Executive Summary 1 Info-Tech Research Group SharePoint is one of several solutions for enterprise content management. If your organization is a Microsoft shop, uses.NET development and runs on SQL Server or Windows Server, SharePoint must be considered as a option. But it may not be the best option. There are two options for purchasing SharePoint: Windows SharePoint Services is included in Microsoft’s basic server offerings, and costs approximately $36 per user per year. Microsoft Office SharePoint Server must be licensed separately and costs approximately $704 per user per year. Use WSS if the functionality meets your business needs and your SharePoint deployment is small. Upgrade to MOSS when it becomes necessary. SharePoint is a toolbox that can be built upon, and there are many third party solutions that will make your SharePoint deployment complete if there are gaps in native functionality. A well planned out deployment strategy is key to increasing end-user adoption and mitigating risks like overspending and scope creep. Training is key to getting IT staff through an extensive learning curve. SharePoint 2010 is Microsoft’s latest release and builds upon previous versions. It has improved many old functions and added new ones critical for indexing, enterprise search and backup. The time to upgrade depends on your organization’s functional requirements.

SharePoint doesn’t do everything. It is best for the document management side of ECM 2 Info-Tech Research Group Native SharePoint Capabilities Records Management Web Content Management Collaborate Imaging Capture Analytics Wikis Blogs Document Management ECM Archiving Workflow Forms Intranet Search Third party products or alternative solutions are required The core of ECM is a pyramid of three technologies: records management, document management and web content management. ECM bleeds into a fringe of related ancillary technologies like archiving and collaboration. Dedicated ECM suites include both the core and fringe technologies.

Info-Tech Research Group 3 SharePoint comes in two different versions, each with its own advantages and capabilities Windows SharePoint Services (WSS) Windows SharePoint Services (WSS) Microsoft Office SharePoint Server (MOSS) Microsoft Office SharePoint Server (MOSS) Costs What it will do for your organization If Windows Server is being used, WSS is included. Recent editions of WSS hardware upgrades. If Windows Server is being used, WSS is included. Recent editions of WSS hardware upgrades. Provide a common space to store documents. Increase efficiency in workflows. Allow employees to collaborate easily. Control versions and maintain content integrity. Provide a common space to store documents. Increase efficiency in workflows. Allow employees to collaborate easily. Control versions and maintain content integrity. MOSS must be purchased in addition to Windows Server. Recent editions of MOSS hardware upgrades. MOSS must be purchased in addition to Windows Server. Recent editions of MOSS hardware upgrades. The benefits of WSS plus: Allow end-users to design sites, reducing the strain on IT to accommodate custom requests. Better decision making with business intelligence capabilities. Integration between other applications, reducing the need to purchase outside solutions. The benefits of WSS plus: Allow end-users to design sites, reducing the strain on IT to accommodate custom requests. Better decision making with business intelligence capabilities. Integration between other applications, reducing the need to purchase outside solutions. FREE with Windows Server License must be purchased More on costs in the Pricing Strategy section. ECM functionality included Document library Collaboration Document library Collaboration Document library Collaboration Content authoring, publishing, deployment Workflow Records repository Slide libraries Navigation Controls Document information panel Document library Collaboration Content authoring, publishing, deployment Workflow Records repository Slide libraries Navigation Controls Document information panel

4 Development Toolbox Backup and Recovery Administration Beyond Basics Info-Tech Research Group Potential ProvidersKey Problem Mitigate SharePoint limitations with third party add-ons to realize your organization’s functional needs Maintaining the appropriate level of backup granularity is a common SharePoint concern. Introducing an archiving tier facilitates the process. SharePoint implementations typically lack basic components such as Web Parts for navigation. SharePoint lacks functionality. Over 25% of SharePoint deployments include a third party tool. Projects that involve third-party tools are more likely to be successful than those that don’t. Common SharePoint add–ons include tools for social networking, search, and records management. Development is an important consideration for SharePoint since it Is essentially a platform. Microsoft provides tools to support both developers (Visual Studio) and power users (SharePoint Designer). Other tools address specific functionality such as workflow. Managing users and migrating content from legacy systems such as Lotus Notes present ongoing concerns. 41% of IT managers would increase the amount of effort spent on post-implementation support. SharePoint Designer

Partner Snapshot: AvePoint improves SharePoint administration and reporting 5 Info-Tech Research Group AvePoint Cost SharePoint Solution Management software solutions for SharePoint. Founded in Over 400 employees serving over 5,000 customers. Employs one of the world’s largest SharePoint-oriented development teams outside of Microsoft. Headquartered in New Jersey Product: DocAve What it does: Data production, administration, storage optimization, migration, compliance, reporting, testing. Is AvePoint for you? Cost will vary depending on the applications. Budget $5K in licensing per either server or – for migration tools – target database in licensing. AvePoint offers a variety of tools for SharePoint, including DocAve -- an analytics and monitoring package for SharePoint -- and USim, a tool to simulate usage scenarios. AvePoint also offers tools for data protection, administration, and migration. It offers a wide range of solutions for both administrators and developers. AvePoint, like Quest, is emerging as a "one stop shop" that can meet the add on needs of most SharePoint implementations.

The SharePoint Roadmap (Step 4). Ask: Which version of SharePoint should we use – WSS or MOSS? Info-Tech Research Group 6 What functionality is required? How big is the deployment? What kind of support does the project have? How will staff be trained? How will end users be trained? WSS MOSS The answer to this question is surprisingly complicated. The Info-Tech tool to “Decide on a a Version of SharePoint,” provides a recommendation and gives guidance on costs, required effort, and key challenges.Decide on a a Version of SharePoint The answer to this question is surprisingly complicated. The Info-Tech tool to “Decide on a a Version of SharePoint,” provides a recommendation and gives guidance on costs, required effort, and key challenges.Decide on a a Version of SharePoint Use the Info-Tech “Decide on a Version of SharePoint” tool.Decide on a Version of SharePoint

Licensing is only the tip of the cost iceberg. On average, WSS costs $36 per user while MOSS costs $704 7 Info-Tech Research Group *Cost are per year, and will vary depending on implementation size, licensing agreements, degree of customization and use of third party solutions. Source: Info-Tech Research Group ConsultingCost per User $15 Hardware $21 License Consultant $352 Hardware $112 License $240 Cost per User WSS costs $36* per user per year, and comes with basic functionality appropriate for smaller organizations with basic needs. MOSS costs $704* per user per year and comes with advanced functionality options such as indexing. Our needs are completely met right now with WSS 3.0. We have no intentions of upgrading. - IT Manager, Large Healthcare Organization “ ”

Info-Tech Research Group 8 1.IT staff learning curve (36%). With each successive version, SharePoint is becoming an increasingly complex solution, which makes it harder for IT to learn to use and manage. 2.Site design (31%). While portal solutions generally facilitate Web development, users sometimes find the structure restrictive, particularly in terms of look and feel. Enterprise users often have difficulty avoiding the “SharePoint look.” 3.Customization (31%). In addition to design considerations, users can struggle with customization of SharePoint components such as templates, Web parts, and workflows. 4.Content organization (29%). Some organizations regret having underestimated the planning phase prior to using SharePoint for content management. The challenge is in creating a logical, functional hierarchy for information that users will be able to navigate with relative ease. 5.End-user acceptance (26%). Despite the widely reported benefits of SharePoint’s tools, some end-users are resistant to changing their work habits to adapt to a new solution. This problem can be particularly frustrating when SharePoint is used for collaboration and content management, but users persist in sending attachments to their teams. Staff learning and site design are the biggest challenges of SharePoint projects Top Five Challenges IT Learning Curve Documentation Integration End-user Adoption Content Organization Customization Site Design Security Upgrade/Migration Maintenance Executive Buy-In

An appropriate deployment plan is the key to mitigating the implementation concerns, but it’s complicated Info-Tech Research Group 9 Enterprise size Industry Selected SharePoint version Planned scope Every enterprise has a unique risk profile. The Info-Tech “SharePoint Deployment Plan” profiles an enterprise’s risk and indicates where project leaders should focus their efforts to mitigate problems.SharePoint Deployment Plan Every enterprise has a unique risk profile. The Info-Tech “SharePoint Deployment Plan” profiles an enterprise’s risk and indicates where project leaders should focus their efforts to mitigate problems.SharePoint Deployment Plan Use the Info-Tech “SharePoint Deployment Plan.”SharePoint Deployment Plan

Take advantage of Microsoft's free online courses to train end-users Source: 10 Info-Tech Research Group CourseTopic Document Libraries IIntroduction to sharing files Document Libraries IIAll about checkout Document Libraries IIIWork with version history Slide Libraries ISet up a library for your team Slide Libraries IIUse slides in the library Calendars IMake the most of your team calendar Calendars IIConnect a SharePoint Calendar to Outlook Workflows IBasics you should know Workflows IICollect feedback for a file Excel Services IThe basics Excel Services IIRequirements, recommendations and permissions Microsoft Office Online offers free downloadable courses for basic SharePoint use, ranging from 20 to 50 minutes in length. A sample of the offerings include: Microsoft also offers: Training Roadmaps User Interface Guides Downloadable presentations Demos Webcasts and Podcasts Training Site Help We sought out leaders in the business and provided them with training and coaching. - CIO, Mid-sized Manufacturing Organization Visit the Microsoft Web site for a complete list of their courses. “ ”

SharePoint 2010 offers a number of improvements over MOSS 2007 but it’s not for everyone Info-Tech Research Group 11 Hardware and IT capabilities Future Plan Functional needs SharePoint 2010 offers a lot of new features. But those features must be put into the context of both business requirements and IT capabilities. The Info-Tech “SharePoint 2010 Readiness Assessment” tool will help you through this process.SharePoint 2010 Readiness Assessment SharePoint 2010 offers a lot of new features. But those features must be put into the context of both business requirements and IT capabilities. The Info-Tech “SharePoint 2010 Readiness Assessment” tool will help you through this process.SharePoint 2010 Readiness Assessment Use the Info-Tech “SharePoint 2010 Readiness Assessment.”SharePoint 2010 Readiness Assessment “” While 2003 and 2007 have the functionality that is needed now, the upgrade can and will increase productivity. - IT Director, Small Organization

Appendix 12 Info-Tech Research Group The information included in this Appendix builds on the content of this research. It has additional explanations and goes into further details of the SharePoint technology. Links to Info-Tech Research Group’s Research: Page 2 “Build a Formal Collaboration Strategy” Agenda SetBuild a Formal Collaboration Strategy Page 29 “Decide on a Version of SharePoint” ToolDecide on a Version of SharePoint Page 38 “SharePoint Deployment Plan” ToolSharePoint Deployment Plan Page 49 “SharePoint 2010 Readiness Assessment”SharePoint 2010 Readiness Assessment

Info-Tech Research Group 13 Atlassian Knowledgelake SharePoint Connector1.Embed Confluence content within SharePoint 2.Confluence a.Embed SharePoint lists within Confluence b.Embed Confluence content within SharePoint c.Search Confluence and SharePoint in one location d.Unified access across Confluence and SharePoint 1.Embed Wikis 2.Create Personal Spaces Document Imaging1.View 2.Search 3.Index 4.Scan 5.Export 6.Print 7.Complete Software Development Kits Document Capture Suite 1.Capture a.Batch scanning b.Index 2.Connect a.Desktop application integration 3.Capture Server a.Scanning for network capture devices 4.Branch Capture Server a.Release of remote documents Workflow Solutions1.Capture 2.Document Imaging 3.Document Management

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