Improving Departmental Information Search Processes

1. Improving Departmental Information Search Processes (Concurrency Corporation) (Marketing Department)

2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 2

3. Background • Your Marketing Department has identified its corporate content search system as a leading impediment to departmental performance: • Time spent searching for content increases project cycle times, as teams search across large number of files, different file types, and disparate file locations for required information • Inability to incorporate “unstructured” content into search results, particularly new social content like team wikis, blogs, and discussion threads • Inability to find pertinent content leads to repetition of costly work • Finding outdated content versions leads to project errors • Marketing staff required to contact IT for access to protected content 3

4. Engagement Participants 4

5. Executive Summary • Concurrency proposes expanding upon your current Office System deployment to enable an improved Enterprise Search Solution • An Enterprise Search Solution based on SharePoint Server 2010 will improve the operational efficiency of your marketing department and increase customer satisfaction with your externally facing websites • Implementing the proposed Enterprise Search Solution will provide you with: • 50% decrease in time to search corporate intranet for relevant files • 80% increase in client/partner facing website search relevance 5

6. Executive Summary 6

7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 7

8. Current State Process Analysis Content Creation and Dissemination Process Phases – Analysis Summary 8

9. Current State Process Analysis

10. Current State Process Analysis

11. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 11

12. Future State Process Analysis Content Creation and Dissemination Process Phases – Analysis Summary 12

13. Prioritized Process Solutions High 5 • Improve Search Functionality to Include Refinement Panels, Multi-level Sorting, Related Searches, Expertise Identification, and Context Driven Search • (SharePoint Server 2010) Building eForms for Automated Access Privileging (SharePoint Server 2010) Establishing SharePoint Sites for Marketing Department (SharePoint Server 2010) 3 Level ofComplexity • Incorporating Social Networking Content (Blogs, Wikis) into Search • (SharePoint Server 2010) Centralizing Content: Migrating and Indexing Departmental Data to SharePoint (SharePoint Server 2010) Low 1 5 1 3 High Low Value to Business 13

14. Future State Process Analysis

15. Anticipated Benefits - Process 15

16. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 16

17. Adoption & Implementation Planning Summary 17

18. Potential Adoption Roadblocks 18

19. Adoption Roadblock Mitigation Actions by Stakeholder 19

20. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 20

21. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 21