What’s Next for Life Sciences
and Enterprise Content
Management
June 25th, 2008
1

Agenda
• TSG Background
• “What’s next” Client Examples and Best
Practices
2

TSG Background
• TSG founded in 1996 as content management
solutions consulting firm
• Global 2000 clients across Pharmaceutical, Financial
Services, High tech and Manufacturing
• Offices in Chicago and Kansas City
• 90% of our Work involves Documentum
– 35 trained Documentum consultants
– Coordinate Midwest Documentum User Group
(www.mwdug.com)
– Active in all Momentum/EMC World events
– Active in Documentum Certification Programs and Beta’s
• Partial Major Client List;
– Life Sciences:
– Other Clients:
3

ECM Consultants – How TSG is
different
• Majority of clients are mature Implementers
– Have installed out of the box
– Looking for innovative solutions for “What’s Next” or “What’s missing”
• Long-Term Relationship Model
– Not expensive (but not cheap) resources
– Focus on “Hire and Train” rather than just “Hire”
– Mix of on-site and off-site development
– Small projects but consistent resources across projects
• Many clients leverage us only part-time
• Open Source
– Provide software but share in an Open Source model rather than
commercial software model
– Can provide jump start for “what’s next” without having to purchase software
• Innovative Solutions Examples
– Development in Microsoft and Java Environments
– Web Services (Services Orientated Architectures)
• Sharepoint/Portal Integrations
– Open Source Alternatives
• Forms/Workflow, PDF Manipulation, Migration…
– Viewing Alternatives
4

TSG Open Source for
Documentum/Alfresco - FAQ
• Why Open Source?
– Commercial Model not viable for consulting firms
– Promote our brand of services by giving away great
software
• How Open Source
– Take “what’s next” solutions for clients
– Rework to be generic
– Use at new clients
– Release to all as Open Source
– Incorporate client and third party thoughts into
source
5

So “What is next” for Life Sciences
and Enterprise Content Management
• Consumer Application
• Validation Impacts
• Dynamic Workflow
• Extranet access
• Migration
• Service Orientated Architecture (SOA)
• High Performance Interface
• Sharepoint Connectivity
• Dynamic Property Display
• Time permitting – software selection Best Practices
6

Consumer Application
• Spend lots of effort building a robust
interface for authors and approvers…
• But often it is too much for people just
looking to view and print (typically a
majority of the user community)
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Consumer Application – Best
Practices
• Develop quick application outside of repository for
access to content and data
• Synchronization with content management to keep
both systems up to date
• Benefits
– High Performance - Significantly reduce time spent retrieving
documents
– Simplified interface reduces training
– Reduce load, both processing and licensing, on main
document management system
– Independent of Content Management releases
– Provide business continuity
• Clients –
8

Consumer Application
Demo
9

Business Continuity
Open 1st Tier Continuity 2nd Tier Continuity
Main System Source (Consumer Interface available (Site Users have access to local
even if Main system is down) copy of Data and Content)
`
`
`
Consumers
Site 1
p y Site 1 Users
Co Local Host
Publish Job Publish
`
Copy
Main Docbase Consumer Interface Site 2 Site 2 Users
Database and File Server Local Host
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Validation Impacts
• Most efforts – validation effort is the majority of project
costs (40% - 60% average TSG client)
• System developed with user requirements but user
requirements change over time
– Changes that require revalidation are very expensive
– Complex validation means long delay between releases
• Dissatisfied Users
– Complex validation can mean trying to add “as much as
possible” to current release – impact to cost
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Best Practices for Validation –
Configurable Applications
• Write system and system documentation to
allow for configuration updates (not
validation)
– Add a new document type
– Add a new property
– Search and Search Results configurations
– Update Forms
– Update Workflow Templates or Rules
• Develop system to allow for configurable
changes (no code)
Demo
12

Workflow: Culture Challenge
Why do we roll-out Document Management
functionality quickly but workflow takes so much time?
• Unlike document management where some can use
the system and get benefits, workflow requires all to
use the system to achieve the business process
benefit
– Everyone needs to be in the process or it slower than
manual process
– Everyone has to embrace the process or could back-slide
into quick needs going paper
– Everyone has to complete the process accurately or
reliability of the system will be questioned.
13

Workflow Challenges
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Workflow Best Practices
• To address complexity – make workflow
process simpler
– Simplify Workflow Creation
• Reduce number of user decisions
• Build intelligence in the system rather than in the user
• Allow workflow to change and adapt easily with business
process without having to have the user change and
adapt
– Simplify Workflow Approval
• Inbox
• Approval
15

Best Practices Workflow Example –
Change Request
• Challenges
– How do I fill this form out?
– Form is complex… trying to handle multiple
situations
– Who needs to approve?
– Where is the form at in the process?
– What do I approve – form or attached documents?
– Frequent changes to the form
• Solution
– Build on a configurable framework to enable
changes to business logic without revalidation
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Change Request - Configurable
Form
• A “Forms Wizard” to Complete the Form
(i.e. TurboTax)
– System will generate the form when
finished
– System would make sure correct fields
populated
– Simplified user interface to reduce training
and improve data entry
Demo
17

Change Request - Configurable
Workflow
• A “Dynamic Workflow” to build the
routing from the data on the form
– Reduce need of user to “pick” or “build” a
workflow template
– Reduce user decisions
• Form determines routing
• Consistency in approval and business policies
• Reduced errors and rerouting
Demo
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Change Request – Robust Approval
Interface
• A Robust Approval Interface
– Seeing all data to make approve/reject
decision
– Seeing additional functional
• Delegate
• Reassign
– Seeing customized approval
• Discipline
Demo
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Active Wizard
• Combines Form and Workflow
– Simplify Workflow Creation
• Reduce number of user decisions
• Build intelligence in the system rather than in the user
• Allow workflow to change and adapt easily with business
process without having to have the user change and adapt
– Simplify Workflow Approval
• Inbox
• Approval
– Certified by Documentum and supports both 5.x and 6.x
• Clients Include:
–
– Additional large clients by end of 2008
20

Extranet for Documentum
• E-Submissions Example
– e-Submissions leverages third-party medical writers
and medical investigators (CRO)
– Current issues being faced when dealing with third
party authors:
• Lack of an audit trail of third party activity and actions
• Confidential documents residing in third party email
accounts and local hard drives
• Third party authors not utilizing the latest e-Submission
document templates
• The need to email documents to third party authors
• The need to send hard copies of documents
• The need to scan-in hard copy signature pages
21

Extranet – Client Example
Standards, Templates, Processes
Site 1
Site 2
Repository Publishing COE
Extranet Application
CRO
Data Import To Regulatory Agencies
Standards, Templates, Processes
22

Infrastructure – Extranet
Firewall
Extranet Application e-Submissions
Abbott
Author
External
3rd Party
User
DMZ Citrix
Web Server
Internal Citrix & Internal Citrix
Docbase
23

Extranet – Best Practices
• Should be included in Content
Management Vision
– External Users
– Internal Users working remotely
• Simplified Interface
– Reduce Training and risk of Errors
24

Migration – Not a One Time Thing
• Initial Load
– From a file system
– From a database
• Ongoing
– Add a new business application
– On Going Bulk Loads
• Seen often for submission systems
– Future Upgrades
– Consolidate due to Acquisitions/Mergers
25

Best Practice – Migration
Infrastructure
• Consistent (validated) tool for migrating one-time as
well as ongoing migrations
• Configurable to adapt to new document types and
data sources
• Simple to allow user to repeat the process for
ongoing migration needs
• Able to apply business logic throughout the migration
process
• Should be able to address failed documents/data that
did not migrate
• Should evaluate with overall content management
decisions
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Migration Example
1. Accept input from multiple sources and formats (Data Staging)
2. Import data into Documentum in a batch approach
3. Allow for configurable business rules to be applied to the
imported batch
Content Validate e-Subs
export &
& import
XML index
file Docbase
Staging Area
Migration Utility
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OpenMigrate
• OpenMigrate
– Certified by EMC in September of 2006
• Released for D6
– Multiple Implementations including:
•
•
•
•
•
•
•
•
•
• Others shortly…..
– Demos and Source Code available from our website
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Service Orientated Architecture
(SOA)
• Common ECM Pain Points
– Upgrade multiple places (server and application)
– Support and Maintenance
– Duplication of code and business logic
– Hard to ensure standards and best practices
– Testing
• Benefits of Web Services (SOA)
– Allows development of re-usable logic
– Installed in a single location, accessible to multiple
applications
– Reduces upgrade effort
– Reduces testing effort
– Reduces support and maintenance effort
– Platform independent
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TSG Web Services for Documentum
Architecture
Web Documentum
Application Web Services
SOAP
Implementation
1a 1b
(login (stor e ticket and Dctm
credentials) Authentication Session Mgr)
Login
Service
1c (ticket) Dctm
Session Factory
)
ket
(t ic
2b tm r)
(Dc g
2c on M
i
S ess
Query Criteria
2a 2d
(ticket, query criteria) (query criteria)
Query Query
Results Service 2e (DQL)
ssi ctm )
t
2f
ke
r)
(tic
(query results)
Mg
3b
Se c (D
on
3
Dctm
Query Factory
3a
(ticket, doc id)
Properties
Document Content
View Service
3d
(content,
properties)
DFC
Content Server/ Docbase
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Benefits of TSG Web Services
• Separation from Documentum
– Web Services are not installed in docbase
– Application can be developed with no reference to DFC or DQL
– Reduced need for Documentum trained developers
• Ability to provides additional functionality not available with
Documentum Web Services
– Open Source
– Example – calls to other systems, audit trails, autonumbering…..
• Support between Documentum releases due to DFC ties rather
than BOF or WDK (5.1, 5.2.5, 5.3, 6.0, ???)
• Available in both .NET and Java Platforms (REST Now
available)
• Clients – …
• Demos and Downloads on our Website
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Why the need for a High Performance
Interface for Content Management
Applications?
• Typical Content Management Interface is built as a
“one size fits all”
– Either focused on library or collaboration
– High Functionality requires training to correctly use
– Business process requires consistent taxonomy/foldering –
cost of an error is high
• Business needs quick access to simplified capabilities
– Inbox Access
– Dual Document Display without having to size/position
windows
– Ability to quickly add or read Folder Notes
– Quick list of “what to do next” actions
• Business needs simplified interface to realize business
benefits (transaction throughput and reduced errors)
– Insurance, Accounts Payable, Legal
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Typical Content Management
Interface
33

TSG Client Examples - Inbox
34

TSG Client Example - Interface
35

TSG Client Example - Double Pane
View
36

How are clients building High Performance
Interfaces for content management?
• Best practice – isolation of content management
system specifics from application
– Library Calls or Web Services (Todd add more as
necessary)
– Allows development flexibility
• No need for Alfresco/Documentum developers for application
• Consistent Support with other Web Development effort
• Develop system to allow for configurable changes (no
code)
– Can use for one application but can configurable for
additional applications
• Add a new document type
• Add a new property
• Search and Search Results configurations
37

Sharepoint Integration
• Microsoft is a major player
– More and more integration with Office Suite
– Significant price point with Sharepoint for
Microsoft customers
– Issues with portal versus ECM
• Which one is Sharpoint – is it both?
38

Two Approaches
• Sharepoint as ECM Tool
• Sharepoint as Portal
– With connectivity to ECM Tool
39

Sharepoint/Documentum Integration
- Portal
• Oil and Gas Customer
• Reviewed Documentum Offering
– Vorsite
• Reviewed Wingspan Offering
• Developed Open Source SOA approach
leveraging OpenContent
• Results can be found on TSG Web site as
well as Whitepaper
Demo
40

Properties on Documents
• Typical paper based method is to add properties in
header/footer of word document
– Version, Effective Date, Title, Status
• With Content Management, these items are also
managed systematically as properties (attributes) on
the document as well
• Compliance and usability issues if the attributes in the
repository differ from the attributes on the document
– How to add things over time on document like approval date
or electronic signature signoff?
41

Best Practice - Dynamic Properties
Display
• User does not enter properties within the document.
• System automatically generates header, footer,
watermark for viewed content
– Simple
• Dynamically display property values on document
• Can include signature elements as well
– Advanced Features
• Controlled Printing
• Generation of Master Batch Record
• Complex Rules used to determine which watermark to display
• Multiple page sizes
42

Dynamic Properties: Client Example
43

PDF Aqua Alternative
• PDF Aqua Issues
– Own Servers
– Difficult Support
– License Fees
– Long term concern about development
• Software Alternatives
– Multiple consulting firms developing
– Open Source PDF Manipulation with iText
– TSG has implemented Open Overlay at J&J, APP and
Astellas
– Software and Demo on our website
Demo
44

Trends affecting ECM
• Big get bigger
– Documentum bought by EMC and dominate within the industry
– IBM buys FileNet
– Niche Players (Novasoft, OpenText) fading
• Sharepoint and SAP
– Microsoft is a major player
– SAP is other that we see in this area
– Minimal concern regarding Oracle/Stellant
• Extranet options
– To support both remote workforces as well as third-party
relationships
• Open Source
– Could be the disruptor, as add-ons to other repositories or as the
repository itself
• Minimal internal IT development efforts
– Looking for configurable COTS approach or outside vendors
(outsource)
45

Software Selection
• Requirements Gathering
– Develop list of requirements
– Develop weighting for requirements
• % based rather than point system
• Let the data lead the group to the solution
• Scoring
– Review potential solutions
– Work with users on weightings
– Entire Group should agree on weightings
46

Software Selection: Example –
Novasoft versus Documentum
47

Best Practice - Content Management
Software Selection
• Items To Focus On
– Future Vision
– Ability to fulfill their vision
– Back End Architecture – how will the application be
constructed?
• Items of Less Importance
– Look and feel of current interface
– Specific functionality requirements
• Key - HOW YOU USE THE DATA
– Don’t let seasoned sales reps and a sharp interface
influence your decision
• Interface will change over time
• Interface was least important for Abbott Diagnostic
48

Questions/Follow Up
• Dave Giordano
– 312-372-7777 x221
– daveg@tsgrp.com
• Ellen Ryan
– 312-372-7777 x256
– ellenr@tsgrp.com
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