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ECM Renovation Roadshow: Easy ECM

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It’s time to Renovate your ECM system and: …

It’s time to Renovate your ECM system and:

Increase Control & Compliance

By providing EasyECM solutions that actually get used – by being as simple as email or your own shared drives, while still providing enterprise-class document & records management capabilities including secure internal & external collaboration.

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  • Roles / Authentication
    Enterprise (vs. Consumer) Cloud
    Compliance - The Sharepoint Problem – THE RM Divide
    Retention + Disposal
    Ineffective RM
    Inefficient RM
    Reporting
    Data Security
  • Alfresco surveyed 1600 people in companies in 8 countries to find out how they collaborate with people outside the organization.
    We found that email was the most used tool.
    What was surprising was that people use ‘Personal email’ top send and share corporate documents. This is due to limitations with work email accounts.
    Possible due to size limitations or the type of file being sent, some companies block zip files, or files that are deemed unsafe. So users will resort to their private email accounts
    1600 people in a number of different countries
    800 users
    800 IT staff
  • Before we go into Alfresco Workdesk, it’s important to understand the different types of content-centric business problems. Think about which ones you have? What BUSINESS VALUE are you trying to get by looking at content solutions.
    Here are some examples of Process-centric content challenges – you see these in Finance, government, and really the operations of any corporation. The goal of automating these processes is Process Efficiency, Cost savings, Customer or Employee satisfaction, and compliance to processes (think Pharma or HR). Many of the analysts also call this Transactional Content Management.
    But some challenges are Collaboration-centric… the goal of applying technology to these processes is to gain Organizational, Team or personal productivity, business agility (make decisions faster, with better information), bring products to market faster, etc. And company compliance – record keeping, contracts, etc. Which challenges does your organization face?
  • Here is a more visual depiction of where Workdesk sits and what it does. Using the same, robust Alfresco repository that you would use for Collaboration-Centric applications, Workdesk adds the value of Business Roles, Personalization and dynamic views so that the right content is delivered to the right people, when it is needed. You can still use Alfresco One’s standard web and mobile views to access the repository, because it is all built on top of Alfresco.
  • Email –
    Documents Are Lost, not stored correctly
  • Business Role – M&A Lawyer – restricted access, only allowed to see depts and fxns defined by role
    Context menus available, most common actions provided
    Organized taxonomy for the M&A group – differs from corp legal
  • Email and Desktop Software is Critical
    Email and Drag & Drop are critical for ease of use and adoption
  • Streamline your Contract Work
    Contracts are neatly stored in respective contract folders.
    Working with current version is ensured.
    Reporting functionality provides detailed overview.
    Enhance productivity
    Dedicated workflows ensure promptly approval.
    The contract version with the valid signatures is just a mouse-click away.
    Because of automated processing and proper storage the chance of mistakes is dramatically reduced.
    Maximize time for legal focus on high risk, high value agreements
    Save money
    Monitoring of contract milestones makes it easy to identify opportunities for renegotiating better terms.
    Compliance is assured.
    For a larger organization, best practices contract management can result in millions of dollars in annual savings!
  • Streamline your Contract Work
    Contracts are neatly stored in respective contract folders.
    Working with current version is ensured.
    Reporting functionality provides detailed overview.
    Enhance productivity
    Dedicated workflows ensure promptly approval.
    The contract version with the valid signatures is just a mouse-click away.
    Because of automated processing and proper storage the chance of mistakes is dramatically reduced.
    Maximize time for legal focus on high risk, high value agreements
    Save money
    Monitoring of contract milestones makes it easy to identify opportunities for renegotiating better terms.
    Compliance is assured.
    For a larger organization, best practices contract management can result in millions of dollars in annual savings!
  • Migrate, Integrate, Automate to Easy ECM / RM

Transcript

  • 1. EasyECM Increasing User Adoption (of ECM)
  • 2. Part 1: Control & Compliance • The Dropbox Problem • The Laptop Problem • Email is not ECM! • The Sharepoint (RM) Problem = The ECM User Adoption Problem
  • 3. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/
  • 4. 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 Implement •Simple to Integrate •Flexible & Scalable •Upgradable •Cost Effective
  • 5. Introducing EasyECM Simple + Smart •Collaboration • Internal & External • “Easy as Dropbox” •Business Processes • Simple Create, Review, Approve • Enterprise Search • Powerful (and Hidden) Rules & Behaviors • Document Assembly
  • 6. Introducing EasyECM Connected & Controlled •Enterprise Integration • Email & Office Tools • Capture, Viewer • ERP / CRM • “Domain Specific” (Legal, HR, Finance) •EasyRM • Connecting Creators with Compliance
  • 7. Case Management Methodolory What are “Cases”? “Right Content, at the Right Time, for the Right Person” •Legal, HR, Applications, Contracts •Time-Based •Role-Based = Easy Introducing Alfresco Workdesk
  • 8. Process efficiency Cost savings Customer satisfaction Compliance And…. Workdesk delivers
  • 9. 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
  • 10. Zia Consulting Case Study Corporate Legal Department at one of the world’s largest & most successful companies
  • 11. Solution Overview Three Month Initial Implementation Zia’s Roadmap - Focused Assessment Zia’s Agile Delivery Alfresco Workdesk Alfresco Enterprise 3 Departments Assessed 1 Department Went Live
  • 12. Problem: Not Easy to Find Email (Millions of Emails) File Share (Millions of Files)
  • 13. Problem: Not Secure
  • 14. So Why Do We Use Them?
  • 15. Build vs. Buy Decision Two Failed Build From Scratch Projects Nothing on Market Addresses All Departments
  • 16. Requirements & Constraints Easy & Feature Rich No Training Required
  • 17. Mergers & Acquisitions Login Only 2 Groups
  • 18. Mergers & Acquisitions Drag & Drop NDA from Desktop
  • 19. Mergers & Acquisitions Create Project From NDA
  • 20. Mergers & Acquisitions Taxonomy Created From NDA
  • 21. The Results – Simple No Training Required • Only 3 min videos Tools That Work The Way I Do • Office Tools (Word & Adobe & Google Docs) • Email Adopted Worldwide • 70:700:1000+ • Millions of Files Moved from Shared Drives / Email
  • 22. 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 • Several Major Upgrades Applied
  • 23. Demo!
  • 24. • Corporate Legal • Human Resources • Corporate Finance • Sales • And more… EasyECM Where else?