Best Practices for a Successful ERM System Migration

Best Practices for a Successful
Enterprise Report Management
System Migration
Michelle Christensen, VP, CMOD Practice
Richard Raab, Director, Migration Services
Ken Foster, Director, ERM Services
Louise Hawley, CMOD Practice Lead
January 28, 2015

2© 2014 enChoice, Inc. | enchoice.com
Agenda
• Introduction:
Michelle Christensen
• Ensuring a Successful ERM Migration Approach & Methodology:
Richard Raab
• ERM Migration Best Practices & enChoice Experiences:
Ken Foster
• Developing an Effective Business Case:
Richard Raab
• IBM Content Manager OnDemand Demonstration:
Louise Hawley
• Q&A

Introduction
Michelle Christensen

enChoice: Leading Provider of End-to-End ECM
Software and Services
• Founded in 1993 – 20+ years of success
• First, largest, top-rated IBM Software
ValueNet Support Provider for FileNet;
Datacap; Content Manager OnDemand (CMOD)
• 400+ global customers
• Selected/certified by IBM to provide CMOD education
• 200+ IBM technical and sales certifications
• Certified records manager on staff
• Unique ECM software for improving time-to-solution,
the user experience and backup and recovery
service levels (KwikWork and CYA SmartRecovery)

enChoice CMOD Practice
Implementation and consulting services
• Also for ECM System Monitor, ICN, CMOD Full Text Search, CMOD Enhanced Retention
Management, Datawatch RMS, Crawford Riptide and Transforms
• CMOD upgrades
Migration services
• From/to CMOD, ASG/Mobius, BMC, CA, RMS, COOL, FN Report Manager, Report2000
Remote systems administration
• Standard (insurance policy) or extended (we become your CMOD administrator)
CMOD in the cloud
• PaaS/IaaS leveraging AWS or Softlayer
Other key skills
• Print specialists including AFP, Xerox, Ricoh InfoPrint
• Phone support
• Strategic planning and use case definitions
• Assistance with IBM licensing and renewals

CMOD Education: Latest & Greatest Materials
Instructor-led online classroom
• February 9, 2015
• April 27, 2015
• Five day class and lab focused on CMOD MP
Self-paced online class
• Enrollment opens February 24, 2015; watch for announcement
• Enroll at www.enchoice.com/Services/IBMCMOD/Training
Onsite: Tailored or custom classes
• Two to five days with presentations and hands-on labs

Sample enChoice CMOD Customers

Ensuring a Successful ERM Migration
Approach & Methodology
Richard Raab

• Methodology
• Analysis
• Implementation
• Terms: historical (back-file);
day forward; incremental; parallel
• Analysis
• Start with a system review
• Onsite meetings with technical staff and users
• Review system and processes to support the system
• Discuss options for the new environment
• Creation of system design document
• Timelines for back-file, day forward, parallel production roll-out
Successful Migration Approach & Methodology

• Implementation
• New system installation
• Convert definitions
• Implement back-file report migration process
• Implement day-forward process. Start in parallel with
the existing system
• User testing
• Production roll-out
– Can be by department or application, etc.
Successful Migration Approach and Methodology

Successful Migration Approach and Methodology
• Clean up the existing system
• Don’t force old functions into the new system
• Starting day forward loads early in project reduces
back-file effort
• Determine volumes and REALISTIC timeline
• Usually can’t convert 10 years of data in a few months
• Understand the complexity of this type of project
• Understand each document type and how it is used
• Plan, plan, plan, plan

ERM Migration Best Practices & enChoice
Experiences
Ken Foster

ERM Migration Best Practices
• Know your data
• Data types, indexing, retentions, etc.
• Clean up current environment
• Eliminate reports not needed (reduces extraction time)
• Remove old recipients, report definitions, etc.
• Leverage new features and functions
• Starting day forward reduces extraction time/effort

Migration Best Practices & enChoice Experiences
• Start early, project will take longer than expected
• Even if just contemplating changing ERM system, start extraction
• The old system took years to fully implement
• This is not just replacing one system with another
• Understand and accept time to extract old archives
• 4 hrs/day X 6 days/wk X 52 weeks/yr X 10 yrs / 24 hrs in day =
520 days
• Data center resource restrictions (conversion effect on production)
• Speed/resources to retrieve old data (tapes, HSM, DASD)
• Initially creating a copy of every page of every archive

Migration Best Practices and enChoice Experiences
• Understand current indexing and what will be required in
new system
• Same report might have had different indexing over time
• Understand user requirements (good and bad)
• What document attributes do we need to change (retention, etc.)
• Audit – how do we ensure every archive was converted?

enChoice ERM “START NOW℠” Program
• Starting early is so important, we created a new offering
• Services offering that starts migration right away
• Start with extraction process, no need to wait
– Independent of ingestion
• Not many extraction options (TXT, PDF, JPG, TIF, AFP)
• Can start before new vendor/platform is chosen
• Can have 90% archives ready for ingestion when new system is installed
• Much lower entry cost - avoid sticker shock
• Easy to plan, size and scope (10-20 hrs/wk for 1-3 yrs)

• Prevents being “held hostage” by current vendor at
license renewal
• Spreads conversion cost over longer period of time
• Typically costs less to convert if start earlier
• Much less impact on production environment
• Enables better planning time for implementation of
new system
enChoice ERM “START NOW℠” Program

ERM Best Practices Summary
• Start now!
• Can start extraction with little up front effort
• Enables better implementation and planning; lowers cost
• New system does not have to look like old one
• Conversion is a great opportunity to “fix” mistakes
• Leverage new features and functions
• Does not need to mirror old system
• Plan
• Better it is, the less issues that will slip through
• Look at applications and have user involvement
• Avoid same mistakes

Developing an Effective Business Case
Richard Raab

Developing an Effective Business Case
• Current costs
• Lack of features and requirements
• Meeting the needs of the business?
• New applications (strategic)
• MVS direction
• Confidence in current vendor
• Cost justification (ROI)

IBM Content Manager OnDemand
Demonstration
Louise Hawley

Q&A
• Submit questions using the
question box on your
GoToWebinar control panel
• For more information:
• enchoice.com
• cmodinfo@enchoice.com
@enChoice enChoiceinc enChoice-inc
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