**You:** What's a simple, pragmatic, and scalable tech stack and processes that can be used for cross-departmental collaboration, task tracking, project management, and a system that exports to formal documentation? I'm also trying to avoid closed-source or weird cloud-based solutions. I like Obsidian, but securing it in a corporate setting requires firewall rules to block Obsidian Sync while whitelisting certain GitHub URLs to be used for community plugins that are allowed. Also, it wouldn't integrate easily or perfectly with an on-prem or even O365 setup. When I say scalable, I mean that the wiki/second-brain can double as a place to easily start tasks, manage projects, and more without doing much task switching. I also want something that can be shared with other teams. One solution is to just use a OneNote and put it in a shared Sharepoint library where everyone can access it. OneDrive is another example here. However, it's not easy to export documents in a certain formal format like maybe what we could do with a custom Obsidian plugin. Really, I'm just looking for an intuitive system here. I want it to be straightforward to other teams and have the same functionality that you would get with a professional cloud-based project management, change management, or company wiki system. Part of this too is that we want to map things to the NIST CSF 2.0 framework along with crosswalking among other frameworks. One idea is to have auto-generated pages (maybe with Python) that track related notes and talks to various parts of the heirarchical and cross-walked frameworks. This would be two-way where we have Excel files with PowerQuery that act like a relational database or we could use a more traditional database like Postgres. I'm thinking since the IT teams doesn't like new technology that it would be the former. * * * **ChatGPT:** Based on your requirements and constraints, a pragmatic and scalable solution would be to leverage the existing Microsoft ecosystem, which your IT team is likely already familiar with and more willing to adopt. Here's a detailed plan to meet your needs: ### 1. **Centralize Collaboration with SharePoint** - **SharePoint Sites and Libraries**: Create dedicated SharePoint sites for each department or project. Utilize document libraries for storing files and version control. - **Built-in Wiki Features**: Use SharePoint's wiki pages for collaborative documentation. This allows for easy editing, linking, and searching of content. ### 2. **Task Tracking and Project Management with SharePoint Lists and Planner** - **SharePoint Lists**: Customize lists to track tasks, issues, and project milestones. You can create views, filters, and alerts tailored to each team's needs. - **Microsoft Planner**: Integrate Planner for a more visual task management experience. It integrates seamlessly with SharePoint and Teams. ### 3. **Communication via Microsoft Teams** - **Teams Integration**: Use Teams for cross-departmental communication. Integrate SharePoint sites and Planner within Teams channels for a unified workspace. ### 4. **Data Management with Excel and Power Query** - **Excel Workbooks Stored in SharePoint**: Keep your Excel files in SharePoint for centralized access and version control. - **Power Query**: Use Power Query within Excel to connect, combine, and refine data across multiple sources, acting like a relational database. - **Mapping Frameworks**: Store your NIST CSF 2.0 mappings and crosswalks in Excel tables for easy management and updates. ### 5. **Automate Workflows with Power Automate** - **Process Automation**: Use Power Automate to automate repetitive tasks, such as notifications, approvals, and data synchronization between Excel and SharePoint. - **Document Generation**: Automate the creation of formal documentation by populating Word templates with data from Excel or SharePoint lists. ### 6. **Formal Documentation with Word Templates** - **Content Controls**: Design Word templates with content controls linked to your data sources. - **Automated Exporting**: Generate formal documents in desired formats (Word, PDF) using data from your Excel sheets or SharePoint lists, automated via Power Automate. ### 7. **Data Visualization with Power BI** - **Interactive Reports**: Create Power BI dashboards to visualize project statuses, compliance mappings, and other key metrics. - **Data Sources**: Connect Power BI directly to your Excel files or SharePoint lists. ### 8. **Custom Scripting with Python** - **Automated Page Generation**: Develop Python scripts to auto-generate SharePoint wiki pages or documents based on your data. - **APIs and SDKs**: Use Microsoft Graph API to interact programmatically with SharePoint and other Microsoft services. ### 9. **Security and Compliance** - **Permissions Management**: Leverage SharePoint's robust permission settings to control access at the site, library, or item level. - **Data Governance**: Implement data loss prevention (DLP) policies and audit trails to meet compliance requirements. ### 10. **Training and Change Management** - **User Training**: Conduct training sessions to familiarize teams with the new processes and tools. - **Documentation**: Maintain a user guide within the SharePoint wiki to help users navigate the system. ### **Advantages of This Approach** - **Familiarity**: Stays within the Microsoft ecosystem, reducing the learning curve. - **Integration**: Seamless integration between tools (SharePoint, Teams, Excel, etc.). - **Scalability**: Can scale across departments and adapt to growing needs. - **Customization**: Offers flexibility through custom lists, templates, and scripts. - **Security**: Benefits from enterprise-grade security features inherent in Microsoft products. ### **Addressing the NIST CSF 2.0 Mapping** - **Structured Data Storage**: Keep your framework mappings in Excel or SharePoint lists for structured access. - **Crosswalking Frameworks**: Use Power Query to join and relate different frameworks within Excel. - **Two-Way Interaction**: Enable bi-directional updates between your data sources and documentation using Power Automate and Python scripts. ### **Mitigating Potential Resistance** - **Pilot Program**: Start with a small pilot to demonstrate value and gather feedback. - **IT Involvement**: Involve the IT team early in the process to address concerns and incorporate their expertise. - **Incremental Rollout**: Gradually implement features to allow teams to adapt over time. ### **Alternatives If More Flexibility Is Needed** If you find limitations within the Microsoft stack, consider introducing open-source tools that can be self-hosted and integrated: - **MediaWiki or DokuWiki**: For a more robust wiki system with better export capabilities. - **Redmine or OpenProject**: Open-source project management tools that offer task tracking and wikis. - **Integration with Excel**: Use APIs or data export/import features to connect these tools with your Excel-based data management. However, these alternatives may require additional effort to integrate and may face resistance from the IT team due to the introduction of new technology. ### **Conclusion** Leveraging the Microsoft ecosystem offers a balanced solution that meets your requirements while minimizing resistance from the IT team. It provides the tools necessary for cross-departmental collaboration, task tracking, project management, and formal documentation, all within a familiar and secure environment. * * * **Next Steps:** 1. **Assess Licensing**: Ensure you have the necessary Microsoft licenses for Power Automate, Power BI, and other services. 2. **Plan Implementation**: Develop a phased implementation plan with timelines and responsibilities. 3. **Engage Stakeholders**: Present the plan to all relevant teams to gather input and foster collaboration. 4. **Develop Training Materials**: Prepare guides and training sessions to support adoption. 5. **Monitor and Iterate**: After deployment, regularly collect feedback and make iterative improvements. By following this approach, you'll establish an intuitive, scalable, and secure system that facilitates collaboration and meets your documentation and compliance needs. * * * **You:** How could Obsidian maybe be used? What could that archticture/tech stack and integrations look like for it? * * * **ChatGPT:** Certainly! Leveraging Obsidian in a corporate environment can provide a powerful, flexible, and scalable solution for cross-departmental collaboration, task tracking, project management, and documentation exportation. Below is a detailed outline of how Obsidian can be integrated into your tech stack to meet your requirements. * * * ### **1. Obsidian in a Corporate Setting** Obsidian is a Markdown-based note-taking application that stores data in plain text files. Its key features include: - **Local Data Storage**: All notes are stored locally, enhancing data security and control. - **Extensibility**: Supports community plugins and custom scripts for added functionality. - **Linking and Backlinking**: Facilitates the creation of a connected knowledge base. * * * ### **2. Architecture and Tech Stack** **a. Data Storage** - **Shared Network Drive or Version Control System (VCS)**: Store the Obsidian vault on a shared network drive or use a VCS like Git hosted on an internal server. - **Advantages**: Centralized data, version control, and access management. - **Considerations**: Ensure proper permissions and access controls are in place. **b. Obsidian Configuration** - **Disable Obsidian Sync**: To comply with corporate security policies, disable Obsidian Sync and block it via firewall rules. - **Whitelisting Plugins**: Whitelist necessary GitHub URLs to allow only approved community plugins. - **Custom Plugins**: Develop or commission custom plugins tailored to your organization's needs. **c. Security Measures** - **Firewall Rules**: Implement firewall configurations to prevent unauthorized data transmission. - **User Authentication**: Utilize operating system-level authentication to control access to the shared vault. * * * ### **3. Task Tracking and Project Management** **a. Obsidian Plugins** - **Tasks Plugin**: Allows for task creation, tracking, and visualization within notes. - **Kanban Plugin**: Provides Kanban boards for project management. - **Dataview Plugin**: Enables querying and displaying data from notes in various formats (tables, lists). **b. Note Structuring** - **Templates**: Create note templates for tasks, projects, meetings, etc., to maintain consistency. - **Tags and Metadata**: Use tags and frontmatter metadata to categorize and filter notes. * * * ### **4. Cross-Departmental Collaboration** **a. Real-Time Collaboration** - **Sync Solutions**: While Obsidian doesn't support real-time collaboration natively, using a VCS or shared drive allows multiple users to access and edit notes. - **Git Integration**: Set up a Git server internally (e.g., GitLab, Gitea) for version control and collaboration. - **Conflict Resolution**: Implement protocols for handling merge conflicts. **b. Communication Channels** - **Integrate with Communication Tools**: Use scripts or plugins to integrate Obsidian with tools like Microsoft Teams or Slack for notifications and updates. * * * ### **5. Mapping to NIST CSF 2.0 and Crosswalking Frameworks** **a. Structured Data Representation** - **Hierarchical Notes**: Organize notes to reflect the NIST CSF 2.0 framework hierarchy. - **Linking Framework Elements**: Use Obsidian's linking capabilities to connect related controls and standards across frameworks. **b. Automation with Python** - **Data Extraction and Ingestion**: Use Python scripts to read Excel files containing framework mappings and generate or update Obsidian notes accordingly. - **Two-Way Sync**: Implement scripts to synchronize changes between Obsidian notes and Excel files. **c. Visualization** - **Graph View**: Utilize Obsidian's graph view to visualize connections between framework elements. - **Custom Plugins**: Develop plugins to enhance visualization and navigation of compliance data. * * * ### **6. Exporting to Formal Documentation** **a. Pandoc Integration** - **Automated Exports**: Use Pandoc with custom scripts to convert Markdown notes into formal document formats (Word, PDF). - **Templates**: Create document templates that align with corporate standards. **b. Custom Plugins and Scripts** - **Export Functionality**: Develop or use existing plugins that facilitate exporting notes with specific formatting requirements. - **Batch Processing**: Automate the export of multiple notes or entire sections of the vault. * * * ### **7. Integration with Existing Systems** **a. Excel and Power Query** - **Data Synchronization**: Use Python scripts to interact with Excel files, allowing Obsidian to read from and write to these files. - **Power Query**: Configure Power Query to pull data from Obsidian-generated files if stored in a shared location. **b. Database Integration** - **Alternative to Excel**: If permissible, use a lightweight database like SQLite for better data management. - **APIs**: Create APIs to facilitate data exchange between Obsidian and other corporate systems. * * * ### **8. Implementation Considerations** **a. IT Team Collaboration** - **Engage Early**: Work closely with the IT team to address security concerns and infrastructure requirements. - **Pilot Program**: Start with a small-scale implementation to demonstrate value and gather feedback. **b. User Training and Adoption** - **Training Sessions**: Provide comprehensive training to help users become proficient with Obsidian. - **Documentation**: Maintain a user manual and best practices guide within Obsidian itself. **c. Change Management** - **Communication**: Clearly communicate the benefits and changes to all stakeholders. - **Support**: Offer ongoing support to address issues and encourage adoption. * * * ### **9. Advantages of Using Obsidian** - **Flexibility**: Highly customizable to fit specific workflows and processes. - **Ownership of Data**: Complete control over data storage and security. - **Extensibility**: Ability to extend functionality through plugins and scripts. - **Cost-Effective**: Free for personal and commercial use, reducing licensing costs. * * * ### **10. Potential Challenges** - **Real-Time Collaboration Limitations**: Obsidian is not designed for simultaneous editing; consider this in collaborative environments. - **Learning Curve**: Users unfamiliar with Markdown or Obsidian may require training. - **Integration Complexity**: Custom scripting and plugin development may require additional resources. * * * ### **Conclusion and Recommendations** Obsidian can be a powerful tool in your corporate environment when configured appropriately. It offers a balance between flexibility and control, aligning with your requirements for an intuitive system that supports cross-departmental collaboration, task management, and formal documentation exportation. **Next Steps:** 1. **Assess Technical Feasibility**: Determine the infrastructure requirements and address security considerations with the IT team. 2. **Develop a Prototype**: Create a small-scale implementation to test workflows and integrations. 3. **Identify Required Plugins and Scripts**: Compile a list of necessary plugins and assess the need for custom development. 4. **Plan for Training**: Develop training materials and schedule sessions for users. 5. **Gather Feedback**: Use the prototype phase to collect user feedback and make iterative improvements. * * * By thoughtfully integrating Obsidian into your tech stack, you can create a robust system that meets your needs while maintaining compliance with corporate policies and security requirements.