july 1 best practices for ecm kchin kshegda

8/14/2019 July 1 Best Practices for Ecm Kchin Kshegda

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Best Practices for Enterprise Content ManagementVendor Selection and Implementation

Kenneth ChinKaren Shegda


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1

65% ofFortune 1000

80% of Global 500

55Conferences

3,800CIOs

730 AnalystsServing Clients

in 80Countries

100,000IT End-User

Inquiries

10,000

MediaInquiries

2.7 MillionIT End-User

Searches

60,000

Clients

10,800Client

Enterprises

5,500Benchmarks

Welcome!Thank you for joining this Gartner webinar.

Today's topic is Best Practices for Enterprise Content ManagementVendor Selection and Implementation "


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Best Practices for Enterprise Content ManagementVendor Selection and Implementation

Kenneth ChinKaren Shegda


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$5 millionor more:

7%$1 million to

less than$5 million:15%

$500,000 to lessthan $1 million:

14%

What Do Organizations Expect to Spend Manage Your ECM Project Wisely

$250,000 to lessthan $500,000:17%

$100,000 toless than

$250,000:17%

$50,000 to lessthan $100,000:11%

Less than$50,000:5%

More than 40% ofenterprisesunderestimateprocess andorganization issues.

36% oforganizationssurveyed spentmore than$500,000 forECM in 2009

More than 50% oflarge ECM projectswill fail if fewer thansix months is spenton planning andvendor selection.


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Key Issues

1. What key market trends are changing thelandscape of content management?

2. Which are the leading ECM vendors and ofwhat pitfalls and promises must customers

beware with each?3. How can organizations successfully deploy

content management across the enterprise?


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Key Issues






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Dynamic Content

Fixed Content

Enterprise Content ManagementProduct, Architecture or Framework?

DocumentManagement

Web ContentManagement

DocumentCollaboration Workflow

ImagingImagingRecordsRecordsManagementManagement

E-Mail Archiving

DAM E-Forms

Document Archiving

Basic

ContentServices

Enterprise

ContentManagementInfrastructure/Applications

Extended functionalityCore ECM suite component


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Plan Now for the Next Wave in ECM

Maturity of ECM grows in the enterprise ECM becomes part of the infrastructure Adoption of Microsoft SharePoint

Disruptive market influence.

Convergence of ECM and BPM Compliance and information retention gets higher

profile at the C-level. Web 2.0 and mobile technologies driven by user

expectations.

Alternative delivery models gain increased interest


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Key Issues






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Magic Quadrant for Enterprise Content Management, 2009


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Critical Capabilities for ECM Platforms

Source: "Critical Capabilities for Enterprise Content Management Platforms" October 2009, ID:G00170702

i f Sh i l i


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Microsoft SharePoints Role in YourEnterprise

Before YouTake the Plunge

Before YouTake the Plunge

MapSharePoint's

functionalmaturity to your

requirements

MapSharePoint's

functionalmaturity to your

requirements

Team Collaboration Team sites, task management,

wikis, blogs, discussions and profiles Document library services (version control,

document-level security, enforced check-out)

Content Management Solid BCS, but not full ECM Federated search Some process capabilities but not extensive WCM suited for existing SharePoint

customers, especially for intranets Immature as a CEVA foundation

Portal Horizontal portal best for B2E Limited portal interoperability


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Participant Poll #1

How is Microsoft SharePoint deployed for contentmanagement in your enterprise?

- As an Departmental solution- Integrated or deployed along with other ECM systems- As an enterprise platform for ECM applications- Dont use Microsoft SharePoint at all

Please select the option(s) that best fits your situationResponses are confidential

V d E l ti F k


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Vendor Evaluation Framework:Strategic vs. Tactical Selection Criteria

StrategicStrategic

TacticalTactical

Functionality- Document Mgt- Imaging- Workflow- Records Mgt- Web Content Mgt- Collaboration

Architecture- Platforms- Scalability- Security- Application Dev- Usability- Manageability- Standards

Integration- Suite- Third-party

Cost- Initial

- Ongoing

Service- Professional Services- Ongoing Support

Viability- Financial- Organizational- Market

Vision- Company- Product- Service


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Key Issues






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#1 Develop A First Year Plan for ECM

1. Create project oversight team2. Have a clear project rationale why?

3. Inventory existing applications and vendors4. Conduct market research5. Document key business processes

6. Administer document inventories7. Create document templates and metadata8. Build and pilot information access

methodology.9. Plan integration and migration strategies10. Write requirements document and issue RFP11. Evaluate and select vendors, implementation partners12. Establish a content governance program


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#2 Use Maturity Model to Assess ECM Investment

0"Nonexistent"

Ad hoc

EstablishContent

GovernanceFramework

2"Developing"

Governance

Integrate

Content andBusinessProcesses

3"Defined"

Consolidate& Integrate

DevelopEnterpriseElectronic

InformationManagementStrategy and

Road map

4"Managed"

UnifiedVision

Innovate andDeployContent-centric

Applicationsto DeliverBusiness

Value

5"Optimized"

StrategicDeployment

AddressGrowth ofContent

1"Initial"

Basics

ExpandManagement

Of Files

Implement

BasicContentServices

SecureExecutive

Sponsorship

BroadenElectronic

InformationManagementTechnologiesDeployment

ConsolidateMultiple

EnterpriseElectronic

InformationManagement

Platforms &Repositories

EstablishCompetency

Center

Maturity

Sophisticated

Immature

Phase of Maturity

ObtainBusiness

UnitCommitment


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Participant Poll #2

What maturity level do you see your enterprisetoday?

Level 1 InitialLevel 2 DevelopingLevel 3 DefinedLevel 4 Managed

Level 5 Optimized

Please select the option(s) that best fits your situationResponses are confidential


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Average per Seat Cost

Distribution of ECM Project Costs

Maintenance

#3 Project the Cost for ECM

BCSBCS ECMECM$100 $1,200

40%Software

20%Infrastructure

40%Services

Standard Premium18% 25%

#4 Perform Due Diligence When Selecting


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#4 Perform Due Diligence When Selectinga Systems Integrator

Industry knowledge: The provider shouldhave knowledge of and experience in theorganization's business and industry.

Experienced implementation team: The teamsupporting the implementation should havesuitable qualifications.

Vendor certification: The provider and itsstaff should be certified by the vendor.

Geographic coverage: For multinational organizations, the providermust be able to provide global coverage and local country support. Business processes: The provider should have provenmethodologies and tools for project management, for example,implementation processes. Rates: The rates of professional services should compare to industrynorms. If not, the provider should be able to explain why. Service-level agreements: Build these into implementation plans


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#5 Prioritize Your ECM Projects

Balance the ECM project portfolio to optimize overall return.

Long-duration, limited-transformation projects.

Low-risk/high-reward;short-duration/significanttransformation projects.

High

Low

High-risk/low-rewardProjects.

Give thesepriorityReward

Risk High

Low

EliminateEliminate

EliminateEliminate

Categor ize byrisk andreward

Increasing Risk

I n c r e a s

i n g

V a l u

e

B

F

CD

GE

Target Portfol io

Consider some of these

High-risk/high-reward;low-risk/low-reward

Projects.


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Summary

Develop an ECM strategy for your enterprise Assess the maturity of your enterprise for ECM Assess the maturity of your enterprise for ECM

Use a structured framework for evaluating ECM vendorsUse a structured framework for evaluating ECM vendorsDevelop an ECM implementation roadmapSelecting the right SI partner Selecting the right SI partner Prioritize and manage your ECM project portfolio


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Related Gartner Research

Five Best Practices for Avoiding ECM Project FailureKaren Shegda (G00169366)

Build Your 2009 ECM Project Road Map to AvoidFailure TrendMark Gilbert (G00166084)

First 100 Days: Enterprise Content ManagementInitiativesKaren Shegda, Kenneth Chin ( G00173252 )Toolkit: Sample RFP for Enterprise ContentManagementKaren Shegda, Kenneth Chin ( G00166344 )Magic Quadrant for Enterprise Content ManagementToby Bell, Karen Shegda, Kenneth Chin, Mark Gilbert,Mick MacComascaigh ( G00170685 )


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Gartner Events

Visit gartner.com/us/events

Events for Applications Professionals:

Customer 360 SummitJune 28 30, Los Angeles, CAService-Oriented Architecture & Application Development andIntegration Summit

July 28-29, Sydney, AustraliaPortals Content & Collaboration SummitSeptember 15 16, London, UK

Application Architecture, Development & Integration Summit

November 15 17, Los Angeles, CA

Experience live analyst expertise plus much more at a Gartner event.

G S i /IT Th ld' i


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Gartner Symposium/ITxpo: The world's most importantgathering of CIOs and senior IT executives Hundreds of analyst led sessions, workshops, how-to clinics and more Role-based tracks designed to address your key priorities and challenges Immediately actionable take-awaysa clear action plan for the next 3, 6 and 12 months Mastermind Interview Keynotes with industry leaders

The ITxpo show floor with hundreds of top solution providers and exciting startups

Celebrating 20 years of Symposium/ITxpo

September 14 16 So Paulo, BrazilOctober 17 21 Orlando, FL

October 25 27 Tokyo, JapanNovember 8 11 Cannes, France

November 16 18 Sydney, AustraliaVisit gartner.com/symposium to learn more

Thank you for participating Do you have any


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