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Alfresco 2010 Implementation of the Year Denver ECM for Content.gov Conference

by Zia Consulting on Jan 21, 2011

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Join Zia Consulting for a discussion about Alfresco's Implementation of the year award for the City and County of Denver. We discuss how Denver has used Alfresco, PeopleSoft, and Oracle's SOA framework...

Join Zia Consulting for a discussion about Alfresco's Implementation of the year award for the City and County of Denver. We discuss how Denver has used Alfresco, PeopleSoft, and Oracle's SOA framework to successfully implement mobile applications, procure-to-pay, contract management automation, and numerous other ECM oriented projects in a very short time frame.

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ephesoft oracle esb kofax peoplesoft denver soa alfresco agile zia ecm

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Oracle ESB is Key Part of Oracle’s SOA provides a loosely-coupled framework for inter-application messaging.An ESB service is designed and configured and registered to ESB Server.The ESB Server supports multiple protocol bindings for message delivery, including HTTP/SOAP, JMS, JCA, WSIF and Java, Delivery methods can be synchronous/asynchronous, request/reply or publish/subscribe models. Currently, the ESB Server does not support Remote Method Invocation.
We used Alfresco Advanced Workflow (in DM/Explorer), and developed several custom extensions to meet customer requirements:Workflow Web Service: a SOAP service to initiate a workflow and assign the task to a pool of users (more detail on how this is used below)Bootstrap Workflow: a specialized workflow/action class to initiate one workflow from another, and hand off the documents and properties.Electronic Signature: an encrypted PIN assigned to a certain class of users (though it could be applied to any user), and the document processing functions to apply a facsimile signature and City Seal to the signature page.Rules-driven Task Assignment: specialized Action classes to assign review tasks based on contract parameters (such as prevailing wage, small business goals)Workflow Dashboard: a custom dashlet to show in-progress workflows (not just current tasks), also allowing non-workflow participants to monitor workflow tasksOracle Business Intelligence integration for reporting current and completed workflow and contract record status.
On the left is PeopleSoft, where expenditure contracts begin (in Requisitions, a standard financials functionality). The blue arrows show the expenditure contract process. Through a custom web service that we wrote within Alfresco, a requisition kicks off a bootstrap workflow within Alfresco. This bootstrap workflow creates a task that is assigned to a pool of users depending on the business unit (e.g., Public Works, Human Services) the contract will be for (this is defined in the requisition). The user then has to pick which specific expenditure workflow is used (e.g., a Construction contract workflow vs. a Professional Services expenditure workflow). The user also has the option, if appropriate, to select an RFx (e.g., RFP, RFQ, etc.) workflow to go through a bidding process, before actually going through the contracting process. All expenditure contracts finish with an electronic signature process where the Attorney, Mayor, Clerk & Recorder, Finance Manager and Auditor approve the contract, and then a web service in PeopleSoft is called to complete the expenditure flow by creating a Purchase Order.The orange arrows show the process for revenue contracts. Revenue contracts (and other types like non-financial agreements) are started within Alfresco, using the standard "Start Advanced Workflow" document menu selection. Users have a choice of 4 workflows, plus the RFP process. The revenue contracts can go through the electronic signature process OR a paper signature process, but I only showed the path through the paper process for simplicity. Revenue contracts don't go back to PeopleSoft (because they didn't start there).
The users include intake (application process) and ongoing case managers and others (like auditors, fraud investigators) who primarily use the case management system and the electronic documents stored in Alfresco to process and manage client cases. A specialized group of scanning operators handle the vast majority of the paper, scanning and collecting basic metadata (like case numbers, SSNs, document types, etc.)On the right side of the diagram are the major system components: Alfresco to manage scanned content and a small amount of original electronic content (e.g. downloaded reports from state agencies like DMV and Dept of Labor)The City's case management system, a homegrown client-server workflow and scheduling application, with links to the state's data warehouse.KOFAX (or perhaps Ephesoft) for scanning and metadata capture.

Alfresco 2010 Implementation of the Year Denver ECM for Content.gov Conference — Presentation Transcript

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