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Enovation Solutions - Alfresco Project Collaboration Portal - Breakfast Briefing 27-Mar-2012


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Presentation about Enovation Solution's Project Collaboration Portal solution using Alfresco, presented at a breakfast briefing at The Clarion, IFSC, Dublin 1 on 27th March 2012.

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Enovation Solutions - Alfresco Project Collaboration Portal - Breakfast Briefing 27-Mar-2012

  1. 1. Enovation Solutions LtdThe Friary, Bow Street, Dublin Introduction to Enovation‟s Project Collaboration Portal delivering a complete solution
  2. 2. Today‟s Agenda Introduce the Project Collaboration Portal About Enovation Solutions Explain the solution Ciaran Walsh Demo how it works Ciaran Walsh RCSI case study Luke FeeneyQ & A
  3. 3. Enovation Solutions Irish Solutions Integrator 2000 founded by our current management team Deliver complex projects through the provision of on-site professional expertise 2003 – adopted Open Source products 2012 market leader having built significant expertise in large scale project delivery across • eLearning, • Document Management and • Content Management solutions
  4. 4. Enovation Solutions – Our Capabilities  Development & Support of Open Source products for • Training and Education sectors – Moodle, Mahara, Drupal … – Moodle Partners in Ireland and France • Document and Content Management – Alfresco, Drupal  Web Hosting (either outsourced / on-site managed)  Application Support  Customisation Integration Training  Consultancy – Product/Tool Selection, Solution Design
  5. 5. Enovation Solutions – Our Expertise  Strong relevant experience of Java Technology  The largest dedicated team working on Open Source Technology Solutions in Ireland • Qualified professionals, • Active contributors to open source  Unique in Ireland in terms of the breath of applications we support  Personal commitment from Enovation Directors to the quality of software we deliver
  6. 6. Enovation Solutions – Our People  Implementation skills & experience of the delivery management Team  Key delivery roles • Technical PM • Technical Lead • IT Manager  Common denominator, all • Passionate about software development • Active contributors to blogs & forums • Research and advise on new technologies • With Enovation for at least 5 years
  7. 7. Enovation Solutions – Our Clients  Clients in Ireland, UK, France, Belgium, Spain, Switzerland, US  100+ Moodle clients & elearning solutions (100,000 active users) • Aer Lingus Ryanair VHI • GAA RCSI PaddyPower • A&L Goodbody FAS TCD • DCU Garda Síochána (Irish Police) • CEPOL – European Police Training College (UK) • International Trade Commission (UN – Geneva) • World Customs Org.(Brussels)  Alfresco Clients • RCSI Three Irl Meath CoCo TCD „Cromwell Letters‟  Professional Services (a representative sample) • Dublin Airport Authority Bank of Ireland Group Allied Irish Bank • Aviva KPMG Spencer Stuart
  8. 8. The Project Collaboration Portal
  9. 9. Why Projects Collaborate A project‟s success – excellent communication and collaboration between teams & stakeholders Type of collaboration & communication • Review plans, M.I. and reports • Make documents available for review by a secure user group – authorised personnel • Give limited read / write access • Store and back up for a defined period (may be dictated by legislation) • May need some integration with other systems. • Adhere to security, compliance, regulatory and privacy requirements of the sector inline with business or project specifics
  10. 10. Pillars of Enterprise Content Management ECM – the term to describe a formalized means of organizing and storing a project or organisation’s documents and other content  Why? • Governance • Retention • Compliance • Email / Audit Trail / Traceability • Any business decision • Uniquely identified records / documents
  11. 11. Combining Project and ECM Project – Stakeholders & A teams Collaboration L working together F Governance R Communicate E Document store Share S Retention C Information O Uniquely identify Delivery success
  12. 12. Implementing theProject Collaboration Solution
  13. 13. Why Choose Alfresco?  Open source alternative for Enterprise Content and Document management (ECM)  Alfresco Community Edition (Free)  Personalised by project  Extended services including • Integration • Workflow • Rules & actions • Migrations • Theming
  14. 14. Gartner Report Magic Quadrant 2010 for ECM Analysis of AlfrescoStrengths Weaknesses Global traction (55 countries)  Technical competence Increases penetration in required to manage the enterprise customers implementation Stable platform for social and ECMs  Potential costs of Strong in standards (CMIS) & implementation and integrations (Drupal, Joomla, development may negate the Google docs, and Lotus) lower cost of entry Alternative to Sharepoint,  Relies on integrators with ERP Documentum Single server, Total cost of and CRM systems ownership We address these weaknesses by offering a complete End2End solution to an open source ECM package
  15. 15. Why Enovation‟s Solution offering Rapid Deployment Full outsourced managed environment (On or Off site) Limited need for in-house IT resources Depending on functionality – site can be up and running within a matter of days/weeks Low cost – high capability Training provided Advice & workshops on implementation Ultimately a cost effective easy to implement solution
  16. 16. Managed Hosting means System is hosted in Enovation‟s managed cloud hosting environment or on equipment hosted in client site Cloud environment supports rapid deployment and flexible server capacity Server is monitored, secure, patched and backed up Application software is maintained An issue tracking system is utilised with reports on support usage
  17. 17. Project Collaboration Portal Ciaran Walsh
  18. 18. The Problem I can‟t find the information I need! • Project documentation distributed across multiple locations Which document is the right one? • Multiple (often conflicting) versions of documents sent via email Why was this change made? • No way to capture decision processes or discussions I can‟t easily share info and collaborate with my team and other project stakeholders! • Especially with virtual teams and inter-organisation projects
  19. 19. The Answer:Project Collaboration Portal Shared Document Library with Access Controls Document Version Control and Version History Document Comments and Project Discussions Document Searching and Tagging Review and Approve Documents using Workflows Project Data Lists, Calendars, Blogs and Wikis Integrates with Microsoft Office and/or Google Docs Email Integration Available Anywhere Anytime
  20. 20. Shared Document Library Shared Document Library for all project documentation Single location where everyone can find the definitive versions of documents Access controls to manage who can upload, change, and read documents Preview of document contents in the web browser
  21. 21. Version Control and Version History Document Locking ensures only one user can edit a document at a time, preventing conflicting changes View current and all previous versions of a document using the document‟s Version History Revert to an older version of a document if necessary
  22. 22. Document Comments andProject Discussions Capture the discussions and feedback around document changes using threaded comments attached to the document Document the decision making processes and other conversations using general project discussions
  23. 23. Document Searching and Tagging Search for the information you need using Full Text Search of the contents of Microsoft Office, Open Office, and PDF documents Tag documents by subject area or other classification relevant to your project Browse the Document Library for any content classified by specific tags
  24. 24. Review and Approval Worfklows Assign documents to a user for their review and approval Group approvals and user pools are also supported Workflow dashboard shows all your assigned tasks
  25. 25. Data Lists, Calendars,Blogs and Wikis Track To-Do lists and Agenda items using Data Lists Share important dates and events with the project team in the Calendar Share project updates and other news in the Blog Collaboratively document and share relevant project information in the Wiki
  26. 26. Microsoft Office & Google Docs View documents and upload new versions directly from Microsoft Office programs using the SharePoint protocol Edit documents directly in the web browser using Google Docs integration – no additional software required on your PC
  27. 27. Email Integration Store project emails in the Document Library from Outlook and other email clients Use email aliases for folders in the Document Library to automatically capture email conversations Notify team members by email of new or amended documents in the Document Library
  28. 28. Available Anywhere Anytime Accessible to all project team members via a web browser anywhere they have Internet access Available at any time Securely hosted and maintained on Enovation‟s proven hosting infrastructure
  29. 29. Advanced Customisations Complex document library permissions Advanced workflow definitions Integration with Active Directory/LDAP user accounts Customised Themes
  30. 30. Examples from our ClientsRCSI – Luke will describeThree IrelandMeath County CouncilTrinity College Dublin – Cromwell‟s Letter Project
  31. 31. Three Ireland –National Broadband Scheme Repository for sharing documents between Three Ireland and the Department of Communications, Energy and Natural Resources (DCENR) Documents relate to reporting on the implementation and rollout of the National Broadband Scheme Review and approval workflows implemented including email notifications and reminders
  32. 32. Meath County Council – N2Bypass Collaboration site for the N2 Bypass planning process, hosted on servers in MCC, managed by us remotely External experts invited to site, contribute their relevant documents Additional training for MCC staff to support local admins MCC have created other collaboration sites for internal use only for specific projects
  33. 33. TCD History Department –Cromwell‟s Letters Collaboration site set up for the Cromwell‟s Letters project, hosted on Enovation‟s cloud hosting infrastructure Users from TCD, Cambridge, other locations in the UK and USA Custom permissions implemented in the Document Library to reflect the division of labour between the researchers Workflow used for review/approval process
  34. 34. Enovation Solutions LtdThe Friary, Bow Street, Dublin Solution Demonstration Ciaran Walsh delivering a complete solution
  35. 35. Enovation Solutions LtdThe Friary, Bow Street, Dublin RCSI‟s Experience Luke Feeney delivering a complete solution
  36. 36. RCSI Case Study Luke Feeney, RCSI
  37. 37. How do we use technology? Online learning portal - Moodle Professional ePortfolio - Mahara Online Secure Document Management - Alfresco Online CRM - Sugar CRM Flash based e-learning - Articulate & iSpring
  38. 38. The Challenge Share/access  Staff Secure  ClientsDocument control Bahrain Dubai Jordan
  39. 39. global collaboration
  40. 40. always onRCSI Institute of Leadership: Developing blended learning... Slide 40
  41. 41. Building solid foundations
  42. 42. embedded into our operations & our culture…RCSI Institute of Leadership: Developing blended learning... Slide 42
  43. 43. The Solution - ? Selection process ? Why Alfresco ? Why Enovation…
  44. 44. CollaborationCommunicate  Shared document library  Secure & managed  No emailing of documentsCollaborate  Version control  Protected managedCreate process
  45. 45. Compelling advantage… Example: Accreditation:  Convinced external reviewers to move to paperless process.  Dedicated secure area for each reviewer with all relevant documents.  Short “User Manual” for each reviewer developed by RCSI
  46. 46. Implementation  Working with Enovation  Consultancy  Deployment  Training  Speed of implementation
  47. 47. Our next steps?Crawl, walk, runWorkflow forIntegration with MoodleLeverage potential of Alfresco
  48. 48. Any questions
  49. 49. Enovation Solutions LtdThe Friary, Bow Street, Dublin Questions & Answers delivering a complete solution