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Acm and seamless records management integration webinar 3-4-14 Presentation Transcript

  • 1. Seamless Records Management Integration Into Your Case Management Solution David Miller, Director of Technology, Armedia Mannix Litonjua, VP of Business Development, Armedia
  • 2. Agenda • • • • • • March 4, 2014 About Armedia Electronic Records Management Challenges Seamless RM Integration Solution Pattern About Armedia Case Management & Demo Alfresco RM and Armedia Case Management Integration – Demo & Overview Q&A Page 2
  • 3. About Armedia Who We Are Armedia is a systems integration firm that specializes in Enterprise Content Management solutions for the Federal Government and commercial customers. Armedia provides full software development lifecycle services, as well as virtualization and cloud services. Collectively, Armedia staff has multiple Alfresco certifications and has successfully delivered dozens of Alfresco projects for government clients March 4, 2014 • Armedia was founded in 2002 • We are approximately 100 consultants and growing • We are headquartered in Vienna, VA (Washington, DC) with offices in Atlanta, GA • Armedia is an 8(a)/SDB certified, Veteran Owned business • Armedia has earned CMMI Maturity Level 3 appraisal • Armedia maintains strong ECM partnerships with major leading providers • Alfresco Platinum Partner and Certified Training Partner • Member of EMC Documentum’s C3P program • Armedia holds a Top Secret facility security clearance with over 40 Top Secret-cleared employees. • Armedia has been the recipient of numerous awards including: • Alfresco Americas 2013 Federal Partner of the Year • Stevie award (The Well Project) • InfoWorld 100 Best Website of the Year (The Well Project) • Inc. 5000- 2008, 2010, 2011, 2013 Page 3
  • 4. Records Management and Case Management Experience "If we didn’t have Armedia working on this, we would • Federal Bureau of Investigation "We got to market in 110 days. A serious feather in Armedia’s cap is that we started in March and went live in June." "We were pleased with Armedia’s response to our urgent call, their understanding of the Pharma Industry, and their ability to quickly stabilize and update our document management system." Source: Aligned Action LLC | Independent Market Research for Armedia LLC • Virtual Case File • have failed." March 4, 2014 Sentinel • Federal Conference – Army Strong Bond • OPM Federal Investigative Services • US Department of Agriculture • Food and Drug Administration • Consumer Product Safety Commission • Consumer Financial Protection Bureau • DHS United States Citizenship and Immigration Services • Housing and Urban Development • National Science Foundation • Washington Headquarters Services Page 4
  • 5. Transition to Electronic Records Management Challenges Page 5
  • 6. Compliance Problem Statement “The current federal records management system is based on an outdated approach involving paper and filing cabinets.” 2011 Presidential Memorandum Barack Obama, 44th U.S. President March 4, 2014 • Compliance with Presidential Memorandum on Managing Federal Government Records • Compliance with paperless initiatives • Compliance to update and maintain regulatory filings • • • • Compliance with retention policies Desire not to have staff concerned about retention Desire for efficient compliance via automation e.g., Sarbanes-Oxley, Frank-Dodd, SEC 17a, USA Patriot Act, Affordable Care Act, and Federal Rules of Civil Procedure. Page 6
  • 7. What Challenges are Customers Facing? March 4, 2014 Problem “Agencies shall retain in their custody only those records that are needed in the conduct of their current business, and except as herein otherwise provided, shall promptly cause all other records to be offered for transfer to the National Archives or proposed for other disposition in accordance with law.” 1946 Executive Order 9784 Harry S. Truman, 33rd U.S. President For a record to remain reliable, authentic, with its integrity maintained, and useable for as long as the record is needed, it is necessary to preserve its content, context, and sometimes its structure. Page 7
  • 8. March 4, 2014 Seamless Records Management Integration Solution Pattern Page 8
  • 9. Seamless Records Management Integration Integration “We are very pleased with the end results and the team was great and easy to work with. They were professional and knowledgeable and helping us achieve our main goal of improving efficiency for county employees to better serve and inform the citizens and business partners of the Gwinnett County.” Denise Kenson, Enterprise Solutions Strategy-Web Architect Manager for the Gwinnett County government March 4, 2014 • Build RM into mission-critical process • Integrate Records Management Application with mission application • Design so that users don’t even know they are performing records management activities Documents Rich Media ge ana e/M re ptur ecla a C D ired Exp t Aler se ispo D Email Reports Images Page 9
  • 10. Seamless Records Management Integration Life is pretty simple: You do some stuff. Most fails. Some works. You do more of what works. If it works big, others quickly copy it. Then you do something else. The trick is the doing something else. March 4, 2014 Support for Full Record Lifecycle - Leonardo da Vinci Page 10
  • 11. Seamless Records Management Integration March 4, 2014 Alfresco Records Management 2.1 release provides a range of capabilities to automate the process of declaring and filing records. Feature Highlights •DoD 5015 Compliance •In site records • • • Any document can be declared as a record, irrespective of location No requirement to move document to the records management site Supports Sites and Repository views •Automated Record Declaration • • • Automatically declare content as a record No manual action required by end user Trigger based on rules such as property changes or location •Intelligent Filing • • • File Plan dynamically generated, based on rules Auto-create record folders Records managers can define rules used for automatic filing Page 11
  • 12. About Armedia Case Management Page 12
  • 13. About Armedia Case Management “We were attracted to Armedia’s full lifecycle expertise in content management and proven track record, particularly since we not only needed technical implementation skills but also strategy and direction on choice of platform and migration of content. We are pleased with the progress we have made toward a system that more fully meets the needs of our member associations.” Dan Hicks, NOLHGA’s Manager of Information Systems. March 4, 2014 Case Management Framework • Manage Cases • Manage Case Participants • Manage Tasks • Manage Documents/Records • Workflow • Full Text Search • Reporting • Security / Audit Seamless User Experience (developed with user in mind) • Intuitive • Progressive Disclosure Mobile friendly Page 13
  • 14. March 4, 2014 Case ManagementManagement of All Open Cases • Ability to create and adjudicate complaints • Convert approved complaints to full cases • Advanced filtering • Quick views Page 14
  • 15. March 4, 2014 Task Management It’s so easy to “get things done”. • Tasks are designed to encourage the user to clear their workload • Easy to mark complete, reassign, etc. Page 15
  • 16. March 4, 2014 Business Process Management • We’ve taken our research and created an easy approach for collaboration and approval. Streamlined workflow to drive efficiency. Page 16
  • 17. March 4, 2014 Document Management Armedia Case Management integrates with many ECM repository to include Alfresco, EMC Documentum, FileNet, and Microsoft SharePoint. • SOA-based architecture • Services exposed at RESTful APIs • Document and Records Management support through integration • Directory Services integration • On-premise or Cloud deployment Page 17
  • 18. Armedia Case Management - Architecture Smart Phones Web Browsers Presentation Layer Integrated Portal Dashboard Extensible UI Admin Control Panel Spring MVC / REST Services Enterprise Service Bus Enterprise Service Bus Reports Reports /Queries /Queries 3rdrdParty 3 Party Application Application Integration Integration Services Services Full Text Full Text Search Search FTP MQ JDBC LDAP Dashboard Dashboard Queries/Alerts Queries/Alerts CMIS RM APIs Enterprise Repository Authorization Document /Case Document /Case lifecycle lifecycle Business Business Activity, Activity, Rules Rules Authentication Workflow Workflow Services Services Audit Services Data Access Control Data Access Control Spring Spring Security Security Databases File MSMQ JMS SMTP/IMAP E-mail User Directory
  • 19. OPM Document Approval and RMA Integration Page 20
  • 20. About the OPM Application OPM Imaging System Manages all images for security clearance investigations. March 4, 2014 • Stores and manages all document images collected for every federal security clearance investigation performed by OPM (over 90% of all clearance investigations) • Everyone who has ever had a federal security clearance is a stakeholder in this application: your records are being managed by Alfresco Page 21
  • 21. OPM Document Approval Scenario Document Approval “Electronic PreReview Process”: labelled “ePRP” in the user interface March 4, 2014 • Document received about a subject – Stored separately from approved case images; restricted access control • User reviews the document – List and summarize adverse information – Remove inappropriate pages per business rules • User approves the document – Now listed with other official case documents – Now under RMA control • Records Manager starts the retention process – Closes the case file – Cuts off the record folder Page 22
  • 22. Armedia Case Management Alfresco RMA Integration – Technical Overview Page 23
  • 23. What Just Happened? Technical Overview “We are very pleased with the solution that Armedia provided us. Their ability to deliver a custom cloud-based solution within weeks enabled us to immediately scale our business and increase production.” - Steve Davis, President of FederalConference.com. March 4, 2014 • The OPM application: – Split the approved document into a releasable image (sent to the requesting agency) and a non-releasable image • The Enterprise Service Bus: – Called a business rules engine to choose the RMA category folder – Orchestrated Alfresco service calls • Alfresco – Stored the split images – Created, filed, and completed the records Page 24
  • 24. How Does the ESB Choose the Category Folder? Business Rules Isolated to one part of • • the ESB flow Drools business rule engine integration A decision table spreadsheet contains the category folder rules If different rules apply to the same document, the last rule wins. Rule Name Document Type Ends With Default Rule Non-Releasable Pages 165 Item Summary 360 FBI Docs • Agency FBI Category Folder Name (must exactly match a category folder name in Alfresco RMA) 7_Days_After_Case_Closing Delete_Immediately_After_Case_Closing 30_Days_After_Case_Closing Retain_Forever When the spreadsheet is modified, the updated rules take effect immediately Page 25
  • 25. Alfresco RMA Integration Enterprise Service Bus Main Flow Page 26
  • 26. Alfresco RMA Integration Page 27
  • 27. Armedia Case Management Alfresco RMA Integration <sub-flow name="move-to-record-folder" doc:name="move-to-record-folder"> <set-payload value="{&quot;nodeRefs&quot;:[&quot;#[flowVars['ecmFileId']]&quot;]}" doc:name="Setup Move Request"/> <enricher doc:name="add move results to message" source="#[message.payload]" target="#[flowVars['rma-move-success']]"> <http:outbound-endpoint exchange-pattern="request-response“ method="POST“ doc:name="move to record folder“ encoding="UTF-8“ ref="alfresco-move-to-record-folder“ contentType="application/json; charset=UTF-8“ mimeType="application/json"> <logger level="DEBUG" message="Payload: #[message.payload]"/> <response> <json:json-to-object-transformer name="getJsonFromMove" returnClass="java.util.Map"/> </response> </http:outbound-endpoint> </enricher> <logger level="DEBUG" doc:name="Log move results" message="Alfresco move to record folder results - #[flowVars['rma-movesuccess']]" /> </sub-flow> Page 28
  • 28. So What? The Takeaway Has this 60 minutes been worth it? March 4, 2014 • We understand agencies and customers have RM challenges – budget, priority, user experience, volume of data, compliance • We’ve discovered a cost-effective solution pattern that addresses these challenges • Armedia and Alfresco can provide that seamless integration Armedia + Alfresco = Simple + Smart! Page 29
  • 29. March 4, 2014 Thank You www.armedia.com Mannix Litonjua Vice President - Armedia (m) +1.703.509.5099 (o) +1.571.395.4800 (f) + 1.703.935.3030 mannix.litonjua@armedia.com David Miller Director of Technology - Armedia (m) +1.703.517.3430 (o) +1.571.395.4800 (f) +1.703.935.3030 David.Miller@armedia.com Page 30