Three Keys to Accelerating Document Collaboration, Review, and Approval Paul Wlodarczyk VP, Solutions and Services May 22, 2007

Insert Facts from Gartner / Forrester about increasing volume of unstructured content – doubling year over year Issue: Document Volumes Increasing

Insert Facts from Gartner / Forrester about increasing volume of unstructured content – doubling year over year

Poll: Which of these document types do you create collaboratively? Regulatory filings Policies / procedures Proposals / Statements of work Contracts Requirements / specifications Advisories / alerts Technical Publications Datasheets Collaborative Authoring and Review

Poll: Which of these document types do you create collaboratively?

Regulatory filings

Policies / procedures

Proposals / Statements of work

Contracts

Requirements / specifications

Advisories / alerts

Technical Publications

Datasheets

Coordinate / assembling input from multiple authors Coordinate comments / revisions from multiple reviewers Re-use pre-approved content Lock-down “master” contact Straight-through processing (STP) vs. exception workflow Audit trail – who changed it, who approved it, who read it, etc. Requirements for Collaborative Authoring and Review

Coordinate / assembling input from multiple authors

Coordinate comments / revisions from multiple reviewers

Re-use pre-approved content

Lock-down “master” contact

Straight-through processing (STP) vs. exception workflow

Audit trail – who changed it, who approved it, who read it, etc.

Authoring and Review: Word processing with track changes Acrobat Reader with comments E-mail for workflow, routing, notification Some database-centered collaboration (e.g. requirements management) Common Approaches to Collaboration Technology

Authoring and Review:

Word processing with track changes

Acrobat Reader with comments

E-mail for workflow, routing, notification

Some database-centered collaboration (e.g. requirements management)

Content Reuse: Copy / paste Templates for common content (boilerplate) Password protecting template content Some integration of MS Word with Databases (e.g. requirements management, proposal management) More often: Document control for finished works (but not for source content) Common Approaches to Collaboration Technology

Content Reuse:

Copy / paste

Templates for common content (boilerplate)

Password protecting template content

Some integration of MS Word with Databases (e.g. requirements management, proposal management)

More often: Document control for finished works (but not for source content)

Example 1: Proposal Response Proposals are perhaps the most common example of collaborative authoring and review. Today most proposals are created and managed as single documents that are created and reviewed in an iterative process. Response Manager Integrates SME responses into a single Proposal document 1 Response Team Receives RFP Response Manager Sends RFP to various experts for authoring portions of the response Subject Matter Experts Craft their portions of the response. Content reused through Copy / Paste, or re-written. 2 4 3 5 Response Manager Sends Proposal out for Review and Approval Reviewers / Approval Authorities Comment or Sign-off. Several iterations required for sign-off 6 Response Manager Coordinates feedback from reviewers, maintains master Proposal document 7 8 Response Manager Sends Proposal to Prospective Customer

Proposals are perhaps the most common example of collaborative authoring and review. Today most proposals are created and managed as single documents that are created and reviewed in an iterative process.

Example 2: Datasheets Datasheets contain a combination of marketing and technical information, such as specifications, schematic drawings, and logic diagrams. Oftne these are copied / pasted from other documents. Tech Pubs Editor Reviews Format, Style, Grammar Publish to Web, CD, Print Archive Engineering Drawings / CAD Design Specifications Marketing Input Product Manager Reviews Technical Accuracy Application Engineer Creates Datasheet by copying / pasting from Engineering Artifacts Document Control Archives Approved Datasheet 1 2 3 4 5 Product Development Tech Pubs Doc Control Publishing

Datasheets contain a combination of marketing and technical information, such as specifications, schematic drawings, and logic diagrams. Oftne these are copied / pasted from other documents.

Example 3: Policy Authoring Policies are challenging because almost all authoring is in the form of a revision. Publishing updates is a challenge because of obsolete hardcopy in distribution. 1 Policy Manager Receives policy change request Policy Manager Copies latest text from system of record and sends change to policy analyst Policy Analyst Makes draft changes, sends to Legal and HR for Review 2 3 Legal HR Legal and HR Wrangle content changes, reach agreement on final content 4 Policy Analyst Submits approved changes to publishing team 5 Publish updated manual to Web, CD, Print 6 Publishing Publishing Specialist Copies change to update master document in desktop publishing system HR reviews and approves / rejects changes to master documents 7 8 Managers and Employees refer to updated policies and procedures (hopefully…). 9 Policies

Policies are challenging because almost all authoring is in the form of a revision. Publishing updates is a challenge because of obsolete hardcopy in distribution.

Can’t be tracked or controlled Can’t reuse document components Copy / Paste introduces version control issues Implementing “virtual” or “compound documents” in office applications or desktop publishing requires complex approaches (e.g. burst / merge) No good solution for conditional text, so it is performed manually Can’t produce an audit trail (who changed, approved, read, etc.) Quality Limitations of “Whole Document” C o l l a b o r a t i o n

Can’t be tracked or controlled

Can’t reuse document components

Copy / Paste introduces version control issues

Implementing “virtual” or “compound documents” in office applications or desktop publishing requires complex approaches (e.g. burst / merge)

No good solution for conditional text, so it is performed manually

Can’t produce an audit trail (who changed, approved, read, etc.)

Slow and variable Can’t process in parallel Extra time used because content that already exists is rewritten Extra time spend re-formatting information from one system to use in another Reviewing whole documents takes longer than just new / changed content Cycle Time Limitations of “whole document” Collaboration

Slow and variable

Can’t process in parallel

Extra time used because content that already exists is rewritten

Extra time spend re-formatting information from one system to use in another

Reviewing whole documents takes longer than just new / changed content

Wasteful Extra effort spent on reviewing / editing / localizing previously processed content, not just the changes Significant time spent on formatting – can be substantial Costs of “whole document” Collaboration

Wasteful

Extra effort spent on reviewing / editing / localizing previously processed content, not just the changes

Significant time spent on formatting – can be substantial

Leverage XML to make content current, authentic, and agile – to move into different formats as required Review and manage content objects (e.g. topics) , not finished documents Use workflow and content management to lock-down master content, and to make the approval process manageable – and measurable 3 Keys to Accelerating Collaboration

Leverage XML to make content current, authentic, and agile – to move into different formats as required

Review and manage content objects (e.g. topics) , not finished documents

Use workflow and content management to lock-down master content, and to make the approval process manageable – and measurable

Example 1: Proposal Response Topic-oriented content management and workflow make all the difference. Response Manager Assembles master Proposal Document by reference to SME topics 1 Response Team Receives RFP Response Manager Sends RFP sections to various experts for authoring portions of the response Subject Matter Experts Craft their portions of the response as XML topics. Content reused through content management. SME responses stored in CMS for future reuse. 2 4 3 Response Manager Sends Proposal Topics for Review and Approval as they are completed Reviewers / Approval Authorities Comment or Sign-off on the topics they are responsible for. Several iterations may be required for sign-off. 6 Response Manager Monitors progress through workflow. Notified when final topic is approved – then proposal is complete. 7 8 Response Manager Sends Proposal to Prospective Customer Content Management Workflow Workflow 5

Topic-oriented content management and workflow make all the difference.

Example 2: Datasheets Real-time generation of accurate datasheets requires workflow and content management. XML content reuse and rendering eliminates manual steps that introduce errors, cost, and cycle time. Content Management Product Manager Reviews / Approves content changes Application Engineer assembles datasheet with references to validated engineering content Demand Publish CD, Print from Latest PDF 1 2 Tech Pubs Editor Reviews changes for style, Releases for Publishing 3 5a Workflow Engineering Data 4 Automated publishing tools format / transform approved XML and art into web pages, PDF Push new content to Web 5b Product Development Tech Pubs Publishing XML Publishing Specifications Marketing Input As content topics are created / approved, they are stored in the CMS. Some content is referenced from other enterprise systems. Drawings / models

Real-time generation of accurate datasheets requires workflow and content management. XML content reuse and rendering eliminates manual steps that introduce errors, cost, and cycle time.

Example 3: Policies Topic-oriented collaboration and publishing combined with electronic distribution enables 100% assurance of latest policy information and provides a mechanism for tracking compliance. 1 Policy Analyst, HR and Legal Collaborate through workflow on the revision. A complete audit trail is maintained of changes. Approval is to content, not documents 2 Workflow Triggers a publishing process once the final approval is entered in the system Content Management Workflow 3 Policy Manager receives policy change request, Initiates a policy revision workflow with Legal, HR, and a Policy Analyst Legal HR Analyst Automated publishing tools format / transform approved XML into web pages, PDF XML Publishing Auto-publish latest manual content to Web. CD and Print versions are updated periodically, but only if required. 4 Managers and Employees refer to updated policies and procedures on the web site. Hardcopy updates are minimized and only maintained as necessary. Workflow systems can track Read / Update Notification Acknowledgements for Compliance Tracking. 5 Workflow

Topic-oriented collaboration and publishing combined with electronic distribution enables 100% assurance of latest policy information and provides a mechanism for tracking compliance.

The powerful combination of: XML authoring and publishing Topic-oriented authoring and reviewing XML Content Management and workflow Can: improve cycle time, reduce costs, and improve quality for collaborative authoring and review. It can also make the process manageable and measurable – critical for compliance applications. Recap: Benefits of Topic Oriented Collaboration

The powerful combination of:

XML authoring and publishing

Topic-oriented authoring and reviewing

XML Content Management and workflow

Can:

improve cycle time,

reduce costs,

and improve quality

for collaborative authoring and review. It can also make the process manageable and measurable – critical for compliance applications.

Collaboration Audit Review existing Process, Content, People, and Technology Redesign the process to be optimal Leverage topic-oriented content Remove rework and redundant activities Automate formatting tasks Automate routing and notification tasks Determine best-fit for collaboration technologies given the existing process, content, and people. Document the ROI. Organize for change. How can I get started?

Collaboration Audit

Review existing Process, Content, People, and Technology

Redesign the process to be optimal

Leverage topic-oriented content

Remove rework and redundant activities

Automate formatting tasks

Automate routing and notification tasks

Determine best-fit for collaboration technologies given the existing process, content, and people.

Document the ROI.

Organize for change.

What collaboration technologies can JustSystems provide? XMetaL Enterprise Solutions Topic oriented authoring (XMetaL) Topic-oriented content contribution (XMAX) Topic-oriented review (XMAX and custom solutions) Content management and workflow integration XFY Enterprise Edition 1.5 Content integration for XML content, XML databases, and web services Enterprise mash-ups Custom solutions for integrating content into business processes

XMetaL Enterprise Solutions

Topic oriented authoring (XMetaL)

Topic-oriented content contribution (XMAX)

Topic-oriented review (XMAX and custom solutions)

Content management and workflow integration

XFY Enterprise Edition 1.5

Content integration for XML content, XML databases, and web services

Enterprise mash-ups

Custom solutions for integrating content into business processes

Poll: Current Collaboration Projects “I am involved in a collaboration project this year that could benefit from a collaboration audit or collaboration technology.” Based upon what I heard today, would consider a new project to change our approach to collaboration. Currently planning a collaboration project. Currently implementing a collaboration project. No collaboration projects planned in the near future.

“I am involved in a collaboration project this year that could benefit from a collaboration audit or collaboration technology.”

Based upon what I heard today, would consider a new project to change our approach to collaboration.

Currently planning a collaboration project.

Currently implementing a collaboration project.

No collaboration projects planned in the near future.