Enterprise Content Management (ECM) System

23,016
-1

Published on

ECM - implementation roadmap, risks, governance & lessons from the trenches

37 Comments
103 Likes
Statistics
Notes
  • If you will allow it, please send a copy of this presentation to i.munchkin@gmail.com
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Thanks for sharing this. If you think it is appropriate to share this presentatoin, please send a copy to raza.razvi@gmail.com
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Very helpful presentation, may I get a copy please majazagar@hotmail.com
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Hello Mr. Anand, Thank you very much for your sharing this great presentation , May I ask for copy ? liferay@gmail.com
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Hello Anand. We are starting such a project and I would very much appreciate a copy of the presentation to assist us. As others have rightly said, it is very good. My email is outofthesquarenz@gmail.com regards, Bruce
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
No Downloads
Views
Total Views
23,016
On Slideshare
0
From Embeds
0
Number of Embeds
5
Actions
Shares
0
Downloads
0
Comments
37
Likes
103
Embeds 0
No embeds

No notes for slide

Enterprise Content Management (ECM) System

  1. 1. Enterprise Content Management (ECM) System ECM - implementation roadmap, risks & lessons from the trenches Anand Subramaniam
  2. 2. <ul><li>“ Implementation without strategy is blind…Strategy without implementation is lame.” </li></ul><ul><ul><li>- Unknown </li></ul></ul>
  3. 3. Highlights <ul><li>ECM – Goals & Challenges </li></ul><ul><li>ECM – Roadmap </li></ul><ul><li>ECM – Phase 1 ~ 6 (High Level Activities) </li></ul><ul><li>ECM – Phase 1 ~ 6 (Detailed Level Activities & References) </li></ul><ul><li>ECM – Lessons Learned </li></ul>
  4. 4. ECM – Goals & Challenges
  5. 5. ECM – Program Goals Governance Structure Defined roles and responsibilities, and management structure. Compliance (control all content) Standard Taxonomy Common approach to information Std for creation of document, content policies, procedures, and guidelines (connect all people to all information) Standard Framework Cost Savings via standard service/ support delivery model to roll out for multiple, replicable ECM applications (one platform for all applications)
  6. 6. ECM – Implementation Challenges Requirement scope, risks, prototype, change Mngt Data migration – old to new Extensive customi-sation ECM - vendors, functionality, benefits, cost Training – authors, editors, users Governance & workflow management Interface / integration with other systems Complexity – from select, design to implement Challenges
  7. 7. ECM – Roadmap
  8. 8. ECM - Implementation Roadmap <ul><li>Vision </li></ul><ul><li>Mission </li></ul><ul><li>Charter </li></ul><ul><li>Business Case </li></ul><ul><li>High Level Requirement </li></ul><ul><li>Project Approach </li></ul><ul><li>Scoping </li></ul><ul><li>Change Mngt </li></ul><ul><li>Risk / Quality </li></ul><ul><li>Governance </li></ul><ul><li>ECM Research </li></ul><ul><li>Tender </li></ul><ul><li>Vendor Demo </li></ul><ul><li>Vendor Selection </li></ul><ul><li>Vendor Scoring </li></ul><ul><li>Contract </li></ul><ul><li>As-Is ~ To-Be </li></ul><ul><li>Detailed User Requirement </li></ul><ul><li>Fit / Gap Analysis </li></ul><ul><li>Prototyping </li></ul><ul><li>Taxonomy Creation </li></ul><ul><li>Content Audit </li></ul><ul><li>Risk / QA </li></ul><ul><li>Process Audit </li></ul><ul><li>Solution Build </li></ul><ul><li>Training </li></ul><ul><li>Testing </li></ul><ul><li>Document </li></ul><ul><li>Workflows </li></ul><ul><li>Customise </li></ul><ul><li>Migration </li></ul><ul><li>Security </li></ul><ul><li>User Accept </li></ul><ul><li>Risk / QA </li></ul><ul><li>Go / No Go Criteria </li></ul><ul><li>Cutover </li></ul><ul><li>ECM rollout </li></ul><ul><li>Final Client Acceptance </li></ul><ul><li>Documen-tation </li></ul><ul><li>Post Implement Review </li></ul><ul><li>Risk / Issue Register closed </li></ul><ul><li>Sign off system to operation </li></ul><ul><li>Customer feedback </li></ul>Major Activities <ul><li>Scope </li></ul><ul><li>Governance </li></ul><ul><li>High Level Requirements </li></ul><ul><li>Stakeholder Maps / Audits </li></ul><ul><li>Tender </li></ul><ul><li>Vendor Selected </li></ul><ul><li>Contract Management </li></ul><ul><li>Blueprint </li></ul><ul><li>IA Design </li></ul><ul><li>Prototype models </li></ul><ul><li>Business & Technology Framework </li></ul><ul><li>Milestones </li></ul><ul><li>Test Scenario </li></ul><ul><li>Train Docs </li></ul><ul><li>Transition Plan & Workshops </li></ul><ul><li>Application & System </li></ul><ul><li>Lesson Learned Report </li></ul><ul><li>Sign off ECM system to operation </li></ul><ul><li>Benefit Realised </li></ul>Outcomes Planning / Requirements Sourcing / Contract Mngt Design Build & Test Transition / Deploy Post Implement Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Phase 6
  9. 9. ECM – Phase 1 ~ 6 (High Level Activities)
  10. 10. Phase 1 – Planning (High Level Activities)
  11. 11. ECM – Goal Alignment Business / Strategy Goals } Aligned Understand the impact of ECM on the organisation Appropriate governance structures in place Identify measures of success Stakeholder Goals
  12. 12. Org Strategy & Project Portfolio Ongoing Re-calibration Core Operating Processes (Prioritisation, Governance, Monitoring, Resources) Project Approvals, Completions & Cancelations Work Output & Performance Trends Continuous Improvement Recommendation Net Value Contribution Optimal Resource / $$ Utilisation Balance Risk Vs. Value Focus on Value Regulatory Compliance Changing Priorities Project Changes Corporate Strategy Align Plan Execute Measure
  13. 13. Link - ECM & Project Portfolio ECM Project Selection & Project Portfolio Management Budget & Cash Flow Project Control & Performance Strategic & Tactical Plans Resource Availability Manage Risk Business Performance Demand (Internal Projects) Opportunity Management Scope Change / Cost Control Resource Allocation
  14. 14. ECM - Planning Process Business Strategy ECM – Planning Process Prepare Management Commitment Sponsorship Align with Strategic Goals Team Organisation Business Case Current Process – As~Is Review Current Process Review Key Performance Data Identify Process Customers & their Needs Future Process To~Be Vision, Scope Targets for Future Process Benchmark Best practice Identify value & non value add activities Technical Change Assess Technical Implication of Process Improvement Change Requirements Design, build, test, re-test, train, approve & deploy Human Change Assess Competency / Capabilities Human Implication of Change Requirements Design, build, test, re-test, train, approve & deploy Evaluate Overall To~Be Process rollout plan Risk / Issue Resolution Evaluation / Integration of People, Process & Systems Re-evaluate Review Process ownership Stakeholder feedback Monitor & Adjust Process Conduct Continuous Training & Support
  15. 15. ECM - Stakeholder Management Stakeholder Analysis and Mapping Identify key stakeholders Define stakeholders concerns & issues Assess their level of commitment and resistance Com. Strategy and Planning Review methods to inform different groups including timing / frequency Use the communication plan and create continuous dialog with all stakeholders Obtain feedback and involvement Engagement Strategies and Techniques Techniques to involve the stakeholders in the design and implementation Continuous Assessment and Follow-up Clarification of roles and responsibilities for stakeholder management Validate & evaluate communication processes
  16. 16. ECM - Risk Exposure Scope Management Vision & Strategy Success Criteria Benefit Realisation Management Project / Change Management Stakeholder Management Issue Management Risk Exposure Role / Responsibility
  17. 17. Phase 1 –Requirements (High Level Activities)
  18. 18. Requirements - Definition <ul><li>Requirements are needs , as seen from the user’s perspective </li></ul><ul><li>Requirements deal with what a system must do, not on how the system will do it </li></ul><ul><li>Understand and document every required capability for every user of the system </li></ul>
  19. 19. Why Requirements Analysis? <ul><li>ECM’s are complex & numerous </li></ul><ul><li>Process is anything but systematic </li></ul><ul><li>Organisations’ are unique & complex </li></ul><ul><li>Needs are expressed in isolation or fuzzy </li></ul><ul><li>ECM solution should fit the entire organisation </li></ul>
  20. 20. ECM - Requirement Analysis Content Mngt Process (Decentralise / Centralise) Company Size (Small ~ Enterprise level) Incremental Scope (High level ~ Detailed level require-ments) Publishing Channels (Course ~ Finer granularity) Metrics (Financial & Non Financial) Project Mngt Maturity (Adhoc ~ Optimised) Media Types (Website ~ Digital Media) Building Blocks (Content Variation low ~ high) Initial Requirement Analysis
  21. 21. ECM – Requirements Process Step 1 Business case developed and approved (ROI, Scope, Goals, CSF& linked to firm’s strategy) Step 5 Determined all (non) functional requirements, performance, capacity etc Step 2 Inter-disciplinary team formed along with Top Management Step 6 Gap analysis performed & requirements documented (proof of concept) Step 3 Researched firms that have deployed ECM along with work flow processes Step 7 Evaluate and select ECM (benefit, functionality checklist prepared) Step 4 Developed -use case diagrams, scenarios, work flows, interface, data conversion
  22. 22. ECM - Audit / Governance Content needs change over time & IP lost Features takes precedence over core content Want-based versus need-based Internal stakeholders take precedence over external customers Design takes precedence over content usability Customsing - navigation, content placement etc confuses users Marketing takes precedence over providing needed infor Customising leads to redundant content Audit / Governance
  23. 23. ECM - Program Governance ECM - Steering Committee ECM – Program Team Business Lead Business Lead Business Lead Business Unit Business Unit Business Unit
  24. 24. ECM - Project Screening Process ECM Proposal / Idea Research / Data Collection Evaluate Project by Criteria / Scoring Models Evaluate Business Case / Proposal & Risk Assign Priority, Resources, Project Manager & Evaluate ECM Progress Review Strategic Fit / ROI / Payback / Risk Cancel Project Assessment of Priorities Hold / Reject Project Accept Reject Request for more information
  25. 25. ECM - Benefit Realisation Key Measurement Criteria Benefit Ownership Benefit Key Success Criteria Communication Plan ECM Business Case ECM Benefits Delivered Progress Monitoring Benefits Identified Responsibility Matrix Benefit Delivery Execution Project Management Office Risk Management
  26. 26. Phase 2 – Sourcing / Contract Mngt (High Level Activities)
  27. 27. ECM - Software / Vendor Analysis Solutions Overview Diagnostic tool List of key vendors Requirements template and guidance Discussion paper Experiences with ECM Output - Deliverables Input - Questions Addressed Stakeholder buy in - Increase awareness & understanding What ECM types are available ? What & why on solution fit? What lessons from (dis) similar firm? What & why to capture? Who are leaders / visionaries? Specific Solution highlights, why?
  28. 28. ECM – S/ware Selection Checklist <ul><li>How does the project interact / link with current projects? </li></ul>Linkage <ul><li>Is the organisation culture right for this type of project? </li></ul><ul><li>How will stakeholders’ be managed? </li></ul>Organisation culture <ul><li>What is the value of the project to this organisation? </li></ul>Benefits <ul><li>What is the impact of not doing this project? </li></ul><ul><li>What is the project risk to the organisation? </li></ul>Risk <ul><li>What specific objective(s) does this project align with? </li></ul>Strategy alignment <ul><li>What training and documentation will be provided? </li></ul>Training / Doc <ul><li>What business problem does the project solve? </li></ul>Driver <ul><li>What is estimated cost & implementation time frame? </li></ul>Finance / Time <ul><li>How will we measure success? </li></ul>Success metrics <ul><li>Who is the project sponsor? </li></ul>Sponsorship <ul><li>Will we build or buy? </li></ul>Approach
  29. 29. Phase 2 – Source/Contract Mngt Vendor Scoring, Evaluation and Selection Contract Management Contract Closure Plan Tender Process Review Vendor Response Vendor Product Demo
  30. 30. Vendor’s Risk FFP CPFF Vendor’s Risk HIGH LOW LEGEND FFP FIRM FIXED PRICE CPFF COST PLUS FIXED FEE
  31. 31. Phase 3 – Design (High Level Activities)
  32. 32. Content Lifecycle Workflow Dispose Storage Store Publish Archive Authoring Create Review
  33. 33. Process Mapping Information Required Responsibility Key responsibilities of the process area Output Key deliverables of each activity - products and services Input methods, materials, manpower, information, equipment etc Activities Key Activities of the process area Measures Key performance indicators Volumes Key volumes related to an activity Customers Recipients of each activity output Suppliers Suppliers of each activity input
  34. 34. ECM - As-Is ~ To-Be Process Continuous Improvement Identify Best Practices As~Is Analyse & Evaluate To~Be Implement Business Process Reengineer Business Process Improvement ECM Project Approach
  35. 35. ECM - As~Is Process Design Select a specific Process Scope, Plan & Schedule Resources Select Technique Individual Interviews Focus Group Mapping Document As~Is Process & Improvement Opportunities Analyse, Evaluate & Sign-off
  36. 36. ECM - To~Be Process Design Implementation and Change Management Improvement Opportunities from As~Is Process Design Visioning Workshops Senior Management Vision Best Practice, Benchmarks, Performance, Goals Visioning Workshops
  37. 37. Align Change with ECM Program Define Requirements & Build Plan Build Awareness & Desire Develop Understanding Knowledge & Ability Create Acceptance & Reinforcement Take Ownership Change Management Practices Identify Requirements Design Solution Build Solution Test / Pilot Implement Transition to Business Project Management Practices Stakeholder Engagement Communication Resistance Management Leadership Plan Project
  38. 38. Phase 4 – Build & Test (High Level Activities)
  39. 39. ECM – Build Capture Manage Store Preserve Deliver Content Authoring Template Authoring Categorise Output Template Search & Retrieve Component re-purposing Full-text indexing Format Check-in / Check out Search & Retrieve Multi-channel re-purposing Version Control Workflow Import / Export Multi-language User Profile Personali-sation Audit Trail Document Replicate Access Control Workflows Navigate / Browse Personali-sation Usage Reports User Log-in Subscription service
  40. 40. ECM –Testing Process Determine Test Strategy Obtain Test Resources Develop Test Plans Develop Test Cases/ Procedures Setup Test Environment Execute Test Obtain Test Resources Track, Resolve Issues / Risks Execute, Retest, Regression Sign-off & Assist with On-going Test Activities
  41. 41. ECM - Testing Types Testing Types Customise, Conversion, Interfaces, Reports Workflows Stress / Volume Integra-tion Regression Unit User Acceptance Perfor-mance Functional Security
  42. 42. ECM - Test / QA Process Requirements and Project Scope Establish Project Standards / QA Method Test Planning Test Case Development Quality Assurance Testing User Acceptance Testing System Validation Lessons Learned / Continuous Improvement
  43. 43. ECM - Test, QA & Sign-off QA Reviews QA Reviews QA Reviews Requirements Plan Test Create Test Execute Test Execute Re-test Report Status Resolve Errors Identify Errors
  44. 44. Phase 5 – Transition / Deploy (High Level Activities)
  45. 45. ECM – Integration Integration Framework Process Automation Application Services Web Services - SOA IT Services Portal Data Integration Publishing Content Management Personalisation XML Security Messaging Fault Tolerance Load Balancing Integration [EAI] Audience Employee Supplier Customer Executive IT Admin Applications Foundation Services Application Server Middleware Foundation Layers OS / Database Platform Hardware & Network Services Collaboration Financial Apps Staffing CRM Apps SCM Apps HRMS Apps
  46. 46. ECM – Outcome ECM Application Framework ECM Managed Elements Web Assets Industry Widgets Web Content & Feeds Mashup Hub Included Elements Personal / Departmental Content Databases, ERP/ CRM Systems of Record ERP/ CRM Data Sources Work List Inbox Doc Viewer Form Viewer Metrics Reports Info Server
  47. 47. ECM - User Satisfaction User Satisfaction Generation of alternative candidate projects Quality audit Quality assurance Scope of work Concept development Proto-typing Budgeting and earned-value planning Scheduling Front-end customer process analysis Project Metrics
  48. 48. Phase 6 – Post Implementation (High Level Activities)
  49. 49. ECM – Evaluate Implementation Continuous improve-ment Corporate perform-ance Project success Customer service Staff moral, retention & satisfaction Policy, objectives, procedures, standards Corporate image Customer satisfaction ECM Evaluation
  50. 50. ECM - QA Review on… Schedule Variance Resource Management Variance Total ECM Project Life Cycle Cost Budget Variance Business Functional Delivery Variance ECM Business Case
  51. 51. ECM - Benefits Realised Program Level Savings / Benefit Realised Return on Investment (ROI) Function / Business Unit Level Improved Efficiency / Effectiveness Timely Decisions Information Management Level Improved Information Asset Use Lowered Operating Cost
  52. 52. ECM – Phase 1 ~ 6 (Detailed Activities & References)
  53. 53. Phase 1 – Planning & Requirements (Detailed Activities & References)
  54. 54. Phase 1 – Planning <ul><li>Link to Org Strategy </li></ul><ul><li>Project Statement </li></ul><ul><li>Business Case </li></ul><ul><li>Business Drivers </li></ul><ul><li>Project Vision </li></ul><ul><li>Project Goal Statement </li></ul><ul><li>Project Objectives </li></ul><ul><li>Project Deliverables </li></ul><ul><li>Project Scope </li></ul><ul><li>Project Schedule </li></ul><ul><li>Project Cost </li></ul><ul><li>Project Roles & Responsibilities </li></ul><ul><li>Project Governance </li></ul><ul><li>Project Approach </li></ul><ul><li>Performance Measures / Metrics </li></ul><ul><li>Project Acceptance </li></ul><ul><li>Change Management Plan </li></ul><ul><li>Contractor Management Plan </li></ul><ul><li>Review Past Lessons Learned </li></ul><ul><li>Issue Management Plan </li></ul><ul><li>Risk Management Plan </li></ul><ul><li>Quality Assurance (QA) Plan </li></ul><ul><li>Scheduling Plan </li></ul><ul><li>Staffing Plan </li></ul><ul><li>Investment Plan </li></ul><ul><li>Acquisition Plan </li></ul><ul><li>Stakeholder Management Plan </li></ul><ul><li>Test Plan </li></ul><ul><li>Implementation / Transition Plan </li></ul><ul><li>Training Plan </li></ul><ul><li>Maintenance & Operations (M&O) Plan </li></ul>
  55. 55. Phase 1 – Requirements <ul><li>High-Level Requirements Definition </li></ul><ul><li>Technical Requirements Definition </li></ul><ul><li>Requirements Refinement </li></ul><ul><li>Project Definitions </li></ul><ul><li>Planning / Funding Approval </li></ul><ul><li>Selection Criteria </li></ul><ul><li>Phase Closure </li></ul><ul><li>Exit Criteria </li></ul>
  56. 56. Phase 1 – Planning <ul><li>Project Initiation Checklist </li></ul><ul><li>http://tinyurl.com/ktdg7w </li></ul><ul><li>Project Planning Checklist </li></ul><ul><li>http://tinyurl.com/m62b66 </li></ul><ul><li>Project Management Office </li></ul><ul><li>http:// tinyurl.com/mekeua </li></ul><ul><li>Project Management Principles </li></ul><ul><li>http:// tinyurl.com/nomwme </li></ul><ul><li>Project Metrics & Measures </li></ul><ul><li>http://tinyurl.com/ljj9kd </li></ul><ul><li>Project Portfolio Management </li></ul><ul><li>http:// tinyurl.com/lwwrxh </li></ul><ul><li>Project, Program and Portfolio Management </li></ul><ul><li>http://tinyurl.com/p4d4oa </li></ul><ul><li>RACI Matrix </li></ul><ul><li>http://tinyurl.com/lqou5x </li></ul><ul><li>Risk Management Framework </li></ul><ul><li>http://tinyurl.com/kqvr9o </li></ul><ul><li>Your Organisation </li></ul><ul><li>http:// tinyurl.com/llohxf </li></ul><ul><li>5S – Office Audit </li></ul><ul><li>http:// tinyurl.com/lbqhmh </li></ul><ul><li>Corporate Governance </li></ul><ul><li>http://tinyurl.com/ma4s72 </li></ul>
  57. 57. Phase 1 – Requirements <ul><li>Benchmarking </li></ul><ul><li>http://tinyurl.com/ohbny4 </li></ul><ul><li>Business Process Improvement </li></ul><ul><li>http://tinyurl.com/mrg584 </li></ul><ul><li>Performance Improvement Culture </li></ul><ul><li>http://tinyurl.com/qmmpsl </li></ul><ul><li>Process Audit </li></ul><ul><li>http://tinyurl.com/p9dsrc </li></ul><ul><li>Process Mapping </li></ul><ul><li>http:// tinyurl.com/maxvud </li></ul><ul><li>Solving Client Issues </li></ul><ul><li>http://tinyurl.com/mzv9tt </li></ul>
  58. 58. Phase 1 – Change Mngt <ul><li>Change Management </li></ul><ul><li>http://tinyurl.com/lduju8 </li></ul><ul><li>Change Management Checklist </li></ul><ul><li>http://tinyurl.com/mq9p3w </li></ul><ul><li>Transition & Transformation Change </li></ul><ul><li>http://tinyurl.com/r8xtdf </li></ul>
  59. 59. Phase 1 – Stakeholder Mngt <ul><li>Stakeholder Analysis </li></ul><ul><li>http://tinyurl.com/lvtwd7 </li></ul><ul><li>Stakeholder Communication </li></ul><ul><li>http://tinyurl.com/n8tpe2 </li></ul><ul><li>Stakeholder Engagement </li></ul><ul><li>http:// tinyurl.com/nzdecl </li></ul><ul><li>Stakeholder Mapping </li></ul><ul><li>http://tinyurl.com/l29gun </li></ul><ul><li>Stakeholder Relationship Management Audit </li></ul><ul><li>http:// tinyurl.com/kmsfxg </li></ul>
  60. 60. Phase 2 – Sourcing / Contract Mngt (Detailed Activities & References)
  61. 61. ECM -Vendor (Formal Scoring) <ul><li>Side-by-side comparison of each vendor’s software solution in the following areas: </li></ul><ul><ul><li>The package itself </li></ul></ul><ul><ul><li>Customisations </li></ul></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Maintenance </li></ul></ul><ul><ul><li>Estimated support </li></ul></ul><ul><ul><li>Implementation </li></ul></ul>
  62. 62. ECM - Evaluation Criteria <ul><li>Cost </li></ul><ul><ul><li>On-going Maintenance </li></ul></ul><ul><ul><li>Acquistion & Implementation </li></ul></ul><ul><li>Capabilities </li></ul><ul><ul><li>Indexing & searching </li></ul></ul><ul><ul><li>Reporting </li></ul></ul><ul><ul><li>Document capture & acquisition </li></ul></ul><ul><ul><li>Document storage formats </li></ul></ul><ul><li>Security </li></ul><ul><li>Operational </li></ul><ul><ul><li>Integration with current technologies </li></ul></ul><ul><ul><li>Scalability </li></ul></ul><ul><li>Viability </li></ul><ul><ul><li>End user acceptance </li></ul></ul><ul><ul><li>User training </li></ul></ul><ul><ul><li>Technical training </li></ul></ul><ul><ul><li>Vendor viability </li></ul></ul><ul><li>Alternatives </li></ul><ul><ul><li>Enterprise or Web - ECM </li></ul></ul>
  63. 63. ECM - Selection <ul><li>Conduct a proper requirements analysis </li></ul><ul><li>Don’t start by researching the features of numerous systems </li></ul><ul><li>Identifying the best possible match between requirements and a system that meets those needs </li></ul>
  64. 64. Phase 2 – Sourcing & Contract <ul><li>Contract & Tender Management </li></ul><ul><li>http://tinyurl.com/mftce6 </li></ul><ul><li>Sourcing & Optimising Strategies </li></ul><ul><li>http://tinyurl.com/l9omlj </li></ul><ul><li>Vendor Audits </li></ul><ul><li>http://tinyurl.com/kodk8t </li></ul><ul><li>Vendor Management </li></ul><ul><li>http://tinyurl.com/l7z3r6 </li></ul>
  65. 65. Phase 3 – Design (Detailed Activities & References)
  66. 66. ECM - Analys e C ontent L ifecycle <ul><li>C ontent is developed in many different ways, by many different people and by many different departments </li></ul><ul><li>Development may follow a predefined process or it may not and if there is an established process, it may differ from department to department </li></ul><ul><li>E xamine your content life cycle and issues associated with it </li></ul>
  67. 67. Phase 3 – Design <ul><li>Service Delivery & Support </li></ul><ul><li>http://tinyurl.com/nh6v5n </li></ul><ul><li>Software Development </li></ul><ul><li>http://tinyurl.com/l84e4e </li></ul>
  68. 68. Phase 3 – Design <ul><li>High-Level Design </li></ul><ul><li>Detailed Design </li></ul><ul><li>Test and Documentation Planning </li></ul><ul><li>Design Approval </li></ul><ul><li>Lesson Learned Report </li></ul><ul><li>Phase Closure </li></ul><ul><li>Exit Criteria </li></ul>
  69. 69. Phase 4 – Build & Test (Detailed Activities & References)
  70. 70. ECM - Workflow <ul><li>Roles (players) - the people who do the tasks, identified by their role </li></ul><ul><li>Responsibilities (tasks) - the steps to complete a particular piece of work; everything that must get done within a process </li></ul><ul><li>Processes - the flow of tasks, as performed by the various players, showing the interactions and interdependencies among players </li></ul>
  71. 71. ECM - Build Taxonomy / Metadata <ul><li>Taxonomy – Classification Schema </li></ul><ul><ul><li>Helps organise content into recognisable categories </li></ul></ul><ul><ul><li>Review navigation structure </li></ul></ul><ul><ul><li>Standardises how and where content is stored </li></ul></ul><ul><li>Metadata </li></ul><ul><ul><li>Review values - content owner, expiration date, taxonomy </li></ul></ul>
  72. 72. Phase 4 – Build & Test <ul><li>Development Strategy and Planning </li></ul><ul><li>Test & Train </li></ul><ul><li>Document Planning </li></ul><ul><li>Development Approval </li></ul><ul><li>Lesson Learned Report </li></ul><ul><li>Change Management </li></ul><ul><li>Phase Closure </li></ul><ul><li>Exit Criteria </li></ul><ul><li>Risk Management </li></ul><ul><li>System Validation </li></ul><ul><li>Deployment Preparation </li></ul><ul><li>Testing Approval </li></ul><ul><li>Deployment Training and Documentation </li></ul><ul><li>Project Health Check </li></ul><ul><li>Quality Assurance (QA) </li></ul>
  73. 73. Phase 4 – Build & Test <ul><li>Project Execution & Control Checklist </li></ul><ul><li>http://tinyurl.com/lr75j6 </li></ul><ul><li>Quality Assurance & Control </li></ul><ul><li>http://tinyurl.com/mmk68b </li></ul><ul><li>Testing & Quality Assurance </li></ul><ul><li>http://tinyurl.com/n3gzfe </li></ul>
  74. 74. Phase 5 – Transition / Deploy (Detailed Activities & References)
  75. 75. Phase 5 – Transition / Deploy <ul><li>“ Go / No Go&quot; decision </li></ul><ul><li>Final Client Acceptance </li></ul><ul><li>Lesson Learned Report </li></ul><ul><li>Phase Closure </li></ul><ul><li>Exit Criteria </li></ul>
  76. 76. Phase 5 – Transition / Deploy <ul><li>Earned Value Management </li></ul><ul><li>http://tinyurl.com/m66z6r </li></ul><ul><li>Project Health Check </li></ul><ul><li>http://tinyurl.com/ner35d </li></ul><ul><li>Service Delivery & Support </li></ul><ul><li>http://tinyurl.com/nh6v5n </li></ul>
  77. 77. Phase 6 – Post Implement (Detailed Activities & References)
  78. 78. Phase 6 – Post Implementation <ul><li>Operations </li></ul><ul><li>Process Improvement </li></ul><ul><li>Phase Closure </li></ul><ul><li>Exit Criteria </li></ul><ul><li>Staffing Transfer / Release </li></ul><ul><li>Lesson Learned Report </li></ul><ul><li>Financial Closure </li></ul><ul><li>Project Archive </li></ul><ul><li>Post Implementation Review (PIR) </li></ul><ul><ul><li>Variance (schedule, cost, resources) </li></ul></ul><ul><ul><li>Business Functional Delivery Variance </li></ul></ul><ul><ul><li>Total Project Life Cycle Cost </li></ul></ul><ul><ul><li>Business Case </li></ul></ul><ul><ul><li>Benefit Realisation </li></ul></ul>
  79. 79. Phase 6 – Post Deployment <ul><li>Project Closure Report </li></ul><ul><li>http:// tinyurl.com/nuyceh </li></ul><ul><li>Project Closure Checklist </li></ul><ul><li>http:// tinyurl.com/mdtclk </li></ul>
  80. 80. ECM – Lessons Learned
  81. 81. Remember… Let your content, not the technology, drive your decisions Involve stakeholders early in the process & get buy-in There is no one best solution Set realistic expectation, ECM impact assessment on the entire organisation Talk to current users, survey the field Consider that the launch of a ECM is the beginning, not the end Configure your workflow around your needs, not the needs of the ECM Baseline existing environment & building a site is not a one-time deal
  82. 82. <ul><li>“ Once the &quot;what&quot; is decided, the &quot;how&quot; always follows. We must not make the &quot;how&quot; an excuse for not facing and accepting the &quot;what .” </li></ul><ul><ul><li>- Pearl S. Buck </li></ul></ul>
  83. 83. <ul><li>Good Luck </li></ul><ul><li>http://www.linkedin.com/in/anandsubramaniam </li></ul>

×