SharePoint as a DM
Today’s Presentation Covers ● ● ●
Miller Johnson (MJ) as-is DM & systems MJ SharePoint DM efforts & environment SharePoint DM is a two phase effort – –
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Phase1 is Outlook centric (near deployment) Phase 2 is document production centric (+90 days completion of phase 1)
Why SharePoint? Lots of Phase 1 material to share today Lots of Phase 2 to share later in the year
Firm Profile ●
IS Department has two Developers –
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Check out what we’ve accomplished with a small team!
225 Users 95 Attorneys Two Offices Full Service Firm 50+ Years of Practice
As-Is Tier 1 Technologies ● ●
Fairly typical law firm technology wise VMware vSphere & View: –
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MS Shop (servers, SQL, Exchange, etc) Typical law office applications: – –
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95% of servers & 75% desktops
Windows XP, Office 2003, Hummingbird DM Workshare Professional, Microsystems DocX
Rippe Kingston LMS V (Accounting) –
Uncommon to most Firms but rock solid
Quick Poll ● ● ●
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How many experimenting with SharePoint? How many have SharePoint in production? Actively planning DM replacement with SharePoint? How many waiting for SharePoint 2010 before deciding on DM replacement?
Current SharePoint Systems ● ●
Numerous Client Extranets Intranets: – – – – –
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Numerous Practice Management Sites Firm Wide Client Matter Intake & Maintenance Client, Matter, Industry Centric Views Cross Selling Library
Many more sites/uses
DM Vendor Challenges ●
Vendor turn over and over and over… – – –
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Always a full version behind on SQL – –
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Innovation stops each time vendor is sold Application patching lags MS cycle badly Support base is tiny compared to SharePoint 2005: We don’t support SQL 2003 yet… 2007: We don’t support SQL 2005 yet…
Simple customizations require expensive upgrades or another “module”
Why ask what you already know? (my context rant…) ●
SharePoint already knows our users! – – – – –
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Who/what are my clients and my matters? Who are my coworkers? Which office, practice and section am I in? What have I billed or worked on recently? What industries do I practice in?
Use these at save & search screens! Profiling client & matter ID still important –
But aren’t the only way to find/save an item
Why We Love SharePoint! ●
Enterprise technology platform –
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Context matters! – – –
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Collection of web technologies & tools Context updates as user navigates page Stitch various applications into one page One stop shopping, less application fatigue
Attorneys are consumers of data not application experts
Why a SharePoint Enabled DM? ●
SharePoint already knows a ton about us –
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Now DM does too!
Reduce profile fatigue & objections Push and trim results via user’s context Consumes AD & personnel databases SharePoint 90% market dominance –
How can you ignore or discount that?!
SharePoint Continued… ●
SharePoint MOSS 2007 cost us less than one year’s maintenance of current DM –
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btw… WSS is FREE!
Dozens of local and thousands of national vendors Unbelievable online user community Need a widget? Just Google one up Can leverage current release products Amazing integration with Office 2010
Two Phase Project ●
Phase 1 (Sustainable Email System) –
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Phase 2 (SharePoint DMS via Handshake) – –
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This phase focuses only on Outlook centric functionality, build and training issues Occurs 60 to 90 days after Phase 1 Discontinue as-is DM and introduces SharePoint based Handshake DMD
Natural boundary for systems and training between Outlook & document production
Firm Email Challenges ●
Firm has: –
Nearly 3.8m emails in Exchange (~375gb) ● ●
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2.2m have attachments Nested in thousands of folders
Numerous email retention policies Many 10+gb OSTs
Degrades Outlook & desktop performance Complicates business continuity plans Loaded with e-discovery risk issues
Phase 1 Goals ●
Simplify email profiling – – –
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Auto-profile single click saved items –
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Single click email inbox profile options Single click email profile on send Stamp user context on saves Auto-profile 101
Retire Exchange 2003 for 2010 –
Implement Firm standard retention policy
New Email Archive ●
Custom import, partnered with Handshake – –
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Accessed via DMD (IE or Outlook client) – –
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Imported from Exchange to DMD Imported email secured user Familiar “folder” view retained in archive Read only; no new content allowed
Can re-profile client ID/security if desire
Email Archive In Action (Video) ●
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Overcomes frequent attorney objection “I’ll never find my old email in the new system” Maintains Outlook folder setup/names Partner product with Handshake
Handshake Email Director (Video) ● ●
Overview of Email Director Dynamic updates from DMD to Outlook – – – –
Same sender Same thread Client ID Client & Matter ID
Simplified Inbox Profiling (Video) ●
Single click Inbox profiling to Attorney number –
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Eligible for Auto-profile
Utilizes preconfigured profile options –
Static ●
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Dynamic via context (In Development) ●
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Firm Departments, Practices, Sections, etc My clients, matters, locations, etc.
Batch Profiling
Profile on Send (Video) ●
Completely new feature for MJ – –
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Profiling sent items frequently forgotten Very inconvenient as-is process
Single click or via preconfigured pull down Single click profiles eligible for Auto-profile
Can easily turn off with single click
Video Questions Anyone?
Any Questions on Phase 1?
Phase 2 Basic Review ● ● ● ●
Document production phase Remove as-is DM client integration Configure Handshake DMD client Training: – – – –
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Document search File open/close Redlining Handshake DMD Local Storage Manager
Sorry, no videos yet, we hope to have some to show in Vegas
Our New SharePoint DM Benefits ●
Documents & email in SharePoint pages! – –
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Folder crutch view of email archive –
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Familiar view for attorneys
Single click Inbox profile & profile on send – –
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Handshake magic for documents/emails! Enriched search and save options
Simple and should drive up profiling Email now inline presentation on client search
Standard firm email retention policy
Firm Topology
SHAREPOINT APPLICATION DEVELOPMENT TOOLKIT
ILTA Questions ●
Common questions from ILTA: –
Do you use third party solutions? ● ● ●
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Consultants Products Training
Do you need a developer? Is SharePoint robust enough for a DM solution?
Any others?
Special Thanks!