0 in Government services in order to more effectively deliver on their own core missions or outcomes that require collaboration with other agencies. This rethinking should be a part of their required agency-wide strategic planning process nd not just within their technology Offices. Reconfigure your Internet information and services to be more component based.As agencies redesign their websites, they need to focus on making their services and information more granular, or component-based, and give users the ability to use government information in “mashups” with other information sources. Along with the trend in service-oriented architecture (SOA) and the need for reusable service modules in the context of intermediaries extending the reach of government, government agencies need to develop policies to support the handling of such information and service modules. Given the increased role of reputed intermediaries in the Web 2.0 environment, government agencies might well consider leveraging intermediaries for Web 2.0 initiatives.Ensure authenticity of government information and services. Agencies need to develop strategies and policies whereby they (or their customers) can ensure the authenticity of government- generated information and services. This is important as government begins to “meet” citizens where they are online and as intermediaries begin to “mash up” government data and services. Users need to be assured that government-provided information is clearly labeled so they can better judge the authenticity of the information or service they are accessing. Developing such an approach may be a government-wide initiative, possibly led by the National Institute of Standards and Technology.