So You Bought Oracle Ecm

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So You Bought Oracle Ecm

  1. 1. So You Discovered You Own Oracle ECM.Now What?<br />billycripe<br />fishbowl solutions<br />
  2. 2. PROLOGUE<br />
  3. 3. ORACLE E20 ACE<br />BLOGGER<br />AUTHOR<br />ME<br />PHILOSOPHER<br />MARKETING VP<br />TWEETER<br />
  4. 4. EXPERTS<br />EXPERIENCED<br />ADVOCATES<br />M<br />PARTICIPANTS<br />CONSULTANTS<br />E<br />PASSIONATE<br />USERS<br />STAKE HOLDERS<br />DEVELOPERS <br />
  5. 5. EXPERTS<br />EXPERIENCED<br />ADVOCATES<br />ORACLE E20 ACE<br />BLOGGER<br />AUTHOR<br />M<br />PARTICIPANTS<br />ME<br />CONSULTANTS<br />E<br />PHILOSOPHER<br />PASSIONATE<br />USERS<br />MARKETING VP<br />STAKE HOLDERS<br />DEVELOPERS <br />TWEETER<br />
  6. 6. CHAPTER 1<br />
  7. 7. AGENDA:<br />60 MINUTES<br />6 LESSONS<br />
  8. 8. CAME WITH SOA OR WEBCENTER OR APPS -you think those restricted use licenses might be useful…<br />EULA-made your rep happy<br />How did You Get Oracle ECM?<br />INHERITED– congrats on that promotion, now it’s your problem<br />BOUGHT DIRECT-you have some idea of what you want to do<br />
  9. 9. SOLUTION?<br />PLATFORM?<br />DO YOU KNOW WHAT YOU HAVE?<br />SYSTEM?<br />BUSINESS PROCESS?<br />INFRASTRUCTURE?<br />
  10. 10. A LITTLE STORY<br />
  11. 11. YOU WALK INTO A BIG BOX FIX-IT STORE AND SEE THE FANCY BATHROOM DISPLAYS…<br />Cool Fixtures<br />Latest Materials<br />Fancy Presentation<br />
  12. 12. NOTHING UNDERNEATH<br />
  13. 13. SO YOU WALK OVER TO THE PLUMBING SECTION AND SEE COOL PIPES<br />Great Flow<br />Highly Efficient<br />Amazing Capacity<br />Long Lasting<br />Incredibly Flexible<br />Some Even Fit Together<br />
  14. 14. NOTHING <br />ON TOP<br />
  15. 15. SO WHERE DOES YOUR SH*T GO?<br />VS<br />
  16. 16. IT DOESN’T MATTER<br />EITHER WAY IT STILL STINKS<br />
  17. 17. “Oracle Content Management provides leading-edge solutions for all types of content management needs. From file server consolidation to sophisticated multisite web content management, Oracle Content Management provides a robust, scalable solution, along with a powerful INFRASTRUCTUREthat allows you to create content-enabled applications. ”<br />OTN ECM HOME PAGE<br />http://www.oracle.com/technetwork/middleware/content-management/overview/index.html<br />
  18. 18. INTERFACE WITHOUT INFRASTRUCTURE LEAVES YOU WITHOUT A PLACE FOR YOUR CRAP<br />INFRASTRUCTURE WITHOUT INTERFACE LEAVES YOU WITH CRAP ALL OVER<br />LESSON 1: <br />ORACLE ECM IS INFRASTRUCTURE<br />
  19. 19. CHAPTER 2<br />
  20. 20. INFRASTRUCTURE vs SOLUTION<br />CONSIDER MOBILE DEVICES LIKE ANDROID AND iPHONE<br /> if you’ve never downloaded or bought an app you’ve overpaid for a phone<br />iPhone and Android are infrastructure platforms<br /> easy solution (app) development<br /> limited in scope but useful/entertaining/desirable in essence<br /> when you buy the platform you need to buy or build the app<br /> apps are inexpensive because they’re relatively small, lightweight and targeted<br />
  21. 21. INFRASTRUCTURE NEEDS INTERFACES <br />LESSON 2: <br />ORACLE ECM NEEDS APPS EQUIVALENT<br />YOU’LL NEED TO BUILD OR BUY THOSE…<br />
  22. 22. CHAPTER 3<br />
  23. 23. WHAT CAN ORACLE ECM DO?<br /> file server consolidation, multisite web content management, extract, convert and view the content of over 500 unstructured file formats, Capture Analyze, recognize and categorize, integrate with erp and crm, records and lifecycle policy, Information security technology, imaging and business process management, digital asset management, portals, workflow, version control, metadata management, document authoring, information lifecycle, digital archiving, dynamic conversion, usage reports, idm active directory ldap integration, web sites, scheduled publishing, subscriptions, distributed file storage, hierarchical security, acls, accounts role based security, indexing, ap process queuing, high volume ingestion, physical records management, policy screening, legal holds, compliance reporting, audit tracking, digital signatures, approval gathering, document sharing<br />OTN ECM HOME PAGE & Sub Pages<br />http://www.oracle.com/technetwork/middleware/content-management/overview/index.html<br />
  24. 24. WRONG QUESTION.<br />
  25. 25. ORACLE ECM IS DROWNING IN FEATURES<br />FEATURES AND CAPABILITIES<br />YIELD POTENTIAL<br />THE POTENTIAL IS MASSIVE<br />HOWEVER…<br />
  26. 26. POTENTIAL ALONE IS NOT ENOUGH<br />WHAT OUGHT WE DO WITH ORACLE ECM?<br />RIGHT QUESTION.<br />
  27. 27. PEOPLE ARE LESS LIKELY TO ENGAGE IN THE DESIRED BEHAVIOR WHEN OVERWHELMED WITH OPTIONS <br />LESSON 3: <br />YOU NEED AN IDEA & A LAUNCHING PAD<br />
  28. 28. CHAPTER 4<br />
  29. 29. CONTENT STRATEGY<br /> solutions must<br />ADDRESS THE SPECIFIC PAIN POINTS<br /> ACHIEVE REAL, INCREMENTAL SUCCESS<br /> & DON’T REINVENT THE WHEEL<br />context must<br />BE SCOPED ACCURATELY<br /> INFORM YOUR INFORMATION ARCHITECTURE<br />
  30. 30. Solution focus driving Market<br />Alan Pelz-Sharpe - RSG<br />“Those who really are looking at true enterprise/organization-wide projects are engaging with ECM suite vendors such as IBM, Oracle, Open Text and EMC. But a much larger number of buyers are interested in addressing specific pain points such as accounts payable, case management, HR administration, etc.”<br />
  31. 31. Portal<br />Holistic approach is best<br />Think information <br />Then think Use <br />Then think customization<br />
  32. 32. CONTENT STRATEGY<br />SOLUTION STARTER SELECTION CRITERIA<br />1<br /> MODERATE - HIGH VISIBILITY<br /><ul><li>Visibility comes with participants
  33. 33. The more participants, the more “social”
  34. 34. Tangential & indirect participation (e.g. awareness) is still social</li></ul>RECOMMENDATION: SOCIAL & E20 are keywords You should hone in on<br />RESULT: Puts your ECM project on the map<br />
  35. 35. CONTENT STRATEGY<br />SOLUTION STARTER SELECTION CRITERIA<br />2<br /> MODERATE TOLERANCE FOR CHANGE<br /><ul><li>Change is tolerated by hurting people
  36. 36. Change is tolerated by those familiar with what is changing
  37. 37. Change is tolerated when people see what is at stake</li></ul>RECOMMENDATION: Engage tech champions, solve one hurt for a person, build in feedback and reporting so you can see the real time results<br />RESULT: Materially affects users and secures their engagement in the project<br />
  38. 38. CONTENT STRATEGY<br />SOLUTION STARTER SELECTION CRITERIA<br />3<br /> SPECIFIC TARGETED BEHAVIOR<br /><ul><li>Always ask, “To what ends?” or “For what?”
  39. 39. Avoid buzzword “solutions” unless you…
  40. 40. Trace the buzzy technology back to a purpose </li></ul>RECOMMENDATION: Start with a business process because it is based on a behavioral objective<br />RESULT: Allows Pro Forma ROI calculation and enumeration of soft benefits<br />
  41. 41. CONTENT STRATEGY<br />SOLUTION CONTEXT CRITERIA<br />1<br /> END USER | DEPARTMENT | ENTERPRISE<br /><ul><li>End Users care about “their stuff” and “their tasks” some of which roll up into…
  42. 42. Departments care about executing their areas of responsibility more effectively, efficiently, at a lower cost which, if done well informs the
  43. 43. Enterprise cares about ROI, governance, and risk mitigation</li></ul>RECOMMENDATION: One size does not fit all. Don’t try. You will Fail<br />RESULT: Solution designed for the appropriate context<br />
  44. 44. CONTENT STRATEGY<br />SOLUTION CONTEXT CRITERIA<br />2<br /> WANTS OF THE END USER | DEPARTMENT | ENTERPRISE<br /><ul><li>End users want CONVENIENCE - minimally disruptive, in the flow, quick, few fields
  45. 45. Departments want EFFICIENCY - reporting, distribution, ensured delivery
  46. 46. Enterprise want IMPACT – consistency in execution, ROI</li></ul>RECOMMENDATION: Identify the context into which your solution falls, then create a (small) solution/project governance layer for the next level up<br />RESULT: Proof of the value at the next level secures results, accountability and funding the next time.<br />
  47. 47. CONTENT STRATEGY<br />SOLUTION CONTEXT CRITERIA<br />3<br /> IA OF THE END USER | DEPARTMENT | ENTERPRISE<br /><ul><li>End users information architecture values control and privacy
  48. 48. Department information architecture values process and infrastructure reuse
  49. 49. Enterprise information architecture values cost containment and completeness</li></ul>RECOMMENDATION: Create content networks rather than relying on metadata or search alone to filter things for you. <br />RESULT: Context is preserved while utility is maximized. WCM has been doing this for years with contribution / consumption architecture.<br />
  50. 50. CONTEXT DETERMINES VALUE. PURPOSE INFORMS EVERYTHING YOU DO. EXPOSE IT. IF PEOPLE DON’T KNOW WHY THEY’RE DOING SOMETHING HELP THEM SEE – OR LET THEM STOP DOING IT<br />LESSON 4: <br />YOU NEED A CONTENT STRATEGY<br />
  51. 51. CHAPTER 5<br />
  52. 52. EXAMPLES<br />Overview: Financial Services<br />Oracle ECM: Hundreds of Casual Users<br />Pitch Book Creation<br />Knowledge Library for Call Center<br />Details:<br />Presentation Management with PPT bursting and assembly<br />Call Center Knowledge Library for on-the-call information<br />Fishbowl:<br />Solution Design | Implementation | Products Backing Solution<br />
  53. 53. EXAMPLES<br />Overview: Manufacturing<br />Oracle ECM: 650+ Users<br />Compliance Policies & Procedures<br />Records / Retention Management<br />Details:<br />Safety Procedure Distribution System<br />Automated Audit Check System<br />Enhanced User Experience<br />IDM Integration<br />Single Source of Truth<br />Fishbowl:<br />Solution Design | Implementation | Products Process Automation Suite, <br />AUSM <br />
  54. 54. EXAMPLES<br />Overview: Engineering<br />Oracle ECM: International Engineering Quality Management Process<br />Engineering Change Orders<br />BOM/List of Affected Parts Reporting<br />Quality Control Policies & Procedures<br />Integrated with ERP<br />Details:<br />Streamlined ECO management, <br />Reduced International Impact<br />ROI from saved cost<br />Fishbowl:<br />Solution Design | Implementation | Process Automation Suite – <br />
  55. 55. EXAMPLES<br />Overview: Consumer Goods<br />Oracle ECM: thousands of public consumers<br />36+ Micro-sites for Brands<br />Needed efficient Process for Creating & Updating<br />Needed to Change old look & feel<br />Needed Better Brand Control<br />Details:<br />Quick Templating System<br />Built–in workflow & Brand control<br />Enhanced User Experience – Flash<br />End User Contributions <br />Content and Asset Reuse<br />Fishbowl:<br />Solution Design | Implementation<br />
  56. 56. EXAMPLES<br />Overview: Nuclear Power Utilities<br />Oracle ECM: Highly Regulated Environment<br />Needed efficient Project Quality Management<br />Needed robust audit and reporting<br />Details:<br />Stage Gate Processes<br />IFMS (PSFT) Integration<br />Reporting Roll Ups<br />Dashboard<br />Fishbowl:<br />Solution Design | Implementation |Project Automation Suite<br />
  57. 57. EXAMPLES<br />Overview: B2B Industrial Catalog<br />Oracle ECM: Process Centric Environment<br />Needed efficient Project Quality Management<br />Needed robust audit and reporting<br />Details:<br />Stage Gate Processes<br />ERP (EBS) Integration<br />CRM on Demand Integration<br />Reporting Roll Ups<br />Fishbowl:<br />Solution Design | Implementation |Process Automation Suite<br />
  58. 58. EXAMPLES<br />Overview: GIS Mapping Organization<br />Oracle ECM: Information Centric Environment<br />Needed full assurance on disaster recovery<br />IT led, Executive office visibility<br />Details:<br />Disaster Recovery Processes, Docs and Assets in ECM<br />Hot DR failover<br />Remote , Mobile DR Docs Access<br />Training<br />Fishbowl:<br />Solution Design | Implementation | Auto Replication Solution<br />
  59. 59. BUILD ON WHAT OTHERS HAVE DONE. LABELS CHANGE BUT INFORMATION ARCHITECTURE OFTEN CROSS-APPLIES TO YOUR NEED<br />LESSON 5: <br />DON’T REINVENT THE WHEEL<br />
  60. 60. CHAPTER 6<br />
  61. 61. CAUTION:<br />12% of organizations have completed an enterprise-scale ECM project.<br />36% of organizations have no ownership at senior executive level... Insufficient awareness by senior managers” is given as the biggest obstacle.<br />29% of organizations view internal E2.0 as “imperative” or “significant”…knowledge sharing, team collaboration and project coordination are the main drivers.<br />AIIM Market Intelligence: State of the ECM Industry 2010<br />
  62. 62. The Cost<br />CAUTIONS AND WARNINGS<br />$2700 spent per user per year from Lag & Drag<br />2.5% of work time is lost to looking for the right information in paper drawers, email and shared drives. This is Search Lag<br />3% of work time is spent reinventing the wheel as people move digital bits from one document or form into another.  This is productivity drag.<br />Oracle study, us bureau of labor statistics<br />
  63. 63. LEAP FROG WHAT OTHER ORGANIZATIONS HAVE IN PLACE BY LEARNING FROM THEIR SUCCESSES AND FAILURES. <br />LESSON 6: <br />LFMF<br />
  64. 64. EPILOGUE<br />
  65. 65. 60 MINUTES<br />6 LESSONS<br />1. ORACLE ECM IS INFRASTRUCTURE<br />2. YOU NEED TO BUY OR BUILD APPS FOR ECM<br />3. YOU NEED AN IDEA AND LAUNCHING PAD<br />4. YOU NEED A CONTENT STRATEGY<br />5. DON’T REINVENT THE WHEEL<br />6. LFMF<br />
  66. 66. FLEXIBILITY MATTERS<br />The world has changed and ECM is mature<br />Content has a different lifecycle than technology – content should “facilitate change” over the next 5-10 years in aggregate<br />Websites are an experience, not an event<br />Past performance matters…<br />Kurt Roberts,ZDNet, 2010<br />
  67. 67. ORCL | EMC | OTEX | AUTONOMY<br />ADOBE | IBM | OPENSOURCE<br />SHARED NETWORK DRIVES<br />INVENTORY<br /> YOUR INFRASTRUCTURE<br />PORTAL MISH-MASH OF JCR STORES<br />SHAREPOINT<br />
  68. 68. Deployments of ECM are changing. Today, the single ECM system concept is alive in 35 percent of organizations. Yet, linking multiple repositories is becoming more of a goal -- 33 percent of respondentsplan to use a single sign-on portal to link repositories (which could include CRM and ERP content). "We arebeginning to see portals that are document-centric and project-centric such that you can discuss and share with people and access existing apps and set up blogs and search knowledge bases all through a portal which will reach out within other repositories,”<br />Successful ECM initiatives involve an intersection of:<br />Collaborative thinking, <br />Process thinking, and <br />Control thinking.<br />As an industry, we spend most of our time thinking of last two, the president said. However, organizations are now beginning to put very collaborative tools on employee's desktops.<br />
  69. 69. The Importance of Context<br />Context determines Value<br />Workers, and their business roles are the central aspect, with all processes and communication flows either inputs our outputs in context to these roles.  Some examples are:<br />Inbound and outbound communication are expanded to include voice and text from any source (unified communications becomes table-stakes).<br />Processes are defined, developed and optimized around supporting role execution.<br />Composite information dashboards are the interface across systems and processes and deliver in-business-context information on demand.<br />Information is organized, trusted, proactively managed and self described.<br />Certain basic ECM problems have been “fixed” and no longer top priority ECM issues (retention, disposition, eDiscovery, search result quality).<br />Institutional knowledge is managed as knowledge, not documents.<br />Content Analytics is the norm where Ontologies describe trusted semantic relationships from both internal and external information sources.<br />Processes and system interactions become truly dynamic and can “learn” from historical execution to recommend streamlining options.<br />On-premise, appliance, cloud and hybrid delivery models all interoperate and are invisible to end-users.<br />

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