Integrating and positioning IBM Connections in an existing information management landscape

1. Integrating and positioning IBM Connections Managing your information across a diverse information management landscape

2. Independent Business Consultant specializing in Social Business, Collaboration & Document Management • @FemkeGoedhart • https://nl.linkedin.com/in/femkegoedhart • http://femkegoedhart.com Femke Goedhart

3. Why this session?

4. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations

6. Data ERP Database Documents File shares Document libraries Mail… Connections Collaboration & Social Enterprise systems Age of Collaboration Age of ContextAge of Data 1975-2001 2001-20151960-1975

7. We have a lot of files…..

8. Our data management is driving by… • Processes • Security restrictions • Collaboration aims • Context dependencies • .... Platforms & applications

9. Unfortunately the reality often is…. • Processes • Security restrictions • Collaboration aims • Context dependencies • .... Platforms & applications

10. It used to be so simple…. Enterprise Content Management File shares & mail

11. Then it got more diffuse…. Enterprise Content Management (Point solutions!) Application central File shares & mail

12. Then we started adding collaboration… Collaboration Central Enterprise Content Management File shares & mail Team collaboration (Point solutions!) Application central

13. And THEN we got social Collaboration Central Enterprise Content Management Enterprise Social Networking Team collaboration (Point solutions!) Application central File shares & mail

14. Codification Personalization Serves information that is: Customized Innovative Tacit Dynamic Unstructured Serves information that is: Standardized Mature Explicit Static Structured Harvard Business Review Enterprise Content Management Enterprise Social Networking Team collaboration Point solutions File shares & mail

15. Codification Personalization Security Indexing Data capture Social collaboration Validation Workflow Meta data Sharing searching Review & publishing Lifecycle management & versioning Record management Pinning Commenting & discussion Tagging Liking & Recommendations Co-authoring Folders Enterprise Content Management Enterprise Social Networking Team collaboration Point solutions File shares & mail

16. We wanted everything to fit… Codification Personalization Manuals Letters Project plans Innovation plans Correspondence Contracts Ideas … ESNECM

17. But the reality… Codification Personalization Mail & Network Share swamp…

18. The evolution… Codification Personalization

19. is a set of strategies, methods and tools to manage content is a set of strategies, methods and tools to manage Knowledge

20. The evolution… Versioning Process Management Check-in/Check-out Audit & Review Collaboration Recommendations liking Coauthoring Discussion & Commenting Tagging Codification Personalization Folders Meta data Workflow

21. From islands to eco system…. Codification Personalization

22. The eco system… Codification Personalization Business applications Mail, shared drives, dropbox, box.com Enterprise Content management systems Enterprise Social Networks

23. Codification Personalization Big scary world or land of opportunity? Mobile ? External users?

25. IBM Connections & files… • Personal Files • Community files • CCM libraries (Only in Onprem) • Wiki • Forums • Activities • Blog’s • ….

26. What’s the difference? (short answer) • Personal files: Sharing with multiple communities & people • Community files: Team ownership • CCM libraries: Meta data, Draft review, nested folders* • Wiki’s, Forums, Blogs: No individual document management on attachments *Coming to Personal & Community files in the next release

27. IBM Connections… Codification Personalization Personal Files Community Files CCM Libraries +

28. IBM Connections… Codification Personalization Personal Files Community Files Third party integration: - Sharepoint - Box.com - Google Drive - … FileNet Linked Libraries CCM Libraries +

29. Document management in IBM Connections: • Ownership & Sharing • Check-in/check-out • Versioning • Indexing / Searching / Findability • Editing / Co-authoring • Mobile access • Offline Sync • Folders

30. Version management Social recommendations Tagging Discussion Pinning Co-authoring Sharing & access management Folder management

31. Document management in IBM Connections: • Ownership & Sharing • Check-in/check-out • Versioning • Indexing / Searching / Findability • Editing / Co-authoring • Mobile access • Offline Sync • Folders

32. CCM / Community file Personal file Ownership & Sharing

33. Indexing / Searching / Findability What are you looking for? • Content • Author • Keyword / tag • Context • Peer recommendations • Peer classification • ….

34. Where? Files indexed? Files Yes Community files Yes Activities No CCM Yes Wikis Yes Forums / Blogs No Searching for files in Connections? Source: http://www-01.ibm.com/support/knowledgecenter/SSYGQH_5.0.0/admin/admin/t_admin_search_config_search_attachments.dita?lang=en

35. Nested folder support • Already available in CCM libraries • Coming in Personal & Community files

36. Are nested folders important

37. And what about…. ? Tags? See this url for an infographic that can help you have the discussion about Folders vs Tags: http://femkegoedhart.com/2014/12/23/folders-versus-tags-infographic

38. Other things to keep in mind… • Sharing considerations • Top level • Granulated • Location versus relation • Location: Each file can only be in one folder • Relation: Each file can be in multiple folders • Security & ownership • Who owns & controls the folder? • What happens when I put a restricted file in a public folder?

40. Systems where we store our documents… • Intranet • Document libraries • Quickr • Document Management systems (Filenet, Documentum, etc) • Shared drives • Sharepoint • ….

41. Do you move or not? • Maintenance & support • Consolidation of data • Less confusion/More clarity for the user • Improved functionalities • Archiving & backup strategies • Less costs for adoption & training • ….

42. Impact Alternatives Need Cost

43. The numbers tell the tale! (Analyze before you decide) This functionality is crucial, we must have it! The last time it was used or accessed was two years ago… Oh…. I guess we can do without

44. Example: Need/Impact/Cost Element Need Impact Cost Quickr – Uploaded files High - EOL of product, no vendor support, Servers being phased out Low - Only used by a few users, mostly for managing files. Low - Users can be instructed to migrate their own files or standard migration software can be used Quickr – blogs High - EOL of product, no vendor support, Servers being phased out High - Extensively used. Important to keep and maintain comments as well High - Requires specialized migration tooling Quickr – Rich text content High - EOL of product, no vendor support, Servers being phased out Medium - regularly used. Users want to keep option to edit attachments High - Migration into wiki/forum requires specialized migration tooling Quickr - calendar High - EOL of product, no vendor support, Servers being phased out Low - Not used often, declared to be ‘not a priority’ by management High – no good migration path Quickr – tasks High - EOL of product, no vendor support, Servers being phased out …. …. Quickr - … … … …

45. Example: Alternatives Source functionality Target functionality Lost functionality & alternative Gained functionality Files uploaded into a Quickr place IBM Connections community library (CCM) - Option to restrict security to ‘no access’ (all community members automatically become readers) -> Store in restricted sub community - Liking & recommendations - Automatic versioning - Tagging - Mobile access - Additional community options Files uploaded into a Quickr place IBM Connections community files - Option to have sub folders -> No solution yet. Wait for next release - …. - … Files uploaded into a Quickr place IBM Connections personal files - …. - …. …. …. - … - …

46. Example: decisions Based on Need/Impact/Cost/Alternatives and analysis: • Quickr Uploaded files: Provide instructions for manual migration to Libraries • Quickr Rich Text content: Buy migration tooling to migrate to Wiki • Quickr calendar: Do not migrate • Quickr……

47. Talk to the users 1. Explain the Why 2. Offer options (let them decide!) 3. Offer information they can go and explore 4. Provide a timeline & action path 5. Give them time

48. Example: Nov. 2014 First Communication Jan-April 2015 Call & offer 3 options: • Migrate with our help • Migrate yourself • Remove (if no longer needed) May-Aug 2015 Analysis of needs & build of migration tooling Start: 2500 Quickr places 240 Quickr places left to migrate (90% migrated themselves or had it removed!) Start migration Oct 2015 End migration Jan 2016

49. Example: Nov. 2014 First Communication Jan-April 2015 May-Aug 2015 Start: 2500 Quickr places 240 Quickr places left to migrate (90% migrated themselves or had it removed!) Oct 2015 End migration Jan 2016 - Continuous support & information distribution -

51. Know your document eco system Codification Personalization Business applications: …. Mail, shared drives, dropbox, box.com Enterprise Content management systems: Filenet, Alfresco Enterprise Social Networks: IBM Connections

52. Strategy • Why: Company vision, Knowledge management, process management, collaboration • What: Functionality comparisons, data classification, migrations, Integration, Mobile • When: Timeline, product road maps, training & adoption schedules • How: Consolidation, integration, migration or sunsetting

53. …And please don’t forget the user • Don’t expect a user to ‘get it’ • Training • Scenario’s • Real life examples • Functionality comparisons • ADOPTION ?

54. Questions? @FemkeGoedhart https://nl.linkedin.com/in/femkegoedhart http://femkegoedhart.com

Integrating and positioning IBM Connections in an existing information management landscape

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