SharePoint Certificate Program AIIM SharePoint Certificate Program

25 Pages·2010·1 MB·English

SharePoint Certificate
Program
SpecialistCourse
Module SSA‐2    
Strategy
AIIM SharePoint Certificate Program  
SharePoint SharePoint SShhaarreePPooiinntt
Case Study
Strategy Practitioner SSppeecciiaalliisstt
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SharePoint Specialist Course Outline  
Assess Transition Implement Sustain
Information  Documenting 
Customization
Gathering Requirements Change 
Management
Records 
Strategy Integration
Management
TTeesstt, TTrraaiinn, 
Sustain
Business Case Governance Migration
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Module 2
SSttrraatteeggyy
How to develop an enterprise content and 
records management strategy
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Objectives
(cid:121) At the end of this module, you will understand how 
too:
(cid:121) Build an enterprise content and records 
management (ECRM) strategy
(cid:121) Construct a reference architecture and technology 
roadmap
(cid:121)(cid:121) DDeevveelloopp aa pprrooggrraamm ppllaann ttoo eexxeeccuuttee tthhee ssttrraatteeggyy
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Agenda 
2.1 Strategy Overview and Rationale
2.2 Process, Governance, and Organization Gaps
2.3 Reference Architecture
2.4 Identification of Projects
2.5 Project Portffollio andd Program Pllan
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Agenda 
2.1 Strategy Overview and Rationale
2.2 Process, Governance, and Organization Gaps
2.3 Reference Architecture
2.4 Identification of Projects
2.5 Project Portffollio andd Program Pllan
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Strategy Overview
(cid:121) Strategy, from Merriam‐Webster:
(cid:121)(cid:121) TThhee aarrtt ooff ddeevviissiinngg oorr eemmppllooyyiinngg ppllaannss ttoowwaarrdd aa 
goal
(cid:121) Strategy, from a practical standpoint:
(cid:121) ECRM reference architecture and technology 
roadmap 
(cid:121) PPriioriittiizedd EECCRRMM projjectt porttffolliio
(cid:121) Overall ECRM program plan, cost and resources
(cid:121) Objective:  focus and funding
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Business Drivers
(cid:121) Employee workflow, productivity
(cid:121)(cid:121) EEffffiicciieennttllyy ffiinnddiinngg aanndd hhaannddlliinngg iinnffoorrmmaattiioonn
(cid:121) Knowledge management and corporate memory 
retention
(cid:121) Mitigating eDiscovery risks
(cid:121) System consolidation, cost reduction
(cid:121) Disaster recovery, business continuity
(cid:121) Legal and regulatory compliance
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Strategy Rationale – Reconciling Needs
Document & 
Records 
Collaboration Publication
Management
Enhance Working  Information  Ensure 
Environment Access Compliance
FFLLEEXXIIBBIILLIITTYY CCOONNTTRROOLL
•Speed / ease of commissioning •Standardization
•Team autonomy •Governance
•Ease of use •Compliance
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Strategy Rationale – Technology to Meet Needs
SSSShhhhaaaarrrreeeePPPPooooiiiinnnntttt SSSShhhhaaaarrrreeeePPPPooooiiiinnnntttt
TTTTrrrraaaaddddiiiittttiiiioooonnnnaaaallll    EEEECCCCRRRRMMMM    SSSSyyyysssstttteeeemmmmssss
Document & 
Records 
Collaboration Publication
Management
Enhance Working  Information 
Ensure Compliance
Environment Access
Process
Organizational Support
Governance
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Agenda 
2.1 Strategy Overview and Rationale
2.2 Process, Governance, and Organization Gaps
2.3 Reference Architecture
2.4 Identification of Projects
2.5 Project Portffollio andd Program Pllan
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Guiding Principles
(cid:121) Guide decision making during strategy development 
aandd pprooggraam eexeeccuutioon
(cid:121) Statements that encapsulate stated / unstated 
enterprise goals and desired organizational culture
(cid:121) Developed from:
(cid:121) Assertions at the outset of the initiative
(cid:121) MMatturiitty assessmentt
(cid:121) Interview feedback
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Guiding Principle Samples
(cid:121) We will provide a flexible and collaborative solution 
foor eempplooyyeeeess too maanaaggee theeir woorkingg ddooccuumeentss
(cid:121) All information will be retained/disposed, regardless 
of format, according to a records retention schedule
(cid:121) Specific ownership and accountability shall be 
assigned for all electronic content and storage areas
(cid:121)(cid:121) AAllll eelleeccttrroonniicc ccoonntteenntt wwiillll bbee mmaannaaggeedd aaccccoorrddiinngg ttoo 
the rules defined in the information lifecycle model
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More Guiding Principle Samples
(cid:121) Minimize the impact of change by coordinating with 
aandd//oor leeveeraaggingg eexisstingg eeffoortss aandd pproocceesssseess
(cid:121) Enterprise‐wide initiatives must have representative 
input from across the organization
(cid:121) We will provide employees the knowledge, support, 
and tools to meet clearly stated expectations
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Gap Analysis Overview
(cid:121) Gaps identified during:
(cid:121)(cid:121) EECCRRMM mmaattuurriittyy aasssseessssmmeenntt
(cid:121) Interviews
(cid:121) Current state analysis of organizational‐level 
elements:
(cid:121) Governance, critical business processes, technical 
llaannddssccaappee, aanndd rreellaatteedd eeffffoorrttss aanndd eevveennttss
(cid:121) Understand the relevance or impact to organization
(cid:121) Prioritize
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Addressing Gaps
(cid:121) Deliberating options
(cid:121) Apppplyy gguuiddingg pprinccippleess
(cid:121) Research, outside help, team working sessions
(cid:121) Defined timeframe for analysis
(cid:121) Goal of analysis
(cid:121) Identified approaches and options to solving the 
pproblem
(cid:121) Do not try and solve every problem during analysis
(cid:121) Detail enough to build the program plan
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Gap Analysis – Business Process
(cid:121) Deficiencies in, or absence of, structured sets of 
aacctivitieess thaat sseervee aa ssppeeccificc ggooaal
(cid:121) Examples:
(cid:121) Hold order process not applicable to SharePoint 
content
(cid:121) Major application deployments or procedural 
cchhaannggeess aarree nnoott ppiillootteedd ffiirrsstt
(cid:121) Content is published to the portal without a 
defined approval process
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Gap Analysis – Governance
(cid:121) Deficiencies in, or absence of, policies, procedures, 
sstaanddaarddss,, aandd meetriccss foor ECRM
(cid:121) Governance vs. SharePoint‐specific governance 
(cid:121) Examples:
(cid:121) Retention of SharePoint content inconsistent; no 
monitoring against records retention schedule
(cid:121) AAn iinfformattiion lliiffecyclle moddell ddoes nott exiistt ffor 
electronic content
(cid:121) No documented policy on email usage
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Gap Analysis – Organization
(cid:121) Deficiencies in, or absence of, effective:
(cid:121) Awaareeneessss aandd traainingg
(cid:121) Communication and change management
(cid:121) Staffing, functional and technical, for program 
execution and sustainability
(cid:121) Examples:
(cid:121) The orgganization lacks Records Managgement roles
(cid:121) SharePoint training has been ineffective
(cid:121) Current support of SharePoint environment is 
inadequate 
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