Karen Stauffer - Zia Consulting and Athabasca University's Alfresco ECM Project: A Case Study


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Mike Mahon, Zia Consulting, and Karen Stauffer, Athabasca University, showcase their Case Study.

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Karen Stauffer - Zia Consulting and Athabasca University's Alfresco ECM Project: A Case Study

  1. 1. Zia Consulting and Athabasca Universitys Alfresco ECM Project: A Case Study
  2. 2. Who  is  Zia  Consul1ng?   Zia Consulting is a leading provider of enterprise business solutions for content management from paper to mobile.The  Content  People  at  Zia  Consul1ng   •  Driving Enterprise Mobility Technology •  Experts in Enterprise Integration and Cloud Ready Solutions •  Connected with industry leading partners •  Delivering measurable business results, on time, within budget Zia provides innovative solutions which open up new possibilities in a content anywhere environment.
  3. 3. Who  is  Zia  Consul1ng?     End to End Business Solutions •  Procurement •  Sales Automation •  Contract and Records Management •  eDiscovery •  Knowledge Management •  Business Process Management •  Project and Expense ManagementIntegrity is core to how Zia does business
  4. 4. Athabasca  University  Facts  •  Canada’s  open  and  distance  learning  ins1tu1on  •  About  38,000  students  located  world-­‐wide  •  Offers  over  750  courses  and  more  than  90  graduate   and  undergraduate  degrees  and  diplomas.  •  Has  a  distributed  work  force  of  over  1200    
  5. 5. AU  Facts  •  Most  faculty  members            work  from  home  offices.  •  Most  professional  and              administra1ve  staff            work  in  office  loca1ons.  •  Main  campus  located            in  Athabasca,  Alberta  •  Other  office  loca1ons            in  Calgary,  Edmonton,            and  Fort  McMurray,            Alberta    
  6. 6. The  Star1ng  Point  with  Alfresco  •  Most  courses  have  year-­‐round  enrolments,  rather  than  being   term-­‐based.  •  Course  content  is  wriUen  by  faculty,  but  course  development   and  delivery  is  handled  by  various  departments.  •  All  AU  courses  are  delivered  online  using  a  Learning   Management  System  (Moodle).  •  Moodle  does  not  manage    the              course  development  process              well  –  edi1ng,  versioning,              archiving  –  so  the  need  for  a              CMS  was  iden1fied.  
  7. 7. Why  Alfresco?  •  Alfresco  chosen  a[er  analysis  and  comparison  with  other   similar  systems  (e.g.  Documentum  and  RedDot)  for  the   following  reasons:   –  It’s  open  source,  which  fits  with  the  ins1tu1onal  approach   to  informa1on  technology  systems,  works  with  our  limited   budget,  and  is  compa1ble  with  the  AU  technology  stack.   –  Integra1on  poten1al  with  Moodle  for  development  and   delivery  of  course  materials.   –  Other  features  and  capabili1es  such  as  search,  versioning,   workflows,  records  management,  WebDAV  access,  LDAP   integra1on,  and  WCM  were  all  important  considera1ons.  
  8. 8. Ini1al  Implementa1ons  •  First  started  with  Alfresco  2.2  in  2007  •  Several  ini1a1ves  undertaken:   •  commissioning  servers  for  availability  university-­‐wide   •  web  content  management  with  several  website  roll-­‐outs   •  course  development  and  Moodle  integra1on  pilot.  A   ‘Publish  to  Moodle’  ac1on  was  created.   •  custom  content  model  integra1on  with  course  material   and  student  informa1on  from  registry  database.     •  crea1on  of  a  func1onal  taxonomy  for  records  and   document  content  management  pilot    
  9. 9. Issues  Encountered  (2009)  •  Systems  stability  issues.  Mul1ple  bugs  were  submiUed   (internally)  and  not  fixed.  •  Web  Unit  not  sa1sfied  with  various  aspects  of  Alfresco   Web  Content  Management  capabili1es,  mainly  the   amount  of  technical  exper1se  required  to  roll  out   websites.  •  Course  development  and  Moodle  integra1on  progress   stalled.  A  contracted  project    (Course  Tracking  System)   was  verging  on  failure.  •  Users  simply  didn’t  want  to  use  Alfresco.  The  folder   structure  was  too  complicated  and  they  didn’t  like  the   Explorer  interface.  
  10. 10. AU  Func1onal  Taxonomy  Classifica1on  0100  Human  Resources     •  0320  External  Rela1ons  -­‐  External  Rela1ons    •  0110  Planning  and  Evalua1on   •  0325  Legal  and  Risk  Management  -­‐  Legal  Advice  and  Li1ga1on  •  0115  Recruitment  -­‐  Search   •  0330  Legal  and  Risk  Management  -­‐  Legisla1ve  Review  •  0120  Recruitment  -­‐  Hiring   •  0335  Legal  and  Risk  Management  -­‐  Risk  Management  •  0125  Compensa1on  and  Benefit  –  Enrolment   •  0340  Planning  -­‐  Strategic  Planning  •  0130  Compensa1on  and  Benefit  -­‐  Salary  and  Benefit  Delivery   •  0345  Planning  -­‐  Business  planning    •  0135  Health  and  Safety  -­‐  Preven1on  and  Promo1on     •  0350  Communica1on  -­‐  Media  Rela1ons  •  0140  Health  and  Safety  -­‐  Assessment  and  Placement   •  0355  Communica1on  -­‐  Special  Events  •  0145  Health  and  Safety  -­‐  Monitoring  and  Treatment   •  0360  Communica1on  -­‐  Publica1ons  •  0150  Labour  Rela1ons  -­‐  Collec1ve  Bargaining     •  0365  Communica1on  -­‐  Convoca1on  •  0155  Labour  Rela1ons  -­‐  Conflict  Resolu1on   0400  Teaching  and  Learning  •  0160  Performance  and  Development  -­‐  Individual  Planning   •  0410  Program  Development  -­‐  Planning  and  Design  •  0165  Performance  and  Development  -­‐  Appraisal  and  Adjustments   •  0415  Teaching  -­‐  Course  Development  •  0170  Performance  and  Development  -­‐  Discipline   •  0420  Teaching  -­‐  Course  Delivery  0200  Finance     •  0425  Teaching  -­‐  Evalua1on  and  Appeal  •  0210  Budge1ng  -­‐  Budget  Process  Design  and  Evalua1on     500  Informa?on  Services  •  0215  Budge1ng  -­‐  Budget  Development   •  0510  Library  -­‐  Collec1on  Development  •  0220  Budge1ng  -­‐  Budget  Management   •   0515  Library  -­‐  Circula1on  and  Control  •  0230  Accoun1ng  -­‐  System  Development  and  Evalua1on     •  0520  Library  -­‐  Reference  Support  •  0235  Accoun1ng  -­‐  Payment  and  Receipt  Processing   •  0525  Archives  and  Records  -­‐  Planning  and  Design  •  0240  Funding  and  Revenue  -­‐  Revenue  planning  and  Strategy   •  0530  Archives  and  Records  -­‐  Record  Control  and  Reten1on  •  0245  Funding  and  Revenue  -­‐  Revenue  sourcing  and  Management   •  0535  Archives  and  Records  -­‐  Record  storage  and  Preserva1on  •  0250  Audi1ng  -­‐  Audit  system  Design  and  Evalua1on   •  0540  Archives  and  Records  -­‐  Record  access  and  Research  •  0255  Audi1ng  -­‐  Audit  Process   •  0545  Access  and  Privacy  -­‐  Compliance  and  Accountability    0300  Corporate     •  0550  Access  and  Privacy  -­‐  Request  and  Inves1ga1ons  •  0310  Budge1ng  -­‐  Budget  Process  Design  and  Evalua1on   •  0555  Informa1on  Technology  -­‐  Planning  and  Architecture  •  0315  Assessment  and  Repor1ng  -­‐  Quality  Management  and  Management   •  0560  Informa1on  Technology  -­‐  Systems  Development   Audit   •  0565  Informa1on  Technology  -­‐  System  Maintenance     0600  Facili?es  and  Services     •  0610  Development  and  Acquisi1on  -­‐  Research,  Analysis  and  Evalua1on   •  0615  Development  and  Acquisi1on  -­‐  Purchasing  and  Acquisi1on   •  0620  Development  and  Acquisi1on  -­‐  Construc1on  or  Delivery   •  0625  Asset  or  service  use  -­‐  Tracking  and  Monitoring   •  0630  Asset  or  service  use  -­‐  Maintenance   •  0635  Asset  or  service  use  -­‐  Security  and  Access  control   •  0640  Asset  or  service  use  -­‐  Disposal  and  Decommissioning   0700  Governance     •  0710  Structure  and  Authority  -­‐  Design  and  Assessment  
  11. 11. Original  Folder  Structure    
  12. 12. Moving  Forward  •  Introduced  to  the  Zia  Consul1ng  team  at  the  LA  Alfresco   Meet  -­‐Up,  October  2009.  •  The  needs  we  had  iden1fied:   •  A  determina1on  of  how  to  handle  document  content   and  records  management,  work  within  our  func1onal   taxonomy,  and  prevent  users  from  simply  dumping   content  from  shared  drives  and  desktops  into  Alfresco   •  How  to  proceed  with  the  development  of  work  flows   for  the  course  materials  development  process  and   integra1on  with  Moodle.     •  An  assessment  of  our  current  systems  and   sugges1ons  for  improvement.    
  13. 13. Zia  Assessment  Outcomes  •  January  2010  -­‐  Zia  Consul1ng  was  contracted  to  assist  with   the  crea1on  of  a  long  term  plan  for  Alfresco  ECM   development  at  AU  and  delivered  the  following:   •  Best  prac1ce  recommenda1ons  for  Alfresco  infrastructure   and  the  upgrade  process.     •  Business  analysis  of  workflows  for  the  course  materials   development  process.   •  Recommenda1ons  regarding  how  to  proceed  with  the   process  for  enterprise-­‐wide  folder  structures  that  would   reflect  the  func1onal  taxonomy,  address  security  needs,   enable  searchability,  and  enable  implementa1on  of   records  reten1on  policies.   •  Code  review  of  delayed  projects   •  Recommenda1ons  for  WCM  improvements.  
  14. 14. Challenges  and  the  RFP  Process  •  Based  on  Zia’s  assessment  report,  we  had  project   requirements  iden1fied,  but  our  budget  did  not   reflect  the  actual  an1cipated  cost.  •  Users  at  the  university  were  very  skep1cal  that   Alfresco  would  actually  work  for  us.  •  The  IT  execu1ve  commiUee  was  pushing  for  a   success,  as  considerable  investment  had  been  made   at  that  point.    •  We  wanted  to  increase  Alfresco  exper1se  within  the   university  and  to  decrease  con1nued  reliance  on   outsourced  system  integrators.  
  15. 15. Zia  -­‐  Athabasca  University  Project  •  Since  our  budget  was  limited,  we  had  to  decide  on  how  to  get  the  “best   bang  for  our  buck”.  We  selected  Zia  from  the  received  proposals  based  on   the  work  we  knew  they  could  do  for  us.  •  Zia  worked  closely  with  our  business  analyst  and  with  the  development   team  using  an  agile  approach.   •  ensured  the  internal  AU  staff  was  benefi1ng  from  the  knowledge  gains   and  that  the  project  was  proceeding  in  the  direc1on  we  wanted.  •  The  project  outcomes  included:   •  Course  materials  storage  and  access  with  integra1on  to  Moodle  sites.   •  Workflow  development  for  course  materials  correc1ons  and  revisions.   •  Developing  an  automated  document  management  strategy  that   posi1oned  us  for  future  records  management  implementa1on.  
  16. 16. Automated  Course  Content  Access  
  17. 17. Course  Development  Workflows  
  18. 18. AU  Records  and  Document   Management  •  The  goal  of  this  was  to  use  our  taxonomy,  which  has  an  associated   reten1on  policy,  to  classify  all  documents  in  Alfresco.    This  is  to  posi1on   AU  to  implement  records  management  at  a  later  1me  with  a  reduc1on  in   effort.  The  requirements  included:     •  Security  needs  and  permissions  to  address  access  control  to  all  folders   and  documents  per  individual,  group,  and  department.   •  The  ability  to  search  and  retrieve  documents  based  on  classifica1on   and  access  permissions.   •  The  classifica1on  of  documents  and  records  that  will  sa1sfy  the   requirements  for  implementa1on  of  a  future  reten1on  scheme.   •  A  folder  structure  that  reflects  the  business  model  for  each   department.  
  19. 19. RDM  Automa1on  Process  1.  Func1onal  taxonomy  created   3.  A  rule  to  inherit  records      as  categories  under  AU  Records   management  categories  is  applied.  Classifica1on.                  2.  The  Records  Management  Audit   4.  A  daily  audit  log  is  sent  to  the  Root  aspect  is  set  for  the  site.   records  administrator  for  the  site.                
  20. 20. RDM  File  Plan  Process  •  Iden1fy  someone  who  will  act  as  that  department’s  records  administrator.  •  Define  folder  structure  that  meets  the  department  business  model.  •  Determine  records  management  categories  for  the  folder  structure  (based   on  recommenda1ons  from  AU’s  records  management  officer)  •  Determine  access  control  requirements  for  the  folder  structure.  •  Create  the  folder  structure                in  Alfresco,  and  apply                classifica1ons  and  access                  control  policy    •  Migrate  exis1ng  documents                to  new  folder  structure    
  21. 21. RDM  Roll-­‐out  •  Work  with  one  department  at  a  1me,  rather  than  rolling  out  to  en1re   ins1tu1on  •  To  ensure  ini1al  success,  we  went  with  the  early  adopters  first  –  Project   Management  Office,  Faculty  of  Science  and  Technology,  Compu1ng   Services,  Centre  for  Learning  Design  and  Development.  •  Con1nuing  roll-­‐out  based  on  request  for  service  –  there  has  been  no  need   to  force  departments  to  migrate  documents  to  Alfresco.      
  22. 22. Alfresco  Training  •  The  folder  structure  now  matches  departmental  business   prac1ces.  Classifica1on  of  documents  is  automated  and   transparent.  This  has  greatly  simplified  the  training  process.    
  23. 23. Alfresco  Training  •  Department  Records  Administrators  receive  in-­‐depth  training.   Other  users  are  trained  to  use  various  access  methods:                WebDAV  File  Mapping                WebDAV  Browser  View                    Alfresco  Share            Alfresco  Explorer  
  24. 24. AU  Alfresco  Governance  •  AU  Alfresco  Technical  CommiUee  (developers,  analysts,  sys   admins  –  reports  to  the  Steering  CommiUee).  •  AU  Alfresco  Steering  CommiUee  (consists  of   representa1ves  of  all  university  stakeholders,  reports  to   the  Execu1ve  Group).  •  Alberta  Alfresco  Users  Group  (shares  training  resources,   innova1ons,  documenta1on,  and  informa1on  regarding   Alfresco  Partner  experiences.)   –  3  Alberta  universi1es   –  Edmonton  Public  Schools   –  Various  Gov’t  of  Alberta  departments   –  SherriU  Metals  
  25. 25. AU  Alfresco  Road  Map  •  Document  scanning  and  storage  –  under  considera1on  with   Zia  for  Epheso[  solu1on  •  Research  project  –  content  authoring,  storage,  and   presenta1on  to  mul1ple  plaoorms  –  also  under   considera1on  with  Zia.  •  Course  materials  –  con1nuing  with  workflows  and   implemen1ng  WCM  for  online  course  development   (internal).    •  Workflow  development  integra1on  with  the  examina1on   process  (internal).  •  Workflow  development  integra1on  with  HR  and  Finance   Banner  (Oracle)  processes  (internal).  •  Upgrade  to  Alfresco  4.x  
  26. 26. Takeaways  •  Get  help  early  in  the  process  –  a[er  a  long  lag  in  our   start-­‐up,  we  saw  quick  success  once  Zia  was  on  scene  •  Use  the  Alfresco  support  network  –  especially  valuable   with  the  rapid  upgrades  as  seen  with  3.x  and  with   things  like  server  clustering.    •  To  ensure  buy-­‐in,  use  an  incremental  implementa1on   plan.  Start  with  early  adopters.  Build  on  successes.  •  Ensure  that  training  plans  are  in  place  •  Work  with  other  organiza1ons  to  share  resources  and   informa1on.  
  27. 27. Ques1ons?  Karen  Stauffer  Alfresco  Program  Manager    Athabasca  University,  kstauff@athabascau.ca    Mike  Mahon  CEO    Zia  Consul1ng,  mike@ziaconsul1ng.com