HCLT Whitepaper: Multiple Repositories, What is your Best Strategy?

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http://www.hcltech.com/enterprise-transformation-services/overview~ More on Enterprise Transformation Services

Over the past decade, organizations have understood the importance of ECM to improve business operations. These investments were
adhoc and made as an when required by the departments of these organizations. Although these investments have enabled organizations
but have also created islands of content. Most organizations today have more than 2 repositories. It is essential that organizations are able to leverage content from all of its repositories to ensure that it can succeed in view of the current economic challenges. An Enterprise content consolidation and federation would not only
decreases IT costs but also would decrease organizations operating expenditures with unified processes, stable architecture, and better
content access and informed decision making. But these benefits come with their own costs of content migration and repository license and maintenance costs. Therefore, making it essential for
organization to conduct a detailed analysis before deciding whether to consolidate or migrate

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HCLT Whitepaper: Multiple Repositories, What is your Best Strategy?

  1. 1. February 2010 Multiple Repositories...What is your Best Strategy?
  2. 2. Multiple Repositories... What is your Best Strategy? | February 2010ContentsIntroduction 2The Problem 3The Strategies Available 3Content Consolidation 4Content Federation 4The Vicious Cycle 5How Do You Decide? 6Decide with EASE 6How Do You Decide? 7Bringing concept to reality 8Summary 8HCL Technologies 9ABOUT HCL 10IntroductionOver the past decade, organizations have understood the importanceof ECM to improve business operations. These investments wereadhoc and made as an when required by the departments of theseorganizations. Although these investments have enabled organizationsbut have also created islands of content. Most organizations todayhave more than 2 repositories. It is essential that organizationsare able to leverage content from all of its repositories to ensurethat it can succeed in view of the current economic challenges. AnEnterprise content consolidation and federation would not onlydecreases IT costs but also would decrease organizations operatingexpenditures with unified processes, stable architecture, and bettercontent access and informed decision making. But these benefitscome with their own costs of content migration and repositorylicense and maintenance costs. Therefore, making it essential fororganization to conduct a detailed analysis before deciding whetherto consolidate or migrate.© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  3. 3. Multiple Repositories... What is your Best Strategy? | February 2010 “79%organizations use over 15over 2 repositories and 25% of organizations use repositories to manage unstructured content ”Special points of interest• Most organizations have siloed content repositories• The Decision to federate or consolidate content should be aligned with organization long term goals• Expertise is required to create information architecture roadmap for the organization• 3-7% cost savings for the first year and 20-30% in 2-3 years on the outlay of content management costsThe ProblemWith 85% of the organization’s information stored in theunstructured format, 79% of organizations use over 2 repositoriesand 25% organizations use over 15 repositories to manageunstructured content, there is an immediate need for improvedaccess to unstructured content to enable faster, better-informeddecisions. Due to multiple repositories being used, the most commonproblem that organizations face today is that the informationrequired to run the organization is there, but is inaccessible.The siloed information in various repositories throughout theorganization causes redundancy of data, applications, processes,and infrastructure. This in-effect has negative impact because itincreases costs, decreases productivity and reduces agility of businessto adopt changes.The Strategies AvailableContent ConsolidationContent Consolidation is a concept by which the organizationcombines all its content into their primary repository.This allows the organizations better access and more control onthe information.Benefits• Low license costs: License costs of only a single repository• Easy to maintain: Easy for organizations to detect and resolve issues as there is only one repository• Unified processes: The processes built on top of a single repository are robust and stable. They are easy to modify and expand• Data integrity: High data integrity as all the content resides in a single repository© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  4. 4. Multiple Repositories... What is your Best Strategy? | February 2010Content FederationContent is said to be federated when a user can access content frommultiple disparate repositories with the use of a single interface.The underlying repositories are left as is and a top federation layeris built that is capable to pull all the required information out of therepository and present it asrequired by the user.Benefits• Easy access to native application: As a top federation layer is built, native applications are not disturbed• Quick approach: The approach is faster to implement as compared to other approachesContent ConsolidationTypical Issues1. Long implementation time: The time taken for consolidation of repositories is higher than that for federation2. Limited features: Each set of repository has a limited set of features3. Long change management cycle: Users training may be required for the consolidated repository4. High risk: Content Migration is risky (particularly because applications on top use many features of content and its meta state, which are not known to technical groups), So customers are advised that there is no fully automatic way of doing it. Manual intervention and tweaking of trusted scripts, XMLs and non-java based templates is very much required in order to do the migrationContent Federation1. Small Change management cycle: The change management cycle is smaller as users can continue to work with their native applications2. Extended features available: Features and functionalities of multiple repositories are availableIssues1. High Costs: License costs for multiple repositories are incurred2. Difficult to maintain: Difficult to detect and rectify issues due to multiple repositories3. Process unification: Accessibility to information depends on the type and level of federation with the repository4. Data synchronization: Most federation products do not provide complete data synchronization between federated repositories. So business struggle to identify which data can be depended on© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  5. 5. Multiple Repositories... What is your Best Strategy? | February 20105. Product version dependent: Most federation products federate only certain versions of the repository. This hinders organization from moving on to higher and better versions of core products6. No Standards: Most federation products are not built on industry standards and are black boxes in their way of working. In effect federation engines try to control critical operations, with minimum controls built-in to maintain themselves! “For Business or Consolidate content organizations Agility it is required that either federate ” Content Federation Content Consolidation • Low initial costs of • High initial of adding the federation consolidation layer • Decrease business Business • Increase effort to cost with unified Cost maintain and retrieve processes and reduced information. Complete time and effort to access to information access information may not be available Mandatory High costs of licenses Low costs of licenses Costs and maintenance and maintenanceThe Vicious Cycle Content Federation (Cost of Federation Products) Organization objectives and goals Manage Grow OptimizeAddition of new Content Consolidationrepositories (Cost of Consolidate)(License Cost of newrepositories)© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  6. 6. Multiple Repositories... What is your Best Strategy? | February 2010Very few mature Organizations are able to realize that selection ofcontent federation and content consolidation approaches come in acycles (similar to mergers and splits in an organization), as per theorganization needs.Most organizations goals push them to add new repositories to fulfillthose goals. Soon these repositories become difficult to manage andorganizations choose to federate as it is a direct and quick approach.But federation adds to costs. These costs soon become unbearableto the organization and they move to content consolidationfor decreasing their costs. Then a new need arises and a newrepository is added to meet this need. This is unavoidable cycle fororganizations as the changing business environment like mergersor acquisitions push organizations to work with new repositories.Every step of this cycle adds to costs. Therefore, before a decisionis taken by organizations to either federate the new repository orconsolidate content it is essential for them to asses the current stateand then select an approach that will yield the maximum Return onInvestment and is long term solution for the organization.How Do You Decide?To make such a decision organization should then be able tocorrectly assess the current state of information architecture.To correctly assess the current state and to be able to derive to afruitful solution from that assessment it is important fororganizations to follow a comprehensive approach. The approachshould be able to cover repositories, processes, infrastructure, andapplications and lead the organization towards a solution that wouldgive maximum Rols.Decide with EASEThe EASE methodology, i.e., Explore, analyze, strategize andexecute is for the organizations seeking to better manage theirECM applications. The scope of this includes ECM repositories,Processes, Applications and infrastructure.This approach creates the roadmap and implements it for contentfederation and consolidation in the organization. Using thisapproach in just 2-4 weeks the organizations would have a roadmapfor content consolidation for improved content access for betterinformed decisions.In this methodology begins with understanding current state ofECM repositories in the organization and mapping it to the goalsand visions. The gaps identified in this process are then identifiedand reduced by optimizing, process and content design.This approach does not end at providing the roadmap andarchitecture to the customer but goes a step further to Execute thisplan and federate and consolidate content.© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  7. 7. Multiple Repositories... What is your Best Strategy? | February 2010 Consulting Implementation Explore Analyze Strategize Execute Kickoff Project Instruction Define Future Implement Identify Integrated IT Operations Due Diligence Architecture Proposed Opportunities State Solution Optimize Current State Evaluate Migrate/ Content Assessment Technology Consolidate The Process Design EASEMethodology Understand Establish Define Manage Vision and Implementation Needs Priority Change Goals Plan Deliverables Gap To-Be Content As-Is-Mapping Assessment Landscape and Prioritization Architecture 2 to 4 WeeksHow Do You Decide?The EASE methodology is supported by a Model that details thecriteria against which each repository is to be measured. This Modelis used to gain a clear understanding of the current informationarchitecture against 3 factors:1. Cost: This involves cost of licenses, maintenance and support, inclusive of cost to retain and train resources on these technologies2. Ease of Implementation: This relates to the ease of consolidating. This includes the time and effort it would take to migrate the content from the repository, the level of integration required, number of applications running on top and workflows integrated with the repository3. Utilization: This is one of the most significant metric. With this, we asses the functionalities of the repository that are used by the organization and also whether those functionalities are available in other repositories or not© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  8. 8. Multiple Repositories... What is your Best Strategy? | February 2010The combination of these 3 factors places each repository in adifferent section of the model. Each section of the 3D model allowsus to associate a unique strategy to the repository. Once all therepositories are evaluated using this model the As-Is state and thenext steps are clear for the organization to gain maximum benefitsfrom the repository.Bringing concept to realityTo use this model successfully, organization engage withconsultants that have in-depth understanding and knowledge oncontent repositories, their implementation best practices, industrybest practices, and end to end implementation experience so thatconcepts can be turned into reality.SummaryThe organizations would always be in the dilemma to choosestrategy for its content because of its every changing nature. Thetwo most common strategies that organizations use to make itsinformation architecture more manageable is content federationand content consolidation. In most cases it would not be possiblefor the organizations to adopt a single strategy, due to differencein the usage of content repositories in terms of functionality andintegration points with other systems. A detailed assessment by anexpert can help organizations decide the correct approach for eachcontent repository within the organization. One such methodologyis EASE that is based on the ECU Model. This assess the currentarchitecture and helps organizations to reach a more steady approachlike consolidating a few low utilized repositories and then federate anew onsolidated repository and other strategic repositories.With HCLs experience, a content consolidation exercise can savean organization up to 7% of content management costs in first yearitself of implementation.© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  9. 9. Multiple Repositories... What is your Best Strategy? | February 2010HCL TechnologiesECMP Consulting Practice Vision“To Provide Value driven consulting ensuring our customersremain ahead of the curve”With this vision, HCL ECM consulting practice is well poised tomeet all customer needs and provide value driven consulting. Wehave required product partnerships that ensure that we have in-depth knowledge of ECM repositories, Customers benefit from notonly our 18 years of content management experience in ECM Spacebut also from our Product Labs that they gain access to understandnew ECM Repositories and our association with industry analyststhat ensure that each solution provided is measured against industrystandards. HCL possess the skills and more required to conduct thestudy for your organization’s unique needs. ECM Consulting Services Partnerships ECM Functional Areas Verticals Document Management, Banking, Financial Services, IBM (FileNet, iLog, Lotus Business Process Management, Insurance, Government, Media Notes), EMC Documentum, Records Management, Publishing and Entertainment, Microsoft (SharePoint, FAST), Imaging, Web Content Healthcare and Lifesciences, Oracle, Onbase, TIS, Day, Management, Knowledge HiTech and Manufacturing, Kofax, Interwoven, Sedore, Management, Collaboration, Retail, Energy and Utilities, Thunderhead Enterprise Search, Enterprise BPO, Real Estate Communications, Portals 17+ years of Enterprise Content Management Experience Waste Elimination Product Labs for RD and Support Alignment Cost with Reduction Business Extensive knowledge of industry standards and frameworks Our Goals Global presence with operations in 23 countries Association with industry analysts like Forrester, Gartner and AIIM© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.
  10. 10. 10Multiple Repositories... What is your Best Strategy? | February 2010ABOUT HCLHCL TechnologiesHCL Technologies is a leading global IT services company, workingwith clients in the areas that impact and redefine the core of theirbusinesses. Since its inception into the global landscape after its IPOin 1999, HCL focuses on ‘transformational outsourcing’, underlinedby innovation and value creation, and offers integrated portfolio ofservices including software-led IT solutions, remote infrastructuremanagement, engineering and RD services and BPO. HCLleverages its extensive global offshore infrastructure and network ofoffices in 26 countries to provide holistic, multi-service delivery inkey industry verticals including Financial Services, Manufacturing,Consumer Services, Public Services and Healthcare. HCL takespride in its philosophy of ‘Employee First’ which empowers our55,688 transformers to create a real value for the customers. HCLTechnologies, along with its subsidiaries, had consolidated revenuesof US$ 2.5 billion (Rs. 11,833 crores), as on 31st December 2009 (onLTM basis). For more information, please visit www.hcltech.comAbout HCL EnterpriseHCL is a $5 billion leading global Technology and IT Enterprisethat comprises two companies listed in India - HCL Technologies HCL Infosystems. Founded in 1976, HCL is one of India’soriginal IT garage start-ups, a pioneer of modern computing, anda global transformational enterprise today. Its range of offeringsspans Product Engineering, Custom Package Applications,BPO, IT Infrastructure Services, IT Hardware, SystemsIntegration, and distribution of ICT products across a wide rangeof focused industry verticals. The HCL team comprises over62,000 professionals of diverse nationalities, who operate from26 countries including over 500 points of presence in India. HCLhas global partnerships with several leading Fortune 1000 firms,including leading IT and Technology firms. For more information,please visit www.hcl.in© 2010, HCL Technologies. Reproduction Prohibited. This document is protected under Copyright by the Author, all rights reserved.

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