search driven knowledge management
DESCRIPTION
This presentation looks at some of the SharePoint features available for structuring information so content is easy to find. The session will also look at some real world projects that had information architecture requirements that didn’t line up with the out-of-the box SharePoint features. We will look at the requirements for these projects and show how solutions were built using a combination of the SharePoint features and customisations built on top of the SharePoint platform. Some of these features include using a search driven architecture and automating the tagging of content using the new content management features of SharePoint 2010.TRANSCRIPT
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
SEARCH DRIVEN KNOWLEDGE
MANAGEMENT
13 April 2011
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Ari Bakker
Another New Zealander
Independent SharePoint Consultant
Specialising in ECM
E-mail: [email protected]
Twitter: @aribakker
Blog: www.sharepointconfig.com
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Overview
Search fundamentals
Search concepts
Search toolbox
Case studiesMonitor NHS Trust assessment project
AkzoNobel market research project
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Search Reflects Information Quality
Web search is different to enterprise search
Search works on syntax matching and can’t determine meaning
Image source: Peter Hage
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SharePoint Search Fundamentals
1. Information architecture
2. Managed properties
3. Search scopes
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Crawled Properties
During a crawl, Crawled Properties are created for any metadata discovered e.g. Columns, Document properties
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Managed Properties
Managed Properties are properties that can be used in queries e.g. Author:Ari or displayed on the results page
One or more Crawled Properties can be mapped to a Managed Property
Managed Properties can also be used to define scopes
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Search Scopes
Defines a subset of information in the search index
Used to restrict queries to relevant information such as a specific project or organisational group e.g. Marketing
Created using rules that limit the information by web address (e.g. http://teams/marketing), content source (e.g. file share), or managed property query (e.g. ContentType:Event)
Scopes can be displayed in the search box or on the advanced search page
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Querying Search
Query can includeKeyword e.g. ‘sharepoint’
Managed Properties e.g. Region:UK
Scope e.g. Scope:”Events”
Asterisk can be used to do wildcard searches in SP2010
Operators such as <, <=, >, >= supported in SP2010
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SharePoint Search Toolbox
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SharePoint Search Toolbox
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About Monitor
Authorises and regulates NHS Foundation Trusts
Assessment process involves interviews, analysis and reviewing information from trust and third parties
Assessment takes approximately three months
Receives and creates a large amount of documentation in this process
Image source: Thomas Hawk
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Assessment Project
Assessment team previously used a file share, Compliance team used SharePoint 2007
The file server (“R:drive”) had inconsistent folder designs, which made it hard to navigate and find information.
The existing SharePoint 2007 environment had over 160GB of content in a single site collection and users were complaining about performance problems.
Users of the SharePoint 2007 system thought that it interfered with their working process as they were forced to check in documents and manually add metadata before other users could see their documents.
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Clarity. Direction. Confidence.
DEMO
Monitor Assessment Project
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Monitor Search Tips
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User Feedback
“Based on the initial feedback that I have heard, both the launch event and the system were very well received and people seem excited to get their hands on it (or that may just be me, but I am definitely excited).” – Dave, Senior Assessment Manager
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About AkzoNobel
AkzoNobel is the largest global paints and coatings company in the world
Global Fortune 500 company
Revenue of 14 billion in 2010
Includes brands such as Dulux, Cuprinol, Sikkens
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AkzoNobel Project
AkzoNobel spend millions each year on market research projects.
The Global Hub is a repository for all global decorative paints market research project materials.
Market Research database maintained by ~30 world-wide market researchers.
Research material regularly accessed globally by marketing managers, brand-managers, sales and research.
Existing hub needed replacing and moving onto the existing global SharePoint 2007 platform
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Worst thing about Imagine (verbatims)Not always easy to find what you are looking for
Search engine
It's hard to find topic related documents
Difficult to find all projects about a specific area, ie trim, with out knowing what all the project names are
VERY difficult to locate information if you do not know the EXACT project to which it applies.
Can be slow and not always obvious where items are categorised.
It is not very easy to find the information
Challenging to find what you are looking for!
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AkzoNobel Information Architecture
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AkzoNobel Site Structure
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Clarity. Direction. Confidence.
DEMO
AkzoNobel Market Research Hub
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AkzoNobel Search Setup
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Clarity. Direction. Confidence.
THANK YOU FOR ATTENDING!
@aribakker