best practices for a successful erm system migration

Best Practices for a SuccessfulEnterprise Report ManagementSystem Migration

Michelle Christensen, VP, CMOD PracticeRichard Raab, Director, Migration ServicesKen Foster, Director, ERM ServicesLouise Hawley, CMOD Practice Lead

January 28, 2015

2© 2014 enChoice, Inc. | enchoice.com

Agenda

• Introduction:Michelle Christensen

• Ensuring a Successful ERM Migration Approach & Methodology:Richard Raab

• ERM Migration Best Practices & enChoice Experiences:Ken Foster

• Developing an Effective Business Case:Richard Raab

• IBM Content Manager OnDemand Demonstration:Louise Hawley

• Q&A

http://www.enchoice.com



Introduction

Michelle Christensen


enChoice: Leading Provider of End-to-End ECMSoftware and Services

• Founded in 1993 – 20+ years of success

• First, largest, top-rated IBM SoftwareValueNet Support Provider for FileNet; Datacap; Content Manager OnDemand (CMOD)

• 400+ global customers

• Selected/certified by IBM to provide CMOD education

• 200+ IBM technical and sales certifications

• Certified records manager on staff

• Unique ECM software for improving time-to-solution,the user experience and backup and recoveryservice levels (KwikWork and CYA SmartRecovery)




enChoice CMOD Practice

Implementation and consulting services• Also for ECM System Monitor, ICN, CMOD Full Text Search, CMOD Enhanced Retention

Management, Datawatch RMS, Crawford Riptide and Transforms

• CMOD upgrades

Migration services• From/to CMOD, ASG/Mobius, BMC, CA, RMS, COOL, FN Report Manager, Report2000

Remote systems administration• Standard (insurance policy) or extended (we become your CMOD administrator)

CMOD in the cloud • PaaS/IaaS leveraging AWS or Softlayer

Other key skills

• Print specialists including AFP, Xerox, Ricoh InfoPrint

• Phone support

• Strategic planning and use case definitions

• Assistance with IBM licensing and renewals




CMOD Education: Latest & Greatest Materials

Instructor-led online classroom

• February 9, 2015

• April 27, 2015

• Five day class and lab focused on CMOD MP

Self-paced online class

• Enrollment opens February 24, 2015; watch for announcement

• Enroll at www.enchoice.com/Services/IBMCMOD/Training

Onsite: Tailored or custom classes

• Two to five days with presentations and hands-on labs



http://www.enchoice.com/Services/IBMCMOD/Training


Sample enChoice CMOD Customers




Ensuring a Successful ERM Migration Approach & Methodology

Richard Raab


• Methodology

• Analysis

• Implementation

• Terms: historical (back-file);day forward; incremental; parallel

• Analysis

• Start with a system review

• Onsite meetings with technical staff and users

• Review system and processes to support the system

• Discuss options for the new environment

• Creation of system design document

• Timelines for back-file, day forward, parallel production roll-out

Successful Migration Approach & Methodology




• Implementation

• New system installation

• Convert definitions

• Implement back-file report migration process

• Implement day-forward process. Start in parallel withthe existing system

• User testing

• Production roll-out

– Can be by department or application, etc.

Successful Migration Approach and Methodology




Successful Migration Approach and Methodology

• Clean up the existing system

• Don’t force old functions into the new system

• Starting day forward loads early in project reducesback-file effort

• Determine volumes and REALISTIC timeline

• Usually can’t convert 10 years of data in a few months

• Understand the complexity of this type of project

• Understand each document type and how it is used

• Plan, plan, plan, plan




ERM Migration Best Practices & enChoice Experiences

Ken Foster


ERM Migration Best Practices

• Know your data

• Data types, indexing, retentions, etc.

• Clean up current environment

• Eliminate reports not needed (reduces extraction time)

• Remove old recipients, report definitions, etc.

• Leverage new features and functions

• Starting day forward reduces extraction time/effort




Migration Best Practices & enChoice Experiences

• Start early, project will take longer than expected

• Even if just contemplating changing ERM system, start extraction

• The old system took years to fully implement

• This is not just replacing one system with another

• Understand and accept time to extract old archives

• 4 hrs/day X 6 days/wk X 52 weeks/yr X 10 yrs / 24 hrs in day =520 days

• Data center resource restrictions (conversion effect on production)

• Speed/resources to retrieve old data (tapes, HSM, DASD)

• Initially creating a copy of every page of every archive




Migration Best Practices and enChoice Experiences

• Understand current indexing and what will be required in new system

• Same report might have had different indexing over time

• Understand user requirements (good and bad)

• What document attributes do we need to change (retention, etc.)

• Audit – how do we ensure every archive was converted?




enChoice ERM “START NOW℠” Program

• Starting early is so important, we created a new offering

• Services offering that starts migration right away

• Start with extraction process, no need to wait

– Independent of ingestion

• Not many extraction options (TXT, PDF, JPG, TIF, AFP)

• Can start before new vendor/platform is chosen

• Can have 90% archives ready for ingestion when new system is installed

• Much lower entry cost - avoid sticker shock

• Easy to plan, size and scope (10-20 hrs/wk for 1-3 yrs)




• Prevents being “held hostage” by current vendor atlicense renewal

• Spreads conversion cost over longer period of time

• Typically costs less to convert if start earlier

• Much less impact on production environment

• Enables better planning time for implementation of new system

enChoice ERM “START NOW℠” Program




ERM Best Practices Summary

• Start now!

• Can start extraction with little up front effort

• Enables better implementation and planning; lowers cost

• New system does not have to look like old one

• Conversion is a great opportunity to “fix” mistakes

• Leverage new features and functions

• Does not need to mirror old system

• Plan

• Better it is, the less issues that will slip through

• Look at applications and have user involvement

• Avoid same mistakes




Developing an Effective Business Case

Richard Raab


Developing an Effective Business Case

• Current costs

• Lack of features and requirements

• Meeting the needs of the business?

• New applications (strategic)

• MVS direction

• Confidence in current vendor

• Cost justification (ROI)




IBM Content Manager OnDemand Demonstration

Louise Hawley


Q&A

• Submit questions using thequestion box on yourGoToWebinar control panel

• For more information:

• enchoice.com

• [email protected]

@enChoice enChoiceinc enChoice-inc

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