Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid

Integrating ECM with your Enterprise: 5 Techniques to Try, 5 Traps to Avoid!Monday, October 17, 2011

Agenda • Intro • Top 10 reasons ECM projects fail • AIIM Survey • Tips and traps in 5 areas: • Metadata • Contribution • Consumption • Security • IntegrationsMonday, October 17, 2011

Intro • You installed WebCenter CONTENT (UCM/Stellent) • Now what??? • What “big things” do you need to do right? • What “big things” should you avoid?Monday, October 17, 2011

Top 10 Reasons ECM Projects Fail 10. Poorly defined business case (16%) 9. Failed to think of benefits and issues outside of our business unit (16%) 8. Low user acceptance due to poor design or clumsy implementation (18%) 7. Failed to address taxonomy and metadata concerns (19%)Monday, October 17, 2011

Top 10, cont. 6. Excessive "scope creep“ (20%) 5. Underestimated the effort to distill and migrate content (21%) 4. Uneven usage due to poor procedures and lack of enforcement (29%)Monday, October 17, 2011

Top 10, cont. 3. Project derailed by internal politics (30%) 2. Lack of knowledge or training among our internal staff (32%) 1. Underestimated process and organizational issues (44%)Monday, October 17, 2011

Metadata Traps • Waaaaaaaaaay too many metadata fields! • Cluttered pages frighten users • Don’t assume users will fill in all fields • Metadata is like a “tax” on content • Too little, and the system falls apart • Too much, and users rebel! • Ambiguous / repeated fields • Deleting fields as important as creating themMonday, October 17, 2011

Metadata Tips • Content Profiles simplify the metadata model • You may require 100 metadata fields to describe all content • But... any one type may only need 10 fields • Profiles allows you to minimize the “clutter” • Can do much more than organize • Create “default” values on pages to minimize data entry • Minimize the number of values in drop-down lists • Block certain users from selecting certain values • Create “derived” values to store based on what they enteredMonday, October 17, 2011

Content Profiles, Before and AfterMonday, October 17, 2011

Metadata Tips • Use “Simple Profiles” • Add only fields that have proven value • Make a “growable” taxonomy • Better than a “complete” taxonomy • Get to know UCM tools • Archiver for batch metadata updates • Custom DB reports to find unused / repeated fieldsMonday, October 17, 2011

Contribution Traps • Folders! • Tough to scale a folders-based model enterprise-wide • Organizational structure is highly subjective • Fearing customizations • Everybody uses CONTENT differently • A custom UI can aid user adoptionMonday, October 17, 2011

Contribution Tips • Framework Folders • Preview available in Patch Set 4 • Desktop integrated version available in Patch Set 5 • Faceted searches • Built-in to Oracle Text 11g, customizable metadata fields • Use Content Tracker • Keep stats on “most popular authors” • Nothing like a little competition to aid adoption!Monday, October 17, 2011

Contribution Tips, cont. • Check-Out-And-Open • One-click editing from the web browser • Some issues with HTTPS and IE, but fixable • Desktop Integration Suite • Drag-and-drop into folders • Folders have default metadata • Metadata pop-ups to fill in critical metadata • Some issues with Folder saturation • Fixes promised in Patch Set 5Monday, October 17, 2011

Folders and Desktop IntegrationMonday, October 17, 2011

Consumption Traps • “If you build it, they will come!” • Spent a million bucks on a CMS, and the item with the most hits is the cafeteria menu... • Assuming it will work like Google • People spend big bucks on internet SEO • Very few think about intranet SEO • Content must be findable to be reusableMonday, October 17, 2011

Consumption Tips • Have an actual editor / publisher • Somebody needs to care that content is reusable • Software enables people: it doesn’t replace them! • If everybody cares, great! If not, put somebody in charge! • Create targeted Site Studio pages • Department portals, quick contribution, what’s new lists, etc. • Focus on how your audience looks for information • Search? Browse? Call? Email? • Make it easy for them, with a bit of trainingMonday, October 17, 2011

Security Traps • Access Control Lists • Popular, easy, but sloooooow • Use sparingly, or run Exalogic! • Security should not be used to organize! • Do you really need that other security group??? • Do you really need highly granular security??? • Or are you just mapping your org chart?Monday, October 17, 2011

Security Traps, cont. • Windows! • Active Directory integrations tricky with 11g • LDAP works fairly well • Single Sign On does notMonday, October 17, 2011

Security Tips • Two dimensional group/account model • Groups for classification: Public, Internal, Secure • Accounts for department: Accounting, Sales, HR • VP of Sales can read Secure documents in Sales account... • ... but cannot read Secure documents in HR account! • Complex security models can affect performance • Reduce ACL usage, focus on groups/accounts blend • Minimize the number of “buckets” to maximize performanceMonday, October 17, 2011

Security Tips, cont. • Loosen up contribution access • Use workflows to control important docs • Place in highly secure group only when absolutely required • Content Tracker • “Trust, but verify” security • Use proven single sign on solutions • NetTegrity • Oracle Access Manager • Some issues with appletsMonday, October 17, 2011

Integration Traps • Standards!!! • CMIS, WebDAV, JSR170, etc. • Very narrow pipe: you always replace them! • Treating it like a shared drive • Performance • Load test, get metrics, use caches • Security • Make sure other system understands CONTENT security!!!Monday, October 17, 2011

Integration Tips • RIDC • Lightweight Java connector • May need to set IntradocServerPort on 11g • SOAP / SOA • 11g standard, great for ESBs • Site Studio for External Applications • IFRAMEs • Cheap and cheesy, but frequently enough!Monday, October 17, 2011

Integration Tips, cont. • Mashups (WebCenter Interaction) • Distributed Document Capture • URL to trigger a scan, and check it in! • Application specific connectors • E-Business Suite, Siebel, Peoplesoft • Secure Enterprise Search • BPEL, SOA Suite for “orchestration” • Information Rights Management • Encrypt documents, and embed their security level • Security travels with doc, wherever it travelsMonday, October 17, 2011

Integration Tips, cont. • jQuery and Web-Oriented Architecture • Put IsJson=1 into any URL • Use jQuery, ExtJS, YUI to render with 100% JavaScript • http://bezzotech.com/library.html • Sometimes need to “trick” browsers with AJAX • Single-Origin AJAX policy • Use mod_proxy with Apache to bypass itMonday, October 17, 2011

Misc. Tips • Go to Collaborate!!! • For the price of a steak dinner, get invaluable war stories • Which add-ons are best for you? • Tips/Traps for your specific industry • Camtasia Studio • Quick and easy video documentation for end-usersMonday, October 17, 2011

MARK YOUR CALENDARS! COLLABORATE 12 April 22-26, 2012 Mandalay Bay Convention Center Las Vegas, Nevada http://events.ioug.org/p/cm/ld/fid=15Monday, October 17, 2011

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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid

by Brian Huff on Oct 17, 2011

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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid — Presentation Transcript