Rapid ROI, Rapid Adoption: ECM Renovation for Government

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Across all levels of the Public Sector, from Federal to State and Local, widespread opportunities exist to renovate outdated ECM systems. Renovating your ECM system allows you to save money with document automation solutions that remove the cost and complexity of your existing business processes, leveraging technologies from Capture to Workflow/BPM to Enterprise Integration. They also provide the added benefits of increasing your productivity by delivering actionable analytics. Additionally, renovation solutions allow you to increase control and compliance by providing EasyECM solutions that actually get used. These solutions are as simple as email or your own shared drives, but still provide enterprise-class document and records management capabilities that include secure internal and external collaboration.

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Rapid ROI, Rapid Adoption: ECM Renovation for Government

  1. 1. Rapid ROI & Rapid User Adoption ECM Renovation for Government Phil Robinson SVP, Business Development phil@ziaconsulting.com Gi Lee Director, Solutions Engineering glee@ziaconsulting.com
  2. 2. Today’s ECM Challenges • Paper & People & Processes (3 P’s) • Costly, Inefficient Manual Processing • Applications, Contracts, Invoices… • Content Chaos • Unmanaged Content - email, shared drives, “consumer” cloud sharing • Concerns about Compliance/Security
  3. 3. Why Renovate? The 3 C’s • Reduce Costs • Improve • Control & • Compliance
  4. 4. What is ECM Renovation? (Just) Two Takeaways We Save You Money with Document Automation Solutions We Increase ECM User Adoption with EasyECM Solutions Supported through: • Initial Consulting Engagements (ICE) • Zia Migration Services Powered by:
  5. 5. Alfresco in information intensive industries Government & Intelligence Banking & Insurance Manufacturing Media & Publishing High Tech
  6. 6. Why Renovate? The 3 C’s 1) Reduce Costs We Save You Money (Rapid ROI) with Zia’s Document Automation Solutions
  7. 7. • Any “Paper / Person-Centric” Process • Requirement for Supporting Documents • Complex (Uncontrolled) Business Process • Federal / State / Local • Application Processing – Benefits, Permits.. • Employee Onboarding • Contracts Management / Procurement • AP / Invoice Processing • And more… ECM Automation Solutions – Where?
  8. 8. Zia Automation Solutions Deliver: • ROI < 9 months. • 50%+ increase in Productivity. • Improved Constituent Satisfaction. • Enhanced Compliance • Actionable Analytics. ECM Automation Solutions – Why?
  9. 9. 3 Core Components: • Smart Repository • Smart Workflow • Enterprise Integration Additional Components may include: • Secure Government Website/Portal • OCR-as-a-Service • Records Management • Zia OneView ™ - Actionable Analytics ECM Automation Solutions - What?
  10. 10. • gFolder – docs + metadata • Paper, Fax, Email Integration, User Uploads • Enterprise Document Management • Version Control • Enterprise Search • Annotation (Markup) of Documents • “Document Assembly” • Automated Records Management How - Smart Repository
  11. 11. • Status – New, WIP, Complete • Initiation of gFolder (Case) • Routing – Review, Approve • Classify Documents & Extract Data • Declare Record How – Smart Workflow
  12. 12. “Integration Inside” (In-Process Integration) • Email Integration • Office / Google Docs • Critical Business Applications • ERP/Accounting • HCM and more….. • Enterprise Integration • Point-to-Point • Enterprise Service Bus How - Enterprise Integration
  13. 13. Additional Components: Document Automation Solutions • Secure Government Website/Portal • OCR-as-a-Service (In-Process Capture™) • Within Repository • Within Business Process • Simplified Records Management • Actionable Analytics • Reporting / BI Integration • Zia OneView ™
  14. 14. The Problem • Manually Create, Review, Approve • + “Wet” Signature • Costly, Slow, Lost Contracts The Solution • Automated Workflow • Enterprise Integration • Electronic Signature Case Study - City & County of Denver Contracts Automation
  15. 15. WHAT IS A SOLUTION ACCELERATOR? • Existing IP • Proven Methodology • Defined Integrations • Project Experience Government Automation Accelerators • Application (Benefit/Permit) Processing • Employee Onboarding • Contracts Management / Procurement • AP / Invoice Processing ZIA SOLUTION ACCELERATORS
  16. 16. Part 2: Control & Compliance • The Dropbox Problem • The Laptop Problem • Email is not ECM! • The Sharepoint (RM) Problem = The ECM User Adoption Problem
  17. 17. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
  18. 18. The ECM Tug of War aka Why you need EasyECM
  19. 19. The ECM Tug of War Users • Easy to Learn • Easy to Use • Easy to Share • Email & Office Integration • Enterprise Search Enterprise IT • Secure • Compliant (RM) • Simple to Integrate • Flexible & Scalable • Upgradable
  20. 20. Introducing EasyECM Increase Easy = Increase User Adoption of ECM = Improved Control & Compliance Simple + Smart: • Collaboration • Business Processes Connected + Controlled: • Enterprise Integration • EasyRM
  21. 21. EasyECM Components • Collaboration • Internal • External • Business Processes • Simplified Workflow (Create, Review, Approve) • Hidden Rules & Behaviors • Enterprise Integration • Email & Office Tools • “Domain-Specific” (Legal, HR, Contracts) • EasyRM
  22. 22. EasyECM + Case Managment What are “Cases”? • Legal, HR, Applications, Contracts Management… • Time-Based • Role-Based = Many of our ECM Use Cases! Introducing Alfresco Workdesk • Simplified UI • Powerful Business Processes • Future Proof
  23. 23. Business Roles & Dynamic Views HR Legal Finance Personalization BusinessRoles Alfresco Content Repository Workdesk enables you to see the right content, at the right time, based on your business role. Standard Alfresco Share web & mobile views
  24. 24. EasyECM Demo Contracts Automation Solution Accelerator
  25. 25. The Results: Simple No Training Required That Work The Way I Do • Office Tools (Word & Adobe & Google) • Email User Adopted (i.e. Dropbox/Email…)
  26. 26. The Results: Smart Role Based • Highly Customized By Department and Role Rules & Behaviors • Process Without Workflow • Heavy Lifting Behind The Scenes Upgrades Much Easier • UI is Configured, Not Customized
  27. 27. EasyECM Solution Accelerators WHAT IS A SOLUTION ACCELERATOR? • Existing IP • Proven Methodology • Defined Integrations • Project Experience Simple + Secure Government • Legal • Human Resources • Tax • Procurement (Contracts) Corporate Functions Legal Human Resources Tax Accounts Payable Procurement
  28. 28. So… It’s Time to Move. How do you get there?
  29. 29. Introducing ICE Initial Consulting Engagements (ICE) Fixed Price Fixed Duration Based on methodology from 100+ successful Alfresco Projects!
  30. 30. What is ICE? Three Levels • Departmental • Corporate • Enterprise Three Phases • Discovery Process & Assessment • Technical Assessment • Roadmap & Project Management Plan
  31. 31. Zia Migration Services • FROM: xxx • TO: yyy • WITH: • Proven Methodology • Proven Migration Tools
  32. 32. Your Point of Origin • Legacy ECM / Sharepoint • Embedded or Vertical- Specific ECM Systems • Email / File Share
  33. 33. Your Destination • Your Data Center • Alfresco Cloud • AWS + Alfresco • Zia Managed Cloud • Other Cloud/Hosted Options
  34. 34. Methodology Discovery Extraction Transformation Business Rules Content Migration Auditing & Indexing Final Verification
  35. 35. • Bulk migrate files, metadata, and versions • Mirror on-disk file system folders and files • No/minimal auditing support • Lazy or “In Place” Migrations • Virtual Repository used for discovery, framework, and migration of content and details • Supports to/from many standard ECM systems with connectors • High Volume migration platform • Full featured user interface with framework for all steps in migration • Comprehensive audit and reporting Tools & Techniques Bulk File Import & Open Source Toolsets
  36. 36. Volume of Data: Large, 25 million pdf documents Changes to Documents: process needed to account for daily updates to data Metadata & Properties: 15+ metadata fields to be preserved Sources of Content: Lexis Nexis and legacy file systems Target Location: Alfresco repository back-end; custom front-end Document lifecycle: minimal support; only updates to documents • Public e-filing of state, district and local court documents • Tool used: Bulk file system import
  37. 37. Why Zia? Zia Government Solutions • Document Automation • Easy ECM Solution Accelerators • Application Processing • Employee Onboarding • Contracts Management • AP / Invoice Processing • Legal
  38. 38. Our Services • ICE • Migration Services Our Partnerships • Alfresco • Ephesoft • Carashoft (GSA) • and more…. Why Zia? PARTNER OF THE YEAR 2013 PARTNER OF THE YEAR 2012
  39. 39. • Talk to Us / Talk to Our Customers • Enterprise Trial – Alfresco/Ephesoft Renovation Roadshow - http://www.ecmrenovation.com/ • Dallas – May 8th • Denver – May 15th • Chicago + more! Learn More: • Resources - http://www.ziaconsulting.com/home/resources/ • Webinars & Videos • Data Sheets & Brochures • Case Studies What Next?
  40. 40. Questions? Phil Robinson SVP, Business Development phil@ziaconsulting.com Gi Lee Director, Solutions Engineering glee@ziaconsulting.com

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