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Enterprise Content Management

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Enterprise Content Management

  1. 1. Enterprise Content Management Sindi Chen & Afsoun Owji 6/16/10 1 INF2177 Summer 2010
  2. 2. 1. Business, Organization, and User Perspectives 1.1 What Is It? 1.2 What Needs Does It Serve? 1.3 Benefits 1.4 Stakeholders and Business Process Changes 1.5 Challenges 6/16/10 2
  3. 3. 1.1 What Is It? “Convergence of a number of technologies integrated into components offering the capability to store, access and manage documents.”( Dillnutt, 2006) 6/16/10 3 “An average worker spends 3.7 hours per week searching for and not finding needed information!” IDC Information Worker Productivity Studies, 2008–2009. “75 % to 80% of data is unstructured” O’Callaghan and Smits, 2003
  4. 4. 1.2 What Needs Does It Serve? 6/16/10 4 Information- Creation - Management - Storage - Archiving - Sharing - Web content management - Document management -Records management - Collaboration - Portal technology -Workflow - Search and retrieval
  5. 5. 1.3 Benefits - Compliance -Traceability “organizational memory” - Sarbanes-Oxley legislation 2002 -Bill 198 2002 6/16/10 5 -Efficiency - Availability - Consistency - Customer service - Consolidation - Continuity - Risk mitigation
  6. 6. 1.4 Stakeholders and Business Process Changes Stakeholder Employees of the Organization - Receptionists and administrators - Sales / IT Representatives - Managers - CEO External - Customers/Clients -Interested parties - Lawyers -Auditors -Government 6/16/10 6 Change - Obliterate and automate unnecessary procedure - Processing critical activities faster
  7. 7. 1.5 Challenges 6/16/10 7 - Downsizing - Strict control and regulation vs. autonomy and flexibility - Focus on information rather than people - One -size does not fit-all “The more content and knowledge organizations capture in their ECM system, the more organizations can controlhow, when, where, and by whom content is generated, and the more they can pinpoint opportunities for increased regulationsand automation” (Andersson, 2008)
  8. 8. 2.1 Information Structures and Processes 6/16/10 8
  9. 9. 2. Information Content and Processing 2.1 Information Structures and Processes 6/16/10 9
  10. 10. 2.1 Information Structures and Processes 6/16/10 10 - Support both structure and unstructured information - Support traditional archive, document management - Support process management – Workflow - Support search and retrieval
  11. 11. 3. Technology System Characteristics 3.1 Features & Functional Components 3.2 Architectural Configurations 3.3 Open Source Solutions 6/16/10 11
  12. 12. 3.1 Features & Functional Components 6/16/10 12
  13. 13. 3.1 Features & Functional Components 6/16/10 13 Three Key Ideas distinct from WCM • Middleware • Services • Federated repository
  14. 14. 3.2 Architectural Configurations 6/16/10 14
  15. 15. 3.3 Open source Solutions 6/16/10 15 http://www.socialtext.com/ http://drupal.orghttp://plone.org/
  16. 16. 3.3 Socialtext 4.0 Enterprise Social Software 6/16/10 16
  17. 17. 4. Requirements & Design 4.1 Requirement Analysis 4.2 Non-functional Requirements 6/16/10 17
  18. 18. 4.1 Requirement Analysis 6/16/10 18 - Develop and approve business case (ROI, Scope, Goals linked to firm’s strategy) - Inter-disciplinary team formed along with Top Management - Research firms that have ECM along with work flow processes - Develop – Use case diagrams, scenarios, work flow, interface, data conversion - Determine non-functional requirements - Gap analysis and requirement documentation - Evaluate and select ECM (Benefits, functionality checklist)
  19. 19. 4.2 Non-functional Requirements 6/16/10 19 -Easy of use -Backup and Restore -Availability Requirements -Error Handling -Transaction and Data Integrity -Performance and Configuration -Security
  20. 20. 5. Processes & Methodologies 5.1 ECM Development 5.2 Required knowledge and Skills 6/16/10 20
  21. 21. 5.1 ECM Development 6/16/10 21 1. Strategy/ Business planning - Analyze as-is situation and evaluate To-be changes - Stakeholder goals Understand the impact of ECM on the organization - Identify measures of success “we did not get what we paid for” Hooper, 2009 “ECM 50% failure rate” Hooper, 2009 2. Requirement Analysis For ex. Content management process ( centralized/decentralized) 3. Software/Vendor Analysis List of vendors, Solutions overview, Tools, Training offered, Cost and time of implementation, and Risks and benefits 6. Post Implementation Evaluation ( Customer and staff satisfaction, organization performance, customer services, policy procedure standards, ROI, and project success) 4. Design Align To-be changes with the ECM system 5. Building and Testing Capture, manage, store, preserve and deliver, Develop test cases/procedures for ( security, integration, UI, workflows etc.)
  22. 22. 5.2 Required Knowledge and Skills 6/16/10 22 - Creating and managing the vision and strategy around the evolution of ECM -Process improvement - Configuration, development and operations -Governance and measurement - Non-technical user ( according to vendors) - No research to support its “intuitiveness” for non-technical users (according to the critics) User Knowledge
  23. 23. 6. Standards and Guidelines 6.1 Industry Guideline and Research 6/16/10 23
  24. 24. 6.1 Industry Guidelines and Research 6/16/10 24 iECM http://iecm.editme.com/ AIIM http://www.aiim.org/ KMWorld - 50,000 subscribers http://www.kmworld.com/WhitePapers/Default.aspx Gartner http://www.gartner.com/technology/home.jsp “The KMWorld Best Practice White Papers have become a key component in the creation of the "shopping lists" for today's information managers.” KMWorld “Leading technology publications primarily read by business leaders and technologists, do not even know that technical communication scholarship exists.” (Anderson, 2008)
  25. 25. Discussion 6/16/10 25 1. Are ECM technologies liberating workers’ creativity1 or closing it down2 ? (creativity vs. control) 2. Who gains and looses the most from the implementation and consequences of ECM? Customer? Worker? Vendor? CEO? 3. How to judge if a company needs ECM implementation? 4. How will ECM solutions enhance if vendors and mainstream publications consult and apply scholarly research to their product development?
  26. 26. Bibliography 6/16/10 26 Anand Subramaniam.ECM System – implementation roadmap, risk & Lessons from trenches, retrieved from http://www.slideshare.net/anandsubramaniam/enterprise-content-management-ecm-system-1812772. 2010 R. Andersen: "The Rhetoric of Enterprise Content Management (ECM): Confronting the Assumptions Driving ECM Adoption and Transforming Technical Communication", Technical Communication Quarterly, Vol. 17, 2008, pp. 61-87. R. Dilnutt: "Surviving the Information Explosion", Engineering Management Journal, Vol. 16, 2006, pp. 39- 41. Hooper, Dan. ECM: Definition Please!, in Infonomics, July/August 2009. Ulrich Kampffmeyer. ECM Enterprise Content Management, 2006, Hamburg. (English, French, German) R. O'Callaghan, and M. Smits: "A Strategy Development Process for Enterprise Content Management", in: Proceedings of the 13th European Conference on Information Systems (ECIS'05), Regensburg, Germany, 2005, pp. 1271-1282. Ulrich Kampffmeyer. ECM Enterprise Content Management, 2006, Hamburg. (English, French, German)

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