Cisco taking on SharePoint

November 11, 2009

In case you missed it, Cisco took the wraps off its social/collaboration strategy yesterday at its Collaboration Summit (#ciscocollab) summit in San Francisco. Cisco fired a salvo deep into the territory of Microsoft and IBM Lotus (and to a lesser extent, Google) with its own suite of products covering messaging and social computing. Cisco also introduced numerous video and real-time collaboration products designed to broaden access to its telepresence suite, mate video with WebEx web conferencing, and easily enable inter-company collaboration.

On the social/messaging front, Cisco introduced the following new products:

Cisco Pulse – An on-premise applications that analyzes messaging, tags, content, and e-mail to essentially create an internal cloud tag for users, groups, or the entire organization. Cisco’s markets Pulse as allowing you to “Take the Pulse” of your organization. Pulse is an embedded application into Cisco’s new Media Engine platform.
Enterprise Collaboration Platform – Maybe not the greatest name, but this is Cisco’s SharePoint/Connections killer. Not only does it provide the shared workspace and collaboration capabilities of others, but Cisco embeds voice and video sharing and integrates personal profiles into other communication application. Essentially ECP could become the ultimate user portal, allowing workers to manage all their communications and collaboration through their home page.
Show and Share – this is a video editing and content management application. The “killer app” is that it can split the audio track from a video, and then transcribe the voice track into text so it becomes searchable. Users can view video by looking at transcript and only watching the parts they want. This also runs on Media Engine. The user interface is similar to iMovie, and users can easily take their own videos (that Cisco hopes you will create with its Flip camera), edit them, but in chapter markers, and publish to their communities.
Cisco WebEx Mail – A SaaS service based on their PostPath acquisition. WebEx mail supports a rich AJAX-based web client, or existing Outlook clients, as well as any mobile device that supports ActiveSync (or BlackBerry BES). Cisco is offering a 25 GB mailbox, arguing that WebEx mail will enable administrators and users to end the pain of PST files, especially as video drives larger and larger mailbox sizes. WebEx mail provides in-the-cloud security as well.
In addition to all of these announcements, Cisco introduced a new UC client (on-prem, or hosted as a WebEx product) and new options for cross-company federation for video and presence (see the posts over on No Jitter for more details.)

Now comes the questions: What’s the go-to-market strategy? How do they provide support? How do they build a developer community? How do they differentiate themselves from Microsoft, IBM (and SocialText and Jive)? What’s the ROI? How do you integrate legacy applications or even potentially federate between Cisco and Microsoft collaboration applications? All these and more to be asked, and hopefully answered over the next 2 days. [From Enterprise 2.0 Blog » Blog Archive » Hi Everyone, Cisco Is Here]

What is SharePoint ?

November 5, 2009

Having been priviledged enough to attend the second SharePoint conference this year and given the opportunity to see both Bill Gates and Steve Ballmer deliver the keynotes at these two events, one point became very clear. What is SharePoint? I have known the answer to this for some time and pleasantly surprised when Steve Ballmer did not have an answer to this that impressed me. It took to long for him to get the point across and by the time he did I had lost my will to live.

The point being that the CEO of Microsoft did not have the words to properly define his best selling product, where do we as mere mortals and sales people even start with this concept that at every release seem to consume more and more functionality and products under the banner of SharePoint.

Well I’m pleased to say that Steve’s lieutenants did not have difficulty in bringing the point across. The answer is pretty simple really. It is an Information Operating System. This might make it easier to help identify the types of problems customers currently have and can be suitably resolved on the SharePoint Platform

SharePoint can be viewed in two primary dimensions:

SharePoint as a Product

One as a product where the opportunities are broadly speaking directly related product core features. An example of this might be Document Management, Records Management, Search etc. These types of solutions often find themselves competing with best of breed products, and when compared on this basis more often than not it seems to be a relatively costly competitor. Depending on your licensing arrangements in place.

The following often misleading concept is that of using SharePoint product features and finding that they have shortcomings. Primarily this could be attributed to the design principles of the product not to be a best of breed but to provide a stable platform for building these types of solutions on top of.

These gaps are filled by ISVs focusing on a variety of areas including disaster recovery, migration and functional enhancements such as CRM and Project Management to name but a few. Considering al of these elements when evaluating the suitability of SharePoint for your needs will help inform your decision.

When extending the scope of the implementation you may indeed find that better ROI can be achieved, the following section considers this viewpoint.

SharePoint as a Platform

When we see SharePoint as the Information Operating System the opportunities are endless. Consider the Windows Platform, can we truly begin to name the number of solutions built on it each with a specific need and each with a set of requirements defined by a segment of the market that created the demand. These applications all have one thing in common, without the capabilities of the Operating System it would be impossible to build these in a cost effective fashion as each product would have to build their own mechanism of instructing the hardware on the appropriate instructions.

When taking into account the common elements that the applications in your organisation currently have and how many those are duplicated. Not only on the same platform but also across other platforms. Now consider the time and effort it took to construct these application features and add to that the overhead of managing them on a daily basis. Considering these elements to inform the design of single platform for implementation of enterprise wide applications might yield more returns than can be imagined. Simple and easy, however we should not under estimate the time and effort to get to this “nirvana”.

It does help to take step back and define clearly the objectives , formulate a strategy and subsequently a migration plan. Keeping all implementations aligned with benefits realisation against a Clearly Defined Business Case.


SharePoint Server 2010 – Getting Started link guide for developers

November 4, 2009

SharePoint Developer – General info

SharePoint Developer – Specific topics

Background info

[From SharePoint Server 2010 – Getting Started link guide for developers]

The Scoop: SharePoint 2010 Records Management

November 4, 2009

What is Records Management The session began with a brief description of what records management is and what constitutes a record. Wikipedia defines records management as “the practice of maintaining the records of an organization from the time they are created up to their eventual disposal.

This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) or records.” The time that an organization considers information to be relevant or valuable is on a per case basis.

Although not always the case, a primary driving factor in records management is compliance with legal standards. A document or email becomes an item of record when it contains information about the running of the business, contains information that must be retained with statutory requirements or contains information about an employee or a potential employee.

Because judicial bodies can classify records as potential evidence in lawsuits, it is very important to include RM with your SharePoint deployments.

How SharePoint 2010 Improves on ERM
In Place Records Management
One of the new industry trends is the idea of in-place records management rather than a central repository of documents that requires a routing service. In this method, the documents stay in the current location, and they are classified as business records.

This will allow the document to gain the appropriate security, retention and disposition without ever having to be routed to a centrally managed location.

This saves IT resources and will more than likely decrease time spent during eDiscovery. New in SharePoint 2010 is the adoption of this technique, which will surely be a good choice for many organizations looking into RM.

Updates to Records Center
The live demo showed off the new slick, AJAX-friendly UI on top of the new Records Center site. For some organizations, the dedicated records center repository is more ideal, so Microsoft has given the site a major face-lift.

Not only is it a lot easier to submit a record (as seen below by the large “Submit a Record” button), but the overall layout of the site is cleaner. You can also search for document IDs right on the main page.

During the demo Darrin Bishop showed us how he created new content types with information rights management (IRM) configured. He was able to very quickly set up retention stages for multiple scenarios relating to documents.

One stage created was one that would delete all previous drafts of a document 3 years after the document was created. Another was a stage that would move the document to the recycle bin after a lifecycle of 7 years.

Auditing, barcodes and labels have been retained from the features seen in SharePoint 2007.

SharePoint 2010 – Records Management

The big push in this release is for greater adoption from end users themselves. The Records Center site has been redesigned so that it is easier for a records manager to maintain the order of the site. The RM configuration page displays step-by-step instructions to guide the user in how to properly setup the hierarchy.

Content Organizer
The routing rules from 2007 have been replaced by the content organizer, which is actually a new SharePoint feature available in all document libraries. The content organizer is used to route documents to the right folder based on content types and any other metadata that you require. The takeaway here is that folders have been given a whole “new” spin in SharePoint 2010.

Changes to Folders
Folders have no functionality in 2007, and the standard best practice is to avoid them in most situations and use metadata columns instead. For 2010, folders will now be able to act as true parents to any child objects below it.

The idea now is to set metadata at the folder level, so that the child objects can inherit that information. So as this may not be new to anyone familiar with other popular DMS/CMS solutions, this is a completely different approach from Microsoft that is already being applauded.

Compliance Details
Another new feature is that every document in SharePoint 2010 now has a “compliance details” option on the context menu. This allows you to check out all the relevant settings that have been applied to a specific business record.

This looks like a great feature that will easily allow administrators to make sure that specific documents are inheriting the right policies and retention settings.

As with most context menus in SharePoint 2010, you won’t have to leave the page to see this information, and you’ll even be able to change the exemption and/or hold status based on what you see here.

SharePoint 2010 Compliance Details

These new and improved features all come together to help attain a higher efficiency when relating to eDiscovery, which is the process of discovering electronically stored data. Because there is a set of Federal rules (Federal Rules of Civil Procedure) that govern the request of information in litigation, it is very important to be able to produce electronic data when requested in a court of law.

It is also important that the data is accompanied along with the metadata that was associated with it in the system.

In SharePoint 2010, content types are now service-based rather than being tied to a site or site collection. Content types will automatically be available in all sites throughout the farm, so there is no need to deploy content types to separate site collections.

Since records are tied to content types, the time required to get a records management solution up and running in SharePoint has been greatly reduced across the board.

New in SharePoint 2010
In-place Records Management
Document Sets
Persistent Document IDs
Content Organizer
Compliance Details Menu Option
Improved in SharePoint 2010
Record Center Site Definition
Record Center Management Interface
Document Routing
Information Policies
We are only scratching the surface here for what will eventually be in the RTM version of 2010, but this was a good overview of what’s to come.

Support for in-place RM within all libraries is a major plus if you are looking for SharePoint 2010 to be your solution. Not only does this reduce IT overhead, but it allows your end users to live in the appropriate libraries for all relevant information. They won’t have to leave the confines of their collaborative environment to find a business record that relates to their project.

But for organizations that rely on dedicated librarians, the existing records center site from 2007 has been greatly enhanced visually and structurally.

We are still in early beta stages with 2010, so some of this information is subject to change. But enough has been shown here to prove that Microsoft is not putting RM on the back burner with the new release.

About the Author Mike Ferrara is an independent consultant and editor with He specializes in document and content management systems including SharePoint and the Autonomy/Interwoven family of products. [From The Scoop: SharePoint 2010 Records Management]

SharePoint 2010 (The Bottom Line)

October 27, 2009

Having seen what the trends are as outlined by Steve Ballmer, these are some of the items on the long list of new features and enhancements that I thought warrants a mention.

For starters the name has changed to drop the “Office” element from the brand, this does not mean less integration and in actual fact the integration has been enhanced to allow for surfacing data into the clients such as Outlook and Word with productivity enhancement tools and configuration. To crown it this data can be made Read / Write.

Secondly the strap line has changed to “The Business Collaboration Platform for the Enterprise and Web“. The wheel has changed somewhat however not too much and still provides the high level overview of grouped functionality.

The value propositions are as follows:

Connect and Empower People

Cut Cost with Unified Infrastructure

Rapidly Respond to Business Needs

This simplified message very much aligns with the three stakeholders that you will most likely encounter namely Users, IT and the Business. All the messages and enhancements can easily be grouped under these three main headings.

The enhancements that I believe will open new opportunities for SharePoint are the following:

Multi-tenancy – That recurring revenue stream that have been eluding you forever and a day might very well no be possible as it allow tenants to happily live together in perfect harmony on a single implementation. The only caveat is that you should be able to speak PowerShell, a small sacrifice really.

Scalable Architecture – much more granular than before and allowing for a configuration that can be as standard as you want or as complex as your environment requires. Service Applications (preciously shared service providers) are now broken down into true service that can be scaled out depending on you needs and even load balanced via a built in feature or additional load balancing provisions should it be required.

Tagging – Aka Metadata, Folksonomies, Taxonomies. Whatever name you choose for this, it certainly makes the content relevant and up to date by allowing real users to associate the context they want to their data. I can see this taking off a big way. Managing structure taxonomy, something I have had many a request for in the past, is now done and can be shared across farms. Pretty decent to be honest.

Standards Based – In broad terms much of what is been developed have followed some sort of standard where applicable. The most notable instance of this is the web interface that is WCAG 2.0 compliant, someone did slip that it is AA however I have seen no written evidence to this effect.

When 7500 people come together to Share their enthusiasm for a software product that is not so much for recreation, you start thinking resistance is futile…

SharePoint Conference 2009 Keynote Summary

October 21, 2009

Steve Balmer had a good introduction to what he believes the strategy will be going forward. I’ll summarise my view of the world as I see it, not always aligned with those of others.


It basically comes down to what analysts have been saying for a long time. Any enterprise has an IT services element that can broadly be divided into two types of offerings. These are Differentiating Services and Non-Differentiating services.

With the new “cloud” looming large it seems that no one will commit to fully move all there services into it as yet but that it would be a good place to move all non-differentiating services freeing up resources to create the stuff that makes you (your enterprise) unique and gives you the edge over the competitor.

Good candidates would not to be moved would be your eCom Site that outperforms any high street store. Chances are you would not want to surrender this to the cloud as yet. However stuff like document management, mail etc might be good services to release into the cloud allowing to focus more resource onto the areas that will allow for innovation.

If anyone follows what Gartner and Forrester have to say these days you would probably be wise to the fact that Mobile is the next desktop and that Television is an expected area for growth, most likely as we all know how to use it but in terms of getting useful data from it its pretty useless.

Following sound principles like standards, WCAG and more, makes life easier in terms of cross platform support, however Steve made it clear that all will not always be well related to operating systems that resemble fruit (Apple) and related browsers for obvious reasons.

Moving forward the design seems to focus on releasing data from the vaults (databases) that currently lock them up and to make it easier to govern implementations. “Dog food” and all that dictates that when you run an environment the scale of the cloud you would most likely want to know what you are doing, when it comes to operations. These lessons and tools are making its way into the product, however as rightly pointed out governance is 80% Process and 20% Technology

Development tools have also been enhanced to now actually “speak” SharePoint and the ability to run an implementation on Windows Vista and 7 makes it much easier to be productive. (This will not be done on my watch for the obvious reasons). Everything is moving towards PowerShell however it is not all there yet. Expect more to come I guess and yes STSAdm will still be working.

In summary all is pretty much as expected and as things are getting better in terms of scalability and governance. I can’t say that it was a big surprise except for SQL Server Power Pivot. Allowing you to work with masses of data in excel (desktop) and server-side at warp speed. Pretty impressive to say the least, part of brining BI to the masses

SharePoint 2010 the Long and Short of it.

October 20, 2009

Been really hard for me to drag myself to
Vegas for a week of sunshine and getting to see the new line up Microsoft has
installed for us in its new release of SharePoint 2010.

Trying to get Breakfast at SharePoint Conference 2009

October 20, 2009

Do not go for breakfast at 8 AM, you'll get swamped ;-)

SharePoint Conference 2009 Las Vegas

October 20, 2009

Finally arrived in Las Vegas after a long wait. Have to say that it is truly worth it, even if it is just for the great weather. I'll over the following days post some of the new developments that I deem to be worth while.