Transcript SharePoint as a DM (..and much more)

SharePoint as a DM
(coming Fall 2010)
Erik B. Goltzer
Chief Information Officer
&
Bob Chauvin
Senior Application Engineer
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Today’s Presentation Covers
 Miller Johnson (MJ) as-is DM & systems
 MJ SharePoint DM efforts & environment
 SharePoint DM is a two phase effort
 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
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 Lots of Phase 2 to share later in the year
Firm Profile
 IS Department has two Developers
 Check out what we’ve accomplished with a
small team!
 225 Users
 95 Attorneys
 Two Offices
 Full Service Firm
 50+ Years of Practice
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As-Is Tier 1 Technologies
 Fairly typical law firm technology wise
 VMware vSphere & View:
 95% of servers & 75% desktops
 MS Shop (servers, SQL, Exchange, etc)
 Typical law office applications:
 Windows XP, Office 2003, Hummingbird DM
 Workshare Professional, Microsystems DocX
 Rippe Kingston LMS V (Accounting)
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 Uncommon to most Firms but rock solid
Quick Poll
 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?
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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
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DM Vendor Challenges
 Vendor turn over and over and over…
 Innovation stops each time vendor is sold
 Application patching lags MS cycle badly
 Support base is tiny compared to SharePoint
 Always a full version behind on SQL
 2005: We don’t support SQL 2003 yet…
 2007: We don’t support SQL 2005 yet…
 Simple customizations require expensive
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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
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Why We Love SharePoint!
 Enterprise technology platform
 Collection of web technologies & tools
 Context matters!
 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
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Why a SharePoint Enabled DM?
 SharePoint already knows a ton about us
 Now DM does too!
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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?!
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SharePoint Continued…
 SharePoint MOSS 2007 cost us less than
one year’s maintenance of current DM
 btw… WSS is FREE!
 Dozens of local and thousands of national
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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)
 This phase focuses only on Outlook centric
functionality, build and training issues
 Phase 2 (SharePoint DMS via Handshake)
 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
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Firm Email Challenges
 Firm has:
 Nearly 3.8m emails in Exchange (~375gb)
 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
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Phase 1 Goals
 Simplify email profiling
 Single click email inbox profile options
 Single click email profile on send
 Stamp user context on saves
 Auto-profile single click saved items
 Auto-profile 101
 Retire Exchange 2003 for 2010
 Implement Firm standard retention policy
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New Email Archive
 Custom import, partnered with Handshake
 Imported from Exchange to DMD
 Imported email secured user
 Accessed via DMD (IE or Outlook client)
 Familiar “folder” view retained in archive
 Read only; no new content allowed
 Can re-profile client ID/security if desire
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Email Archive In Action
(Video)
 Overcomes frequent attorney
objection “I’ll never find my old email
in the new system”
 Maintains Outlook folder setup/names
 Partner product with Handshake
 http://www.youtube.com/watch?v=1voFuesAzrE
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Handshake Email Director
(Video)
 Overview of Email Director
 Dynamic updates from DMD to Outlook
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Same sender
Same thread
Client ID
Client & Matter ID
 http://www.youtube.com/watch?v=fqshn1soIf8
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Simplified Inbox Profiling
(Video)
 Single click Inbox profiling to Attorney
number
 Eligible for Auto-profile
 Utilizes preconfigured profile options
 Static
 Firm Departments, Practices, Sections, etc
 Dynamic via context (In Development)
 My clients, matters, locations, etc.
 Batch Profiling
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 http://www.youtube.com/watch?v=egxgHW6Txx4
Profile on Send
(Video)
 Completely new feature for MJ
 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
 http://www.youtube.com/watch?v=bToL9ypAMYM
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Video Questions Anyone?
Any Questions on Phase 1?
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Phase 2
Basic Review
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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
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some to show in Vegas
Our New SharePoint
DM Benefits
 Documents & email in SharePoint pages!
 Handshake magic for documents/emails!
 Enriched search and save options
 Folder crutch view of email archive
 Familiar view for attorneys
 Single click Inbox profile & profile on send
 Simple and should drive up profiling
 Email now inline presentation on client search
 Standard firm email retention policy
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Firm Topology
SHAREPOINT APPLICATION
DEVELOPMENT TOOLKIT
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ILTA Questions
 Common questions from ILTA:
 Do you use third party solutions?
 Consultants
 Products
 Training
 Do you need a developer?
 Is SharePoint robust enough for a DM
solution?
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Any others?
Special Thanks!
Ryan Aeschliman
for all his Camtasia help!
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That’s all folks…
Erik B. Goltzer
Chief Information Officer
[email protected]
Bob Chauvin
Senior Application Engineer
[email protected]
Thank you!
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