3. 07/07/10 Open Text ECM Suite Open Text Enterprise Process Services (BPM) Open Text Enterprise Library Services Lotus Notes Microsoft Exchange Microsoft Sharepoint SAP ERP ORACLE ERP … Open Text ECM Suite Archiving Records Management Metadata Management Classifications Enterprise Search SAP GUI Microsoft Office Web Browser Desktop Microsoft Outlook Scanner Custom Apps
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6. 07/07/10 Modulo Open Text Extended Collaboration Open Text Enterprise Process Services (BPM) Open Text Enterprise Library Services Lotus Notes Microsoft Exchange Microsoft Sharepoint SAP ERP ORACLE ERP … Archiving Records Management Metadata Management Classifications Enterprise Search SAP GUI Microsoft Office Web Browser Desktop Microsoft Outlook Scanner Custom Apps Open Text ECM Suite Extended Collaboration
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9. Open Text Extended Collaboration vs. CMS Extended Collaboration offre funzioni simili ai CMS (Content Management Systems) quali Wordpress, Joomla, Drupal ed altri, pur non essendo un CMS. Rispetto ad un CMS open source, Extended Collaboration consente di accedere all’esperienza web 2.0 (meshup di contenuti multimediali, wiki, blogs …) nel contesto di una piattaforma enterprise sicura, affidabile, controllata e pienamente integrata coi documenti e coi processi aziendali. Se le funzionalità offerte da Extended Collaboration risultassero insufficienti per le esigenze comunicative e collaborative aziendali, Open Text offre soluzioni più complete di CMS quali Web Solutions e Vignette. Candies 2.0 Aspirine 1.0
10. Open Text Extended Collaboration: Communities Nella Demo usiamo le funzioni di Comunità per costruire un Portale Intranet Enterprise. Focus: Comunicazione (News, Eventi, Librerie, Documenti da consultare) e Orientamento (puntatori ad altri Sistemi Informativi)
11. Open Text Extended Collaboration: Blogs Nella Demo usiamo i Blogs per la disseminazione di conoscenza dagli Esperti (forma più strutturata e meno egualitaria dei Forum) e per i canali di News Focus: Condivisione, Comunicazione
12. Open Text Extended Collaboration: Wiki Nella Demo usiamo le funzioni di Wiki sia per costruire documentazione di riferimento (manuali, migliori pratiche, procedure di qualità…) ma anche per preparare pagine con contenuti multimediali (video, web tv, animazioni). Focus: Formazione, Condivisione
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14. Open Text Extended Collaboration: DEMO ID Technology è disponibile ad allestire un ambiente di prova (della soluzione Extended Collaboration condiviso con il Cliente, sulla base delle attuali funzioni intranet del Cliente.
15. 07/07/10 Modulo Open Text Records Management Open Text Enterprise Process Services (BPM) Open Text Enterprise Library Services Lotus Notes Microsoft Exchange Microsoft Sharepoint SAP ERP ORACLE ERP … Archiving Records Management Metadata Management Classifications Enterprise Search SAP GUI Microsoft Office Web Browser Desktop Microsoft Outlook Scanner Custom Apps Open Text ECM Suite Records Management
16. Slide Il Records management è un sistema di classificazione dei Record (Documenti, Dati) che definisce e controlla il Ciclo di Vita dei documenti (dalla cattura alla distruzione finale) Records Management: Ciclo di Vita I Records Manager o procedure automatiche identificano i documenti da conservare. Esempio: tutta la posta inviata a protocollo@comune.it Identifica & Cattura I Records Managers – supportati da procedure basate su frasi ricorrenti o sui metadati – classificano i documenti secondo uno schema RM coerente con le norme e con le procedure interne. Classifica Finance Comptable Balance Grand Livre Achat Informatique Informatique, logistique, … Spécifications Comptes-Rendus La classificazione RM definisce e controlla automaticamente il ciclo di vita dei documenti. Esempi di regole: “ conserva per 5 anni dopo le dimissioni del dipendente”; “… per 10 anni dalla fine dell’anno fiscale”; “… per sempre” Controlla In deroga alle regole è possibile “trattenere” i documenti sospendendo il loro naturale ciclo di vita Esempio: “ Conservare i documenti utili per un contenzioso legale fino alla conclusione dell’iter giudiziario” Trattieni Il sistema RM sposta i documenti più vecchi in archivi più lenti o fuori linea, dove restano per il tempo stabilito dalle regole di conservazione, proponendo alla fine la distruzione dei documenti digitali “scaduti” Archivia
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18. CONTENT MANAGEMENT RECORDS MANAGEMENT CONTENT VERSIONING PROCESS DESTROY ARCHIVE DISPOSE MAINTAIN & USE CREATE / CAPTURE CONTENT CREATION RECORD DECLARED RECORD DECLARED RECORD DECLARED Records Management: relazione con il Content Management ARCHIVE Un Documento viene “dichiarato” Record e quindi sottoposto a regime di RM tipicamente quando è pronto per l’archivio, ma si possono sottoporre a RM anche versioni di lavoro.
19. Records Management: funzioni aggiunte al Content Management Il modulo RM aggiunge una serie di funzioni specializzate per il disegno e la esecuzione del sistema di RM “dentro” il document management di Open Text
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23. 07/07/10 Modulo Open Text Contract Management Open Text Enterprise Process Services (BPM) Open Text Enterprise Library Services Lotus Notes Microsoft Exchange Microsoft Sharepoint SAP ERP ORACLE ERP … Archiving Records Management Metadata Management Classifications Enterprise Search SAP GUI Microsoft Office Web Browser Desktop Microsoft Outlook Scanner Custom Apps Open Text ECM Suite Contract Management
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37. 07/07/10 Modulo Open Text Case Management Open Text Enterprise Process Services (BPM) Open Text Enterprise Library Services Lotus Notes Microsoft Exchange Microsoft Sharepoint SAP ERP ORACLE ERP … Archiving Records Management Metadata Management Classifications Enterprise Search SAP GUI Microsoft Office Web Browser Desktop Microsoft Outlook Scanner Custom Apps Open Text ECM Suite Case Management
Every Binder has its own Overview Page. When we look inside the Astra Inc customer binder, we are presented with the overview page. <click> The header section provides a quick overview of key information about the binder. <click> The team section shows all the roles associated with the binder and the users assigned to the roles. <click> The documents section lists general documents that are applicable to all contract files contained within the binder. <click> The contracts section provides a list of the contract files contained within the binder. From here, the user can select a specific contract file to examine.
The Contract Files and Contract Documents This is the contract file view that exists for every contract and is unique for every contract. It is the single place to find everything to do with the contract and where all team members involved in the management of this contract collaborate. It can be used as the launch point for managing and updating the contract. The structure is similar to the Binder view with several additions. <click> At top, you can immediately determine the lifecycle step the contract is in. In this example we see that the contract is in the “Creation / Negotiation” step and that the next step will be the Contract execution. <click> The header section provides a summary of the key information about the contract. The key information and the order it is presented in is customizable. <click> There is a unique reference number for the contract. <click> The team section shows the different roles involved in this contract and the assigned users. <click> The work items section display specific tasks required for each step of the management of this contract. <click> The follow ups and their status are also displayed on the contract file view. <click> The contract section is where the final contract, contract document and any associated exhibits are available. <click> The documents section display additional folders and documents for this contract, such as correspondence and meeting minutes. <click> Finally, you can see there are buttons for the rapid addition of contract documents.
As previously mentioned, binders and contract files are created using wizards and templates. You just heard what templates do, now lets look at the wizard. The wizard is used to add binders and contract files. The add contract file wizard is used by the initiator of a new contract to create a new contract file. This represents the starting up of a new contract with a partner. The first step is to select a contract type and template as well as adding a name and description.
The second step is to fill in the contract file details, as defined by the template. <click> Contract details can optionally include a partner field where the contract initiator can select the specific partner from the Contract Management partner database, which contains the partner location and contact information.
Step 3 is to select classifications for the contract. Multiple classifications can be selected and these can be used for searches. <click> The final step 4 is to assign users to roles.
A key component of the CM bundle is the Perfectus module which automates and simplifies the assembly of new contracts. It provides the ability for a clause library of pre-approved language, template contract documents and an interview that drives the contract creator through a series of questions that will assemble a draft contract & send it off for review and approval. The goal here is to allow users with little experience to create a new contract quickly, without needing to involve legal or the contract team in the drafting process. Legal has the peace of mind that the correct, approved contract language is being used & that valuable resources aren’t being tied up doing administrative work. And using this guided contract creation ensures the Contract Team has control & consistency while being able to automate what can be time consuming processes.
Collaboration is a key part of Contract Management. Contract Management enables collaboration through: <click> The Contract overview page which is the single place where participants involved in a Contract can find everything about the Contract. <click> Contract roles and assigned primes provide users appropriate access / permissions <click> Follow-ups – Reminders of required activities for people involved in the Contract <click> Set of Enterprise Social Media tools available per contract and binder: News Ticker Blog Community of Practice Discussion Group FAQ Wiki Poll News Channel Forum Page
The Contract Portal is a personalized dashboard which allows direct access to contracts, corresponding tasks, follow ups and reports. For the end-user of the system – this an effective way to get a snapshot of their priorities <click> A contract manager can see all of the binders and contract files that they have an assigned role. <click> They can see the roles that they have. <click> By selecting the „+“ on a specific contract file, they can see a listing of their associated follow ups for that contract. <click> Using the configuration buttons, the contract manager can select which binders and contract files they want to view on their personal contract portal. <click> By selecting the search and reports tabs, users can look for specific contracts and view reports. And of course, the contract manager can select a specific contract file or binder to view the associated contract or binder overview page.
Different types of contracts will have their own contract management processes. The definition of the process is enabled by CM through the use of work items, which define the stages of a contract, and tasks. Tasks are assigned to each stage of the process. When the tasks of a stage are completed, the contract file will automatically progress to the next stage of the process. The CM process definition is quite flexible. The contract management process can be pre-defined, based upon the type of contract, through the use of CM templates. In this way, when a new contract of a specific type is created, the process for the contract is automatically defined. This pre-defined process can be modified as required, after the creation of the contract. For example, if a contract would normally follow a standard process and as a result of an exception, an additional stage and/or tasks are required, these can be added to the contract file as required. Alternatively, the contract management process can be defined after a contract has been created and modified on the fly, allowing for the contract management process to evolve on an ad-hoc basis, as the management of the contract progresses. Additionally, contract file metadata can be used to map the contract lifecycle stages to retention and disposition rules of Open Text Records Management . <click> Workflow provides for the automated processing of contracts and agreements, for a variety of approval, review and feedback processes. Workflow enables administrators to graphically create, modify, manage and deploy simple or complex business processes. Graphical, java-based workflow maps display the status of all workflows in progress from within a web browser. Contract Management workflows can be initiated from the contract file function menu and from the Contract Document function menu.
Virtual folders is included with Contract Management. It provides multi-dimensional, dynamic browsing of binders and contract files with flexible, configurable views to group information, independent of where it resides in the contract management hierarchy. Views can be defined by the contract metadata and personalized for the individual users. For example, one virtual folder could be configured by contract year, and supplier name while another virtual folder would allow browsing of those same contracts by contract type and approval status allowing multiple alternate taxonomies (or views) of the contracts determined by their metadata. As another example, contracts can also be viewed by region, type and by contract partner. Virtual folders provide a simple, efficient way to group contract information together in a manner that makes sense to the end user – helps them to get to what they need fast
The partner database provides the ability to have a central repository of external partners involved in contracts. It contains their contact information. The characteristics of this functionality are: Partner DB entry can be part of a contract file attribute – if multiple contracts involve the same partner, the information can reside in the DB and is available to all associated contract files. Partner contact information can be imported into the DB via XML or from MS contacts through vcf file. <click> The database can be searched. <click> The database stores new parties in the form of companies, natural persons or public authorities. <click> Partner DB sections can be created per Client, partitioning the data into subsets with viewing permissions per client.
Many contract management processes today continue to involve hard copy contracts, documents agreements and correspondence associated with contracts. With Open Text Enterprise Scan client and the Contract Management Barcode functionality, the processing of paper-based documents becomes fast and efficient. When a paper-based document related to a contract needs to be filed electronically, the following simple steps can be used: The user selects the appropriate location in the contract folder for the document and selects „Print Barcode“ from the right-click menu. This prints a cover page with a barcode When the document is scanned with the cover page. The document is automatically filed into the selected location. The barcode tells the system where to file it, making this process fast and efficient.
Page As I mentioned earlier, case management opportunities are often identifiable by the clear need to manage a set of milestones throughout a collaborative process from creation, through execution to completion & retention. Let’s look at an HR disciplinary case to illustrate a typical lifecycle: Key Event Triggers the Case > employee (Jane) has a problem with colleague’s (John) continual noise – speaking loudly on personal calls, chatting with colleagues. It’s disruptive & despite urging colleague to tone it down, nothing changes, so employee sends email to HR. That would be the event that triggers the creation of a new HR investigation case. Case File Creation Based on Business Rules & Templates - Setting that new case up would involve using a wizard process that would walk the HR user through a set of predefined rules and templates that have been setup to meet with the business requirements. Case Discovery & Preparation - From that point on a number of things would happen. Based on the location of the employees, and the policies in effect, HR would follow pre-defined rules and processes. History for both employees is evaluated to determine if there have been previous problems of this nature, or others. HR prepares to speak with all parties. Case Processing - HR would contact all parties to investigate concerns. It’s possible that by this point, the two employees have already worked it out, a brief report is written up & case closed. Perhaps a meeting with both parties is all that is required, HR mediates to resolve the issue. Or, the situation has escalated & now John has threatened Jane, managers need to be involved and a formal report is filed of the threat & disciplinary action occurs. Or, John has a history of threatening Jane & his other colleagues, this threat violates the conditions of a previous discipline and John is now fired. Case Closed – HR files final reports to all relevant parties, managers etc. Records Created – All HR disciplinary actions in company’s country are deemed records for 7 years. There is the potential that at some point John could come back on the company with a wrongful dismissal suit – and since we’ve retained a complete concise history – all the information related to John’s behavior is available in a concise, easy to locate manner for as long as the information has been deemed pertinent.
*Use if not prefacing business issues slides Taking a high level look at the more technical aspects of the product, CMF provides a number of functional benefits. It gives you the ability to: Firstly, CMF provides a centralized, searchable repository for all paper and electronic case artifacts –a single point of view of important case documents and case data is intuitive and obvious regardless of where the files or data are stored With the Ability to set up Project, “Mission” or Functional Working teams and tailor the views and permissions dependent on each users role It provides the ability to create templates based on business rules that will guide creation of new cases and apply workflows that will help provide flexible process and structure when guiding the case through its key milestones or lifecycle phases in a structured but flexible manner CMF Supports collaboration around the case with threaded discussions and provides the ability to assign tasks and deadlines requirements It can automatically generate real-time notifications and tracking of those case related events and responsibilities While maintaining a complete audit trail of actions on the content and the decision-making processes that progressed the case itself As well, CMF includes imaging integration with barcode recognition to feed paper-based documents into the case files and case processes All of these features help to increase productivity and improve control of your case related content and processes And because CMF is designed with the tools required to help you configure multiple case-type applications from a single foundational layer it can further help you to solve a variety of business problems without the need for point-solutions Again, providing your users with a common, familiar UI reduces deployment and training costs, speeds user-adoption And ultimately all of this saves you time and money - decreasing your total cost of ownership
Page Every case has its own overview page. It is the single place for everything to do with a specific case. <click> In this example, we see that this case is in the Legal Matter Cases AREA, <click> and contained in the District ABC BINDER, <click> and the CASE is the Legal Matter Case - Criminal new. <click> You can immediately determine the phase (or lifecycle step) the case is in. In this example we see that the case is in the “Investigation” phase and that the next step will be the Discovery phase. <click> The header section provides a summary of the key information about the case. We can see that this is a criminal case, its date of creation and a description. <click> There is a unique reference number for the case. <click> The team section shows the different roles involved in this case and the assigned users. We can see that this case involves an attorney, judge and prosecutor and shows the names of the people assigned to these roles. <click> The work items section display the case phases and the specific work items required for the lifecycle of the case. <click> The follow ups and workflows and their status can also be seen. In this example, there is a single open follow up and no workflows. <click> Finally, the case documents section display all the folders and documents associated with this case. In this example, all the case relevant emails are stored in the correspondence folder and there are folders for the different phases of the case. The case overview page provides the single place to view all things about the case. For a case worker, it can be used as the launch point for performing updates on the case.
Collaboration is a key part of Case Management. CMF enables collaboration through: <click> The case overview page which is the single place where participants involved in a case can find everything about the case. <click> Case roles and assigned primes provide users appropriate access / permissions <click> Follow-ups – Reminders of required activities for people involved in the case <click> Set of Enterprise Social Media tools available per case and binder: News Ticker Blog Community of Practice Discussion Group FAQ Wiki Poll News Channel Forum Page
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