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The SharePoint Puzzle
- adding the missing pieces
Underwritten in part by:
aiim.org I 301.587.8202
About the Research
Our ability to deliver such high-quality research is partially made possible by our underwriting
companies, without whom we would have to return to a paid subscription model. For that, we hope
you will join us in thanking our underwriters, who are:
EMC Corporation
176 South Street,
Hopkinton, MA 01748
Phone: +1 800.222.3622 or
+1 508.435/1000
Fax: +1 508.497.6904
Email: [email protected]
Web: www.emc.com
IBM
3565 Harbor Blvd.,
Costa Mesa,CA 92626
Phone: +1 714.472.2308
Sales Phone: +1 714.472.2243
Email: [email protected]
Web: www.ibm.com/software/ecm
Igloo Software
22 Frederick Street, 6th Floor
Kitchener, Ontario,
Canada, N2H 6M6
Phone: +1 519.489.4120
Sales Phone: 1.877.664.4566
Email: [email protected]
Web: www.igloosoftware.com
KnowledgeLake, Inc.
6 CityPlace Drive, Suite 500
Saint Louis, MO 63141
Phone: +1 314.898.0500 / +1 888.898.0555
Email: [email protected]
Web: www.knowledgelake.com
Kofax, Inc.
15211 Laguna Canyon Road,
Irvine, CA 92618
Phone: +1 949.783.1333
Email: [email protected]
Web: www.kofax.com
OpenText
275 Frank Tompa Drive
Waterloo, Ontario
Canada, N2L 0A1
Phone: +1 519.888.7111
Email: [email protected]
Web: www.opentext.com
Portal Solutions
2301 Research Blvd., Suite 105
Rockville, MD 20850
Phone: +1 240.450.2166
Email: [email protected]
Web: www.portalsolutions.net
The SharePoint Puzzle
Axceler
600 Unicorn Park Drive
Woburn, MA 01801
Toll Free: +1 866.499.7092
Phone: +1 781.995.0063
Fax: +1 781.279.3150
Web: www.axceler.com
- adding the missing pieces
Adlib
Phone: +1 239.435.2200
Email: [email protected]
Web: www.adlibsoftware.com
Qorus Software Ltd.
Castlewood House
77/91 New Oxford Street
London WC1A 1DG
United Kingdom
Phone: +44 777.908.0853
Email: [email protected]
Web: www.qorusdocs.com
© 2012 AIIM - The Global Community of Information Professionals
In dustry
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1
Process Used and Survey Demographics
Survey demographics can be found in Appendix 1. Graphs throughout the report exclude responses
from organizations with less than 10 employees, and suppliers of ECM products or services, taking the
number of respondents to 488.
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The survey was taken using a web-based tool by 551 individual members of the AIIM community
between May 30th, and June 25th, 2012. Invitations to take the survey were sent via e-mail to a selection
of the 65,000 AIIM community members.
In dustry
While we appreciate the support of these sponsors, we also greatly value our objectivity and
independence as a non-profit industry association. The results of the survey and the market commentary
made in this report are independent of any bias from the vendor community.
About AIIM
David Jones is a Market Analyst with the AIIM Market Intelligence Division. He has over 15 years’
experience of working with users and vendors across a wide range of vertical markets. His experience
has focused on taking complex technologies, such as business intelligence and document
management, and developing them into commercial solutions largely in the retail, web and customer
relationship management (CRM) areas. He has worked as a consultant providing document
management, data mining and CRM strategy and implementation solutions to blue chip clients in the UK
and Europe and produced a number of AIIM survey reports on issues and drivers for SharePoint, Cloud
Computing and Social Business. David has a BSc in Computer Science, and is a qualified CIP, ECMP
and SharePointP.
The SharePoint Puzzle
About the Author
- adding the missing pieces
AIIM has been an advocate and supporter of information professionals for nearly 70 years. The
association mission is to ensure that information professionals understand the current and future
challenges of managing information assets in an era of social, mobile, cloud and Big Data. AIIM builds
on a strong heritage of research and member service. Today, AIIM is a global, non-profit organization
that provides independent research, education and certification programs to information professionals.
AIIM represents the entire information management community: practitioners, technology suppliers,
integrators and consultants.
© 2012
The Global Community of Information Professionals
1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910
Phone: 301.587.8202
www.aiim.org
© 2012 AIIM - The Global Community of Information Professionals
2
Table of Contents
Flavors of SharePoint . . . . . . . . . . . . . . . . . . 22
Process Used, Survey Demographics . . . . . . . . 2
SharePoint for ECM . . . . . . . . . . . . . . . . . . . . . . . 22
About AIIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
SharePoint for Collaboration/Social . . . . . . . . . . 23
About the Author . . . . . . . . . . . . . . . . . . . . . . . . 2
SharePoint for Document Creation/Workflow/
Business Process Management (BPM) . . . . . . . 24
Introduction:
Int roduction
..........................4
Key Findings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Open Questions . . . . . . . . . . . . . . . . . . . . . . . 26
Which additional features would you like to
see in SharePoint? . . . . . . . . . . . . . . . . . . . . . . . 26
Appendix 4 - 3rd Party Add-on Usage:
3rd Part y Add-on U sage . . . . . . . . . . . . . . . 27
Original Drivers and Outcomes:
Underwritten in part by:
Original Drivers and Outcomes . . . . . . . . . 8
Adlib . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Axceler . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Ongoing Issues, Future Strategies
and Spend Predictions:
Ongoing Issues, Future Strat egies
and Spend Predictions . . . . . . . . . . . . . . . . . 13
3rd Party Add-ons . . . . . . . . . . . . . . . . . . . . . . . . 15
Spend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
EMC Corporation . . . . . . . . . . . . . . . . . . . . . . . . 29
IBM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
The SharePoint Puzzle
SharePoint Adoption and Other ECM
Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Appendix 3 - Open Questions:
- adding the missing pieces
SharePoint Adoption and Other
ECM Systems:
Igloo Software . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
KnowledgeLake. . . . . . . . . . . . . . . . . . . . . . . . . . 30
Kofax, Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
OpenText . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Portal Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Conclusion and Recommendations:
Conclusion . . . . . . . . . . . . . . . . . . . . .18
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Appendix 2 - Flavors of SharePoint:
About the R esearch . . . . . . . . . . . . . . . . . . . . 1
Watch
About the Research:
Qorus Software . . . . . . . . . . . . . . . . . . . . . . . . . . 32
AIIM Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Recommendations . . . . . . . . . . . . . . . . . . . . . . .19
References . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Appendix 1 - Survey Demographics:
Survey Demographics . . . . . . . . . . . . . . . . . 20
Survey Background . . . . . . . . . . . . . . . . . . . . . . . 20
Organizational Size . . . . . . . . . . . . . . . . . . . . . . . 20
Geography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Industry Sector . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Job Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
© 2012 AIIM - The Global Community of Information Professionals
3
Introduction
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However, whilst a Swiss army knife is useful because it has many different tools, none of those would
normally be the tool of choice for a professional in any single area: opening a bottle of wine with the mini
corkscrew might be fine once in a while, but a sommelier opening 30 bottles a day would use a piece of
equipment built for much more frequent and rigorous use - stronger, easier to operate and more reliable.
Watch
SharePoint has evolved from a somewhat lowly position to become the Swiss army knife of corporate IT
departments, promising collaboration, team and project management, electronic content management
(ECM), intranets and portals, records management, and more - straight out-of-the-box, and with over
70% of organizations having deployed SharePoint in some form, it appears to be here to stay.
So does SharePoint resemble the Swiss army knife? Good if you want to do a bit of collaboration here
and there or a quick and easy intranet, but not quite robust enough for daily usage or enterprise-wide
deployment? Or is SharePoint the rightful choice as the multi-disciplined IT tool for today’s organization?
Many would argue that the sheer volume of 3rd party add-ons highlight that SharePoint is nothing more
than a Swiss army knife: a platform that requires users to plug-in “industry-strength” tools from external
suppliers in order to achieve the performance, functionality and robustness required.
Adoption & Ownership
n 28% of respondents have SharePoint in use across their whole workforce. 70% have at
n
n
n
n
n
The SharePoint Puzzle
Key Findings
- adding the missing pieces
In this report we explore these questions, collectively described as “the SharePoint puzzle”. We look at
why organizations selected SharePoint in the first place, how it has performed against expectations,
which parts of SharePoint businesses are using for ECM, collaboration, social, and business process
management (BPM), and where gaps have been identified. We explore how organizations are adding
these missing pieces with SharePoint add-ons, 3rd party extensions and cloud services. Finally we look
at spend predictions for SharePoint-related software and services in the coming 12 months.
least half of their staff using it once a week or more.
Internal collaboration, file-share replacement and web port al/intranet are the primary
reasons that users initially implement SharePoint. Live document management figures as a
prime reason for only 19%, although 78% now use it in this way.
68% of SharePoint implementation decisions are made by the CIO/Head of IT, or an IT
manager. 8% are made by a business systems advisory board, and just 2% by Head of
Records/Compliance.
44% are using some form of ECM/DM alongside SharePoint. 70% are not using SharePoint
as their primary, enterprise-wide ECM system.
55% of respondents feel that it was the right decision to choose SharePoint. 9%
consider it was a poor decision, and 22% feel they have only achieved a basic deployment compared
to their original ambitions.
Difficulty of content migration and informat ion governance capabilit ies are given as
the biggest shortfalls in expectations. In terms of functionality, records management, workflow,
social tools and email integration are considered lacking in capability.
On-going Issues
n “Lack of ex pertise to max imize its usefulness” is given as the biggest on-going
business issue by 46%, followed by a lack of strategic plans on what to use it for.
n Governance of metadat a and dealing with site proliferation are given as t he biggest
on-going technical issues, along with missing functionality. SharePoint is also considered
to be technically difficult and takes longer than expected to roll out.
n Nearly half of respondents have reservations about repository scalability and
archiving. Over one third are concerned with SharePoint’s ability to meet their standards and
compliance requirements.
© 2012 AIIM - The Global Community of Information Professionals
4
Third-party products
n Over half (54%) are using or planning to use 3 rd party add-on products in order to
In dustry
Watch
enhance functionality. Only a third thinks they will stick with the vanilla product.
n Security and rights management, workflow design and management, and document
approvals are the most popular add-ons in place. Followed by project management,
advanced search and case management
n Mobile extensions, social feeds, automated document creation/rendition, and
document sharing/white-boarding are set to be high growth. Followed by records
management, classification governance, and digital signatures.
n Over half feel they would be 50% more productive with enhanced workflow, search,
information reporting, and automated document creation tools. Scanning and capture, case
management and social system add-ons would produce productivity improvements of 25% or more.
Deployment
n 18% are deploying some form of cloud-based SharePoint, but only 5% as Office 365.
n Spend is moving from SharePoint licenses to third-party add-ins, although both are set
SharePoint is rapidly becoming the multi-disciplined platform of choice for many organizations promising
ECM, records management, collaboration, search and more, straight out of the box. Our survey shows
that almost half of the respondents (43%) are using the current version of SharePoint, the 2010 release,
including 14% as a first use. This is a doubling from 21% (6% first use) from the AIIM SharePoint Industry
Watch in 20111.
In addition 20% are in the process of upgrading from 2007 to 2010. However, of note is the fact that over
quarter are using outdated versions of SharePoint (2007 and 2003) with no intention of upgrading – these
organizations are not only missing out on new functionality but are also operating on versions of the
platform which are soon to be unsupported: Microsoft will cease to support SharePoint 2007 in October
2012.
The SharePoint Puzzle
SharePoint Adoption and Other ECM Systems
- adding the missing pieces
to rise. Integration with other repositories is set for the biggest growth in spend.
A tiny 1% no longer make use of SharePoint.
Figure 1: How would you best describe the primary version of SharePoint that you have in production use? (N=484)
0%
5%
10%
15%
20%
25%
30%
35%
We have never used SharePoint
We no longer use SharePoint
SharePoint 2003
SharePoint 2007
SharePoint 2007 (but upgrading to 2010)
SharePoint 2010 (upgraded through 2007)
SharePoint 2010 (as a first use)
The 2011 SharePoint Industry Watch showed 85% planning to use the platform for some form document
management (DM) and a healthy 78% have now achieved this and are using SharePoint in some DM/ECM
0%
5% 10% 15% 20% 25% 30% 35% 40%
capacity.
Many
that SharePoint
is all conquering
in the ECM world and the figures above would suggest this
We believe
use SharePoint
for Collabora!on
and
Social
but
notconvert
ECM into exclusivity, with 70% NOT using SharePoint as their global
is true. However, usage
does
not
primary
ECM
– indeed
only
14% use SharePoint as their only ECM tool. This suggests that
We only
usesystem
SharePoint
for web
content
organizations
are
using
SharePoint
for
management/ intranet/ portalECM as a single-point tool, perhaps on a site-by-site basis for
project teams, as opposed to their corporate ECM repository.
We have no plans to use SharePoint
© 2012 AIIM - The Global Community of Information Professionals
We only use SharePoint for BPM and workflow
5
We have never used SharePoint
We no longer use SharePoint
SharePoint 2003
SharePoint 2007
The fact that
SharePoint
is not
the primary
repository does not necessarily discredit its usefulness as an
SharePoint
2007 (but
upgrading
to 2010)
ECM system: the federated search and connectivity functionality that SharePoint exposes, particularly
SharePoint 2010 (upgraded through 2007) 0%
5%
10%it a powerful
15%
20%
25%
30% stored
35%
when used in tandem with dedicated 3rd party add-ons,
still make
portal to
view data
SharePoint
2010
(as
a
first
use)
within other ECMWe
systems.
have never used SharePoint
We have no plans to use SharePoint
0%
5%
10%
15%
20%
25%
30%
35% 40%
5%
10%
15%
20%
25%
30%
35% 40%
0%
10%
20%
30%
40%
50%
TheWe
deployment
of SharePoint
across
an organization can take many forms ranging from a single site,
only use SharePoint
for BPM
and workflow
single system to multi-site, multi system and this is borne out by the spread of responses shown in figure
Enterprise-wide single system across mul!ple sites
3. However,
overused
half SharePoint
of the respondents
(57%)
We previously
for ECM but
no are deploying a single SharePoint system across the full
enterprise, with little variation
across
different
longer
do
Enterprise-wide single site company sizes. This firmly establishes SharePoint in the
“highly integrated” category when compared to most enterprise systems.
Islands
ofyou
SharePoint
connected
Figure 3: How
would
describe-your
deployment of SharePoint across the enterprise? (N=326, All SP users)
Islands of SharePoint – not interconnected 0%
10%
20%
30%
40%
The SharePoint Puzzle
We have
no plans
to use SharePoint
Almost half (44%)
of those
surveyed
are using some form of ECM/DM tool alongside SharePoint.
- adding the missing pieces
We only use SharePoint for BPM and workflow
We use SharePoint for Collabora!on and
Social but not ECM
We previously used SharePoint for ECM but no
We only use SharePoint for web
content
longer
do
management/ intranet/ portal
50%
Sporadic adop!on in some sites
Enterprise-wide single system across mul!ple sites
Prototyping/evalua!on
Enterprise-wide single site
S!ll in planning stage
Islands of SharePoint - connected
Other
Islands of SharePoint – not interconnected
Sporadic adop!on in some sites
Prototyping/evalua!on
% of organiza!ons
S!ll in planning stage
Other
Licensed
of organiza!ons
To counter suggestions that the practice of bundling%
Client
Access Licenses (CALs) with Microsoft
employees
servers paints an over-enthusiastic picture of the per-desk rollout across the enterprise, we asked about
“licensed and active” users. We found that over a quarter (28%) of businesses have achieved complete
(100%) rollout with all users having access and using SharePoint at least once per week, and 70% have
at least half at this level.
Patently not all are as enthusiastic, with around a third (30%) achieving usage rates of 25% or less.
Licensed
employees
© 2012 AIIM - The Global Community of Information Professionals
In dustry
SharePoint 2003
SharePoint 2007 0%
SharePoint 2007 (but upgrading to 2010)
We use SharePoint for Collabora!on and
SharePoint 2010 (upgraded
2007)
Social through
but not ECM
SharePoint 2010 (as a first use)
We only use SharePoint for web content
management/ intranet/ portal
Watch
Figure 2: How would
youlonger
describe
use of SharePoint as an ECM (Enterprise Content Management) system?
We no
useyour
SharePoint
(N=435, excl. 53 “SP not in active use”)
6
Prototyping/evalua!on
S!ll in planning stage
Other
Figure 4: What proportion of your office employees has licensed access to, and are currently active users of SharePoint,
(at least once per week)? (N=323, SP in use)
% of organiza!ons
5%
10%
20%
25%
30%
Watch
100%
90%
Licensed
employees
75%
In dustry
0%
50%
25%
10%
None
0%
20%
40%
60%
The SharePoint Puzzle
Figure 5: Who would you say is primarily in charge of your SharePoint system(s)? (N=327, All SP users)
- adding the missing pieces
The initial roll-out of SharePoint into an organization is a technical project and it appears that the ongoing
maintenance and management of the system remains with the IT department in the majority (66%) of
cases. Project and functional divisions are in charge of around a fifth of SharePoint systems, highlighting
the slow move away from IT ownership to business ownership. A key point to note is that compliance and
records management most certainly do not assume responsibility, even in those organizations where
SharePoint is the primary ECM system.
Central IT
Local IT
Governance commiee or project team
represenng user departments and IT
Funconal divisions (Markeng, R&D, HR)
Compliance, records or informaon management
department
Organizaon-wide/board level/CEO
No one is heading this up
0%
10%
20%
30%
40%
50%
60%
Internal collaboraon
File-share replacement
Web portal/intranet
Live document/content management
© 2012 AIIM - The Global Community of Information Professionals
Project Management
7
0%
20%
40%
60%
Central IT
Original Drivers and Outcomes
Local IT
Governance commiee or project team
Watch
The
collaborative
aspects
of SharePoint
were the strongest original driver for exactly half of our
Compliance,
records
or informaon
management
respondents, rising to 57% for the department
largest organizations, with 38% for the smallest. Web portal/intranet
(26%) and project management (13%) were also strong drivers but of more interest is the fact that
Organizaon-wide/board
SharePoint was
more often selected level/CEO
to be a file-share replacement than a live document/content
management system: this may well explain the usage of alternative ECM/DM solutions instead of, and
Nopreviously
one is heading
this up
alongside SharePoint as
described.
In dustry
Hindsight isrepresenng
deemed byuser
many
to be a wonderful
departments
and IT thing, so in order to understand the impact SharePoint
has within the business world we decided to look back at the reasons why the tool was selected, and
divisions to
(Markeng,
R&D, HR)
how theFunconal
reality compares
the expectation.
Despite internal collaboration being cited by half as a key driver, external collaboration was not
considered key, perhaps due to licensing challenges and costs related to extending SharePoint beyond
the firewall, or concerns about the security of such connections and co-working.
Figure 6: What were your two main reasons for implementing SharePoint? (Max TWO) (N=315)
20%
30%
40%
50%
60%
Internal collaboraon
File-share replacement
Web portal/intranet
Live document/content management
Project Management
Document archiving/records management
External collaboraon
The SharePoint Puzzle
10%
- adding the missing pieces
0%
Business Process Management (BPM)
Public web management
No choice/Company-wide rollout
Don't know / Other
The decision to implement SharePoint has been made in over two thirds (68%) of organizations by IT: the
CIO, Head of IT or IT Manager. This begs the question of how closely such an implementation was
aligned to corporate planning and strategy given that an advisory board were only involved in 8% of the
decisions: whilst IT are more than capable of technically implementing SharePoint, its integration into
Headtechnology,
of records/ and such decisions need to
other processes and systems has
an impact
Internal
project far beyond that ofcompliance
CEO
manager/
consultant
be made at board level with input
from
more than just the CIO. 2%
3%
5%
Other senior VP/
C-level/ Board level
6%
Departmental head/
LOB owner
8%
CIO/Head of IT
51%
Business systems
advisory board
8%
IT Manager
17%
© 2012 AIIM - The Global Community of Information Professionals
8
Don't know / Other
Document archiving/records management
External collaboraon
Business Process Management (BPM)
Figure 7: Who made the decision to implement SharePoint? (N=308)
Public web management
No choice/Company-wide rollout
CEO
3%
Head of records/
compliance
2%
Departmental head/
LOB owner
Internal8%
project
manager/ consultant
5%
CEO
3%
Watch
Other senior VP/
C-level/ Board level
6%
Head of records/
compliance
2%
In dustry
Internal project
Don't knowmanager/
/ Other consultant
5%
CIO/Head of IT
51%
Other seniorBusiness
VP/
systems
C-level/ Boardadvisory
level board
6%
8%
CIO/Head of IT
51%
We asked how well the usability aspects of SharePoint compared with expectations. Unfortunately the
majority
of users
were left largely wanting in most cases. “Amount of ongoing management” and “time to
Business
systems
advisory
boardareas where “exceeded expectations” came close to outweighing the “below
learn” are
the only
8%responses.
expectations”
-50% -40% -30% -20% -10% 0% 10% 20% 30% 40%
IT Manager
“Popularity with users” figured
strongly both above and below the line, with users obviously either loving
17% management
Amount
of ongoing
(17%) or hating (30%)
SharePoint.
Time to learn
Those areas that did not meet
expectations
included ease of content migration (net 34%), information
Popularity
with users
governance capabilities (net 26%)
and
time
to
Time to implementimplement (net 16%).
The SharePoint Puzzle
IT Manager
17%
- adding the missing pieces
Departmental head/
LOB owner
8%
Complexity
of inial
configuraon
Figure 8: How do the
various usability
aspects
of your SharePoint implementation compare with your expectations? (N=295)
Ease of use
Demands on IT infrastructure
-40% -30% -20% -10% 0%
Ability to perform core job-50%
funcons
Informaon
governance
capabilies
Amount of ongoing management
Ability to performTime
non-core
job funcons
to learn
Popularity withSpeed
users of system
Ease
of content migraon
Time
to implement
Complexity of inial configuraon
Ease of use
Demands on IT infrastructure
Ability to perform core job funcons
Informaon governance capabilies
Ability to perform non-core job funcons
Speed of system
Ease of content migraon
10% 20% 30% 40%
Below Expectaons
Below Expectaons
Exceed expectaons
Exceed expectaons
There are of course several ways in which to evaluate any system and SharePoint is no different. Whilst
usability did not fare particularly well, the functionality of SharePoint compared with expectations is a
mixed bag.
Certain aspects of SharePoint functionality such as internal collaboration (82%) and document/content
management (72%) are at least meeting expectations, as are to a lesser degree messaging (53%) and
external collaboration (44%).
© 2012 AIIM - The Global Community of Information Professionals
9
0%
20%
40%
60%
80%
100%
In dustry
Figure 9: How do the various functional aspects of your SharePoint implementation compare with your expectations?
(N=298, normalized for N/A)
Watch
However, there are functional areas where SharePoint does not meet expectations: records management,
email management/integration and social tools all disappoint around a third of users. Records managers
have long complained that SharePoint is not capable of properly managing records. However, new
functionality in SharePoint 2010, namely the Records Center has been introduced to counter these
arguments. It would appear that either it still does not deliver, users are unaware of it, or they are simply
not using it.
Internal collaboraon/team sites
Document/content management
External collaboraon/team sites
Messaging and communicaons
Records management
Email management/integraon
Social/social tools
Office 365/SharePoint in the cloud
Exceed expectaons
Meet expectaons
Below expectaons
The SharePoint Puzzle
Workflow/Business Process Management
- adding the missing pieces
Mobile/remote access
Appendix 2 provides a detailed analysis of how organizations are using SharePoint specifically for ECM,
Collaboration and Social, and BPM.
0%
10%
20%
30%
It’s one of the best decisions we’ve ever made
Given the somewhat negative comments with respect to usability and functionality, it may come as a
surprise to find that over
have
positive feelings about implementing SharePoint, although 24% admit
It washalf
a good
decision
that it “has been tough”. A further quarter have failed to deliver a system beyond basic deployment
despite high intentions, potentially due to limited/inadequate functionality within SharePoint or a lack of
It’s been tough but was sll the right decision
internal skills and expertise to maximize the facilities available.
We hadAlmost
high ambions
only achieved basic
1 in 10 but
felt have
that implementing
SharePoint was a bad decision including 3% who have moved away,
deployment
or are in the process of moving,
from SharePoint as a platform.
No feelings
either
way of company, although the smallest are most likely to consider it a
Feelings are very similar
across
all sizes
“best” decision with 11% of respondents, versus only 5% in larger companies.
It was a poor decision but we are stuck with it now
It was a poor decision and we have now/are looking
to move away from SharePoint
Other
0%
10%
20%
30%
40%
50%
Works well as basic system (struggle to use to full
potenal)
© 2012
AIIM -us
Thedown
Globalthe
Community
Information
Professionals
Taken
correctof road
of ECM
10
Office
365/SharePoint
in the cloud
Messaging
and communicaons
Mobile/remote
Exceed access
expectaons
Meet expectaons
Below expectaons
Workflow/Business Process Management
Figure 10: How would you describe your feelings now regarding implementing SharePoint? (N=310)
Records management
Email management/integraon0%
10%
20%
30%
Meet expectaons
Below expectaons
It’s been tough but was sll the right decision
We had high ambions but have only achieved basic
deployment
0%
10%
20%
Watch
Office 365/SharePoint in the cloud
It was a good decision
Exceed expectaons
In dustry
Social/social
tools
It’s one of the best decisions we’ve
ever made
30%
No feelings either way
It’s one of the best decisions we’ve ever made
No feelings either way
Forty-four
of organizations
feelwith
that ittheir
It was a percent
poor decision
but we are stuck
nowdecision to implement SharePoint was a good one
10%
20% to use
30%it to its40%
50% This
because it works well as a basic system, but they0%
admit that
they struggle
full potential.
It
was
a
poor
decision
and
we
have
now/are
looking
is hardly a glowing endorsement, although it could probably be said of any complex enterprise-level
Works well as basic system (struggle to use to full
to move
away for
from
SharePoint
system. This figure grows
to 50%
the
largest organizations (who might be expected to have better
potenal)
skills) versus 28% of the smallest.
Other
Taken us down the correct road of ECM
The SharePoint Puzzle
Other
We had high ambions but have only achieved basic
deployment
- adding the missing pieces
It was a poor decision but we are stuck with it now
It was a good decision
It was a poor decision and we have now/are looking
to move away from SharePoint
It’s been tough but was sll the right decision
However, around a third feel that SharePoint has taken them down the correct road of ECM and around a
quarterSlo!ed
find SharePoint
cost-effective
solution and that it has slotted into their overall strategic direction
in with ouraoverall
strategic direcon
Figure 11: Why do you feel your SharePoint implementation was a good decision? (Max three)
Cost-effecve way to
meet our
needsSharePoint was not a bad decision)
(N=262,
Deploying
0%
Useful tool for many process-driven applicaons
10%
20%
30%
40%
50%
Works well as basic system (struggle to use to full
Improved informaon governance and compliance
potenal)
It hasTaken
overcome
our internal
content
us down
the correct
road chaos
of ECM
Forces
to apply
taxonomy
and discipline
filing
Slo!ed
in with
our overall
strategic to
direcon
Integrates
well with other
content
systems
Cost-effecve
way to
meet our
needs
Use process-driven
it to drive whole
business
Useful tool for many
applicaons
Other
Improved informaon governance and compliance
It has overcome our internal content chaos
Forces to apply taxonomy and discipline to filing
0%
10%
20%
30%
40%
50%
Integrates well with other content systems
Isn’t strong enough in document/records
management/compliance
Use it to drive whole business
Management and governance
Other
Social/mobile elements are not strong enough
for us
doesn’t
extend well
outside the
firewall
© 2012 AIIM -ItThe
Global Community
of Information
Professionals
Does not match well with our other content
11
0%
10%
20%
30%
40%
50%
Cost-effecve way to meet our needs
Useful tool for many process-driven applicaons
Improved
and of
compliance
Of equalinformaon
interest aregovernance
the thoughts
those for whom the SharePoint implementation was not a good
In dustry
Integrates well with other content systems
Both groups of responses could potentially highlight one of the issues with solutions deployed centrally
by IT without sufficient
from
business
units: detailed user requirements for document and records
Use itinput
to drive
whole
business
management can be sometimes overlooked because “SharePoint does ECM” and the organization
wants a quick and easy collaboration portal.
Other
Watch
decision and responses fall into two camps: functional inadequacy and inability to deploy and exploit.
has overcome
internal content
Over aItthird
feels thatour
SharePoint
is not chaos
strong enough from a DM/RM/compliance perspective and a
quarter cited management and governance as the issue. The second group of responses focused on a
Forces
to apply taxonomy
and discipline
lack
of corporate
capabilities
in terms to
of filing
planning/executing (33%) and lack of skills to deploy properly
(17%) but also ongoing management and the ability to take it beyond a basic system (15%).
Figure 12: Why do you feel your SharePoint implementation was not a good decision? (Max two) (N=83, Deploying
SharePoint was not a good decision)
0%
10%
20%
30%
40%
50%
Isn’t strong enough in document/records
management/compliance
It doesn’t extend well outside the firewall
Does not match well with our other content
systems
We didn’t plan/execute the deployment properly
We didn’t/don’t have enough internal skills to
deploy it properly
It works OK as a basic system but we struggle to
take it further
The SharePoint Puzzle
Social/mobile elements are not strong enough
for us
- adding the missing pieces
Management and governance
It is too complex for us
It was not the correct strategic decision
Other
Despite believing that the move to SharePoint was a bad one around a third (38%) are planning on
sticking with the solution and making the best of it.
However, not all are so forgiving. Almost one fifth plan to move to a new ECM/DM system including 4% in
the cloud, 15% will go back to another existing system and 2% will give up on ECM altogether: a rather
radical and rash decision if based purely on the fact that the their SharePoint installation did not meet
expectations. Of more general concern is that over a quarter don’t know what their plan is now.
© 2012 AIIM - The Global Community of Information Professionals
12
Figure 13: What are your plans moving forward? (N=73, Deploying SharePoint was not a good decision)
0%
5% 10% 15% 20% 25% 30% 35% 40%
Watch
Retrench to an exisng ECM/DM system
Implement a new non-SharePoint on-premise
ECM/DM system
Implement a new Cloud-based ECM/DM/contentsharing system
In dustry
Sck with SharePoint and make the best of it
Give up on ECM and sck with file shares
0%
Don’t know/Other
5% 10% 15% 20% 25% 30% 35% 40%
Sck with SharePoint and make the best of it
50%
Lack ofthrough
expersethe
to process
maximize
its usefulness
sharing
system
Having gone
(and
some would say the pain) of implementing SharePoint as a
solution
thestrategic
majority
of organizations
continue with its use, but that does not mean that this
Lack of
plans
on what to useplan
it for,toand
Giveisup
on ECMissues.
and sck with filewhat
shares
not to
approach
without
Resistance from users: commi!ng their
The most prevalent
of the
business
related issues is the lack of expertise within organizations to be able
documents
to SharePoint
Don’t know/Other
to get
the
best
from
SharePoint,
with
almost half (46%) feeling this pain. Over a third lack strategic plans
Resistance from users: joining, and contribung
of what to (and what to,
notcollaboraon/social
to) use SharePointareas
for, and around quarter are finding user resistance in both
committing documents and contributing to collaboration areas.
The SharePoint Puzzle
Ongoing
Implement a newIssues,
non-SharePointFuture
on-premise Strategies and Spend
0%
10%
20%
30%
40%
ECM/DM system
Predictions
Implement a new Cloud-based ECM/DM/content-
- adding the missing pieces
Retrench to an exisng ECM/DM system
Managing process change
Figure 14: What would you say are your biggest on-going business issues with your SharePoint system? (Max three) (N=310)
Managing SharePoint within the bounds of our
centralized informaon policy
0%
Not doing as much as we planned at the outset
Lack of experse to maximize its usefulness
Matching our business processes to SharePoint
workflows
Lack of strategic plans on what to use it for,
and
what not to
None of these/Other, please specify
Resistance from users: commi!ng their
documents to SharePoint
Resistance from users: joining, and contribung
to, collaboraon/social areas
10%
20%
30%
40%
50%
Managing process change
Managing SharePoint within the bounds of our
centralized informaon policy
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Governance:
mgtasofwe
metadata
taxonomies
Not
doing as much
planned and
at the
outset
Governance:
mgt of to
siteSharePoint
proliferaon
Matching our
business processes
workflows
Missing funconality
None
of
these/Other,
please specify
Taking longer than expected
to roll out
Technically more difficult than expected
administraon
The technical on-going areasSite
of pain
for users are largely focused on governance and missing
migraon
functionality. The managementContent
of metadata
and taxonomies is a problem for 41% of respondents and
30% are struggling
with
the
management
of
site proliferation: both of these issues build on earlier findings
Scalability / infrastructure requirements
relating to lack of expertise to manage SharePoint moving forward.
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Re-implemenng custom for new releases
Integraon
with our
exisng
systems
Governance:
mgt
of Community
metadata
taxonomies
© 2012 AIIM - The
Global
ofand
Information
Professionals
Linking
and integraon
of imaging
systems
Governance:
mgt of site
proliferaon
13
Lack of
to maximize
itsthe
usefulness
Not doing
asexperse
much as we
planned at
outset
Lack of strategic
plans processes
on what totouse
it for, and
Matching
our business
SharePoint
what not to
workflows
Resistance from users: commi!ng their
None of these/Other,
specify
documentsplease
to SharePoint
Missing, or limited, functionality
is addressed
in detail in the Flavors of SharePoint section (Appendix 2)
Resistance from users: joining, and contribung
but a quarter of respondents
reinforce
that
feeling
here.
to, collaboraon/social areas
Figure 15: What would you say are your biggest on-going technical issues with your SharePoint system? (Max three)
Managing process change
(N=310)
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
Missing funconality
None of these/Other,
please specify
In dustry
Not doing as much as we planned at the outset
Governance: mgt of metadata and taxonomies
Matching our business processes to SharePoint
workflows
Governance: mgt of site proliferaon
Watch
Managing SharePoint within the bounds of our
centralized informaon policy
Taking longer than expected to roll out
Technically more difficult than expected
Site administraon
Content migraon
Scalability / infrastructure requirements
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
None
of these/Other
Taking longer than
expected
to roll out
Technically more difficult than expected
Site administraon
Faced with a SharePoint implementation that, whilst not fully performing to the desired standard, is firmly
bedded into the organization, Content
a quartermigraon
have decided to solve their own SharePoint puzzle by enhancing
or extending
the platform
by meansrequirements
of in-house custom development or configuration. This approach,
Scalability
/ infrastructure
although
understandable,
is notfor
thenew
bestreleases
practice advice, given the support issues with custom
Re-implemenng
custom
development of any type.
Integraon with our exisng systems
We asked
which
featuressystems
users would like to see in SharePoint. A word-cloud showing the
Linking
andnew/additional
integraon of imaging
responses is shown in Appendix 3.
None of these/Other
0%
5% purchase
10% a15%
20%add-on
25%to fill30%
any gaps in
An almost equal number (23%) will follow best practice
and
3rd party
The SharePoint Puzzle
Linking and integraonMissing
of imaging
systems
funconality
- adding the missing pieces
Re-implemenng
custom for
new
releases
Governance:
mgt of metadata
and
taxonomies
Integraon
with
our
systems
Governance:
mgt
ofexisng
site proliferaon
their deployment, making sure that the add-on supplier is well-established, has the ability to follow
Custom development/configuraon:
in-house
SharePoint’s
upgrade path and can provide
standards-based software.
Of concern are the 19%
who have
resource
Purchase
3rd no
party
add-on to do anything to improve their implementation. This may
reflect the fact that SharePoint “leaked” into the business without a business plan, and without
Do nothing
enough resource
consideration
being–don’t
given have
to on-going
enhancement. Or it may be that these organizations consider
SharePoint to be an application rather than a platform, overlooking the more expensive
Integrate to exisng 3rd party applicaon
consulting/enhancement/configuration/integration
costs generally related to platforms.
external
FigureCustom
16: Whatdevelopment/configuraon:
generally is your preferred strategy
to improve functionalities in your SharePoint implementation? (N=345)
consultants/developers/suppliers
Do nothing –happy with exisng
0%
5%
10%
15%
20%
25%
30%
Custom development/configuraon: in-house
Purchase 3rd party add-on
Do nothing –don’t have enough resource
Integrate to exisng 3rd party applicaon
Custom development/configuraon: external
consultants/developers/suppliers
Do nothing –happy with exisng
© 2012 AIIM - The Global Community of Information Professionals
14
Enhanced SharePoint functionality should lead to a more effective environment, whether by built-in functions,
custom developed tools or via 3rd party add-ons. The survey respondents concurred with this as over half feel
they would be 50% more productive with enhanced workflow design, search and information reporting tools.
The SharePoint Puzzle
- adding the missing pieces
Half or more of respondents feel that many of their processes would be 25-50% more effective or
productive with enhanced capabilities in workflow/BPM, search/analytics, document creation, scanning
and capture, case management and social/cloud collaboration.
3rd Party Add-ons
The approach Microsoft adopted when creating SharePoint was to provide out-of-the-box functionality in
many areas that would cater for the masses, but, somewhat uniquely at the time, also to encourage, 3rd
party developers to create plug-in components to extend the functionality -: perhaps a realization early on
that Microsoft did not have all of the pieces to complete the SharePoint jigsaw. The market for add-ons as
they are now known is huge and add-ons exist for areas as diverse as digital signatures, business
intelligence and meta-data management.
Over a third of organizations say they are using 3rd party add-ons with a further 15% planning to do so in the
next 12 months. Only 34% have no plans to make use of add-ons to extend SharePoint capabilities.
Figure 18: Do you use any 3rd-party add-on/integration products to improve the functionality of SharePoint? (N=270)
As discussed above, the range of add-ons available is enormous. The chart below plots a wide range of
add-on categories in terms of actual use, planned usage and the associated growth. The complete data are
shown for detail and completeness in Appendix 4 but overall it can be seen that the areas of particular
© 2012 AIIM - The Global Community of Information Professionals
In dustry
Figure 17: How much more effective/productive do you think your processes would be if you had access to enhanced versions of
the following (i.e. how much better than provided by SharePoint out of the box)? (N=345)
Watch
Enhanced cloud collaboration and social systems are also deemed to have 25% or better potential
improvement on productivity. These areas tend to lead to so-called soft improvements - increases that are
difficult to measure in financial terms but nonetheless have a large impact on the organization such as
improved morale and communication.
15
growth are largely social, mobile and collaborative but extensive growth is also forecast in records
management and automated document creation – all areas where respondents highlighted issues with the
SharePoint default functionality.
Firm plans in next 12 months
Watch
Using
% Growth
400%
350%
In dustry
Figure 19: Do you use any 3rd-party add-on/integration products to improve the functionality of SharePoint?
(N=270, capped at 400%)
300%
250%
200%
150%
Instant Messaging
Document Approvals
Security and rights management
Workflow management
Project/Case Management
Project management
Workflow design
Advanced/Federated Search
Scanning and capture
Forms proc – int electronic
Forms proc – from scanned
Lync Integraon
Case management
Storage management
Business intelligence/reporng
Workflow reporng
Business Intelligence/Analycs
Archiving (long-term content retenon)
Digital signatures
Improved interface to email systems
Enhanced user profiles/experse
Records management system
Classificaon/taxonomy management
Micro-blogging/acvity streams
Automated doc creaon/rendion
Enhanced doc sharing/whiteboarding
Social feeds/funcons
Mobile device extensions
0%
The SharePoint Puzzle
50%
- adding the missing pieces
100%
Predicted growth in the use of 3rd party automated document creation/rendition add-ons is forecast at
200%. Business intelligence functionality shows a 122% predicted growth.
Some have argued that issues relating to deployment and on-going management can be, at least
partially, solved by moving to a cloud-based SharePoint implementation. This may be true but over half of
our respondents have no such plans to do so.
Around quarter of organizations don’t know what their strategy is for cloud deployment, or potentially if
they even have one. This is not a huge surprise given the relatively recent introduction of applicable cloud
services but will be a figure to keep a close eye on over future SharePoint surveys.
Having said that, one fifth are deploying some form of hosted SharePoint including a lower than expected
5% planning to use Microsoft’s Office 365 (certainly when compared to predictions from Microsoft itself).
It should be noted that at the time this report was created, various aspects of the ability for non-US
organizations to legally store content subject to the Data Protection Act on US servers are still being
discussed. It is anticipated that should a legal precedent be set confirming that non-US data can be
legally stored on US servers this figure will grow.
© 2012 AIIM - The Global Community of Information Professionals
16
Figure 20: What is your strategy for deploying SharePoint in the cloud (ie, hosted off-premise)? (N=353)
0%
5%
10% 15% 20% 25% 30% 35%
Watch
We are very unlikely to adopt Cloud for any of our
ECM systems
Wait, but connue to review security and
reliability for cloud
We see no need to consider changing our onpremise SharePoint system
Move ahead with a mixed on-premise SP linked to
off-premise SP
We are consolidang our SharePoint farms as a
private cloud
0%
Ulize the Office 365 rental model from Microso
5%
10% 15% 20% 25% 30% 35%
31% single
plan to
maintainsystem
their level
spend on 3rd party add-ons with a further fifth spending more on these.
Create
SharePoint
as anofoff-premise
SharePoint
Training
model, hosted by a 3rd party
The SharePoint Puzzle
repositories
of
SharePoint
to other
repositories
Ulize
theIntegraon
Officeand
365SharePoint
rental
modeltraining.
from
Microso
- adding the missing pieces
Create single SharePoint system Don’t
as an off-premise
know
model, hosted by a 3rd party
We are very unlikely to adopt Cloud for any of our
ECM systems
Wait, but connue to review security and
reliability
for cloud
Predicted growth in the use
of 3rd party
social feeds/function add-ons is forecast at a massive 550%,
We see noleading
need toto
consider
ourofonpotentially
aroundchanging
a quarter
sites using social within SharePoint
premise SharePoint system
Move ahead with a mixed on-premise SP linked to
-20% -10%
0%
10%
20%
30%
40%
Spend
off-premise SP
Weaare
consolidang
ourrespondents
SharePoint farms
as a their SharePoint related spending plans with us. The outlook
As
final
analysis
our
shared
Internal
SharePoint
development/configuraon
private
cloud
all round is very positive with a third increasing spend on topics such as integration to external
Sales of SharePoint licenses is still growing at a strong rate, indicating that saturation point is far from
SharePoint Add-ons
being reach as yet in most organizations.
Figure 21: What is your proposed SharePoint-related spend in the following areas for the next 12 months compared to the
Internal SharePoint hardware
last 12 months? (N=345, excl. “same” line length indicates “We don’t spend anything on this.)
External SharePoint-related services
(eg consulng/development)
-20%
SharePoint licenses
-10%
0%
10%
20%
More
Less
30%
40%
Internal SharePoint development/configuraon
Hosted SharePoint services
Integraon of SharePoint to other repositories
SharePoint Training
SharePoint Add-ons
Internal SharePoint hardware
External SharePoint-related services
(eg consulng/development)
SharePoint licenses
Hosted SharePoint services
More
© 2012 AIIM - The Global Community of Information Professionals
In dustry
Don’t know
Less
17
Conclusion and Recommendations
In dustry
The majority feel that the decision to implement SharePoint was the right one, although many have
reservations about its scalability and long term archiving capabilities. Content migration has proved
difficult, information governance did not meet expectations, and overall, SharePoint is still considered
to be technically difficult to use and takes longer than expected to roll out.
Watch
Internal collaboration, file share replacement and the creation of an intranet/portal were the primary
drivers for SharePoint deployment, with Central IT making the original decision to implement the
solution and being responsible for on-going management. Deployment in many organizations is now
truly enterprise-wide, especially in small businesses, with over 70% having at least half of their staff
using SharePoint once a week or more. However, most are not using SharePoint as their primary
ECM system and almost half run alternative ECM systems alongside SharePoint.
Areas such as records management, workflow and social tools are considered to be lacking in
capability, indeed the use of SharePoint as a social tool does not appear to be gaining any traction −
most simply use the collaborative element as opposed to dedicated social tools.
Overall SharePoint will continue to dominate the multi-discipline platform market with its position and
strength being enhanced by the growing appreciation of it as a platform, not an application. As
organizations understand that SharePoint operates best as in this underlying platform mode,
providing baseline collaboration, ECM and portal facilities, the adoption and implementation of 3rd
party add-ons will blossom, to enhance capabilities specific to particular business needs.
The SharePoint Puzzle
From a business perspective, the lack of strategic planning for how to make the best use of
SharePoint is a major concern for organizations, as are lack of expertise to get the best out of the
platform, and a shortage of resources to enhance it. However, overall spend on SharePoint is set to
rise with integration to other repositories set for the biggest growth, and social functionality seeing
the largest growth as an add-on.
- adding the missing pieces
Meta-data governance and managing site proliferation are the biggest on-going technical issues and
a number are looking to resolve these issues by purchasing 3rd party add-ons in these areas as well
as workflow design and document approvals. Over half feel that they would be at least 50% more
productive with enhanced workflow, search, information reporting and document creation tools.
As such, successfully solving the SharePoint Puzzle for any given business needs to be a carefully
managed combination of corporate strategy, end-user ownership, IT implementation and 3rd party
enhancement.
Recommendations
n Understand the business reasons for wanting to deploy SharePoint in an organization.
− It’s not enough that IT can deploy it – what is the business driver?
n Plan your deployment carefully: discuss with IT, end-users and business owners.
− Engagement of end users throughout the process is critical – lack of contribution to the solution
once running can be fatal.
n Evaluate the key business functionality required of SharePoint.
− Then decide if vanilla SharePoint can deliver or if a 3rd party add-on is required.
n When selecting a 3rd party add-on look for:
− An established supplier.
− A standards based add-on (eg CMIS).
− Ongoing support and upgrade/migration roadmap for future releases of SharePoint.
© 2012 AIIM - The Global Community of Information Professionals
18
n Identify all of the external repositories and systems that SharePoint needs to connect to and ensure
that suitable connectivity can be created.
− Any such connectivity should be two way, read/write and fully conform to the security and
permission requirements of both sides.
− Migration away from the cloud-based service is an option.
− Legal aspects such as geographic data protection rules are fully conformed to.
n Budget for suitable levels of ongoing training spend to ensure your organization gets the best out of
In dustry
− Data connectivity between other (non) cloud applications is possible.
Watch
n If moving to a cloud-based SharePoint solution ensure that:
vanilla SharePoint.
n If required, call in expert consultants to identify suitable 3rd party add-ons to complement your existing
solution.
http://www.aiim.org/Research/Industry-Watch/SharePoint-2011
© 2012 AIIM - The Global Community of Information Professionals
The SharePoint Puzzle
1 AIIM SharePoint Industry Watch 2011 – “Using SharePoint for ECM”
- adding the missing pieces
References
19
Appendix 1: Survey Demographics
Survey Background
Survey respondents represent organizations of all sizes. Larger organizations over 5,000 employees
represent 38%, with mid-sized organizations of 500 to 5,000 employees also at 38%. Small-to-mid sized
organizations with 10 to 500 employees constitute 24%. Respondents (63) from organizations with less
than 10 employees or from suppliers of ECM products and services have been eliminated from the
results.
11-100 emps
6%
11-100 emps
6%
501-1,000
emps
501-1,000
10%
emps
10%
1,001-5,000
emps
1,001-5,000
28%
emps
28%
The SharePoint Puzzle
101-500
emps
101-500
18%
emps
18%
- adding the missing pieces
over 10,000
emps
over
24%10,000
emps
24%
5,001-10,000
emps
5,001-10,000
14%
emps
14%
In dustry
Organizational Size
Watch
551 individual members of the AIIM community took the survey between May 30 and June 25, 2012, using
a Web-based tool. Invitations to take the survey were sent via email to a selection of the 65,000 AIIM
community members.
Geography
71% of the participants are based in North America, with most of the remainder (18%) from Europe.
Asia/Far East
2%
Australasia/
Asia/Far EastCentral/
South Africa
S.America
2%
Australasia/
3%
Central/
2%
Middle South Africa
S.America
3%
East/Africa
2%
Middle
4%
East/Africa
W.
4%& E.
Europe
W.
6%& E.
Europe
6%
UK & Ireland
US
12%
57%
UK & Ireland
US
12%
57%
Canada
14%
Canada
14%
Media, Publishing,
Other
Web
Life Sciences, Agriculture Media,
Publishing, 7%
1%
2%
Other
Web
© 2012 AIIM - The Global Community of Information Professionals
Life Sciences, Agriculture
7%
1%
Professional2%
Services & Legal
Government &
Public Services Government &
Local/State
20
UK & Ireland
UK & Ireland
12%
12%
Industry Sector
US
US
57%
57%
Canada
Canada
14%
14%
Watch
The SharePoint Puzzle
- adding the missing pieces
Media, Publishing,
Media, Publishing,
Other
Web
Life Sciences, Agriculture
Other
Web
7%
1%
Life Sciences, 2%
Agriculture
Government &
7%
1%
Government
& 2%
Public Services
Professional
Public
Services Local/State
Professional
Services & Legal
Local/State
14%
Services 3%
& Legal
14%
3%
Pharmaceu!cal and
Government &
Pharmaceu!cal
Chemicalsand
Government
& Public
Services
Chemicals
3%
Public
Services
Na!onal
3%
Na!onal
7%
Charity, Not-for-profit
7%
Charity, Not-for-profit
3%
3%
IT & High Tech IT & High
notTech
ECMFinance/Banking
not ECM
4%
Finance/Banking
8%
4%
8%
Healthcare
Healthcare
4%
4%
Consultants
Consultants
Insurance
4%
Insurance
4%
6%
Retail, Transport,
6%
Retail,Real
Transport,
Estate
Real Estate
5%
5%
Educa!on
Educa!on
Mining, Oil & Gas
7%
Mining, Oil
7%
5%& Gas
U!li!es,
Power,
5%
Manufacturing, Engineering & U!li!es, Power,
Water, Telecoms
Manufacturing,
Aerospace Engineering
&
Construc!on
Water, Telecoms
7%
Aerospace
Construc!on
5%
5%
7%
5%
5%
Job Roles
37% of respondents are from IT, 30% have a records management or compliance role, 15% are line-ofbusiness managers, and 6% are SharePoint administrators.
Other
President, CEO,
Other
12%
President,
ManagingCEO,
Director 12%
Managing1%
Director
Records or document
1%
Records
or document
management
staff
Line-of-business
management
Line-of-business
19% staff
exec, dept head
19%
exec,
dept head
or process
owner
or process
6%owner
6%
Head of
Head
of
records/
records/
compliance/
compliance/
informa!on
informa!on
management
management
11%
11%
Consultant or
Consultant
or Project Manager
ProjectBusiness
Manager Business
8%
8%
SharePoint
SharePoint
administrator
administrator
6%
6%
Consultant or
Consultant
Projector
Project – IT
Manager
Manager
– IT
13%
13%
Systems
Systems
architect
architect
5%
5%
© 2012 AIIM - The Global Community of Information Professionals
Head of IT
Head 4%
of IT
4%
In dustry
Local and National Government together make up 21%, Finance, Banking and Insurance represent 14%
and Education 7%. The remaining sectors are fairly evenly split. To avoid bias, suppliers of ECM products
and services have been eliminated from all of the results.
IT staff
IT staff
15%
15%
21
Appendix 2: Flavors of SharePoint
Yes
No
ECM
70%
30%
Collaboration/Social
66%
34%
BPM
43%
57%
In dustry
Using For
Watch
The SharePoint platform has many different faces and potential uses: project sites, intranet portal, file
share replacement, etc. Users of these different flavors of SharePoint have very specific needs and will
use functionality particular to their own requirements. Around two thirds are using SharePoint for ECM
(70%) and collaboration (66%): although not necessarily both together. Just under half (43%) are making
use of business process management.
SharePoint for ECM
Over two thirds of respondents said that they are using SharePoint for electronic content management,
within which almost all (91%) are currently using so called “live document management” (check in/out)
and a further 5% are planning to. Almost as many (79%) also see SharePoint as a file share replacement.
SharePoint also continues not to be used for email management with almost two thirds (61%) having no
plans to use this capability. However, from a low starting point we shall see later that large growth is
expected in the use of 3rd party add-ons in this area: suggesting that the facilities provided by out-of-thebox SharePoint are not strong enough or are difficult to use.
Figure 22: How would you describe your use of SharePoint in the following areas?
(N=193, normalized for N/A)
0%
20%
40%
60%
80%
The SharePoint Puzzle
Less than half (40%) are using SharePoint for electronics records management (ERM) and/or long term
archiving but no further analysis was possible to determine if those not using SharePoint for these
purposes are using alternative products or whether these areas are being ignored.
- adding the missing pieces
Over half (55%) use some form of advanced or federated search within SharePoint
100%
Document management (check-in/check-out)
File share replacement
Advanced/Federated Search
Web content management – external/www
Electronic records management
Long term archiving
Scanned image management
Email management
Physical records management
Business Intelligence/Analy!cs
Widely used
Some use
Plan to use
Following on from the analysis of what ECM functionality is being used, we look at how satisfied users are
with these capabilities. Strong analogies can be made between the two result-sets with document
management and file share replacement at least partially satisfying three quarters of users: indeed over
half are completely satisfied with SharePoint0%
as a DM20%
tool.
40%
60%
80%
100%
Only one third (30%)Document
are completely
happy with the management of scanned images, and content
management
security and rights.
File share replacement
Only 20% are satisfied with long term archiving and records management (both electronic and physical),
Security and rights management
possibly due to SharePoint’s limited enterprise-wide experience and relatively new records management
functionality. A similar number (16%) were dissatisfied with using SharePoint as an email repository.
Advanced/Federated Search
© 2012 AIIM - The Global Community of Information Professionals
Scanned image management
Long term archiving
22
Figure 23: How well does SharePoint satisfy your needs in the following areas? (N=193, normalized for N/A)
0%
20%
40%
60%
80%
100%
Document management
Watch
Security and rights management
Web content management – external/www
Advanced/Federated Search
Scanned image management
In dustry
File share replacement
Long term archiving
Electronic records management 0%
20%
40%
60%
80%
100%
BusinessDocument
Intelligence/Analy!cs
management
Email
management
File share replacement
Physicaland
records
Security
rightsmanagement
management
Does not sa!sfy
Scanned image management
SharePoint for Collaboration/Social
Long term archiving
SharePoint has
been widely
touted
as a means to provide simple-to-deploy team and project sites, allowing
Electronic
records
management
simple sharing and collaboration for users, and indeed two thirds of our respondents are using it in this manner
Intelligence/Analy!cs
- within which Business
the majority
makes use of the basic collaboration/workspaces/team site facilities. Additionally well
Emailintranet
management
over half (60%) are deploying
content management by way of intranet/staff-facing sites.
Physical
recordsearlier,
management
Despite concerns
expressed
external sharing of content to users beyond the firewall is strong at 41%. An
additional 17% have plans to provide this in the future.
Completely sa!sfies
Par!ally sa!sfies
Does not sa!sfy
Despite the levels of adoption of various social media facilities and solutions within business as a whole, it
appears that vanilla SharePoint is not the preferred tool for social and is largely being used with a collaboration
focus: over half have no plans to use social messaging, mobile access or folksonomies, with social messaging
in wide-use in only 5% of sites.
The SharePoint Puzzle
Par!ally sa!sfies
- adding the missing pieces
Completely sa!sfies
Advanced/Federated Search
Figure 24: How would you describe your use of SharePoint in the following areas? (N=178)
0%
20%
40%
60%
80%
100%
Collabora!on/workspaces/team sites
Intranet content management – internal/stafffacing sites
Portal: company news site
Portal: connec!ons to other repositories
Extranet management – sharing of content
beyond the firewall
Plan to use
Profile pages
Blogs/forums/wikis
Social messaging
0%
20%
40%
60%
80%
100%
Mobile device access
Collabora!on/workspaces/team sites
Folksonomies (social content tagging)
Portal: company news site
Widely used
© 2012 AIIM - The Global Community of Information Professionals
Blogs/forums/wikis
Some use
Plan to use
23
Most organizations are fully or partially satisfied with their use of SharePoint in the collaboration, team &
portal site, and intranet content management areas. Given the high levels of deployment for exactly these
capabilities, SharePoint appears to be performing as expected for its collaboration aspects at least.
Figure 25: How well does SharePoint satisfy your needs in the following areas? (N=178, normalized for N/A)
0%
20%
40%
60%
80%
In dustry
SharePoint’s ability to connect to other repositories also comes in for criticism from a collaboration and
social perspective with only one fifth (22%) fully satisfied.
Watch
Unfortunately social needs are not being satisfied (less than 15% are completely satisfied with social
messaging, mobile access and folksonomies) quite possibly explaining why organizations have not
in this
deployed them and there is such a high predicted growth of 3rd party add-ons Plan
toarea.
use
100%
Collabora!on/workspaces/team sites
Portal: company news site
The SharePoint Puzzle
- adding the missing pieces
Intranet content management – internal/stafffacing sites
Blogs/forums/wikis
Profile pages
Portal: connec!ons to other repositories
Extranet management – sharing of content
beyond the firewall
Folksonomies (social content tagging)
Social messaging
Mobile device access
Completely sa!sfies
Par!ally sa!sfies
Does not sa!sfy
SharePoint for Document Creation/Workflow/Business Process Management
(BPM)
Less than half (43%) of organizations claim to be using BPM in SharePoint. However, that figure may be
artificially low, given that most SharePoint deployments make use of workflow to some degree.
Within those that do use BPM, there is almost universal (97%) use of workflow. A further three quarters
make use of document approvals (78%), in itself a form of workflow, and project management (71%).
Almost half have no plans to use SharePoint for forms processing.
© 2012 AIIM - The Global Community of Information Professionals
24
Figure 26: How would you describe your use of SharePoint in the following areas? (N=137, normalized for N/A)
0%
20%
40%
60%
80%
100%
Forms processing –internal electronic, e.g. HR,
expenses, etc
Document Approvals
Project
management
Business Process Management
(complex
process
management)
Workflow
Forms processing – from scanned
input,
internal/external
Forms processing –internal electronic, e.g. HR,
expenses, etc
Automated document creaon/rendion
0%
20%
40%
60%
80%
100%
Widely Used
Some Use
Plan to Use
Case Management
In a similar vein to social tools, BPM functionality within SharePoint is not completely satisfying our
respondents with no more than 25% completely satisfied with anything BPM related. However, in general
Business Intelligence/reporng
terms, most are partially satisfied even for topics such as business intelligence.
Those areas that do show dis-satisfaction include complex process management (11%), automated
0%Widely 20%
40% Use 60%Plan to80%
100%
Used
Some
document creation/rendition, also known as document
automation
or generation, (10%)Use
and forms
processing (9%). Once more, these correlate strongly with the areas not being widely used, again
begging the question as toDocument
whether Approvals
the SharePoint functionality in these areas is sufficient for the task in
most organizations.
The SharePoint Puzzle
Automated document creaon/rendion
- adding the missing pieces
Document Approvals
Case Management
Business Process Management (complex process
management)
Business Intelligence/reporng
Forms processing – from scanned input,
internal/external
Watch
Workflow
Workflow
Figure 27: How well does SharePoint satisfy your needs in the following areas? (N=137, normalized for N/A)
Forms processing – internal electronic, e.g.
HR, expenses, etc 0%
20%
40%
60%
80%
100%
Project management
Document
Approvals
Business Process Management (complex
Workflow
process management)
Forms
processing
– internal
electronic, e.g.
Automated
document
creaon/rendion
HR, expenses, etc
Forms processing – from scanned input,
Project
management
internal/external
Business Process
Management
(complex
Business
Intelligence/reporng
process management)
Case Management
Automated document creaon/rendion
Forms processing – from scanned input,
internal/external
Completely Sasfies
Parally Sasfies
Does Not Sasfy
Business Intelligence/reporng
Case Management
Completely Sasfies
© 2012 AIIM - The Global Community of Information Professionals
Parally Sasfies
In dustry
Project management
Does Not Sasfy
25
Appendix 3: Open Questions
Which additional features would you like to see in SharePoint?
In dustry
Watch
This question returned a vast range of responses, as visualized below in a word cloud, but topics such as
improved compliance and meta-data management, integration to other system, social and email
integration features, and management of physical records were frequently observed.
The SharePoint Puzzle
- adding the missing pieces
© 2012 AIIM - The Global Community of Information Professionals
26
Appendix 4: 3rd Party Add-on Usage
4%
22%
550.00%
Mobile device extensions
7%
27%
385.71%
Enhanced document sharing/whiteboarding
11%
27%
245.45%
Micro-blogging/activity streams
9%
19%
211.11%
Automated document creation/rendition
12%
24%
200.00%
Records management system
17%
32%
188.24%
Classification/taxonomy management
16%
29%
181.25%
Enhanced user profiles/expertise
15%
27%
180.00%
Integrated/improved interface to email systems
14%
23%
164.29%
Digital signatures
12%
19%
158.33%
Archiving (long-term retention of content)
18%
27%
150.00%
Business Intelligence/Analytics
15%
22%
146.67%
Workflow reporting
19%
26%
136.84%
Storage management (externalization of content)
18%
24%
133.33%
Business intelligence/reporting
18%
22%
122.22%
Lync Integration
19%
22%
115.79%
Case management
15%
16%
106.67%
Forms proc – from scanned, internal/external
15%
15%
100.00%
Scanning and capture
23%
21%
91.30%
Forms proc – int electronic, e.g. HR, expenses, etc
22%
20%
90.91%
Workflow design
30%
27%
90.00%
Advanced/Federated Search
28%
24%
85.71%
Project management
29%
24%
82.76%
Workflow management
33%
26%
78.79%
Project/Case Management
25%
18%
72.00%
Document Approvals
31%
22%
70.97%
Security and rights management
37%
20%
54.05%
Instant Messaging
25%
11%
44.00%
© 2012 AIIM - The Global Community of Information Professionals
The SharePoint Puzzle
Additional social feeds/functions
In dustry
Growth
- adding the missing pieces
Firm plans in
nex t 12
months
Watch
Using
27
UNDERWRITTEN IN PART BY
Adlib augments and enhances SharePoint with a seamless integration for document-to-PDF transformation that
enables the world’s largest organizations to improve the efficiency, quality and control of document intensive
business processes to optimize productivity, mitigate risk and reduce costs.
www.adlibsoftware.com
The SharePoint Puzzle
Adlib brings over a decade of expertise to help organizations reduce the financial exposure and risk of noncompliance with regulatory agencies; reduce IT costs by centralizing document transformation; and leverage
content-to-PDF as a shared service across the enterprise.
- adding the missing pieces
Adlib PDF is a server-based, document-to-PDF transformation solution that automates the conversion, assembly,
and enhancement of documents into searchable PDF or PDF/A for archiving. Adlib PDF easily converts images and
static documents such as photocopies and faxes into searchable electronic files using optical character recognition
(OCR). Not only can enterprises fully integrate Adlib PDF as part of an automated workflow but they can also
search and edit content, scale pages, merge documents and more. Adlib PDF is designed for demanding highvolume environments where the most accurate, scalable and highly available document-to-PDF transformation
services are required to improve business process automation company-wide.
Watch
A critical, yet often forgotten component which greatly improves SharePoint’s ability to behave like traditional ECM
solutions is document transformation; which automates the conversion of documents into searchable, accessible
and usable digital assets. Many ECM solutions already include document transformation capabilities, while
SharePoint leaves it as an optional third party add-on.
Axceler
Since 1994, Axceler has delivered award-winning products that enable enterprises to simplify, optimize and
secure their collaborative platforms. Today, Axceler is a global leader in managing SharePoint governance,
security, migration, reporting and analysis.
Among its numerous Microsoft SharePoint solutions, Axceler offers awarding-winning ControlPoint for
governance and administration, Davinci Migrator for migration from 2003 and 2007 environments to the
SharePoint 2010 platform, and FileLoader for migrating file share content to SharePoint while adding and
updating metadata.
ControlPoint provides enterprises with the best way to get control over a SharePoint environment, giving
SharePoint professionals the ability to manage permissions, copy sites, analyze activity, and much more.
Davinci Migrator is a best-of-breed migration solution for organizations upgrading SharePoint 2003 and 2007 to
SharePoint 2010.
Today, more than 2,000 organizations worldwide are using Axceler products to control and optimize their
SharePoint environments. Headquartered in Woburn, MA, USA, Axceler maintains offices in Seattle, Los
Angeles, London and Sydney. For more information visit www.axceler.com, or follow us on Twitter at @Axceler.
www.axceler.com
© 2012 AIIM - The Global Community of Information Professionals
In dustry
Adlib
28
EMC cloud solutions are helping millions to realize the benefits of managing, delivering, and consuming IT services
via public, private, and hybrid cloud infrastructures. Fully virtualized EMC architectures provide secure control over
cloud-based data and applications, while reducing costs and expanding the ways people access, manage, and
interact with information.
Watch
EMC Corporation is the world’s leading developer and provider of information infrastructure technologies. We
provide organizations of all sizes and across all industries with the products, services, and solutions they need to
manage data growth and get the greatest value from information.
In dustry
EMC Corporation
It’s a new era for enterprise content and the role of information and its usage is under constant change. Traditional
enterprise content management needs have also transformed and organizations are looking for innovative ways to
capitalize on this new information experience. The EMC Documentum family of advanced enterprise content
management solutions provides a comprehensive, fully unified software platform that allows organizations to
manage and leverage content in a cost-effective, controlled manner while providing secured access and re-use
across the enterprise.
The SharePoint Puzzle
www.emc.com
- adding the missing pieces
Critical to this new shift is a focus on enterprise compliance and an emphasis on content security, strong
authentication and advanced rights management for information both at rest and in motion. The family of
advanced enterprise content management solutions leverage and extend Microsoft SharePoint capabilities that
allow customers to use the familiar SharePoint interfaces to access business processes, workflows and content. In
addition, organizations can scale SharePoint to accommodate information governance, mitigate risk associated
with content within the enterprise, and reduce administrative and infrastructure costs while enabling SharePoint to
improve content visibility. To meet these new information challenges and to support everyday business needs,
EMC’s unified ECM platform includes mobile and social collaboration, case management, business process
management, web content management, document capture, customer communications management,
compliance, and archiving.
IBM
IBM ECM provides improved workforce effectiveness by enabling companies to transform their business processes;
access and manage all forms of content; secure and control information related to compliance needs, and optimize
the infrastructure required to deliver content anywhere at anytime.
IBM ECM automates and streamlines all records-based activities, eliminates burdensome end-user participation,
enforcing compliance and creating business advantage while reducing the cost of compliance and risk
management through the delivery of an integrated, open platform that provides interoperability with the widest
selection of IT systems, thereby reducing costs and improving efficiency.
www.ibm.com/software/ecm
© 2012 AIIM - The Global Community of Information Professionals
29
SharePoint is a powerful platform, but often requires experienced architects, third-party add-ons and
consultants to configure the application to meet the changing needs of the business. Plus, with the difficulty
finding talent, the time required for customization and the heavy project expectations on IT, it is commonly used
as just a basic file-share.
Watch
Igloo is a web-based platform for collaborating at work. It’s a digital workplace that supports internal
collaboration, as a social intranet, or external collaboration, as a customer community or partner portal. And, it’s
easy to use and easy to configure, even for the most non-technical of users.
In dustry
Igloo Software
That’s where Igloo comes in. It is the best way for a resource-constrained IT team to augment their
implementation of SharePoint in order to solve three fundamental challenges:
• External collaboration: Igloo is often a convenient alternative for supporting collaboration outside the firewall.
As a cloud solution, Igloo simplifies licensing, access control and does not require shared infrastructure or
remote access to the corporate network.
To learn more about Igloo’s social business solutions, including how to complement your investment in
SharePoint, visit www.igloosoftware.com/sharepointpain.
www.igloosoftware.com
The SharePoint Puzzle
• Mobile collaboration: Igloo is a great option for supporting virtual teams and increasing your mobile workforce
productivity. Whether you work on a PC, iPad or smartphone, you can access Igloo with just a web browser or
through the mobile companion for iOS, Android and BlackBerry.
- adding the missing pieces
• Social collaboration: Igloo was social from the start and is frequently used for ad hoc collaboration either
company-wide or within a department. On the other hand, SharePoint is frequently used for more structured
internal collaboration or as a file-share replacement.
KnowledgeLake
KnowledgeLake is 100% focused on creating products and solutions that extend the capabilities of Microsoft
SharePoint
To compete and thrive in today’s highly competitive and regulated industries, organizations need effective ways to
securely capture, exchange and manage the information generated and contained in paper and electronic
documents and to do this in a cost effective, efficient way. KnowledgeLake provides an affordable, platform based
solution for managing your company’s unstructured content within SharePoint.
KnowledgeLake solutions enable organizations in any industry to standardize on SharePoint as a powerful content
platform for building and deploying rich solutions that satisfy many diverse business workloads. Most importantly, the
KnowledgeLake solution is fully integrated with SharePoint; so it is easy to implement, easy to administer, presents
low risk and is cost effective.
KnowledgeLake’s strategic partner DICOM, is a market-leading distributer of document capture hardware and
software solutions in the EMEA region. DICOM offers a complete range of services and dedicated expertise to
support the growing international demand of the KnowledgeLake solution.
Our Products:
• Increases the usability of SharePoint by enabling users
to search existing SharePoint content or save and
index new content to SharePoint, from a powerful and
easy-to-use desktop application.
• Is a single, high-volume and comprehensive solution
for managing the capture of your enterprise content
using the Microsoft SharePoint platform.
• Is a scalable solution for searching, viewing, securing,
annotating and routing your company’s mission-critical
SharePoint content.
• Surfaces SharePoint content to business applications
to enable users to search, reference and archive
documents in SharePoint without leaving familiar
business applications.
www.knowledgelake.com
© 2012 AIIM - The Global Community of Information Professionals
30
The SharePoint Puzzle
- adding the missing pieces
www.kofax.com
Watch
Kofax, Inc, (LSE: KFX) is a leading provider of Capture Enabled BPMTM solutions. These award winning
solutions capture and streamline the flow of business critical information throughout an organization in a more
accurate, timely and cost effective manner, enabling our customers to be more responsive to their constituents
and better grow their businesses. Kofax solutions provide a rapid return on investment to thousands of
customers in banking, insurance, government, healthcare, business process outsourcing and other markets.
Kofax delivers these solutions through its own sales and service organization, and a global network of more than
800 authorized partners in more than 70 countries throughout the Americas, EMEA and Asia Pacific.
Kofax is Global ISV partner of Microsoft and Microsoft is Kofax’s strategic enterprise computing platform partner.
Capture Enabled BPM technology positions Kofax as dominant vendor in the Microsoft ecosystem—a position
that cannot be matched by our competitors in the marketplace. Kofax captures and delivers all information types
into Microsoft SharePoint and Office 365. In addition, Kofax TotalAgility can then manage the complete business
process in SharePoint, automating the entire process from beginning to end. Kofax manages the capture of
business critical information arising in paper, fax and electronic formats in an accurate, timely and cost effective
manner. Kofax automatically classifies captured information by type, converts it into structured electronic
information, validates it and delivers it to SharePoint libraries. Higher accuracy and better information and
metadata improve downstream business processes, reducing costs, processing time, errors and risk. It also
enables better decision making by harnessing accumulated knowledge, offering greater value to the
organization.
OpenText
OpenText is a global leader in developing enterprise-class content and process solutions for the Microsoft
SharePoint ecosystem, offering solutions that span archival, governance, document capture, faxing, records
management, business process management, case management, and more. Together with Microsoft, OpenText
helps enterprise customers improve security, boost innovation and gain a competitive advantage while reducing
costs through new efficiencies. OpenText’s unrivalled end-to-end support is anchored by the following solutions:
• OpenText Application Governance and • OpenText Process360 for SharePoint
Archiving for Microsoft SharePoint is
allows businesses to automate and
the only solution that combines all
optimize business critical content and
content sources for a sound
take advantage of enterprise process
Information Governance strategy,
applications delivered on top of
sophisticated site deployment,
SharePoint that also leverage other
Microsoft technologies for document
provisioning and management tools, a
framework for provisioning native
management, collaboration, user
SharePoint business applications with
interface design, and integrated
built-in compliance, storage
communications.
management and optimizations of
rapidly growing SharePoint
deployments and the ability to
integrate enterprise systems and other
content sources in a single solution.
• OpenText Capture for SharePoint is a
powerful and easy-to-use scan and
capture solution. It leverages
SharePoint as a seamless, single point
of access to scanned images and
documents. The solution provides the
ability to scan documents with high or
low volume scanners, index
documents, and bring them into
SharePoint. It is a fully automated
solution and delivers extended
document classification if required.
Documents can also be imported from
email servers, FTP servers, network file
shares, and even from Microsoft
SharePoint itself.
A Microsoft Gold Certified partner, OpenText has won numerous Microsoft partner awards, including 2011 and
2012 ISV Partner of the Year. To learn more about OpenText solutions for Microsoft SharePoint go to
www.bettertogethercentral.com.
www.opentext.com
© 2012 AIIM - The Global Community of Information Professionals
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Kofax, Inc.
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Our solutions span the development lifecycle — Advisory, User Experience, and Implementation. We provide
solutions for:
Portals a nd Colla bora ti on — As our name would imply, this is our bread and butter and our legacy. We
have designed and implemented dozens of portals to support intranets, extranets, and public facing
sites. SharePoint has served as the “canvas” upon which we have designed and implemented many highly
customized solutions. As solutions have evolved from online file share repositories to real time collaboration, we
are helping organizations understand and achieve what’s possible.
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Portal Solutions helps organizations share what they know and find what they need by connecting people, data,
and content. We focus on what drives user adoption to create solutions that people love to use.
In dustry
Portal Solutions
Soci al Enterprise — With the consumer adoption of social media continuing to grow, those consumers, who
are also employees, are expecting the same functionality in their business systems. The challenge for
corporations is how to tap into this openness and sharing to achieve overall business objectives while at the
same time being mindful of real technical, legal, and regulatory constraints that exist.
www.portalsolutions.net
The SharePoint Puzzle
An alytics — The problem with traditional approaches to Business Intelligence (BI) and analytics solutions has
been too much focus on complicated tools and analysis and not enough emphasis on finding answers to basic
questions. Having tools that capture and present historical data as well as provide forward looking “what-if”
capabilities enable more informed decision making in a world of uncertainty.
- adding the missing pieces
Search — Search solutions are a critical part of enhancing the overall user experience of any solution. Our
custom Search solutions go beyond out-of-the-box configuration to address custom user interfaces, metadata
management, and algorithm refinements in order to continue to improve search results so that users do less
searching and more “finding”.
Qorus Software
Qorus Software is a provider of document automation solutions for SharePoint. Qorus software extends
SharePoint and Microsoft Word and PowerPoint functionality to significantly reduce the time and effort required to
generate customized documents and presentations, such as sales proposals, financial reports, contracts, and
advisory reports.
Additional benefits include reduction in human error, adherence to corporate guidelines, and consistency in
branding, style and formatting of documents.
Qorus Software flagship product, Qorus DocGeneration, integrates with Microsoft SharePoint, Microsoft Word and
PowerPoint to empower users to dynamically generate complex, customized documents in minutes by
dynamically merging Microsoft Word and PowerPoint templates with live data and content stored in SharePoint,
CRM and other enterprise systems.
Qorus Software has further extended Qorus DocGeneration functionality with Qorus Breeze Proposals, a
document automation and collaboration solution developed to specifically meet the requirements of Bid
Managers, Proposal Managers and Sales teams to reduce the time and effort required to generate customized
proposals and to manage the RFP (Request for Proposal) response process. Qorus Breeze Proposals is built on
the proven Qorus DocGeneration framework that has been at the core of Qorus Software’s clients’ document
based business processes since 2008.
Generate better documents…faster!
Visit www.qorusdocs.com to schedule a demo.
© 2012 AIIM - The Global Community of Information Professionals
www.qorusdocs.com
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SharePoint for Collaboration
SharePoint for ECM
Microsoft provides product and technical training on
SharePoint, but a successful implementation requires
a strategy and structure for how to use SharePoint as
a collaboration platform.
Microsoft provides product and technical training on
SharePoint, but a successful implementation requires
a strategy and structure for how to share and manage
information. The SharePoint Training Program covers
global best practices for implementing SharePoint and
complementary solutions. Get the real story about
what’s possible with SharePoint 2007 and 2010, and
learn about solutions that complement SharePoint.
Learn :
Lea rn:
The SharePoint Puzzle
n The core capabilities of SharePoint 2010
n SharePoint 2010 functions and functionality for
sharing and managing content and records
n Planning content types, classification, search,
workflow and communities
n Planning the SharePoint architecture, site
provisioning, governance, administration and
maintenance
n Best practices for assessing, transitioning and
implementing SharePoint 2010 for managing
content and records
- adding the missing pieces
n The importance of collaboration and the value of
SharePoint 2010
n Specific collaborative capabilities offered through
SharePoint
n How to customize search and visualize data in
SharePoint
n How to integrate between SharePoint 2010, Office
2010, and Visio 2010
n Processes and methods for managing
collaborative processes using SharePoint
n Governance framework and responsibilities
n Change management requirements and
processes
n How to use SharePoint for process improvement
and execution
n How to create dashboards and monitor
processes
www.aiim.org/Training
AIIM (www.aiim.org) has been an advocate and supporter of information professionals for nearly 70 years. The
association mission is to ensure that information professionals understand the current and future challenges of
managing information assets in an era of social, mobile, cloud and big data. Founded in 1943, AIIM builds on a
strong heritage of research and member service. Today, AIIM is a global, non-profit organization that provides
independent research, education and certification programs to information professionals. AIIM represents the entire
information management community, with programs and content for practitioners, technology suppliers, integrators
and consultants.
© 2012
AIIM
1100 Wayne Avenue, Suite 1100
Silver Spring, MD 20910
+1 301.587.8202
www.aiim.org
AIIM Europe
The IT Centre, Lowesmoor Wharf
Worcester, WR1 2RR, UK
+44 (0)1905 727600
www.aiim.eu
© 2012 AIIM - The Global Community of Information Professionals
In dustry
Learn best practices for managing, collaborating, and sharing information on the SharePoint platform.
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Join more than 20,000 industry professionals trained by AIIM.
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