SharePoint in the Cloud: Clear Skies or Stormy Weather?
Rockwell Automation Today
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Fiscal 2011 Sales: ~$6B –
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Two operating segments – –
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~51% outside the US Architecture & Software Control Products & Solutions
Employees: ~21,000 Serving customers in 80+ countries Trading Symbol: ROK
Leading global provider of industrial power, control and information solutions
Rockwell Automation Law Dept. – 21 lawyers; 18 paralegals, professionals, and administrative staff – Corporate headquarters in Milwaukee – Other law department locations: Cleveland, Belgium, Singapore, China, Mexico, India – 6 lawyers outside the U.S. – EHS, Product Safety, Records Management, Security, Government Relations, Import/Export and External Communications as additional functions.
Concurrency Microsoft (managed) Gold Certified Systems Integrator
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2011 Microsoft Midwest Partner of the Year
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Serving Chicago & Wisconsin since 1989. Headquarters in Brookfield, WI
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Focused on Microsoft productivity platforms offering a full range of professional services. SharePoint, Infrastructure, Lync & Dynamics CRM q
We approach SharePoint’s implementation holistically ü Envisioning & Planning ü Taxonomy & Governance ü Infrastructure Configuration & Implementation ü Data Migration ü Workflow and Application Integration ü Tailored Training & User Acceptance
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Concurrency Specialization in Microsoft Business Productivity SharePoint Ignite productivity, collaboration, content management, process management and access to information.
Core Infrastructure Streamline operations, virtualize servers, improve profitability and stay ahead of the curve.
Dynamics CRM Increase sales output, customer visibility, uncover data trends, and improve service processes
Unified Communications Improve communication between people and organizations, regardless of medium, platform, device or location.
Application Development Automate business processes, streamline efficiencies and increase productivity with custom solutions.
Online Services Increase internal collaboration, email access and mobility, and reduce IT costs by moving to the cloud.
Packaged Solutions Pre-built solutions customized to meet your unique needs, comprised of our development expertise.
Training SharePoint training and knowledge transfer for end users, administrators, and developers
RA Law department technology roadmap
Doug Hagerman new General Counsel Goal: Become “information-enabled” department.
2004
2005
Lisa Girmscheid – new law dept administrator E-Billing vendor selected, system goes live Oct. 1
IP Docketing system goes live.
2006
2007
Shop for replacement e-billing vendor.
Select new ebilling system
Tech Committee shops for DMS.
System goes live Oct. 1. Integrated with SAP and other legacy AP System.
Sharepoint 2010 w/DMS selected
2008
Office 2010 deployed Integrate e-billing system with IP Docketing system
2009
Converge documents to one shared location on company network
2010
2011
Sharepoint 2010 System live Apr. 1 Lotus Notes 8.5 Pilot IE 8 and Windows 7 Pilot
DMS Selection process • Best-in-breed Document Management Systems considered – Other leading DMS vendors considered • Long history and successful DMS track records • Separate bolt-on with integration required to MS SharePoint collaboration sites and local MS Office tools for document creation • Add-ons for records management – SharePoint Server 2010 • Microsoft finally implemented full ‘best-in-breed’ class DMS capabilities with SPS 2010 – Governance and records management • Multi-stage dispositions, in-place records, e-discovery – Support for large libraries, enterprise metadata & document sets – Partial DMS capabilities introduced starting with SPS 2007 • Full integration with SharePoint collaboration sites • Office 2010 integration includes: – Direct SharePoint 2010 Server storage and retrieval from MS Office 2010 applications – Integrated metadata management – metadata remains with document – Templates for metadata capture during document creation – None are out-of-the-box solutions. • Successful deployment requires experienced professional consulting assistance to understand specific needs, develop proper taxonomy and workflows, and then configure system and train users.
Our direction – Collaboration and Office Tool Integration
RA Legal SharePoint System
RA Legal SharePoint System
Setting an example for RA in Document Management, Records Management and Information Security practices
Governance & Change Management Strategically placed governance team is…critical • David Farchmin – focus on architecture, information security and technical concerns • Lisa Girmscheid – focus on department process and user perspective + integration with other systems • Susan Hassett – Record Manager, focus on retention policy and information security
Managing change is…challenging • • • • • • •
50 users = potentially 50 document storage methods Set deadline for migrating documents to SharePoint (we moved 150k documents!) Designate 1 representative from each practice area Clearly defined matter opening and closing processes Naming conventions Audit on a regular basis Train, train, train
DEMO
Compliance to our Record Retention Schedule
Copyright Š 2011 Rockwell Automation, Inc. All rights reserved.
Matter Closing Workflow
4 options are available: • • •
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Approve: The file has been purged and properly classified. Documents are ready to be moved into the Records Center. Reject: The file was closed in error or needs to be cleaned up according to closing checklist. This will change the “file status” back to open. Cancel: This will just close out the task and the matter will sit in limbo for 60 days until you receive another reminder to complete the task. Reassign Task: The responsible professional can reassign the matter to another employee. The employee will complete the task by completing all the steps for closing a matter, and the file will be sent to the Records Center.
Harmon.ie connector for Lotus Notes
Drag and drop documents or links
Questions?