aiim webinar - sharepoint 2013 - clouding the issues?

In association with: Presented by:

SharePoint 2013 – clouding the issues?

Presented September 26, 2013

TODO TODO


How is SharePoint used in organizations?

Do companies plan to leverage the cloud?

How is user adoption coming along?

Are 3rd party products still being used?

Today’s Agenda


How long has SharePoint been in use?

3

Largest organizations were first adopters…

…but small and mid-sized catching up in last few years.

N=535

5 years or more

2 years or more

Less than 2 years

We are still in implementing mode with SharePoint for ECM/DM

We have plans to use SharePoint for ECM/DM but have not started yet

We have no plans to use SharePoint for ECM/DM

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%

5,000+ emps

500-5,000 emps

10-500 emps

So there should be a good amount of usage in the organizations, no?

In association with: Presented by: 4

Who’s the driving force?

Half of all programs still run by IT

But there’s improvement: 34% business-driven, inc. 14% multi-dept. steering committee.

Head of IT, CIO, CTO; 34%

Other IT; 15%Head of Info Management, Chief Content Officer; 11%

Head of Compliance or Records Man-

agement; 6%

Multi-departmental steering committee;

14%

Other Line of Busi-ness Manager; 13%

CEO, MD, COO; 5%Business consultant (internal

or external); 2%


SharePoint Versions – 2010 still king

2010 is now the most popular primary live version

More people still rolling out 2010 (20%) than are rolling out 2013 (17%)


«The deployments are normally a breeze, its migrations that are a horror........»

«SharePoint upgrades continue to be disastrous. Always migrate, never upgrade, unless you have no choice.»

«Microsoft is pushing new version of SP too quickly. We can hardly get used to one before the next version is out. We have decided to stick with 2010 and will likely bypass 2013»

Quotes around Upgrading


From the Outlook email client

Whilst within other enterprise systems

From home using VPN access

On mobile devices – browser access

On mobile devices – dedicated app

Remote/mobile – offline using synchronized copies

Partners/customers/suppliers via VPN login

Partners/customers/suppliers via hybrid cloud/cloud-share

0% 10% 20% 30% 40% 50% 60% 70%

©AIIM 2013

7

Where and how do people access SharePoint?

N=422


ECM/DM/RM

It is our only ECM system

It is our main ECM system

We use SharePoint for ECM/DM but it is not our main system

We have a number of unconnected SharePoint ECM/DM systems

We use SharePoint for collaboration or intranet but not ECM/DM

We have other systems for ECM/DM and do not use SharePoint

We have no ECM/DM systems

0% 5% 10% 15% 20% 25% 30% 35% 40%

5,000+ emps

500-5,000 emps

10-500 emps

We don’t differentiate between records and other content

With careful set up, it can comply with our needs

We still need add-in 3rd party products

We already have a robust and compliant RM system – linked to SharePoint

0% 10% 20% 30%

SharePoint is part of the Enterprise Content Management / Document Management landscape

But there are usually many systems in place

Little use as records management system


Improved search/metadata-based navigation

Closer integration between Lync, Outlook, Exchange and SharePoint

Mobile device support

Improved application of retention policies

Integration of retention and e-discovery between SharePoint and Exchange

Community sites, micro-blogging and tagging

Specific e-discovery and hold functionality

BPM changes and InfoPath

Hybrid cloud and synchronization

None of these are important as yet

0% 10% 20% 30% 40% 50% 60%

9

Usefulness of SharePoint 2013 features

Basic features perceived as most useful


«We'll still obviously continue to have a server release, but we really recommend moving to the cloud for the best experience overall.”

“We've doubled down on the cloud, and we're investing heavily in taking the cost savings that come to us through economies of scale and passing them on to our customers. “

“We had about half the team working on enabling the underlying infrastructure at SharePoint to work in the cloud. Our goal was very simple: To build the largest-scale enterprise cloud service in the industry. To be able to take the billion Office users and be able to run the full back end services in the cloud with Office 365. “

(Jeff Teper, SharePoint Conference 2012 Keynote)

Microsoft loves the cloud…


…but what about companies?

Exchange 365/Outlook Web (email)

Office 365/Online/Web Apps (SaaS/browser Office applications)

SharePoint 365/SharePoint Online (Cloud-based SharePoint)

Yammer (Social/micro-blog)

None of these

-10% 0% 10% 20% 30% 40% 50% 60%

5,000+ emps500-5,000 emps

Move everything to Microsoft’s hosted Office 365

Majority hosted on 365, some retained on-prem

Some content hosted on 365, majority on-prem

Private cloud/hybrid, all provided by third party (not Microsoft)

Hybrid of private cloud and on-prem, all administered by us

Retain everything on-prem for the foreseeable future

Undecided/No plans

0% 10% 20% 30% 40% 50%

Communications in the cloud sounds good!

SharePoint in the cloud finds limited interest


We know that…

50% of SharePoint projects are driven largely by the business

The majority of companies has been using it for more than 2 years

Does this mean that user adoption is growing as well?

How’s the user adoption?


100% of users

90% of users

80% of users

66% of users

50% of users

33% of users

20% of users

10% of users

©AIIM 2013

13

Adoption – usage

What proportion of those with access would you describe as "active users" - e.g., accessing content at least once or twice a week?

57% of orgs have half or more as active users

26% less than 1 in 5 are active.


How is usage by staff changing?

Not yet live

Increasing rapidly

Increasing slowly

Stable – reached 100%

Stable – reached our planned limit

Stable – we have reached a plateau of adoption

Reducing

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%

5,000+ emps

500-5,000 emps

10-500 emps

Biggest growth in usage in larger organizations

But for majority, there is slow to no growth


Biggest on-going Issues

Persuading users to manage and share their content in SharePoint and not elsewhere

Expanding the use of SharePoint for more business processes

Aligning governance, security and usage policies with other enterprise apps

Achieving uniformity of classification and metadata structures

Strategic decisions on integration with social, mobile and cloud

The user interface is still difficult

Maintaining and upgrading our customizations

Managing rapidly increasing storage volumes

Managing multiple content types

It’s too complex to manage and enhance

Keeping up to date with version upgrades

All of the above

0% 10% 20% 30% 40% 50% 60%


What’s the progress of the SharePoint project?

A large percentage of projects has stalled or struggled Very few complete successes

We have achieved all we planned and it is a great success

Just about there as planned and moving forward

It’s doing the job but progress has stalled somewhat

We have struggled to meet our original expectations

The project has not been a success

0% 5% 10% 15% 20% 25% 30% 35% 40%

5,000+ emps500-5,000 emps10-500 emps


Need for 3rd Party Add-Ons

67% see 3rd party apps as still being important.

They continue to greatly enhance

standard functional-ity; 26%

Still required to fix shortcom-ings; 41%

Required less and diminishing over

time; 18%

Not needed now; 12%

Not ever needed by us; 3%


System management/health monitoring

Workflow and BPM

Storage/archive management

Search enhancements

Metadata management

Outlook integration

Records management

Security enhancements

Mobile access

E-discovery tools

Social applications

Collaboration tools/cloud shares

Cloud content shares

-10% 0% 10% 20% 30% 40% 50%

No longer needed Still using Essential for now Still planned

Third-Party Products

Still a strong demand to supplement SharePoint with 3rd party products


How will expenditure change in the next 12 months?

Increase in all areas


Interest in SharePoint 2013 growing slowly

Company still cautious with their interest in the cloud

Biggest issue is still user adoption

But a big corporate adoption of SharePoint can be seen

Third Party tools used to overcome SharePoint limitations

Companies are still investing in SharePoint!

Summary

aiim webinar - sharepoint 2013 - clouding the issues?

Technology