increasing worker productivity_with_ecm_and_collaborative_project_management

Applied Excellence

Increasing Worker Productivity with ECM & Collaborative PM on the iPad, iPhone & Android

Phones

Mike Mahon, CEO & President, mike@ziaconsul=ng.com Office: 303.443.4004 x203

Cell: 720.289.7424 Cengiz Sa=r, Manager CM Products & Strategy

[email protected] IBM Enterprise Content Management

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Use CMIS & Standards for Mobile

Who Cares? Mobile ECM Apps – Free Tools

Strategy to Increase Mobile ProducBvity

  ECM Wins

  Mobile Wins

  Integra=on Wins

  CMIS-‐based tools

  Edit Tools   Technology to =e in your App to your ECM

  CMIS is an easy to learn standard

  Connects to most ECM systems

  Similar to SQL, easy transi=on

  Proven out on IBM, Alfresco, OpenText, etc.

  Use REST, SOAP for other Communica=on

  Choose Projects Wisely

  Get a win!   Leverage Exis=ng IT Assets and Skills

  Use an ESB   Crea=vely Problem Solve

Presentation Goals

© Zia Consul=ng, 2011

Applied Excellence

Does this really matter?

The context of content management today

•  Content access anywhere •  Access and security •  Workflows & business process •  Content reuse / repurposing •  Archival & records management

•  Federated searching •  Content lifecycles & single sourcing

•  Informa=on is immediate •  Collabora=ve, ad-‐hoc processes

•  Work is knowledge intensive •  Content is essen=al for decision making

•  Outcomes are sustained •  Relies on smart people

•  Mobile social and content-‐centric apps (CMIS)

•  Content management •  Web content management •  Mobile content access •  Messaging, file management •  Comprehensive document management

•  Social collabora=on •  Office collabora=on

CChallenges SoluBon

PPaDerns

KEY: Content awareness and ac=on measured in hours to minutes

KEY: Dynamic, cross-‐enterprise access, management and control

KEY: Integrated solu=ons to enable swii, collabora=ve outcomes

Global business is becoming more social

Solve problems in the workplace through experience-‐based advice; stay current and learn what my peers

know.

64%

Make beker decisions based on insights from like-‐minded professionals.1

55% Sources: 1. Toolbox.com/PJA Social Media Index, August 2010. 2. Wikipedia, December 2010. http://en.wikipedia.org/wiki/List_of_countries_by_population

Source: IDC, August 2009

Source: Information Week - The Growth Imperative, September, 2010

41.8% CAGR 2008-2013

Which Web Technologies Are Being Adopted By Your Company

“Social content …. is the fastest-‐growing category of new content in the enterprise.”

— Gartner

Benefits of the social transformation

“Social media has shi.ed control of the corporate message away from the organiza8on and towards consumers and other stakeholders, and running away and hiding is no longer the safe op8on.”

Burson-‐Marsteller “The Global Social Media Check-‐up,” February 2010

Source: 1. “How companies are benefiting from Web 2.0”: McKinsey Global Survey Results, September 2009

69% Of workers report their companies have

gained measurable business benefits,including: – More innovative products and services

– More effective marketing

– Better access to knowledge

–  Lower cost of doing business

– Higher revenues1

People are transforming the way they interact and the way they work, driving real business results:

Marketing: challenged with locating subject matter experts

Organizations: paralyzed by security and governance concerns

Human resources: difficulty increasing worker effectiveness

Product development: problems managing and repurposing unstructured content

Challenges of social business + enterprise content Social content has introduced new challenges around managing informa=on

Intersection of social and content

 Improve the strength and speed of connecting people with content

 Enable the right business processes with real-time collaboration capabilities in context

 Nurture adaptive and participatory communities

 Provide new, efficient and cost-effective ways for people to create high value content

It is about the people, content, the work they do, and how others leverage it

 Connect the right subject matter experts with content producers and consumers

 Leverage the right knowledge and skills, quickly responding to market changes with relevant and accurate information

 Mitigate risk by proactively managing and governing information, and intuitively extending social and collaborative content to broader enterprise content services

 Leverage and extend existing investments in web, email and related applications, providing high ROI

 The results:

– Lower costs

– Better insights

– Improved productivity

– Better decision making

– Improved customer satisfaction

The business value of social content

IBM Social Content Management, a different and Smarter Approach

Infrastructure and Centralized

Open and collabora8ve

Ad-‐hoc Collabora=on

Community oriented

Metadata oriented

Content relevance… user tags & ra8ngs

Inside the firewall

Inside & Outside the firewall

Document Centric

People Centric

ECM, Evolving and Extending All content is equal; focus was on crea8ng an infrastructure to store and manage everything

Aier Social Content Iden8fy what content maJers, why, and to whom, then apply the right content solu8on

By 2011, the world will be 10x more instrumented then it was in 2006. Internet connected devices will leap from 500M à 1 Trillion.

2005 2006 2007 2008 2009 2010 2011 0

200 400 600 800

1,000 1,200 1,400 1,600 1,800

Exa

byt

es RFID,

Digital TV, MP3 players,

Smart Phones/Devices, Digital Cameras, VoIP,

Medical imaging, Laptops, smart meters, multi-player games,

Satellite images, GPS, ATMs, Scanners, Sensors, Digital radio, DLP theaters, Telematics ,

Peer - to - peer, Email, Instant messaging, Videoconferencing, CAD/CAM, Toys, Industrial machines, Security systems, Appliances

10x"growth in"5 years

Approximately 70% of the digital universe is created by individuals, but enterprises are responsible for 85% of the security, privacy, reliability, and compliance.

Cut Costs and Improve

Employee Productivity

Reduce Costs and Risks

  Reduces the cost and complexity of building ECM based

applications -- unlocking content customer’s already have

  Decouples Web services and content from the content management repository, enabling customers to manage content independently

  Dramatically simplifies application development of common Web services and Web 2.0 interfaces

Increase Productivity

  Makes finding and accessing content easier

  Unlocks the full value of content

  Reduces development time to integration applications with ECM Sources

  Grows the ISV and developer community that provide critical customer solutions to complex business problems

The Role of CMIS in Social Content Management Using Content Management Interoperability Services (CMIS) to enable applications

Applied Excellence

How do I implement a mobile ECM Strategy?

Choose Your Projects Wisely!

Contracts Management System: the official system that stores signed contracts & associated aDachments

Meager search capability

Nightly Server Reboots

1 of 14 disconnected Doc Mgmt systems

Poor audiBng & RM capability

Memory Leaks

Manual load of metadata

One security role

Poor UI

Slow Performance

LiDle Staff ExperBse; One consulBng company


Get a Win! First Project: Contracting and Financial Records

Status: Document Mgmt Func=onality Implemented in 4 months

•  Implemented a New ECM System •  Exceeded results of all previous Document Management projects

•  12 weeks: •  No infrastructure established before project start

•  Staff learned: •  New System •  New Methodology

•  Real-‐=me, automated, SOA interface with PeopleSoi


Applied Excellence

How Do I Leverage Existing Assets?

SOA and ESB!


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Typical SOA Architecture

Users: Formerly Apps and Portals,

Mobile is new Trend

Define Business Process and expose

via Service

Leverage existing IT infrastructure, web sites, mainframes, data warehouses,

etc.

Image take from Zuzel.org


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The How of an ESB!

Model, edit and design service

Register and manage Services

Image take from Intro to Oracle

ESB

Manage, adminster & Debug services


Example of Leveraging Existing Assets: Contracting Automation – ECM Win!

Business Problem:  Standardize process, improve efficiency, increase transparency  Support automated contract requests, draiing, council handoff,

electronic signatures  Allow city agencies to search for and retrieve informa=on about in-‐

process requests and completed contracts

Document Management Needs:   Mul=ple Work Flows

  Addi=onal Web Service Integra=ons with PeopleSoi

Technical Approach:   Alfresco Advanced Workflow

  Custom Extensions:

Status: 9 Month Project; Launched January 31st

•  Workflow Web Service •  Bootstrap Workflow

•  Electronic Signature •  Rules-‐Driven Task

Assignment

•  Workflow Dashboard •  Oracle Business

Intelligence


Example of Leveraging Existing Assets: Procure-to-Pay (P2P) – Integration Win!

Business Problem:   Automate the City’s procurement processes in PeopleSoi

  Paper-‐based, disconnected, minimal controls

Document Management Needs:   View Requisi=on, PO, Receipt & Contract/Financial Akachments

WITHOUT breaking delivered PeopleSoi Func=onality

  View Invoices & Contracts

Technical Approach:   Crea=on of Mul=ple Repositories

  FTP Connec=on for Requisi=on, PO, Receipt & Contract/Financial Akachments

  CMIS Interface to View Invoices & Contracts

Status: Document Mgmt Func=onality Implemented in 4 months


ESB

How does it all Fit together? Contracting Automation Architecture

ECM PeopleSoa Financials

Purchase Order

Bootstrap Workflow

Expenditure Contracts

5 Workflows

Revenue Contracts

4 Workflows

Scanned Paper

Signatures

Electronic Signatures

Requisi=on Workflow Ini=a=on

Web Service

RFP Workflow

Start Advanced Workflow (Manual)


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Where does mobile come in?

Enable managers to approve ERP, Budgets, Contracts while Out.


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View All Active Workflows on iPad

Sort Active Workflow

Restrict View Access to Workflows


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View Budget Workflow on iPad

Workflow Summary and Information

Assigned users in budget workflow


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Edit Budget Workflow on iPad

Editing Fields on a workflow


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How do I expand mobile to save time and money?

Creative Problem Solving and Use Standards


Web Project – Uses SOA, CMIS and REST 311 Online (with Attachments)

311

Denvergov.org

Business Problem:  Provide ci=zens with a web channel to submit requests for services

 Feed directly and work seamlessly with CRM System employed by 311 Call Center

Document Management Needs:   Support the ability for ci=zens to submit akachments (forms or

suppor=ng documenta=on)

  Provide the ability to pull up akachments within a case in CRM

  Provide mechanism for downstream Work Order systems to pull up same akachments

Technical Approach:   Crea=on of CRM Repository – metadata for case # and work order #

  CMIS Interface to Insert akachments into CRM, and then view them

  Heavy orchestra=on between CRM and Alfresco

Status: Document Mgmt Func=onality Implemented in weeks


Creative Problem Solving! 311 Online iPhone App

iPhone App

Business Problem:  Provide ci=zens with a mobile channel to submit requests for services

 Work seamlessly with other 311 channels (call center and web)  How do you create a mobile app when you don’t have the bench to

maintain it?

Document Management Needs:   Support ability for ci=zens to submit akch (pictures or map images)

  Provide the ability to pull up akachments within a case in CRM

  Provide mechanism for downstream Work Order systems to pull up same akachments

Technical Approach:   Reuse CRM Repository /CMIS Interface from 311 Online

  Use Enterprise Service Bus to orchestrate AND control behavior of App   Write iPhone app as “UI interpreter”, taking commands from ESB

Status: Document Mgmt Func=onality REUSED from previous project © Zia Consul=ng, 2011

Applied Excellence

How do I leverage the existing 311 Web Home?

Submit request online

Call via 311 in the City or External #

outside


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Denver 311 Mobile iPhone Application:

Mirror What 311 Online Web App Does

Applied Excellence

Mobile Case Management A real world example


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Mobile Case Management What does it do?

Creates work ticket in PeopleSoft

Stores content in Alfresco

Notifies stakeholders of ticket status changes

Secure communication via Oracle Enterprise Service Bus (ESB)


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Mobile Case Management A living example

List of case options (think workflow or tickets)

Generated from ERP

Each case type has different information required


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Mobile Case Management New Case and Status of Existing

"Report a Problem": Allows users to create a new case

Area for system generated notifications


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Mobile Case Management Different Case Options

Graffiti or Vandalism has 2 case types you can submit

Animal & Pets has 8 case types


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Mobile Case Management Enter Metadata and images

Enter required information for the selected case type


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Mobile Case Management A living example

Add geo-location information


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Mobile Case Management How did it do it?

Leverage Web Services to Communicate with Mobile Device

Secure communication via Oracle Enterprise Service Bus (ESB)

CMIS is Communication Protocol between all existing systems


What about CMIS?

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Fresh Docs Connects to Any CMIS 1.0 ECM

Can connect to any CMIS 1.0 compliant System

Alfresco Enterprise 3.3.x and IBM Filenet P8 Shown

Tested against OpenText, Nuxeo, Day, & SharePoint as well


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Search Repository


Search “content” returns results

Applied Excellence Edit Metadata

Changes will be stored directly in CMS Systems

Access permissions are controlled from repository


How do I use the apps on the iPad or other tables?

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How do you edit using native apps on the iPad and save to the CMS?

Preview Doc

Send document to Editor

Edit and Return to Fresh Docs


Applied Excellence iAnnotate – iPad PDF Annotation

Comments on a PDF

Highlighted Text


Applied Excellence DocsToGo– iPad Office Doc Editing

Edit and Save Documents


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KeyNote: iPad Presentation Software

Build and Present

Distribute


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Questions & Answers

Mike Mahon, CEO & President, mike@ziaconsul=ng.com Office: 303.443.4004 x203

Cell: 720.289.7424 Cengiz Sa=r, Manager CM Products & Strategy

[email protected] IBM Enterprise Content Management