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Integrating and positioning
IBM Connections
Managing your information across a diverse
information management landscape
Independent Business Consultant specializing in Social Business,
Collaboration & Document Management
• @FemkeGoedhart
• ht...
Why this session?
Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Ch...
Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Ch...
Data
ERP
Database
Documents
File shares
Document libraries
Mail…
Connections
Collaboration &
Social Enterprise
systems
Age...
We have a lot of files…..
Our data management is driving by…
• Processes
• Security restrictions
• Collaboration aims
• Context dependencies
• ....
...
Unfortunately the reality often is….
• Processes
• Security restrictions
• Collaboration aims
• Context dependencies
• ......
It used to be so simple….
Enterprise Content
Management
File shares &
mail
Then it got more diffuse….
Enterprise Content
Management
(Point solutions!)
Application
central
File shares &
mail
Then we started adding
collaboration…
Collaboration
Central
Enterprise Content
Management
File shares &
mail
Team
collabor...
And THEN we got social
Collaboration
Central
Enterprise Content
Management
Enterprise Social
Networking
Team
collaboration...
Codification Personalization
Serves information that is:
Customized
Innovative
Tacit
Dynamic
Unstructured
Serves informati...
Codification Personalization
Security
Indexing
Data capture
Social collaboration
Validation
Workflow
Meta data
Sharing
sea...
We wanted everything to fit…
Codification Personalization
Manuals
Letters
Project plans
Innovation plans
Correspondence
Co...
But the reality…
Codification Personalization
Mail & Network Share
swamp…
The evolution…
Codification Personalization
is a set of strategies, methods
and tools to manage content
is a set of strategies, methods
and tools to manage Knowledge
The evolution…
Versioning
Process
Management
Check-in/Check-out
Audit & Review
Collaboration
Recommendations
liking
Coauth...
From islands to eco system….
Codification Personalization
The eco system…
Codification Personalization
Business applications
Mail, shared drives,
dropbox, box.com
Enterprise Conten...
Codification Personalization
Big scary world or land of opportunity?
Mobile ?
External users?
Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Ch...
IBM Connections & files…
• Personal Files
• Community files
• CCM libraries (Only in Onprem)
• Wiki
• Forums
• Activities
...
What’s the difference? (short answer)
• Personal files: Sharing with multiple
communities & people
• Community files: Team...
IBM Connections…
Codification Personalization
Personal
Files
Community Files
CCM
Libraries
+
IBM Connections…
Codification Personalization
Personal
Files
Community Files
Third party integration:
- Sharepoint
- Box.c...
Document management in IBM
Connections:
• Ownership & Sharing
• Check-in/check-out
• Versioning
• Indexing / Searching / F...
Version management
Social recommendations
Tagging
Discussion
Pinning
Co-authoring
Sharing & access
management
Folder manag...
Document management in IBM
Connections:
• Ownership & Sharing
• Check-in/check-out
• Versioning
• Indexing / Searching / F...
CCM / Community file
Personal file
Ownership & Sharing
Indexing / Searching / Findability
What are you looking for?
• Content
• Author
• Keyword / tag
• Context
• Peer recommend...
Where? Files indexed?
Files Yes
Community files Yes
Activities No
CCM Yes
Wikis Yes
Forums / Blogs No
Searching for files ...
Nested folder support
• Already available in CCM libraries
• Coming in Personal & Community files
Are nested folders important
And what about….
?
Tags?
See this url for an infographic that can help you have the discussion about Folders
vs Tags: http...
Other things to keep in mind…
• Sharing considerations
• Top level
• Granulated
• Location versus relation
• Location: Eac...
Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Ch...
Systems where we store our
documents…
• Intranet
• Document libraries
• Quickr
• Document Management systems (Filenet,
Doc...
Do you move or not?
• Maintenance & support
• Consolidation of data
• Less confusion/More clarity for the user
• Improved ...
Impact
Alternatives
Need
Cost
The numbers tell the tale!
(Analyze before you decide)
This functionality is crucial,
we must have it!
The last time it wa...
Example: Need/Impact/Cost
Element Need Impact Cost
Quickr –
Uploaded files
High - EOL of product, no
vendor support, Serve...
Example: Alternatives
Source functionality Target functionality Lost functionality &
alternative
Gained functionality
File...
Example: decisions
Based on Need/Impact/Cost/Alternatives and
analysis:
• Quickr Uploaded files: Provide instructions for
...
Talk to the users
1. Explain the Why
2. Offer options (let them decide!)
3. Offer information they can go and explore
4. P...
Example:
Nov.
2014
First
Communication
Jan-April
2015
Call & offer 3 options:
• Migrate with our help
• Migrate yourself
•...
Example:
Nov.
2014
First
Communication
Jan-April
2015
May-Aug
2015
Start: 2500
Quickr places
240 Quickr places
left to mig...
Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Ch...
Know your document eco system
Codification Personalization
Business applications:
….
Mail, shared drives,
dropbox, box.com...
Strategy
• Why: Company vision, Knowledge management,
process management, collaboration
• What: Functionality comparisons,...
…And please don’t forget the user
• Don’t expect a user to ‘get it’
• Training
• Scenario’s
• Real life examples
• Functio...
Questions?
@FemkeGoedhart
https://nl.linkedin.com/in/femkegoedhart
http://femkegoedhart.com
Integrating and positioning IBM Connections in an existing information management landscape
Integrating and positioning IBM Connections in an existing information management landscape
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Integrating and positioning IBM Connections in an existing information management landscape

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There are a lot of benefits to your organization using IBM Connections, but equally important is knowing how to integrate your social software platform into your existing information management ecosystem and empowering your employees for successful adoption. Join Femke Goedhart for a real-world look at managing the entire integration cycle from evaluating your current environment to creating a migration strategy and handling adoption challenges. Get an understanding of why information management in a Social Enterprise is so critical and how IBM Connections fits into that framework.

Join this webinar for an in-depth look to learn how to:

- Accurately review and categorize your current information management ecosystem
- Understand IBM Connections in relation to your company’s current use of Legacy systems
- Recognize common technical migration challenges
- Identify what functionality your users may require to use IBM Connections
- Create an implementation/migration strategy that will assist user adoption

Integrating and positioning IBM Connections in an existing information management landscape

  1. 1. Integrating and positioning IBM Connections Managing your information across a diverse information management landscape
  2. 2. Independent Business Consultant specializing in Social Business, Collaboration & Document Management • @FemkeGoedhart • https://nl.linkedin.com/in/femkegoedhart • http://femkegoedhart.com Femke Goedhart
  3. 3. Why this session?
  4. 4. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations
  5. 5. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations
  6. 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. 7. We have a lot of files…..
  8. 8. Our data management is driving by… • Processes • Security restrictions • Collaboration aims • Context dependencies • .... Platforms & applications
  9. 9. Unfortunately the reality often is…. • Processes • Security restrictions • Collaboration aims • Context dependencies • .... Platforms & applications
  10. 10. It used to be so simple…. Enterprise Content Management File shares & mail
  11. 11. Then it got more diffuse…. Enterprise Content Management (Point solutions!) Application central File shares & mail
  12. 12. Then we started adding collaboration… Collaboration Central Enterprise Content Management File shares & mail Team collaboration (Point solutions!) Application central
  13. 13. And THEN we got social Collaboration Central Enterprise Content Management Enterprise Social Networking Team collaboration (Point solutions!) Application central File shares & mail
  14. 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. 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. 16. We wanted everything to fit… Codification Personalization Manuals Letters Project plans Innovation plans Correspondence Contracts Ideas … ESNECM
  17. 17. But the reality… Codification Personalization Mail & Network Share swamp…
  18. 18. The evolution… Codification Personalization
  19. 19. is a set of strategies, methods and tools to manage content is a set of strategies, methods and tools to manage Knowledge
  20. 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. 21. From islands to eco system…. Codification Personalization
  22. 22. The eco system… Codification Personalization Business applications Mail, shared drives, dropbox, box.com Enterprise Content management systems Enterprise Social Networks
  23. 23. Codification Personalization Big scary world or land of opportunity? Mobile ? External users?
  24. 24. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations
  25. 25. IBM Connections & files… • Personal Files • Community files • CCM libraries (Only in Onprem) • Wiki • Forums • Activities • Blog’s • ….
  26. 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. 27. IBM Connections… Codification Personalization Personal Files Community Files CCM Libraries +
  28. 28. IBM Connections… Codification Personalization Personal Files Community Files Third party integration: - Sharepoint - Box.com - Google Drive - … FileNet Linked Libraries CCM Libraries +
  29. 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. 30. Version management Social recommendations Tagging Discussion Pinning Co-authoring Sharing & access management Folder management
  31. 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. 32. CCM / Community file Personal file Ownership & Sharing
  33. 33. Indexing / Searching / Findability What are you looking for? • Content • Author • Keyword / tag • Context • Peer recommendations • Peer classification • ….
  34. 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. 35. Nested folder support • Already available in CCM libraries • Coming in Personal & Community files
  36. 36. Are nested folders important
  37. 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. 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?
  39. 39. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations
  40. 40. Systems where we store our documents… • Intranet • Document libraries • Quickr • Document Management systems (Filenet, Documentum, etc) • Shared drives • Sharepoint • ….
  41. 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. 42. Impact Alternatives Need Cost
  43. 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. 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. 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. 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. 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. 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. 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 -
  50. 50. Agenda 1. The Information management landscape 2. IBM Connections & document management 3. Migration & consolidation 4. Choices & considerations
  51. 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. 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. 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. 54. Questions? @FemkeGoedhart https://nl.linkedin.com/in/femkegoedhart http://femkegoedhart.com

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