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Improving Departmental Information Search Processes

Improving Departmental Information Search Processes. (Concurrency Corporation) (Marketing Department ). Contents. Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps. 2. Background.

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Improving Departmental Information Search Processes

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

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • 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wikis, blogs, and discussion threads • Inability to find pertinent content leads to repetition of costly work • Finding outdated content versions leads to project errors • Marketing staff required to contact IT for access to protected content 3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 • Estimated opportunity cost savings of $1.5 million per year • Estimated IT savings of $300,000 per year 5

  6. Executive Summary 6

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • 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 • Business Case • 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. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 15

  16. Anticipated Benefits - Process 16

  17. Anticipated Benefits - Financial 17

  18. Anticipated Costs 18

  19. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 19

  20. Adoption & Implementation Planning Summary 20

  21. Project Plan 21

  22. Potential Adoption Roadblocks 22

  23. Adoption Roadblock Mitigation Actions by Stakeholder 23

  24. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 24

  25. 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 25

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