Enterprise Content Management 101 for Hospitality

Agenda

• Who is Alfresco? • What is Enterprise Content Management? • Case studies •  ECM Simplified • Q&A

Alfresco people Enterprise Software + Content Management + Commercial Open Source

Management Team Experience

Investors

Founders

John Powell CEO Former COO of Business Objects

John Newton CTO & Chairman Former founder of Documentum

Alfresco is now the largest private, pure-play open source software company in the world. 3 million+ downloads of Alfresco community 2000+ customers from 43+ countries 250+ global channel partners 19 consecutive quarters of revenue growth founded in 2005

Maidenhead, UK Global Headquarters Atlanta, US Headquarters

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Sample Alfresco Hospitality Customers

Complete Content Management

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Document Management

Electronic Records

Management Collaboration Web Content Management

Email Archive

What we do Alfresco Platform

Workflow

Image Management

Digital Asset Management

Document  Management  

•  Common uses o  Store, search, manage content with central repository o  Content sharing, versioning, workflow/approval

•  Benefits o  Save time, simplify searching o  Improve knowledge sharing, work smarter o  Scalability

•  Highlights o  Simple as shared drive, integration with MS Office o  Web access, security & permissions o  Any kind of content

Collabora1on  

•  Common uses o  Team/departmental sites o  Collaboration for project management o  Simple document tags, keywords

•  Benefits o  Empower users and teams easily o  Simple UI, intuitive (minimal to no training) o  Expedite Roll-Out and Modification o  Easier on-boarding

•  Highlights o  Rapid roll-out and adoption o  Web 2.0 services all within same platform

Email  integra1on,  archiving  

•  Common uses o  Simply email content into Alfresco o  Document/archive emails specific to a project or matter o  Individual drag-n-drop email into Alfresco repository

•  Benefits o  Integrate with de-facto communication o  Easy adoption

•  Highlights o  Any email technology with IMAP o  Includes email attachments

Image  management  

•  Common uses o  Digitize physical records, go “paperless” o  Inbound paper management (invoices, contracts, forms) o  Simple capture through shared drive interface

•  Benefits o  Efficiency through electronic search and storage o  Full text indexing, metadata capture

•  Highlights o  Automate rules and business process o  Integrate with scanning/OCR technologies (i.e. Kofax)

Customer Spotlight: Posadas

Challenge: With the rise of popular internet-based travel sites and growing competition, Grupo Posadas, the largest Latin American hotel chain operator, was facing a number of new challenges. The company’s revenue per available room rates were not growing as expected, guests were not able to effectively develop an emotional connection to its brands and the company could not easily promote online offers to its customers and partners. As a result, Posadas needed to re-examine its Web strategy for its eight hotel brands and 112 hotels.

Solution: • Reduced Web site total cost of ownership (TCO) by 40 percent • Increased revenue per available room rates • Improved the online experience for potential customers • Increased brand recognition • Established real time content publishing • Reduced content storage costs • Improved the accuracy of portal search results

The open platform

At the End of the Day…

•  User Adoption •  Developer Acceptance •  IT Blessing •  Finance Approval

How Alfresco Addresses

•  Adapt to the User (not vice versa) • Open Source • Open Platform •  Business Model

Lets Focus

Document Management Capture, share & retain corporate content.

The Life of a Contract…

•  Create and revise initial version

•  Email review o  Feedback o  Changes o  Out of sync o  Delays

•  Repeat until done! •  At some point publish

How is your company managing your content?

•  The most used ECM – The Network Drive • Why?

o  Easy to use o  No training o  Low cost

Issue with this approach

•  Hard to find files •  Adhoc process •  No context •  No version control •  Inappropriate security •  No audit

Which is the current version and is it approved?

How can Alfresco help?

How to Replace the Shared Drive

•  Mount as a shared drive •  Folders become smart spaces

o  Rules, Permissions, Versions

•  Drag and Drop files into Alfresco •  Edit content directly with other applications

// CIFS // FTP // WebDAV

Collect it

Step 1 Take a Picture

Step 2 Select your

method

Paper to Alfresco: Process

Process

Manage it

Managing Content

•  Manage any content

•  Capture critical information about the document

•  Adapt to Your Needs .doc .ppt .xls .jpg .mp3

ODF XML HTML .mp4

Video

Approve it

Business Process Management

Document Lifecycle Author Write

Review Comment

Publish Read

Video

Track it

Version Control

•  Roll back to a previous version • Who did what and when?

•  No need to track by file name •  Verifiable integrity of content

Video

Secure it

Access Control

•  Control who has access to content

•  User Roles •  Lock file on edit

•  Secure assets •  Stop multiple editors

rwxrwxrwx

Video

Search it

Finding Content

•  Simple/Quick search •  Advanced search options •  Extensible via forms

•  Make it easy to find content

Video

Beyond the basics

Enterprise Scale

Replication Clustering

JMX

Administration Integration

Summary

•  Simple – As easy to use as a network drive •  Complete – DM, RM, Collaboration, WCM •  Open – Open Source and Open Standards •  Cost effective – No ‘up front’ license fees

•  Safe – Download and try for yourself

Get Started Today

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