FASTRACK TO SHAREPOINT - A VISION FOR USING SHAREPOINT AND DOCUMENTUM
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FasTrack to SharePoint
A Vision for Using SharePoint and
Documentum
Disclaimers – I am NOT… • An IT Guy • A SharePoint Guru
A little bit about RTD
• Mission Statement – To • At RTD we:
meet our constituents’ • Serve 8 counties
• Governed by a 15 member, publicly
present and future elected Board of Directors
public transit needs by • Cover 2,337 square miles
offering safe, clean, • Employ 2,500+ people
• Have over 300,000+ boardings a day
reliable,
li bl courteous,
t on over 170 lines
accessible and cost‐ • Service by RTD and contracted out
effective service • Salaried and union employees
p y
throughout the District.A Little More….
• Organizational Structure • Records Management
– General Manager falls under IT
– 9 Departments with Department within
Assistant GM’s Administration
overseeing them
• Fall under the Colorado
– New GM has reorganized
State Archivist for
the departments and
filled the “Acting” roles direction and guidance
on our programWhere we are now
• We had a retention • We are bound to local,
schedule, last updated in state and federal
2002 – department regulations
based. Revised and • IGA’s and ggrant
approved d last
l fall
f ll requirements
• Legal had been working • No formal records
on revisingg to match the training done, ever
Colorado Special Districts • Strong support from legal
schedules and Senior Leadership
• Records warehouse team
team.
closed at one point by the • A little bit of records
fire marshal NIMBYWhere we are now
• A lot,, a lot of change
g • The ggood news is the
– New ERP system managers and
– New Accounting system employees at RTD want
– Retirements/leaving
/ of to do the right thing
thing.
key personnel • We have a formal
– Recession and fundingg records repository – it
issues looks like this….
• From one senior
manager “We’re going
manager:
through technological
burnout.”Our Current Repository
Our Current Repository
• Basically used as • Some departments use
another shared drive it very effectively
• Implementation
p done • Some,, not so much
well, went through • Poor & inconsistent
several managers with metadata (if any)y
different views on • Non‐record material in
permissions, settings, the repository
use
• Crazy level file
structuresGetting It Fixed
• Gettingg buy‐in
y from Senior Leadership
p
• Retention Schedule updated and approved
• Developing Records Procedures
• Developing Relationships
• Still to do…
– Develop Training – Strategic and Technical
– Records Inventory – As we meet with departments,
adjust
j the retention schedule
– Document and automate workflows
– Implement New Repository – The Right Way!We’ve We ve got to be flexible
ECM – The Grand Vision • Everybody working in one unified system (in theory) • One source for records and information (more theory)y) • Applications sitting on top of Documentum or pullingg information from it (better theory) p y • All of this is great in theory, difficult in application – Home grown “quick fix databases” hard to get rid of – Integration is very difficult – Underestimated resources needed
RTD Base Accounts
Engineering Operations Payable
McLaren SharePoint 2010 Oracle
Enterprise Engineer ERM
Transmittal Collaboration Solicitations Contract
& Submittals
Drawings Portal Administration
Portal Search and Retrieval
Workflow
Engineering Change Claims Invoices
Documents Orders Shared Drive Replacement
Tribal Knowledge Workflow
Workflow
SaaS Applications
Oracle
Law Construction DBE/SBE Repository
Enforcement ‐ Management ‐ Management ‐
TBD Aconex TBD Records
Documentum Management
Content Server
WebTop
Archive
Services for Email /
Records Retention
Manager
ECIS
Email Legal
Store Laserfiche Federated searchWhy SharePoint and Documentum
• Time, effort and money spent on developing
Documentum
• Replacement for eRoom
• Cost
C t effective
ff ti solution
l ti
• Is SharePoint robust enough on it’s own?
• Lots off opportunities ffor enhancements
h
• Shared drive replacementWhy SharePoint and Documentum
• Integration with Office 2010 (and Communicator?)
• Consistent
i interface
i f
• Begin developing social media aspects
• Tagging
• Blogs
• Wikis
• Skillset knowledge
• Search and retrieve across multiple repositories
• Workflow and repository replacement for OutlookWhy SharePoint and Documentum
• Minimize the need for “new programs/software”
• Empower iinformation
f i workers
k ((within
i hi some
boundaries)
• Free
F up IT tto workk on other
th projects
j tWhere do we go from here?
• Think long term – strategic management of our
information assets
• Development of governance policies for SharePoint
• Get
G t peoplel to
t understand
d t d th the reality
lit off what
h t th
they
are asking for and what it means to them
• Expect to need consultant help to set up
• Expect to need additional software tools
• Expect
E t resistance
it tto change
h – “We’ve
“W ’ never done
d it
that way before…”Where do we go from here?
• Train Train Train – Individuals, groups, management,
staff consistently and regularly
staff,
• Create and
d understand
d d workflows,
kfl questioning
everythingCool Stuff/Competing Projects
• CAD/AVL System
• Smart Cards
• PIDS Displays
• Farebox Upgrades
• Transit Signal Priority
• SaaS Initiatives
– Construction Management
– Law Enforcement
– SBE/DBE
/ TrackinggWhat do I (You) need to do to keep up? • Professional training • Know your industry • Network with your peers – Twitter – Linked In – Facebook??? • Follow blogs – professional and industry
Questions?
• Thank
a You,
ou, Thank
a you very
e y much…
uc
Brian Starck,, CRM
bkstarck@gmail.com
Cell: 720.253.3662
Work: 303.299.2177
Twitter: @bkstarck
Linked In: linkedin.com.in/brianstarckYou can also read
