taxonomy mgt in sp 2010 netwoven presentation slides

Taxonomy Managementin

SharePoint 2010

Slide # Enabling Intelligent Enterprises

Agenda

Time Topic

09:00 – 09:15 Introduction MicrosoftQuickstartNetwovenSchemalogic

09:15 – 10:15 Taxonomy ManagementPart - I

Niraj Tenany, NetwovenDrew Sutton, Netwoven

10:15 – 10:25 BREAK

10:25 – 11:10 Taxonomy ManagementPart - II

Drew Sutton, NetwovenNiraj Tenany, Netwoven

11:10 – 11:55 Overview of MetaPoint forTaxonomy Management

Rob Richardson, SchemaLogicMark Glover, SchemaLogic

11:55 – 12:05 Wrap Up, QA and Raffle


December Seminar Sponsors

Event Sponsored

By

Microsoft, Quickstart, Netwoven, SchemaLogic


Seminar Objectives

• Seminar is part of the Expert Series

• FREE ½ Day event (Monthly or Quarterly)

• Provide intermediate / advanced content on relevant new technologies by Microsoft

– Taxonomy in SharePoint 2010

– Business Intelligence Using SharePoint 2010

– Web Content Management using SharePoint 2010

– Windows Azure for your business

• Key differentiator for the expert series– Seasoned consultants are presenters in the event

– An ISV partner presents with the consultants. The ISV’s product is integrated with the expert series topic


Upcoming Expert Series Events

• Advanced Analytics

• Cloud Computing Using Windows Azure

• Social Computing

• Web Content Management Using SharePoint 2010


Netwoven Background

Founded in 2001 by former Microsoft executives

Top talent from industryFirm leadership comprised of Microsoft, Accenture, Oracle and Intel talent

Former senior executive of Wipro, Infosys, McKinsey on our board

US headquartered company with development center in India

Save the Children


Netwoven Services

Industry Verticals

Life SciencesFinancial

ServicesEnergy Manufacturing Not For Profit Software

Netwoven Technology Services

Enterprise Content Management

Business IntelligenceBusiness Process Management

Netwoven Solution Practices

Schemalogic Introduction

Quickstart Introduction

Taxonomy ManagementPart – I

Drew Sutton, Netwoven, Inc.Niraj Tenany, Netwoven, Inc.


Taxonomy Management Agenda

• Introduction to Taxonomy and Business Benefits

• Review of 2007 Taxonomy Features

• Taxonomy Best Practices

• Definitions

• Review of SharePoint 2010 Taxonomy Features

• Sample Model with Demonstration

• Architecture


Top 10 Business and Technology Priorities in 2009

Source: Gartner Group 2009


Document Management - Facts


Document Management Framework

Document Type Spectrum

Narrative Transactional

Characteristics

Narrative

• Common characteristics include Table of Contents, links and Navigational aids

Transactional

• Common characteristics include E-Forms


Document Management Framework – Narrative Documents

Published

Documents

Collaborative Documents

Published Documents

• Large number of readers

• Few Authors

• Well Defined Life Cycle

• Smaller percentage compared to the collaborative documents

Collaborative Documents

• Approximately equal number of readers and authors

• Very high volume

• Different Life Cycle and longevity


Document Management Framework – Narrative Documents

CollaborativeDocuments

PublishedControlledDocuments

PublishedNon

ControlledDocuments

Records

TaxonomyA

TaxonomyB

TaxonomyC

TaxonomyD

Narrative Documents



• 30 Billion original documents are used each year in the United States

• Cost of documents to corporate America is 15% of annual revenue

• Documents claim up to 60% of office workers time and 45% of labor costs

• 85% of documents are never retrieved, 50% are duplicates and 60% are obsolete

• For every dollar a company spends for a final document, ten dollars are spent on the process to manage



• > 35% of knowledge worker’s time is spent creating, revising and accessing documents

• Over half of this time is spent looking for information and 50% of the time they don’t find what they need


We need to get the right information to the right people at the right time

“NASA, like all federal agencies, needs to make the best use of workers’ time. When an engineer or scientist finds and reuses content, the return on investment (ROI) for thetime and effort to originally produce the material increases.

The cycle of creation and reuse directly impacts the Agency's operating costs. It also pushes the pace of development forward at a greater rate as teams build on previous work instead of "reinventing the wheel" over and over again.”7

“Our ability to create information has substantially outpacedour ability to retrieve relevant information.”


What is Corporate Taxonomy?

Corporate taxonomy is the hierarchical classification of entities of interest of an enterprise, organization or administration, used to classify documents, digital assets and other information. Taxonomies can cover virtually any type of physical or conceptual entities (products, processes, knowledge fields, human groups, etc.) at any level of granularity.

- Wikipedia


Taxonomy Business Benefits

• Standardize and re-use common structures across the enterprise

• Multi-faceted categorization allows content to be found from many paths

• Improve communication and search across organization by consistent terminology

• Alleviates the need for users to know complex search query syntax

• Enable “Term-less” queries (query without keywords)


Is Taxonomy ready for prime time?

• Traditional Taxonomy tools have been very difficult to use and implement

• Traditional Taxonomy tools have not been integrated with productivity tools such as Microsoft Office making it difficult to apply taxonomy

• Traditional Taxonomy tools have been expensive

• Increase in the volume of content is requiring organizations to prioritize Taxonomy projects

• With the arrival of SharePoint (2010) and Office 2010, creating, managing and using Taxonomy has become much simpler -> Leading to more use by large and medium sized organizations


Types of Taxonomy

• Navigation Taxonomy– Menu Based – Single way to navigate (Primary)

• Useful for Intranet Sites

• Useful for Internet Sites

• Meta Data Taxonomy– Provides multi-Dimensional navigational mechanism

• Faced Search Based

• Taxonomy Navigation


Enterprise Metadata

and Content Types

Source: Microsoft

SharePoint Scenarios


Team Site

Source: Microsoft


Managed Library

Source: Microsoft


Repository / Archive

Source: Microsoft


Massive / Distributed Archive

Source: Microsoft


Review of 2007 Taxonomy Features

• Site Content Types and Site Columns

• Content Type Inheritance

• Content Type Management in Libraries

• Crawled to Managed Property Mappings

• Advanced Property Search

• Workflow, Web Part and Filter use of Properties

• Workflow, IMP, Templates and Document Conversion per Content Type


General Taxonomy Definitions

• Metadata Tag – A term assigned to a piece of collateral or information.

• Attribute / Facet – A dimensional container for Metadata Tags

• Content Type – Object Type definition comprised of one or more Attributes / Facets.

• Folksonomy – Classification system based on Social collaboration and tagging.

Testimonial

• Customer• Practice Area

PD Collateral

• Collateral Type

• Product• Version

Functional Spec

• Customer• Project• Technologies• Practice Area


SharePoint 2010 Taxonomy Definitions

• Taxonomy - Hierarchy, synonyms, descriptions, and translations

• Folksonomy - Informal flat list of ad-hoc values

• Managed Metadata Service – SharePoint 2010 Centralized Taxonomy Service Application.

• Hub - A site collection designated as a ‟source” from which we share content types through out the enterprise

• Content Type Syndication - Publishing, sharing, pushing one or more content types across site collection, Web App, and farm boundaries

• Term Store - DB that contains one or more taxonomies available as a ‟Shared Service”

Source: Microsoft


• Term Group – Security and Description is applied to a group of term sets within this object.

• Term Set – A flat or hierarchical set of Terms.

• Term – Node in the taxonomy with a unique ID and many text labels which can be used to tag.

• Label – Text defining a term. (Default, Synonyms, abbreviation, etc.)

• Keyword – Unstructured metadata value (Term from any Term Set in store or new value).

• Managed Metadata Field – Field Type that defines a set of terms as its list of values

SharePoint 2010 Taxonomy Definitions

Source: Microsoft


Key SharePoint 2010 Taxonomy Features

• Taxonomy Management scope across Web Apps and Farms using Service Architecture and Proxy Service

• Use of Term Store and Managed Metadata service allows for centrally managed Term Sets and Content Types

• Governance allows for splitting the roles of Taxonomist and SharePoint Administrator

• Multi-Lingual Term Sets with Synonyms and Abbreviations

• Folksonomy (Keywords, Tags and Ratings)

• Managed Metadata Columns in Faceted Search

• Taxonomy Navigation in Tree View

• Hierarchical Term Sets and Filtering

Taxonomy ManagementPart - II


Objectives

• Sample Scenario Review

• End User Scenario of using the Taxonomy

• Taxonomy Store Architecture

• Taxonomy Administrator’s Scenario for managing the Taxonomy

Sample Scenario


Sample Scenario

• Large software company wants to define and implement a Taxonomy to better manage their marketing and product development collateral

• Some components of the taxonomy should be managed by the corporate taxonomist

• Other components of the taxonomy should be manged by departments or divisions

• Want to use a common Marketing Taxonomy companywide

• Want to use a common Product Development Taxonomy companywide


Sample Scenario

Large Software Company

Server Division (SD)

Server Marketing

Server Product Development

Business Solutions

Division (BSD)

BSD MarketingBSD Product Development

Corporate Marketing

Information Technology

Product Development

Office


Sample Scenario

• Information Technology Group– Corporate Taxonomy Manager

– Manages the following Taxonomy Term Stores for the corporation• Product

• Customer

• Product Development Office– Manages the taxonomy for various product development

organizations for their content

• Corporate Marketing Office– Manages the taxonomy for the various product marketing

organizations

• SD and BSD Organizations are consumers of the taxonomy defined by the corporation and other divisions


Sample Scenario – Products used by the company

Product

Windows

Server

Windows 2003

Windows 2008

Desktop

Windows Vista

Windows 7

Database

SQL Server

SQL Server 2005

SQL Server 2008

Access

Access 2007 Access 2010


Sample Scenario – Products used by the company

Products

Office

MS Word

Word 2007

Word 2010

MS Excel

Excel 2007

Excel 2010

MS Access

Access 2007

Access 2010


Sample Scenario – Products mapped to organization

Server Division (SD)

Windows Database

Business Solutions

Division (BSD)

Office


Sample Scenario - Marketing Collateral

Marketing Collateral

Case Studies

Data Sheets TestimonialWhite Paper

This taxonomy is managed by the Corporate Marketing Organization


Product Development Collateral

Product Development

Collateral

Functional Specs

Test Specs Design Specs Use Cases Test Cases

This taxonomy is managed by the Product Development Office


Seminar Scenario – Site Collection Structure

SD Site Collection

SD Document

Center

BSD Site Collection

BSD Document

Center

End User ScenarioUsing Taxonomy in a Document LibraryUsing Taxonomy in SearchFolksonomy Features


Using Taxonomy in a Document Library

• Taxonomy Navigation in Tree View

• Key Filters Control

• Hierarchical Managed Metadata Control and Filtering

• Rating


Using Taxonomy in Search

• Faceted Navigation (Managed Metadata fields automatically show!)

• Advanced Parameter Search


Folksonomy Features

• Documents can be tagged with Keywords (any term in associated term store or new term)

– Allows bottoms up approach of formal taxonomy creation (Create Term Sets from commonly used keywords) – best for smaller environments

• User Ratings – These strongly affect search!

• Open Term Sets

Taxonomy Architecture and Knowledge Manager Scenario

Drew Sutton, Netwoven, Inc.


Term Store Architecture

Source: Microsoft


Managed Metadata Service

• Can create one or more Managed Metadata services

• Web Application linked to 0+ Managed Metadata Services

• Each of the Managed Metadata Service can be associated with a Site Collection that is a Content Type Hub

• Use Term sets to define choices for Managed Metadata Site column across Web Apps / Farms

• Manage Term Sets and Govern Ownership from one place


Managing Term Sets

• Create Update Delete (CRUD) Operations

• Ability to Deprecate Terms

• Ability to Merge Terms (adds merged term as synonym)

• Move Terms

• Reuse terms

• Currently no workflow to manage Term Sets

• Multi-lingual term sets


Hierarchical Term Set

• User Friendly tree view of hierarchical terms for easy selection of attribute value

• Indicate which values are selectable and which are for just for easy of browsing


Demonstration (Part I) –Logical Steps to create an Enterprise Taxonomy

• Create meta data service (already exists)

• Create Content Type Hub (already exists)

• Associate Hub with a meta data service (already exists)

• Define the term sets and terms

• Create managed metadata field in Site Collection hub


Content Type Syndication

• Create, Update Content Types in Content Type Hub

• Publish / Republish Content Types

• Run two scheduled jobs– Content Type Hub

– Content Type Subscriber

• Use Content Type in subscribing web application


Content Type Syndication

Source: Microsoft


Demonstration (Part 2) –Logical Steps to create an Enterprise Taxonomy

• Edit Content Type to use new field

• Publish Content Type changes (Content Type syndication)

• Use the content type changes in the subscribing web app


Wrap Up and QA

• Fill out your evaluation forms

• Write in your evaluation form if you would like to have a SharePoint diagnostic discussion

• Participate in the Raffle (add your business card)

• Download the MFA utility from http://www.netwoven.com/Products/pages/MFA_Utility.aspx

– FREE until Dec 31st, 2009

– $350 per WFE from January 1st, 2010

http://www.netwoven.com/Products/pages/MFA_Utility.aspx

http://www.netwoven.com/Products/pages/MFA_Utility.aspx


Wrap Up and QA

• Netwoven Information Sources– Blogs.netwoven.com

– www.netwoven.com

• Quickstart Information Sources– www.quickstart.com

• Schemalogic Information Sources– www.schemalogic.com

• Microsoft Information Sources– www.microsoft.com

http://www.netwoven.com/

http://www.quickstart.com/

http://www.schemalogic.com/

http://www.microsoft.com/


Contacts

• Alexia Moore - [email protected]

• Bill Wood - [email protected]

• Niraj Tenany – [email protected]

• Pamela Douglas - [email protected]

• Jason Kasznar - [email protected]

• Rob Richardson - [email protected]

• Mark Glover - [email protected]

mailto:[email protected]







Appendix


Managed Meta Data Service – Web App Architecture

taxonomy mgt in sp 2010 netwoven presentation slides

Technology

intelligent enterprises

microsoft taxonomy

corporate taxonomy

netwoven background

authors documents

original documents

expert series topic

ofannual revenue documents