rapid roi, rapid adoption: ecm renovation for government
TRANSCRIPT
Rapid ROI & Rapid User Adoption
ECM Renovation for Government
Phil RobinsonSVP, Business Development
Gi LeeDirector, Solutions Engineering
Today’s ECM Challenges
• Paper & People & Processes (3 P’s)• Costly, Inefficient Manual
Processing• Applications, Contracts, Invoices…
• Content Chaos• Unmanaged Content - email,
shared drives, “consumer” cloud sharing
• Concerns about Compliance/Security
Why Renovate?
The 3 C’s
• Reduce Costs
• Improve• Control &• Compliance
What is ECM Renovation?(Just) Two Takeaways
We Save You Money with Document Automation SolutionsWe Increase ECM User Adoptionwith EasyECM Solutions
Supported through:• Initial Consulting Engagements (ICE)• Zia Migration Services
Powered by:
Alfresco in information intensive industries
Government & Intelligence
Banking & Insurance
Manufacturing Media & Publishing
High Tech
Why Renovate?
The 3 C’s
1) Reduce Costs
We Save You Money (Rapid ROI) withZia’s Document Automation Solutions
• Any “Paper / Person-Centric” Process• Requirement for Supporting
Documents• Complex (Uncontrolled) Business
Process
• Federal / State / Local
• Application Processing – Benefits, Permits..
• Employee Onboarding• Contracts Management / Procurement• AP / Invoice Processing• And more…
ECM Automation Solutions – Where?
Zia Automation Solutions Deliver:
• ROI < 9 months.
• 50%+ increase in Productivity.
• Improved Constituent Satisfaction.
• Enhanced Compliance
• Actionable Analytics.
ECM Automation Solutions – Why?
3 Core Components: • Smart Repository • Smart Workflow • Enterprise Integration
Additional Components may include:• Secure Government Website/Portal• OCR-as-a-Service• Records Management• Zia OneView ™ - Actionable Analytics
ECM Automation Solutions - What?
• gFolder – docs + metadata
• Paper, Fax, Email Integration, User Uploads
• Enterprise Document Management• Version Control• Enterprise Search• Annotation (Markup) of Documents• “Document Assembly”
• Automated Records Management
How - Smart Repository
• Status – New, WIP, Complete
• Initiation of gFolder (Case)
• Routing – Review, Approve
• Classify Documents & Extract Data
• Declare Record
How – Smart Workflow
“Integration Inside” (In-Process Integration)
• Email Integration• Office / Google Docs• Critical Business Applications• ERP/Accounting• HCM and more…..
• Enterprise Integration• Point-to-Point• Enterprise Service Bus
How - Enterprise Integration
Additional Components:Document Automation
Solutions• Secure Government Website/Portal• OCR-as-a-Service (In-Process Capture™)• Within Repository• Within Business Process
• Simplified Records Management• Actionable Analytics• Reporting / BI Integration• Zia OneView ™
The Problem• Manually Create, Review, Approve • + “Wet” Signature• Costly, Slow, Lost Contracts
The Solution• Automated Workflow• Enterprise Integration• Electronic Signature
Case Study - City & County of Denver Contracts Automation
WHAT IS A SOLUTION ACCELERATOR?• Existing IP• Proven Methodology• Defined Integrations• Project Experience
Government Automation Accelerators• Application (Benefit/Permit) Processing• Employee Onboarding• Contracts Management / Procurement• AP / Invoice Processing
ZIA SOLUTION ACCELERATORS
Part 2:Control &
Compliance
• The Dropbox Problem• The Laptop Problem• Email is not ECM!
• The Sharepoint (RM) Problem
= The ECM User Adoption Problem
http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
The ECM Tug of War
aka Why you need EasyECM
The ECM Tug of War
Users
• Easy to Learn• Easy to Use• Easy to Share• Email & Office Integration• Enterprise Search
Enterprise IT
• Secure• Compliant (RM)• Simple to Integrate• Flexible & Scalable• Upgradable
Introducing EasyECM
Increase Easy = Increase User Adoption of ECM =Improved Control & Compliance
Simple + Smart:• Collaboration• Business ProcessesConnected + Controlled:• Enterprise Integration• EasyRM
EasyECM Components
• Collaboration• Internal• External
• Business Processes• Simplified Workflow (Create, Review,
Approve)• Hidden Rules & Behaviors
• Enterprise Integration• Email & Office Tools• “Domain-Specific” (Legal, HR, Contracts)
• EasyRM
EasyECM + Case Managment
What are “Cases”?• Legal, HR, Applications, Contracts
Management…• Time-Based• Role-Based
= Many of our ECM Use Cases!
Introducing Alfresco Workdesk• Simplified UI• Powerful Business Processes• Future Proof
Business Roles & Dynamic Views
HR
Legal
Finance
Perso
naliza
tion
Busin
ess R
ole
s
AlfrescoContent Repository
Workdesk enables you to see the right content, at the right time, based on your business role.
Standard Alfresco Share web & mobile views
EasyECM Demo
Contracts Automation Solution Accelerator
The Results: Simple
No Training Required
That Work The Way I Do• Office Tools (Word & Adobe & Google)• Email
User Adopted (i.e. Dropbox/Email…)
The Results: Smart
Role Based• Highly Customized By Department and
Role
Rules & Behaviors• Process Without Workflow• Heavy Lifting Behind The Scenes
Upgrades Much Easier• UI is Configured, Not Customized
EasyECM Solution Accelerators
WHAT IS A SOLUTION ACCELERATOR?• Existing IP• Proven Methodology• Defined Integrations• Project Experience
Simple + Secure Government• Legal• Human Resources• Tax• Procurement (Contracts)
Corporate Functions
Legal
Human Resources
Tax
Accounts Payable
Procurement
So…
It’s Time to Move.
How do you get there?
Introducing ICE
InitialConsultingEngagements (ICE)
Fixed PriceFixed Duration
Based on methodology from 100+ successful Alfresco Projects!
What is ICE?
Three Levels• Departmental• Corporate• Enterprise
Three Phases• Discovery Process & Assessment• Technical Assessment• Roadmap & Project Management Plan
Zia Migration Services
• FROM: xxx
• TO: yyy
• WITH:• Proven Methodology• Proven Migration Tools
Your Point of Origin
• Legacy ECM / Sharepoint• Embedded or Vertical-
Specific ECM Systems• Email / File Share
Your Destination
• Your Data Center• Alfresco Cloud• AWS + Alfresco• Zia Managed Cloud• Other Cloud/Hosted
Options
MethodologyDiscovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Migration Methodology
Follow a framework
Plan, plan, test, plan, GO!
Understand the
strategic and tactical
implications of the
project
• Bulk migrate files, metadata, and versions
• Mirror on-disk file system folders and files
• No/minimal auditing support
• Lazy or “In Place” Migrations
• Virtual Repository used for discovery, framework, and migration of content and details
• Supports to/from many standard ECM systems with connectors
• High Volume migration platform
• Full featured user interface with framework for all steps in migration
• Comprehensive audit and reporting
Tools & Techniques
Bulk File Import & Open Source
Toolsets
Case Study: Millions of Documents
Volume of Data: Large, 25 million pdf documents
Changes to Documents: process needed to account for daily updates to data
Metadata & Properties: 15+ metadata fields to be preserved
Sources of Content: Lexis Nexis and legacy file systems
Target Location: Alfresco repository back-end; custom front-end
Document lifecycle: minimal support; only updates to documents
• Public e-filing of state, district and local court documents
• Tool used: Bulk file system import
Why Zia?
Zia Government Solutions• Document Automation• Easy ECM
Solution Accelerators• Application Processing• Employee Onboarding• Contracts Management• AP / Invoice Processing• Legal
Our Services• ICE• Migration ServicesOur Partnerships• Alfresco• Ephesoft• Carashoft (GSA)• and more….
Why Zia?
• Talk to Us / Talk to Our Customers• Enterprise Trial – Alfresco/Ephesoft
Renovation Roadshow - http://www.ecmrenovation.com/• Dallas – May 8th
• Denver – May 15th
• Chicago + more!
Learn More:• Resources - http://www.ziaconsulting.com/home/resources/• Webinars & Videos• Data Sheets & Brochures• Case Studies
What Next?
Questions?
Phil RobinsonSVP, Business Development
Gi LeeDirector, Solutions Engineering