Thursday, July 09, 2015

10 Essential SharePoint Search Hints

Helpful syntax for SharePoint search – comparing SharePoint 2010 Foundation, SharePoint 2010 Enterprise, and SharePoint 2013.


sue hanley head shot


About | 

Susan Hanley is an independent consultant and Office 365 MVP. She specializes in helping organizations build effective portal and collaboration solutions using SharePoint as the primary platform. She is the co-author of Essential SharePoint 2013. You can find Sue’s speaking schedule, white papers, and conference presentations at

I'm on a mission - I want to make sure that all SharePoint guidance (or the other G-word, governance) plans include training about a key information literacy skill: the ability to execute an effective online search. Improving "findability" is a key outcome goal for most SharePoint deployments. We often talk about metadata as the key to improving findability. But, to paraphrase a common expression, it's not just about having all your fish tagged so that they can be found, it's still about teaching people how to fish. And, in the context of information literacy, teaching people how to fish means teaching people how to search.

Last week, I was at the SPTech Con conference in Boston. During one of the sessions, a presenter advised the audience to never use an underscore "_" character in file names because, if you do, SharePoint search won't be able to distinguish the individual words - so you won't be able to find your content. That comment made me very nervous because in this blog and in pretty much every governance plan I've written, I've recommended that you use the underscore in file names to avoid the %20 issue in hyperlinks. I recommend underscores over dashes "-" or hyphens because dashes often cause wrapping issues when a long hyperlink is sent in an email message. I spent the better part of two days asking every SharePoint MVP and expert I could find at the conference whether or not the underscore was a valid word breaker. About half the people I asked told me definitively that it was not a valid word breaker, and half said that they were pretty sure that it was. Searching on the internet gave very mixed messages as well. So, I ran some controlled tests to find out. The answer is that everyone is right - at least some of the time!
  • If you are using SharePoint Foundation, underscores are NOT a valid word breaker. If your file is named Sundance_Film_Festival.docx and you search for the word Film, you will not find your document. 
  • If you are using all other versions of SharePoint, underscores ARE a valid word breaker. If your file is named Sundance_Film_Festival.docx, you can search for any of the words Sundance, Film or Festival and you will get your document.
In the course of my research, I discovered a few unexpected things and some that were just plain confusing that I still haven't quite figured out. To supplement this blog post, I've created a white paper called Essential SharePoint Search Hints for 2010 and Beyond. The white paper takes the tips in this blog post and supplements them with screen shots comparing search results from the three different versions of SharePoint - SharePoint Foundation, SharePoint Enterprise and SharePoint 2013 Preview. They are different in some clear and some surprising ways. As you read (and hopefully, share) the hints, remember that these are only just some of the ways you can improve your ability to find the content you are looking for. I chose these tips because they are easy to remember and also because they translate outside of SharePoint. In other words, you can use them on Google or Bing or whichever is your favorite search engine.

One thing you'll notice in the white paper is that the most "user friendly" search results are absolutely in SharePoint 2013. Providing a better end-user search experience could be significant in your justification for migration. To help in the meantime, here are 10 search hints that will help your users get better search results now. (Note that the white paper has all of the content in this blog post plus more - and it's a little easier to read.)

The first three hints are about helping make search work in the first place. They are directed to content publishers and site owners. The remaining hints will help content finders once they've got a good foundation.

  • Use metadata to help search find content. Search engines in general use weighting algorithms to know whether the terms you are searching for match the items to be searched. If your term matches the terms in the File Name, Title, or other metadata, the item will usually be weighted higher than if the term is in the document text. That's one of many reasons to use metadata to organize your content.
  • Use meaningful file names and titles. File names and titles are very important metadata attributes. By default, SharePoint search results prominently feature the Title of a document. If Title is blank, results feature the file name.
    • If you are using SharePoint Foundation, please take a look at the file name recommendations in this post and ignore what I say about recommending underscores as word separators. Use dashes . (Spaces will also work, but they make for messy hyperlinks.)
    • For all other versions of SharePoint, use underscores "_" or dashes "-" to separate words in filenames. I prefer underscores for the reasons in the blog post referenced above, but either will work. Use spaces between words in Titles.
    • Do not "smush" words together without a separator in file names or titles for documents. If you do, the search engine won't recognize the separate words.
Use best bets. A great way to ensure that people can easily find the common things that you know they need in your organization is to create a directed best bet for them. Even if you are not monitoring search logs to identify candidate best bets (which you should be doing, by the way), I can promise you that you know something about what people need to find on your intranet. For example, if you have a library of contract templates, create a best bet that points directly to it. That way, when someone searches for contract templates, they will get to the right place first - without even having to know how to craft a better search or look through multiple results. At a consulting firm where I used to work, we knew that most of the time someone searched for the words "intranet strategy," they were looking for one or more of the following: a person who knew about creating an intranet strategy, an example of an intranet strategy deliverable, or an example of a proposal to create an intranet strategy for a client. In this example, we need a best bet that points to all three types of results - a link to the intranet strategy community of practice site (so all the experts can be found), a link to examples of really good intranet strategy deliverables, and a link to examples of successful intranet strategy proposals.

  • Use OR to expand your search to include more terms. One of the reasons that you may not get the results you are looking for in search is that you are not giving the search engine enough of a clue to find what you want. It's a good idea to use more than one word to search. If you don't get the results you want, try adding more terms to your search. To be certain that the search engine knows how you want to connect the terms, you must separate the words with an operator. For more results, the operator is probably "OR" - and you need to make sure that you capitalize OR. (By the way, this is true for Google as well, though Google will attempt to interpret whether you mean AND or OR, it doesn't always get it right.) It is always safest to capitalize your search operators.
  • Use AND to narrow your search results. Most search engines, including SharePoint, assume that two words together with no operator separating them implies AND as the operator. In other words, a search for apples pears is the same as apples AND pears. Get in the habit of including the operator - in capital letters or it will be ignored.
  • Use double quotes to find exact phrases. If you want to learn about "social media" and don't want a bunch of results that include documents that include the word social and media - but are not about "social media," put the term in double quotes - "social media." This tells the search engine to find the exact phrase inside the quotes.
  • Capitalization usually doesn't matter in search - except for Boolean operators.Searching for Dogs is the same as searching for dogs. But, searching for Dogs OR Cats is not the same as searching for Dogs or Cats. In the first case, you will find items referring either Dogs or Cats. In the second, you will most likely find content with both Dogs AND Cats in the content because "or" will be ignored and the default operator is AND.
  • Use property searches if you know for sure that a particular word is in the title or name of a document. You can use filename:value to search for words in the file name or Title:value to search for a term in the Title. Note: if Title is blank, the Title:value syntax will also look for the value of the file name. If Title is not blank, this query will only look at content in the TItle. This syntax is helpful to know because sometimes, you know for sure that a word is in the name of a document but you can't remember the entire document name. Using this syntax works in SharePoint Foundation as well as "higher" versions of SharePoint. If you search for filename:festival, you will find any document with the term festival or festivals in the file name. Search appears to be interpreting this phrase as "filename contains the letters in festival." If you search for filename:festivals, you will only get documents where the exact term "festivals" is in the filename. In other words, "filename contains all of the letters in festivals." However, just to make things confusing, in SharePoint 2013, searching for filename:festival does NOT return documents where the plural term "festivals" is in the title. You can read more about this in the white paper because this is where things got really confusing and I'm hoping to get some more experts to explain why.
  • Use a wildcard "*" if you want to be sure to get variations of the term you are looking for or if you are not sure about spelling. Out of the box with SharePoint 2010 search, stemming, the process of comparing the root forms of search terms to the content being searched is available but not turned on for most languages, including English. You can turn it on in the search results web part. I don't really know why it is disabled by default. Enabling stemming would allow a search for the word run to return values such as runs, ran, and running. Or, more importantly, a search for holiday to return company holidays. If stemming has not or can't be enabled in your environment, you can get similar - but not the exact same - results using a wildcard (the asterisk *). For example, you could type run* to get results that include runs and running. Or, type in holiday* to be sure you find company holidays. I would certainly work hard to get stemming turned on for search results - it is far more productive to return intuitive results than to make people remember my hints! But, if you can't make that happen, the wildcard search will help get better results. However, remember that there is a difference with wildcard versus stemming in search results. The run* search will not find results with the term "ran." I think Microsoft must have seen the light for this feature because in SharePoint 2013, stemming appears to be turned on by default.
  • Try again. There are two search scenarios that I see over and over again when I'm watching people use their intranets. The first is that they search for something and get no results. "See," they tell me, "I told you search doesn't work. I search and I never get any results." The second is that they get too many results. "See," they tell me, "I told you search doesn't work. I search and I get too many results." While it is totally possible that search is having challenges because of a failure to observe hints 1, 2, and 3, it is also possible that your search needs to be re-written using different terms or a different approach. That's where hints 4 -10 come in. I know that it would be great if search just knew what we wanted without having to write better queries. I think that the time for this is not too far way. But, for now, it's often helpful to take another pass at writing the query differently using one of the approaches recommended in this post.
As I said earlier, these are just a few of the hints that can help make you a better searcher. I picked these specifically because they are pretty easy to remember. In a future post, I'll share some more advanced query techniques. Or, if you want more hints now, you can always search for them!


Wednesday, July 08, 2015

How to Balance User Adoption With Security in Your Collaboration Project

How to Balance User Adoption With Security in Your Collaboration Project

Imagine that you’ve been asked to help plan the new children’s science center in your city. You are thrilled to be part of it because of how this new facility will enable your kids to collaborate, interact and learn. However, because of government regulation and concerns for the children’s welfare, when the facility opens there is heavy security around the place; everyone gets searched before they can enter.
Big lineups appear, there are restrictions on who can experience which exhibits, and hours of operation are very limited. After an initial high response, participation in the science center dwindles and fails. 
Enterprise Collaboration Faces the Same Dilemma 
This is a nightmare scenario, yet this happens in enterprise content management and collaboration projects. The initial intention is good: move unstructured content off file shares, out of inboxes and off hard drives into a centrally managed service, integrate it with enterprise systems and provide a rich environment for sharing content. However, because of concerns around risk, compliance and governance, the user experience gets eroded to the point that no one wants to use it. All too often, the whole thing gets scrapped.
There’s no doubt about the benefits of enterprise collaboration – if it works well. An October 2013 Aberdeen study of 126 organizations (“Enterprise Social Collaboration: The Collaborators Advantage”) found that respondents who identified social business collaboration as their top business goal saw significant improvement, as compared to those organizations that did not prioritize it. 
Collaborative Organizations Succeed
The study showed that collaborative organizations enjoy improvements in customer retention, employee productivity, employee satisfaction, sales cycle reduction and operational efficiency. This was reflected in year-over-year performance changes such as 55% greater increase in annual company revenue. This goes to show, there are compelling reasons for companies to provide their employees with effective collaboration tools, and often these are integrated into enterprise collaboration (ECM) platforms such as Microsoft SharePoint and Office 365.
Successful collaboration and content management projects require high user adoption because the content that is being captured and shared is generated and consumed by the employees themselves. Successful collaboration and content management projects, therefore, must get a high degree of user buy-in. Easy access to content whether the user is in the office, offline or on a mobile device is the top priority.
SharePoint User Adoption Still a Major Stumbling Block
Poor adoption by end users is still a huge concern in implementing ECM projects. A recent 2015 AIIM Industry Watch Report sponsored by Colligo entitled “Connecting and Optimizing SharePoint – Important Strategy Choices” highlighted that only 11% agreed with the statement “We have achieved all we planned and it is a success.” In fact, according to the study, 63% of SharePoint deployments are stalled or struggling to meet expectations.
When asked why their SharePoint projects were stalled or failed, respondents to the AIIM study cited several reasons and among the top was: “Users never really liked it or found it hard to use." Only 25% agreed with the statement “We have a good level of adoption and users like it.”
What Goes Wrong?
What’s getting in the way of user adoption? Often it is the degraded user experience as organizations need to apply necessary controls and restrictions for governance and security requirements. Some examples are:
  • Management of legal risk, which includes controls around data leakage but also management of stranded information that can become a problem in an e-discovery situation.  Some form of control must be exercised over the content being shared, particularly regarding what is sent to mobile devices, which are notoriously unsecure if not managed carefully. This makes it hard for users to move content between each other and between systems.
  • Encryption and authentication technologies generally need to be employed to reduce the threat of data loss and hacking. This can be confusing to the user, particularly if they have to remember multiple passwords and periodically re-authenticate.
  • In some industries governance and/or compliance are critical. This can include regulatory compliance such as HIPAA and SOX and rules surrounding the archival of all messages. Records management systems often require users to apply metadata to content that is being stored and that places an unacceptable burden on the end user. 
Business Users Expect a Simple and Intuitive Experience 
Users expect their business tools to make them more effective. When they use a new tool they ask “What’s in it for me?” If the user experience is poor, they quickly lose interest and find another way to do their work.
In fact, this has been the reason that file sharing tools, like Dropbox, are making their way into large organizations – whether IT likes it or not. These tools are designed specifically to make it easy for users to share information without the annoyance of enterprise controls.
And there’s the dichotomy: on the one hand, organizations need to gain high user adoption to achieve the benefits of improved collaboration and on the other hand, they need to secure and manage information in an era of growing threats. 
How to Solve the User Adoption Challenge 
Fortunately tools and techniques are emerging to help with this. Below are five things to think about when developing an enterprise collaboration solution that adheres to the security and governance requirements of your organization:

  • Clearly lay out the goals (KPIs) for performance improvements the business expects to achieve with the new collaboration system. Success will require that users adopt it; so setting an up-front goal for the level of user adoption is critical. This will also help to guide design tradeoffs later.
  • Get buy-in from senior management, and ensure they are vocal about it. Collaboration projects are about changing the way people work. Change management is hard and users won’t do it unless they have strong leadership.
  • Design mobility in from the beginning, not as an afterthought. With careful planning, mobile tools can provide the expected productivity gains while being secure.
  • Design information governance policies into the solution up-front. Consider using tools that can help users adhere to governance policies. If records management is a requirement, for example, choose a solution that makes the application of metadata easy. Users will do the right thing if it’s easy to do.
  • Choose a platform that helps IT to effectively target and monitor usage of content, on mobile devices and desktops alike. This will provide much needed user adoption data, enabling you to balance the user experience with security. 
Modern enterprise collaboration and ECM tools are capable of delivering high impact to an organization, but the user experience needs to be carefully managed to gain the benefits. To succeed, user experience (UX) needs to be top of the list of any planned ECM implementation, or the initial excitement around, and high response to, the new system will dwindle quickly and it’ll fail.
Fortunately there are strategies that can be employed to simultaneously deliver high impact with low risk, ensuring that your collaboration project is a resounding success. 
Barry Jinks is CEO of Colligo, a leading provider of data synchronization solutions for Microsoft SharePoint, Office 365 and OneDrive for Business.

Microsoft Taking a 'Cloud First' Approach with SharePoint 2016

Microsoft Taking a 'Cloud First' Approach with SharePoint 2016

SharePoint Server 2016 will be a very cloud/inspired product when commercially released next year.

That idea seemed to be the main theme of a recent SPBiz Conference keynote talk by Mark Kashman, a senior product manager at Microsoft on the SharePoint team. Kashman's June 17 talk, "SharePoint Vision and Roadmap," offered a high-level view of SharePoint Server 2016, explaining its Office 365 origins. Microsoft is planning a beta release of the new server at the end of this year, with product release planned for Q2 2016.

Microsoft's cloud services have been looming in the background of prior SharePoint Server releases. Kashman illustrated this concept with the following slide:

[Click on image for larger view.]Cloud support for Microsoft's SharePoint Server products. Source: 2015 SPBiz keynote.

Office 365 cloud services have played a role since SharePoint Server 2013, and they will do so going forward with SharePoint Server 2016. "Everything we're doing in Office 365 inspires the [SharePoint Server] product going forward, and you'll see this cadence continuing," Kashman explained.

Office 365 is Microsoft's fastest growing product yet, and SharePoint Online is a "huge" part of that, Kashman said. Some of the four workloads in SharePoint Online have been growing at a rate that's been beyond Microsoft's expectations. They've grown since last year at a "400 percent monthly active user rate," Kashman said. And across sites with OneDrive for Business, Microsoft is seeing a "300 percent year-over-year growth."

SharePoint Server 2016 will have a more unified end user experience across components, Kashman promised.

"As we brought in some of our acquisitions, as we brought in other elements, part of our focus was to make sure it felt like a unified experience across all of the workloads: social, enterprise content management, sites and portals, personal files and whatnot."
Instead of managing five to six servers, IT pros now manage one unified server experience with the new SharePoint Server, Kashman added.

SharePoint Behind the Scenes
Microsoft has been moving its various technologies into the cloud, with new services such as Delve, Clutter and Groups, which are becoming part of "a common experience layer," rather than hanging out in separate application silos. This concept also applies to Office add-ins. It all will be part of a common framework for Office 365 experiences. Microsoft is taking these technologies, along with scalability improvements, and pushing them into SharePoint Server 2016, Kashman said.  
Kashman also answered his own question, "What is SharePoint?"
"It can be all or one thing. You can have a great search experience across file servers and third-party repositories. Or you can stand it up for your company intranet, or for your core collaboration sites and tons and tons more with BI and all of the active development. But the core essence of where we are taking, and how we think about SharePoint, is we are continuing the standards of releasing on-premises versions every two or three years and innovating in the cloud, sometimes every day with fixes and security updates, but certainly on the cadence of every week, every month, every quarter, we're releasing updates, new features and sometimes new experiences."
Some Office 365 technologies aren't being labeled as SharePoint, but they basically use SharePoint, Kashman explained. He pointed to Office Delve, which surfaces organizational information using Microsoft's FAST enterprise search technology as well as Office Graph technology. Delve works with Clutter, an Exchange feature that's used to prioritize e-mail messages in Outlook. Microsoft also has an Office 365 Video service that takes info from Office Graph.
"So SharePoint, in essence, could be Delve, or it could your company portal on premises," Kashman said.
Portals, Search and Files
Kashman said that Microsoft will be adding technologies to SharePoint, not replacing them. He highlighted three improvements coming in SharePoint Server 2016, namely Next-Generation Portals, Search and Files.
Next-Generation Portals will have a simplified administration approach and it will be more personalized for end users. For instance, Next-Gen Portals will be connected to Yammer and will be mobile enabled. Microsoft will permit extensibility to these Next-Gen Portals for its partners to build upon, Kashman explained. He also later said that Microsoft will be building its "boards" feature into the Next-Gen Portals for knowledge management. The boards feature, based on Office Delve technology, lets end users organize content, such as documents related to a particular project.
Search improvements in SharePoint Server 2016 were equated with Delve, based on Office Graph technology. Delve will enable more personal discovery experiences for end users and will have governance controls for IT departments. There will be coming support for hybrid scenarios, too, namely organizations that combine the use of Office 365 services with SharePoint Server on premises. It's essentially SharePoint behind the scenes that powers Office Graph, Kashman explained.
Files in SharePoint 2016 will get improvements, which Kashman identified with OneDrive for Business. Previously, it was My Documents. The user experience is getting improved with OneDrive for Business. Mobile device management and data loss prevention capabilities are being added.
Converging Products
Microsoft has been converging its online and on-premises SharePoint products and now has "a more consistent code base," Kashman said. The new code base is helping to close the parity gap between the on-premises and online products.
Microsoft also has been taking learnings from its Office 365 massive-scale cloud operations and bringing it down to its on-premises product, he added. Microsoft has become more agile, with a goal of no downtime when patching its SharePoint Online service, and that concept is filtering down to the server product.
"What we do now in the cloud is when we patch or manage the system we take no downtime," Kashman said. "With [SharePoint Server] 2016 we introduced this concept of zero downtime and we're super excited about bringing that to you on premises."
Kashman's talk is available on demand at this page (sign-up required). Signing up also provides access to about 73 other SPBiz talks for a limited period of time.
About the Author
Kurt Mackie is senior news producer for the 1105 Enterprise Computing Group.

Wednesday, January 01, 2014

CMSWire's Top 20 Hits of 2013: SharePoint

Top 20
SharePoint was one of the topics that attracted a lot of interest in the past year — and just as much controversy. It seems everyone has a view on it and how it should be used.
However, there were three big subjects that dominated, and make up the lion’s share of our Top 20 this year: 1) SharePoint Online 2) SharePoint and Yammer and 3) SharePoint in Office 365. There were other issues too, like records management, search and how search is being used in the enterprise.

CMSWire's Top 20 Hits of 2013: SharePoint

CMS Report's Top Ten Content Management Stories of 2013

Submitted By Bryan Ruby

December 30, 2013

 A constant worry of mine as CMS Report's editor is that we won't have enough articles to publish and give you reason to visit this little site of ours. Luckily, authors and contributors with interest in content management systems constantly prove that such my worries are unnecessary. This year almost 900 articles were submitted to CMS Report. I can't tell you how grateful I am for every article that was submitted to our site. Of those 900 submissions, we deemed only 300 of those articles worthy to publish based on quality of the writing and whether we felt the story was of interest to our readers. So do you want to know which CMS stories were the best of the best? Below are the top ten stories of 2013 that we posted here at The stories in this list are ranked based on the rate they were viewed since the article first appeared online.

Top Ten Content Management Stories of 2013
1.Off Topic: Google Nexus 5 APN Settings for Consumer Cellular
2.End User Perspective: Drupal 8 Begins Making Headlines
3.Liferay Portal 6.2 Improves Mobility and WEM
4.Joomla! allows you to go your own way with Joomla Framework 1.0
5.The Best Drupal and Joomla Comparison of 2013
6.Top 10 Features Your Enterprise Intranet Can’t Do Without
7.OpenCms 9 Improves In-Place Editing and Device Support
8.CEO Corner: Open Source vs. Proprietary CMS
9.The CMS-Connected Review of Liferay Video
10.CEO Corner: Analyzing the CMS Analysts: Which one is right for you? I make no predictions for 2014.

I only wish for 2014 to be full of good surprises and a reflection of the hard work the content management community does on behalf of their employers, their clients, and their users. In the end, it's not the software or the articles that matter but the people involved to make this all happen. So as 2013 comes to a close, I wish a Happy New Year to everyone I know as well to everyone I will meet on the road ahead.

 Now, it is time to say "hello" to 2014!

Zia Consulting and Alfresco to Host ECM Renovation Roadshow

December 30, 2013 -- Zia Consulting and Alfresco to Host ECM Renovation Roadshow Boulder, Colorado (PRWEB) December 30, 2013 Zia Consulting, Inc., the leading provider of business solutions for the Content Connected Enterprise, announced today their plans to set out on an ECM Renovation Roadshow in partnership with Alfresco. These lunch and learn style events taking place in major cities across the country will include case study-based presentations on Zias newly packaged Enterprise Content Management (ECM) Renovation Solutions, developed across their dozens of successful deployments. Zia believes organizations across virtually every industry and level of government have costly and complex legacy ECM technologies that simply arent being used. The goal of their ECM Renovation Solutions is to provide organizations with the unique ability to match the wants of users--such as easy to use, collaborative, and mobile--with the needs of the enterprise--such as affordable, secure, and compliant. The concept focuses on three components of modernizing an ECM system: migration, automation, and integration. Zia and Alfresco are teaming up to present the ECM Renovation Roadshow where they will travel to numerous cities to introduce their ECM Renovation Solutions and present case studies about existing customers who are taking advantage of these solutions. During these lunchtime presentations, Zia will expand on the benefits of these modernization solutions, focusing specifically on the business value provided--from costs savings for a rapid ROI, to improving time to revenue through automation, to enhanced visibility into business critical analytics with reporting and BI capabilities.

Monday, April 29, 2013

Voordelen SharePoint

Als een organisatie een collaboration tool zoekt wat zijn dan de redenen om te kiezen vóór SharePoint:
1) Windows-gemak; organisaties kiezen massaal voor SharePoint omdat het naadloos aansluit bij de Windows-spullenboel die toch al in huis is op serverniveau. De Windows Office-applicatie is bij nagenoeg alle eindgebruikers geïnstalleerd. In veel gevallen kan op lokaal niveau met een gratis versie worden uitgetest hoe Sharepoint werkt, zonder veel extra inspanning. Tweederde van alle grote bedrijven heeft Sharepoint draaien, wat kleinere bedrijven het vertrouwen geeft dat zij met een dergelijk geaccepteerd product dan ook wel mee kunnen werken. In de marketing staat dit bekend onder het ‘me too'-effect.

2) Eenvoudig te implementeren; systeembeheer is nagenoeg niet nodig als er geen maatwerkoplossingen in gebruik zijn. Het is relatief eenvoudig om Sharepoint te laten draaien op een server en vrij te geven voor gebruik aan een groep gebruikers. Sharepoint is web based, wat betekent dat er voor de standaardfunctionaliteit geen installatie op de pc nodig is om de tool te kunnen gebruiken. In veel gevallen wordt de inrichting overgelaten aan de plaatselijke of afdelingspecifieke functioneel beheerder. Die kan zijn gang gaan om de voorkeuren van de groep gebruikers in de Sharepoint-site te verwerken en dat betekent meestal afscherming voor derden, geen directe koppeling met de Active Directory of LDAP van de organisatie en decentraal beheer van de informatie.

3) Snelle adoptie van de technologie; als gebruikers kennis hebben gemaakt met de eenvoudige manier van kennis en informatie delen in een groepspecifieke site, wordt dit vaak gezien als een verademing ten opzichte van ingewikkelde ecm-systemen. Om gebruik te kunnen maken van Sharepoint is het niet noodzakelijk om de gebruiker te vragen naar metadata, bewaartermijnen en degrelijke. De organisatie kan metadatavelden wel beschikbaar of verplicht stellen via de instellingen van Sharepoint. Het werkt gewoon snel en eenvoudig.

4) Voldoet aan de basisvoorwaarden voor het vastleggen van documenten: versiebeheer, workflow en toegangsrechten. Een groot probleem in organisaties was het vinden van de laatste en meest recente versie van een document. Tevens was de zorg om de toegang tot de informatie uitsluitend voor daartoe gerechtigden een punt. In Sharepoint kan de functioneel beheerder of zelfs de eigenaar van de lijst/site dit soort ongemakken op lokaal niveau snel oplossen.

5) Sharepoint faciliteert het samenwerken aan documenten in een team op een goede manier. Je kunt weliswaar niet standaard tegelijkertijd aan een document werken, maar om de beurt en kunnen zien wie wat heeft gedaan om te komen tot een gezamenlijk eindproduct is uiteindelijk het succes van dit product. Via een koppeling met Office Web Apps kan je wel synchroon werken, indien gewenst.

6) Standaard metadata uit Windows Office-documenten (auteur, titel, datum aanmaak, ...). Als gebruikers ergens een hekel aan hebben is het aan het extra kenmerken moeten meegeven aan documenten om het document later terug te kunnen vinden. De computer weet immers wie je bent en wanneer je iets aanmaakt. 'Waarom zou je deze gegevens dan zelf nog moeten ingeven?' is een veelgehoorde zucht van menig gebruiker. Sharepoint maakt daar handig gebruik van door de informatie te verwerken op de achtergrond in het document en dat inzichtelijk te maken bij het document. Hierdoor ontstaat een overzicht van wie wat heeft gedaan op welk moment met een document, een zogenaamde audit trail. Zo'n trail is een basisvoorwaarde om een begin te kunnen maken met informatiemanagement.

7) Sharepoint werkt. Dit klinkt misschien als een dooddoener, maar heel veel andere applicaties uit ecm-suites zijn zo complex dat de eindgebruiker op cursus moet, regelmatig fouten kan maken en die dus ook maakt, die vervolgens door een helpdesk opgelost moeten worden. De eindgebruiker die kennis en informatie deelt in één of enkele Sharepoint-sites zal snel zijn weg vinden, kan vanaf dag één aan de slag en vindt eigen documenten en dat van anderen snel binnen de sites terug.

Read more:

Friday, September 23, 2011

Uitdaging voor de gevestigde (waan)orde.

Uitdaging voor de gevestigde (waan)orde.
Expert van Computable voor het topic Cloud Computing
Meer Hoewel hier ook wanorde had kunnen staan, denk ik dat het beter past bij de situatie van vandaag de dag. De gevestigde orde van managers, kenniswerkers en anderen moet vanuit de management directieven natuurlijk gevestigd zijn op een aantal zaken zoals output, sales, productiviteit en efficiency.

Er is dan ook niemand die de huidige, onder hoge druk staande, overgebleven werknemer zal lastig vallen met de vraag of deze vindt dat hij of zij wel efficiënt werkt/kan werken aan de in het intro genoemde doelstellingen. Zelfs mensen , wiens beroep het is om wanorde te voorkomen en risico’s te managen, zoals controllers, risk managers en overige financials zijn niet bezig met het gereedschap waarmee zij orde in de chaos moeten scheppen. Dat terwijl de gehele organisatie vindt dat dit de personen bij uitstek zijn die ervoor moeten zorgen dat ceo en cfo 'in control' kunnen zijn.

Van deze mensen verwacht je, onuitgesproken, dat ze hun boeltje op orde hebben. Dat blijkt in de praktijk een waanidee te zijn, omdat volgens de normen van enkele jaren de boel op orde zou zijn, maar dit met de nieuwe ict-mogelijkheden niet meer aan de orde is. Wanorde zou dan kunnen worden gezegd, maar dat is weer een ander uiterste. De organisatie leeft dan in de waan dat alles op orde is. Er is dan sprake van de zogenaamde waanorde.

Tijd voor tools
Tijd om de echte tools, die orde scheppen in de steeds groter wordende hoeveelheid informatie(infobesitas) eens voor het voetlicht te brengen. Wist u dat iemand die vijf jaar bij dezelfde werkgever werkt gemiddeld zes tot acht muisklikken nodig heeft om een document uit het verleden te zoeken? En dat de kans om het dan te vinden niet eens 100 procent is! Dan hebben we het nog niet eens over het kostenaspect van het niet kunnen vinden van documenten.
Na mijn eerste 365 uren werkzaam te zijn geweest met Office 365 moet ik, van huis uit Financial met ict-kennis, bekennen dat ik ben gaan inzien dat Microsoft hier iets moois heeft neergezet. Sinds april 2011 werken wij met Office 365 en er is nog steeds sprake van Sharendipity, het gevoel dat je ieder dag iets nieuws kunt ontdekken in Office 365. Was het zo dat je met eerdere Sharepoint-versies al de beschikking had over de integratie met office-producten, de online-versie gaat nog een stap verder. Je hebt dan in de enterprise-versie de beschikking over Sharepoint-online, Exchange-online, Lync, Exel , Word, Powerpoint. Je hebt al je bestanden bij de hand en wie zal je missen als je vanuit huis je bestanden bijwerkt en upload?

De eerste maanden van de beta leverde nog al wat performance problemen op, maar gaandeweg richting de officiële launch verbeterde dit door de bijschakeling van resources. We werken nu dagelijks ruim tien uur online en de tijden dat de explorer herstart lijken bijna tot het verleden te horen. Wij merken dat ook de helpdesk van Office 365 op toeren komt en inmiddels veel ervaring heeft opgedaan.

De Sharepoint-online functionaliteit is op grote lijnen dezelfde als in de oude versie, hoewel je van tevoren even moet testen of je Sharepoint-template (wsp) direct op SP 2010 werkt. Niet alle site collection features die in enterprise Sharepoint aanwezig zijn zitten in bijvoorbeeld SharePoint 2010 foundation. Lync is ook prettig om mee te werken, al is het alleen al om de functionaliteit dat je in Outlook een bericht krijgt als je een Lync gesprek hebt gemist.

Read more:

Tuesday, July 05, 2011

Model that works even in turbulent times

Paul Taylor introduces a focus on outsourcing – used for flexibility, to harness new skills and cut costs

In the 25 years since such western multi­nationals as Eastman Kodak, GE, Citibank and American Express began to outsource their IT operations, the global IT services industry has grown into an $820bn behemoth and outsourcing has gone mainstream.

“Outsourcing is no longer a novel business tactic where companies are forced to farm out a function they cannot manage internally,” says Jagdish Dalal, managing director of the 110,000-member Inter­national Association of Outsourcing Professionals.

“Outsourcing is providing comp­anies with alternative business models, whereby they can manage a small but market-differentiating core while engaging expert third parties to perform the necessary work.

“This ‘atomic’ business model is helping them not only weather the [economic] storm, but create a market advantage – even in these turbulent times.”

Companies, big and small, also use outsourcing to give them flexibility as they expand their markets.

In March, Royal Haskoning, an Netherlands-based engineering and environmental consultancy, signed a multiyear, multimillion IT infrastructure outsourcing deal with India’s Tata Consultancy Services.

TCS is providing a full suite of IT infrastructure services, including a multilingual service desk, datacentre hosting and management, end-user computing services and application support services.

“Royal Haskoning is planning to grow, not only in our home countries but across emerging markets,” explains Eric Overvoorde, chief information officer.

“We face interesting challenges, so consistent experience of service delivery is essential for us to be successful.”

With TCS taking care of Royal Haskoning’s IT infrastructure, its management will be able to focus on business performance and international growth plans in Europe and elsewhere.

As Royal Haskoning demonstrates, IT outsourcing is no longer the preserve of big multinationals.

The market has expanded to embrace relatively small and medium-sized companies.

In the UK, for example, Everest, a provider of double glazed windows, wanted to upgrade its network and IT infrastructure but did not want to commit to a long-term deal.

“Initially, we needed a supplier with system expertise but with flexibility in its approach,” explains Dave Gordon, IT services manager. Last year, Everest selected Calyx, a UK-based independent managed service provider for the project.

“We agreed a one-year contract with Calyx that had the merit of minimal set-up costs,” says Mr Gordon.

“Once we had worked with Calyx for a while, its team’s ability to innovate while retaining a flexible approach in day-to-day operations was obvious.

“We have been pleased with the team’s input and extended the managed services agreement and this is helping us ensure enhanced wide area network (WAN) capabilities for our departmental users.”

In the past, outsourcing mainly focused on IT services, but one of the fastest areas of growth over the past decade has been business process outsourcing (BPO).

As with IT outsourcing, there are many reasons why companies such as Microsoft, the US software group, and pharmaceutical companies including AstraZeneca have chosen to hire external help with business processes.

Microsoft set out to re-engineer its global finance processes and operations under its ‘OneFinance initiative’, launched in 2006.

As part of this effort, the company outsourced back-office finance transactions in 95 countries to Accenture, the consultancy, under an agreement designed to promote a commitment to “mutual gains and performance improvements”.

More recently, in 2009, Genpact (the Indian BPO company that was spun out of GE) signed a five-year contract with AstraZeneca to provide the pharmaceutical group with global finance and accounting services, which it did not consider to be a “core competency”.

Tony Glynn, AstraZeneca’s senior director for transformation global transactional finance, explains: “We had entered into a period when the whole pharmaceutical industry was changing and getting ready for greater competition, more uncertainty around patent expiries and so forth.”

Mr Glynn initially identified some six BPO providers that could offer the transactional finance processing services that he was looking for and finally chose Genpact.

“We signed a contract in November 2009, and we are now about 80 per cent of the way through the transition of our activities across to Genpact,” he says.

Like most other big pharmaceutical companies, AstraZeneca has also outsourced much of its IT.

“We have also signed a contract to outsource some of or human resources work, and we’ve already done some selective outsourcing of some of our R&D work,” explains Mr Glynn.

Mr Dalal points out that the pharmaceutical industry is full of examples of companies that outsource their R&D activity for drug development.

On the other hand, he says: “real estate outsourcing provides companies with options for conserving their capital instead of investing in a building.” And IT departments have long used outsourcing to provide innovation and fill skills gaps.

“Manufacturing outsourcing [also] provides many examples of converting fixed cost base for production to a more variable cost basis,” he says.

A recent survey of more than 2,500 chief information officers conducted by PA Consulting and Harvey Nash, the recruitment business, reached similar conclusions.

While cost reduction was the rationale most often given for outsourcing, companies reported that the second most important reason was to to access skills not found in-house.

The same survey also underscores the growing popularity of IT outsourcing.

Almost a third of CIOs said they would spend up to a quarter of their entire IT budget this year on outsourced activity and more than one in 10 said they will spend 50 per cent of their budget on outsourcing.

Software application development remains the most popular outsourced activity, although external help/service desks are now being used by 40 per cent of CIOs worldwide.

Do companies also have an eye on the growth of enterprise cloud computing?

“Cloud computing is one form of outsourcing,” says Daryl Plummer, of Gartner, the research company.

“The difference is in the types of contracts and terms applied.

“In cloud computing, there is one contract that is applied to all customers in the same way.”

Mr Plummer believes cloud computing and traditional outsourcing will both continue to exist side by side.

“Some companies need the customised delivery of services that traditional outsourcers deliver.

“Some need more commoditised services at the large scale that cloud computing delivers.

“But as the cloud model continues to grow, it will steal more and more attention away from traditional outsourcing models.”

Copyright The Financial Times Limited 2011. You may share using our article tools.
Please don't cut articles from and redistribute by email or post to the web.

The IT department: Keep your strategic decisions on IT in-house, say experts

The IT department: Keep your strategic decisions on IT in-house, say experts
By Stephen Pritchard
With a plethora of suppliers queueing to provide IT services – from hardware maintenance to running complex software applications – keeping any IT expertise in-house may appear to be an unnecessary luxury.

Some businesses, mostly start-ups or smaller firms, are reporting that they have achieved significant cost savings by outsourcing all their IT. But the fact that these companies lack an IT department does not mean there is no one looking after technology.

“In an SME that is not very technical, and doesn’t make great use of IT, there still needs to be someone ensuring that it is run effectively and who manages the third-party providers,” says Jonathan Cooper-Bagnall, head of PA Consulting’s shared services and outsourcing practice.

“In mid-sized firms, even if there is not a chief information officer, there is likely to be someone in a mid-management role or a higher IT manager role who looks after the portfolio of suppliers, provides some support to the business and sets the direction.

“Even if there is no IT department, someone still has to be accountable, even if that accountability sits with the chief financial officer, or an operations director.”

In larger businesses, the size and scope of the IT department will depend on company policy on outsourcing and will also be an important factor in whether or not it is a success.

Although some have been able to drive down the operational costs of IT through outsourcing, others have found that this has come at a price.

Unless it is managed well, outsourcing can result in less flexible services and business processes. Organisations that have slimmed down their internal capabilities to the bare minimum and have handed control to an outsourcer, may find that their technology is no longer as able to respond to change.

For example, many older-style outsourcing contracts made few provisions for moving to new technologies, and adding capabilities can be costly.

Although companies are able to outsource services, they obviously cannot outsource all responsibility for IT – or its strategic direction.

“A lot of discussions [about the role of IT] are triggered when the IT department has not delivered, or the business feels it is not getting the response it needs,” says André Christensen, a principal with McKinsey & Company, the consultancy.

“But there are things you need to keep in-house, such as managing demand, and shaping your requirements. You can’t outsource that.” Outsourcing the role of the CIO, he says, “is very seldom the right answer”.

The more a business relies on IT for its competitive advantage, the more important it is to keep a core of IT capability in-house, to set strategy and to translate business requirements into IT supply contracts. Companies now need CIOs to be far more business focused.

“There are different levers you can pull in a business and IT is one,” says McKinsey’s Mr Christensen. “You don’t just hand over your business requirements to an outsourcer, and expect them to deliver.”


BAA: ‘A change in culture and a change in style’

By 2013 BAA, which owns six airports in the UK including London Heathrow, will have spent £400m ($657m) modernising that airport’s IT. A large part of that is being spent with outsourcers.

In March, BAA signed a £100m deal with Capgemini. The technology services firm will become the primary supplier of day-to-day IT for Heathrow; up to 200 BAA staff are expected to move to Capgemini during the contract.

Deals of this size and scope fell from favour during the recession, but according to Philip Langsdale, the chief information officer, it makes sense for BAA.

“There were three clear drivers for the outsourcing decision,” says Mr Langsdale. “We wanted to improve the quality and robustness of the service to IT users – we would not have contemplated it without better service quality. The second is a reduction in cost: we have achieved very significant reductions in operational costs and will continue to do that, as part of the outsourcing contract.

“And the third was a strong desire to transform our ability to improve Heathrow through the use of IT: we will provide more bandwidth and more capabilities.”

BAA has been reducing its own IT headcount for some time. The department employed 800 people not long ago, but with the Capgemini contract, this will drop to about 100.

Part of the reduction stems from the disposal of Gatwick – the UK’s second-largest airport – sold by BAA in 2009. Capgemini was involved in helping BAA to separate Gatwick and BAA’s IT systems – and the move to use smaller, more nimble technologies at BAA’s smaller UK sites.

But BAA says the reduction in staff numbers also reflects its view that the internal IT department should be about planning, sourcing and delivering, rather than building and running IT.

“Outsourcing is changing the skills profile of the internal IT organisation. We have to become a much more intelligent client, with much stronger strategic leadership,” Mr Langsdale notes.

Strategy is partly driven by BAA’s regulatory time frame, based on five-year plans.

Mr Langsdale’s team is currently working on the plan for 2013-18. In addition, the company has to work with the Civil Aviation Authority, air traffic control, the International Air Travel Authority, other airports and the airlines.

All this comes as BAA is trying to improve experiences for passengers at Heathrow, an airport designed during the second world war and now running very close to full capacity.

Although plans for a third runway have been shelved, a new terminal is being built – as a replacement for an existing terminal – and Heathrow is looking to technology to squeeze more out of the airport’s resources. IT for the new terminal will cost £200m.

“IT has an increasing part to play in delivering our results,” says Mr Langsdale. “What we build has to work in conjunction with the airlines and other stakeholders [but with outsourcing] we have to step back from micromanaging everything. It is a change in culture, and a change in style.”

Copyright The Financial Times Limited 2011. You may share using our article tools.
Please don't cut articles from and redistribute by email or post to the web.

Share ClipReprints Print
EmailPrinted from:

Print a single copy of this article for personal use. Contact us if you wish to print more to distribute to others.

© The Financial Times Ltd 2011 FT and ‘Financial Times’ are trademarks of The Financial Times Ltd. Privacy policy | Terms | Copyright

Story of the week: Social networking

Story of the week: Social networking
July 3, 2011 9:43 pm by Maryam Nabi .0 0.In the world of social networking, it was out with the old and in with the new last week. Google unveiled its latest crack at the market, while News Corp said goodbye to MySpace.

Google+ opened to limited access early in the week. From competitors and bloggers to privacy-concerned users, the initial reactions around the Web were mixed.

Comparisons with Facebook were a prominent feature in much of the Google+ coverage. In Business Insider’s review, Ellis Hamburger compared photos of Google+ and Facebook side-by-side to show “how uncannily alike the two products are”.

PC Mag’s John C. Dvorak took the resemblances further and asked why Google didn’t just clone Facebook. But Scott Rosenberg of Open Salon found Google+ “a useful alternative that’s worth exploring” for users who want an alternative to Facebook’s platform.

Robert Hof of the Forbes blog The New Persuaders pointed out that “advertising is the key reason Google’s so hot to make a splash in social” and addressed a couple of ways Google could use its “Circles” and “Sparks” features for ad targeting. And ZDNet listed the five things it loved about the new service.

Meanwhile, News Corp ended its hunt to find a buyer for its once market-leading social networking service, MySpace.

The BBC’s Rory Cellan-Jones’ wrote that MySpace should be a reminder that social networking is “not the road to riches”. He advised that the “success in social networking is an ephemeral business and the owners of Facebook, LinkedIn and Twitter should get out now while the going is good.”

Bloomberg BusinessWeek highlighted how “mismanagement, a flawed merger, and countless strategic blunders have accelerated MySpace’s fall.” Even Sean Parker noted MySpace’s wasted potential: he told Jimmy Fallon at the NExTWORK conference in New York that MySpace could have been Facebook if it had simply responded faster, PC Mag reported.

As MySpace goes through yet another round of lay-offs, it’s hard not to get nostalgic for the social networks that have come and gone. Still, as users hunt for Google+ invites and await its public release, sharing personal information isn’t letting up anytime soon.

Online kantoorsoftware met klassiek tintje

Softwarereus Microsoft zet met de introductie van Office 365 serieus in op kantoorsoftware via cloud computing. Het bedrijf verwacht veel van de bundeling van kantoorsoftware die via internet wordt aangeboden. Het pakket is sinds 28 juni 2011 beschikbaar in 48 landen. De softwarereus investeerde 2,3 miljard dollar om de capaciteit van datacenters klaar te stomen voor de opslag van klantdata op afstand.

Office 365 omvat 2010-webversies van Office (Word, Exel, Powerpoint) , Sharepoint (documentbeheer en samenwerken), Exchange (mail, agenda en adresboek) en Lync, die opvolger van Office Communication Server bevat chat- en videofuncties. Office 365 is de opvolger van BPOS (Business Productivity Online Services), een bundeling van de 2007 webversies van het kantoorpakket.

De leverancier aast op zowel op het mkb als op grote bedrijven. De uitbesteding van beheer en hardware voor kantoorsoftware is voor kleine en middelgrote bedrijven interessant vanuit kostenoogpunt. Via een uitgebeid partnernetwerk moet de ondernemer om de hoek ondersteund worden om zijn kantoorsoftware af te nemen via een internetverbinding met het Microsoft-datacenter op afstand. In Dublin om precies te zijn, want de leverancier garandeert dat gegevens binnen Europees grondgebied blijven in verband met wet- en regelgeving voor overheden en financiële instellingen. Grote organisaties zijn namelijk ook een belangrijke doelgroep. Tijdens de productpresentatie op Nederlandse bodem werden meteen de eerste namen van grote Nederlandse bedrijven genoemd. Chemiereus DSM en energieleverancier Eneco nemen het kantoorpakket af.

Lokaal instelleren
Anders dan concurrerende leveranciers als Google, die de software puur via internet levert, kunnen klanten van Microsoft de kantoorsoftware ook lokaal installeren. Er is een abonnementsvorm waarbij de gebruiker lokaal de software installeert zodat er door kan worden gewerkt als er geen internet beschikbaar is.

Dat de concurrentiestrijd om de afzet van kantoorsoftware menens is, illustreerde Google door op de dag van de presentatie van Office 365 met 365 redenen te komen om het pakket niet te gebruiken. Microsoft pareert die aanval door te zeggen dat zijn onderdelen van de Office-suite beter met elkaar integreren en het beschikt over jarenlange ervaring met kantoorsoftware, terwijl de kracht van Google vooral in het maken van een zoekmachine ligt.

Het is even schakelen voor de leverancier die gewend is om kantoorsoftwarepakketten mee te leveren met hardware. Het prijsmodel waarbij alleen voor de werkelijk gebruikte software betaald wordt, kan consequenties hebben voor de omzet. Licenties liggen niet meer voor jaren vast, maar kunnen gaandeweg worden bijgesteld. Bovendien staat niet in één keer het bedrag op de rekening, maar wordt het geld over een langere periode uitgesmeerd.

Maar de opkomst van breedbandinternet en mobiele apparaten laten de softwarereus geen keuze. Cloud computing is een standaard leveranciersmodel geworden.

Microsoft belooft Office 365 iedere negentig dagen uit te breiden met nieuwe functionaliteiten. Dat is bijvoorbeeld vertaalsoftware voor de chatfunctie van Lync of de mogelijkheid om met een grote groep ee videovergadering te voeren.

Microsoft voorziet dat een grote groep ontwikkelaars zich stort op aanvullende applicaties. Nu leidt een website met de naam Marketplace nog naar partners met specifieke toepassingen die bovenop de kantoorsoftware draaien. De leverancier heeft de inrichting van een appstore naar het idee van Apple op de agenda staan.

Koppeling CRM
Optioneel is een koppeling met Microsoft Dynamics CRM. Door dat pakket te koppelen aan de kantoorsoftware kunnen bijvoorbeeld facturen gekoppeld worden aan mail. Of de klanthistorie is via Sharepoint te delen met medewerkers op een andere vestiging.

De leverancier brengt ook speciale hardware uit. Het gaat om een HD-videocamera voor videovergaderen, een headset en een kleine draadloze muis die speciaal is ontworpen voor gebruik bij mobiele apparatuur.

Read more:

Stedelijk Museum Amsterdam kiest Wortell voor inrichten van Het Nieuwe Werken

ICT-dienstverlener ontwikkelt intranet, zaaksysteem en bezoekersportal

Het Stedelijk Museum Amsterdam heeft ICT-dienstverlener Wortell geselecteerd als leverancier van een nieuw digitaal communicatieplatform voor interne en externe communicatie. Het museum gaat met dit platform zijn informatievoorziening digitaliseren voor bezoekers en medewerkers. De organisatie doet dit door het integreren van papieren en digitale informatiestromen, het optimaliseren van de zoekmogelijkheden en het creëren van mogelijkheden voor plaats- en tijdonafhankelijk werken.

De circa honderdvijftig medewerkers van het Stedelijk Museum Amsterdam hebben dagelijks te maken met een grote hoeveelheid digitale en papieren informatie, zoals bezoekersregistratie, foldermateriaal, leveranciersoverzichten etc. Door deze mix is het niet altijd duidelijk of de informatie volledig is. Ook zijn bepaalde gegevens soms moeilijk terug te vinden doordat er papieren en digitale archieven naast elkaar bestaan. Om in deze situatie meer efficiëntie aan te brengen, schakelt het museum Microsoft-specialist Wortell in.

Wortell ontwikkelt voor het Stedelijk Museum Amsterdam een intranetportal voor medewerkers, een externe bezoekersportal en een systeem met documentmanagementmogelijkheden voor het beheren van de ruim negentigduizend kunstvoorwerpen. Wortell zet hiervoor Microsoft SharePoint in en het van oorsprong Noorse documentbeheersysteem 360°. Dit systeem maakt het mogelijk om de complete informatiehuishouding van een organisatie te digitaliseren, zodat medewerkers via desktop, laptop, telefoon en tablet-pc bij hun bestanden kunnen. Wortell heeft dit op Microsoft SharePoint gebaseerde systeem aangepast aan de Nederlandse context en conform de Nederlandse wet- en regelgeving, zoals de Archiefwet.

De portals van het Stedelijk Museum Amsterdam krijgen geavanceerde zoekfunctionaliteit waardoor medewerkers informatie snel kunnen zoeken en vinden. Het nieuwe systeem stelt medewerkers in staat om te profiteren van de voordelen van Het Nieuwe Werken (HNW). Daarbij kunnen ze tijd- en plaatsonafhankelijk werken en is informatie gecentraliseerd beschikbaar. Dat vereenvoudigt het versiebeheer en het ontsluiten van informatie. Het Stedelijk Museum Amsterdam kan zo de totale efficiëntie vergroten.

“De overgang naar volledig digitaal werken is weer een flinke stap voorwaarts voor het Stedelijk Museum”, zegt Patrick van Mil, zakelijk directeur van het Stedelijk Museum Amsterdam. “Het is prettig en schept vertrouwen om met een partij als Wortell te werken, die kennis van, en ervaring heeft met Microsoft-oplossingen. Met de nieuwe werkomgeving verhogen we de efficiency, stimuleren wij de interne samenwerking en kunnen we de dienstverlening aan onze bezoekers verder verbeteren.”

“Het project bij het Stedelijk Museum Amsterdam spreekt ons erg aan doordat er zoveel verschillende communicatiestromen zijn, die in het nieuwe communicatieplatform worden verenigd. Wij zijn zeer enthousiast over de keus van het museum voor onze oplossingen en diensten, en kijken ernaar uit om van de projecten een succes te maken”, zegt Luc Joziasse, commercieel directeur bij Wortell.