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SharePoint at SRP

SharePoint at SRP. Perry Bellaire Content Management Salt River Project 2/9/2010. Outline. About me About SRP Why SharePoint Implementation Challenges/Opportunities How we measure success Summary Questions. About me. Perry Bellaire Principal Computer Analyst

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SharePoint at SRP

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  1. SharePoint at SRP Perry Bellaire Content Management Salt River Project 2/9/2010

  2. Outline • About me • About SRP • Why SharePoint • Implementation • Challenges/Opportunities • How we measure success • Summary • Questions

  3. About me • Perry Bellaire • Principal Computer Analyst • Information Technology Services • Content Management • SharePoint • Enterprise Content Management • Web

  4. Salt River Project SRP is two entities: the Salt River Project Agricultural Improvement and Power District, a political subdivision of the state of Arizona; and the Salt River Valley Water Users' Association, a private corporation. • The District provides electricity to nearly 934,000 retail customers in the Phoenix area. It operates or participates in 11 major power plants and numerous other generating stations, including thermal, nuclear, natural gas and hydroelectric sources. • The Association delivers nearly 1 million acre-feet of water annually to a service area in central Arizona. An extensive water delivery system is maintained and operated by the Association, including reservoirs, wells, canals and irrigation laterals. http://www.srpnet.com/about/facts.aspx

  5. Why SharePoint Document Management Original Business Objectives • To enhance the ability to effectively file and find documents • To streamline and automate manual document management processes where possible • To facilitate collaboration (sharing) of documents between personnel • To ensure document retention requirements are met and appropriately managed (i.e., ensure documents retained for the appropriate period of time) • To reduce the opportunity costs and time associated with administratively managing documents • To store a document once within the system (i.e., reduce redundant storage) • To improve the ability to track documents more effectively • To improve the security and management of documents • To comply with SRP Corporate Document Management Principles and Procedures

  6. Implementation • Planning • Governance • Training • Out of the box (OOTB) functionality • Metadata enforcement • Information Management

  7. Implementation • Planning • Two years • Leveraged best practices & consulting experience • Avoid wildfire • Delegated Administration

  8. Implementation • Governance • Corporate Policy • ITS Policy • SharePoint Technical Policy • SharePoint Principle • Business Unit Specific

  9. Governance

  10. Implementation • Training • One day member training • Content ‘CRUD’ • Working with content (Alerts, RSS, MS Office, etc) • Three day administrator training • Security • Creating sites, libraries and lists • Managing content (Content Types, creating attributes) • Information Custodian Training

  11. Implementation • Out of the box (OOTB) functionality • As much as possible

  12. Implementation • Metadata enforcement • File Name • Title • Author • Steward • Subject/Topic Category • Sensitivity Classification • Retention Classification • Retention Date • Document Category • Document Date • Historic Value Flag • Legal Hold Flag • Vital Record Flag

  13. Implementation • Information Management • Our mission

  14. Content Management MissionInformation is an Enterprise Asset! Improve the management of content and records: • Find it! • Protect it! • Manage it! (throughout its lifecycle) • Standardize it! • Reuse it! • Realize it’s VALUE!

  15. Challenges/Opportunities • SharePoint 2007 is wide not deep • ECM, Records management • Introduces functionality you might not be prepared to handle. • Loosely coupled solutions (3rd Party) and skill sets • Taxonomy, Search, Performance Point, BI , MS Office, Business Data Catalog • SharePoint 2010 ECM goes deeper • Process dependent • Defined processes and procedures • Example: Records Management • Document Life Cycle • Transformation • Education – Information is an Asset • Culture and slow process changes • Changing habits always the toughest

  16. How we measure success • Look for smiles • Listen for understanding • ITS developing measures • Follow up questionnaires and ‘opportunity audits’ and discovery being developed.

  17. Summary • It’s a journey • SharePoint is a tool • Information Management is an iterative process • Moving forward • Step in right direction • Managed system • Maturing together • Information management • Processes

  18. Thank you Questions ? Perry Bellaire Perry.bellaire@srpnet.com (602) 236-6864 http://www.srpnet.com

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