Streamlining Content Management Using Portal Technologies Laurence Hart Senior Systems Architect Infodata Systems

Agenda Leveraging What You Know The Role of the Enterprise Knowledge Portal Portlets Portal Taxonomy Getting Started On The Journey Evolving the portal Success factors Questions and Answers

Leveraging What You Know

The Role of the Enterprise Knowledge Portal

Portlets

Portal Taxonomy

Getting Started On The Journey

Evolving the portal

Success factors

Questions and Answers

Problem How can we handle the glut of information? How do we process it, learn from it, and use it to accomplish the goals of the organization?

How can we handle the glut of information? How do we process it, learn from it, and use it to accomplish the goals of the organization?

Solution Create an Enterprise Knowledge Portal by integrating portal and enterprise content management technologies to accelerate knowledge capture and provide personalized access across a global enterprise.

Create an Enterprise Knowledge Portal by integrating portal and enterprise content management technologies to accelerate knowledge capture and provide personalized access across a global enterprise.

What is the EKP?

Gartner’s Portal Framework Criteria Robust Search Structured repositories Unstructured repositories Taxonomy support Content management/aggregation Personalization Individual Role Application integration/development

Robust Search

Structured repositories

Unstructured repositories

Taxonomy support

Content management/aggregation

Personalization

Individual

Role

Application integration/development

The Enterprise Knowledge Portal Provides access to existing information Allows for the management of knowledge Creation Collection Organization Distribution Takes knowledge and turns it into CONTENT

Provides access to existing information

Allows for the management of knowledge

Creation

Collection

Organization

Distribution

Takes knowledge and turns it into CONTENT

Portlets Enable core application functionality in a portal Access enterprise applications or the Internet Follow the 95/5 rule 5% of the application’s functionality 95% of the usage

Enable core application functionality in a portal

Access enterprise applications or the Internet

Follow the 95/5 rule

5% of the application’s functionality

95% of the usage

Documentum eContent Portlets Core functionality provided Creation: Inbox, Workflow Status Collection: My Docs, Inbox Organization: Browse, Cabinet Distribution: Search, My Favorites Custom portlets Several vendors either have them or are building them: Plumtree, Epicentric

Core functionality provided

Creation: Inbox, Workflow Status

Collection: My Docs, Inbox

Organization: Browse, Cabinet

Distribution: Search, My Favorites

Custom portlets

Several vendors either have them or are building them: Plumtree, Epicentric

Inbox Portlet

Lessons Learned eContent Portlet

The Portal Taxonomy A hierarchical directory of documents Browsable Searchable Populated using two methods Manual creation Automatic creation using a crawler

A hierarchical directory of documents

Browsable

Searchable

Populated using two methods

Manual creation

Automatic creation using a crawler

Two Taxonomies W D K 4 . 2

Documentum In The Taxonomy How do we get content from Documentum into the Portal Taxonomy? Manually…… Automatically…… Hierarchical structure can be mirrored Classified when crawled Taxonomy Classification One step process Instant updates Imported Crawl Documentum directly Two step process Delayed updates Create when crawled Publish to the Intranet and crawl Timeliness Security Method

How do we get content from Documentum into the Portal Taxonomy?

Manually……

Automatically……

The Documentum-Portal EKP Architecture Solid Architecture Distributed Personalized Secure Documentum eContent Services for Portals Portal Vendor Content Crawlers

Solid Architecture

Distributed

Personalized

Secure

Documentum

eContent Services for Portals

Portal Vendor

Content Crawlers

Taking the EKP Journey

It’s a Journey Define the vision and begin Invest in your information – not just the technology infrastructure Separate hype from reality Evolve the EKP Start small and then grow Deploy horizontally Iterate deployment

Define the vision and begin

Invest in your information – not just the technology infrastructure

Separate hype from reality

Evolve the EKP

Start small and then grow

Deploy horizontally

Iterate deployment

Success Factors “ Quick-Hit” Approach Clearly demonstrate the benefits Keep it simple Six to eight weeks to first pilot Planning, Planning, Planning Get help Define the schedule Stick to the schedule Budget for the evolution

“ Quick-Hit” Approach

Clearly demonstrate the benefits

Keep it simple

Six to eight weeks to first pilot

Planning, Planning, Planning

Get help

Define the schedule

Stick to the schedule

Budget for the evolution

Cataloging Knowledge Metadata Standards Tagging Terminology Enterprise Taxonomy Definition Lifecycle Management policy and standards Quality Retention Preservation

Metadata Standards

Tagging

Terminology

Enterprise Taxonomy Definition

Lifecycle Management policy and standards

Quality

Retention

Preservation

Security Keep everything in synch Users Groups Design the Portal security model in conjunction with the repository models Synchronize on a third party? NT security LDAP

Keep everything in synch

Users

Groups

Design the Portal security model in conjunction with the repository models

Synchronize on a third party?

NT security

LDAP

Build the Excitement! Users need to want to use the portal Educate the users Pre-deployment campaign Hit the advertised dates Add some FUNctionality Popular Comics Sports Scores

Users need to want to use the portal

Educate the users

Pre-deployment campaign

Hit the advertised dates

Add some FUNctionality

Popular Comics

Sports Scores

Summary Accelerate content with an EKP Create, Collect, Organize, and Distribute Personalize on a global scale Leverage Documentum into the Portal Portlets, crawlers Check the level of integration It’s a journey

Accelerate content with an EKP

Create, Collect, Organize, and Distribute

Personalize on a global scale

Leverage Documentum into the Portal

Portlets, crawlers

Check the level of integration

It’s a journey

Questions and Answers