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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid

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There are a number of ways to scale up a basic content or collaboration application into a true Enterprise Content Management system. But which one makes the most sense in your situation? If you pick the wrong path, how will you know it? And what techniques seem compelling, but will eventually lead to an unusable system? In this talk, we will present 10 integration strategies: 5 that work, and 5 that hurt.

Published in: Technology, Education
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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid

  1. 1. Integrating ECM with your Enterprise: 5 Techniques to Try, 5 Traps to Avoid!Monday, October 17, 2011
  2. 2. Agenda • Intro • Top 10 reasons ECM projects fail • AIIM Survey • Tips and traps in 5 areas: • Metadata • Contribution • Consumption • Security • IntegrationsMonday, October 17, 2011
  3. 3. Intro • You installed WebCenter CONTENT (UCM/Stellent) • Now what??? • What “big things” do you need to do right? • What “big things” should you avoid?Monday, October 17, 2011
  4. 4. Top 10 Reasons ECM Projects Fail 10. Poorly defined business case (16%) 9. Failed to think of benefits and issues outside of our business unit (16%) 8. Low user acceptance due to poor design or clumsy implementation (18%) 7. Failed to address taxonomy and metadata concerns (19%)Monday, October 17, 2011
  5. 5. Top 10, cont. 6. Excessive "scope creep“ (20%) 5. Underestimated the effort to distill and migrate content (21%) 4. Uneven usage due to poor procedures and lack of enforcement (29%)Monday, October 17, 2011
  6. 6. Top 10, cont. 3. Project derailed by internal politics (30%) 2. Lack of knowledge or training among our internal staff (32%) 1. Underestimated process and organizational issues (44%)Monday, October 17, 2011
  7. 7. Metadata Traps • Waaaaaaaaaay too many metadata fields! • Cluttered pages frighten users • Don’t assume users will fill in all fields • Metadata is like a “tax” on content • Too little, and the system falls apart • Too much, and users rebel! • Ambiguous / repeated fields • Deleting fields as important as creating themMonday, October 17, 2011
  8. 8. Metadata Tips • Content Profiles simplify the metadata model • You may require 100 metadata fields to describe all content • But... any one type may only need 10 fields • Profiles allows you to minimize the “clutter” • Can do much more than organize • Create “default” values on pages to minimize data entry • Minimize the number of values in drop-down lists • Block certain users from selecting certain values • Create “derived” values to store based on what they enteredMonday, October 17, 2011
  9. 9. Content Profiles, Before and AfterMonday, October 17, 2011
  10. 10. Metadata Tips • Use “Simple Profiles” • Add only fields that have proven value • Make a “growable” taxonomy • Better than a “complete” taxonomy • Get to know UCM tools • Archiver for batch metadata updates • Custom DB reports to find unused / repeated fieldsMonday, October 17, 2011
  11. 11. Contribution Traps • Folders! • Tough to scale a folders-based model enterprise-wide • Organizational structure is highly subjective • Fearing customizations • Everybody uses CONTENT differently • A custom UI can aid user adoptionMonday, October 17, 2011
  12. 12. Contribution Tips • Framework Folders • Preview available in Patch Set 4 • Desktop integrated version available in Patch Set 5 • Faceted searches • Built-in to Oracle Text 11g, customizable metadata fields • Use Content Tracker • Keep stats on “most popular authors” • Nothing like a little competition to aid adoption!Monday, October 17, 2011
  13. 13. Contribution Tips, cont. • Check-Out-And-Open • One-click editing from the web browser • Some issues with HTTPS and IE, but fixable • Desktop Integration Suite • Drag-and-drop into folders • Folders have default metadata • Metadata pop-ups to fill in critical metadata • Some issues with Folder saturation • Fixes promised in Patch Set 5Monday, October 17, 2011
  14. 14. Folders and Desktop IntegrationMonday, October 17, 2011
  15. 15. Consumption Traps • “If you build it, they will come!” • Spent a million bucks on a CMS, and the item with the most hits is the cafeteria menu... • Assuming it will work like Google • People spend big bucks on internet SEO • Very few think about intranet SEO • Content must be findable to be reusableMonday, October 17, 2011
  16. 16. Consumption Tips • Have an actual editor / publisher • Somebody needs to care that content is reusable • Software enables people: it doesn’t replace them! • If everybody cares, great! If not, put somebody in charge! • Create targeted Site Studio pages • Department portals, quick contribution, what’s new lists, etc. • Focus on how your audience looks for information • Search? Browse? Call? Email? • Make it easy for them, with a bit of trainingMonday, October 17, 2011
  17. 17. Security Traps • Access Control Lists • Popular, easy, but sloooooow • Use sparingly, or run Exalogic! • Security should not be used to organize! • Do you really need that other security group??? • Do you really need highly granular security??? • Or are you just mapping your org chart?Monday, October 17, 2011
  18. 18. Security Traps, cont. • Windows! • Active Directory integrations tricky with 11g • LDAP works fairly well • Single Sign On does notMonday, October 17, 2011
  19. 19. Security Tips • Two dimensional group/account model • Groups for classification: Public, Internal, Secure • Accounts for department: Accounting, Sales, HR • VP of Sales can read Secure documents in Sales account... • ... but cannot read Secure documents in HR account! • Complex security models can affect performance • Reduce ACL usage, focus on groups/accounts blend • Minimize the number of “buckets” to maximize performanceMonday, October 17, 2011
  20. 20. Security Tips, cont. • Loosen up contribution access • Use workflows to control important docs • Place in highly secure group only when absolutely required • Content Tracker • “Trust, but verify” security • Use proven single sign on solutions • NetTegrity • Oracle Access Manager • Some issues with appletsMonday, October 17, 2011
  21. 21. Integration Traps • Standards!!! • CMIS, WebDAV, JSR170, etc. • Very narrow pipe: you always replace them! • Treating it like a shared drive • Performance • Load test, get metrics, use caches • Security • Make sure other system understands CONTENT security!!!Monday, October 17, 2011
  22. 22. Integration Tips • RIDC • Lightweight Java connector • May need to set IntradocServerPort on 11g • SOAP / SOA • 11g standard, great for ESBs • Site Studio for External Applications • IFRAMEs • Cheap and cheesy, but frequently enough!Monday, October 17, 2011
  23. 23. Integration Tips, cont. • Mashups (WebCenter Interaction) • Distributed Document Capture • URL to trigger a scan, and check it in! • Application specific connectors • E-Business Suite, Siebel, Peoplesoft • Secure Enterprise Search • BPEL, SOA Suite for “orchestration” • Information Rights Management • Encrypt documents, and embed their security level • Security travels with doc, wherever it travelsMonday, October 17, 2011
  24. 24. Integration Tips, cont. • jQuery and Web-Oriented Architecture • Put IsJson=1 into any URL • Use jQuery, ExtJS, YUI to render with 100% JavaScript • http://bezzotech.com/library.html • Sometimes need to “trick” browsers with AJAX • Single-Origin AJAX policy • Use mod_proxy with Apache to bypass itMonday, October 17, 2011
  25. 25. Misc. Tips • Go to Collaborate!!! • For the price of a steak dinner, get invaluable war stories • Which add-ons are best for you? • Tips/Traps for your specific industry • Camtasia Studio • Quick and easy video documentation for end-usersMonday, October 17, 2011
  26. 26. MARK YOUR CALENDARS! COLLABORATE 12 April 22-26, 2012 Mandalay Bay Convention Center Las Vegas, Nevada http://events.ioug.org/p/cm/ld/fid=15Monday, October 17, 2011

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