Ecm roadmap v2 0


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Ecm roadmap v2 0

  1. 1. ECM RoadmapMaximizing your Enterprise ContentManagement investment
  2. 2. Enterprise Content Management Services• Strategy Services Enterprise Content – Business Planning and Strategy Development Management – Business Analysis and Roadmap – Return on Investment (ROI) Analysis – Project Planning – Project and Architectural Assessment• Analysis and Architecture Services – Business and Technical Requirements Analysis – System Architecture and Design – User Experience – Information Architecture (including Taxonomy) – Business Process Analysis and Design• Implementation Services Help clients manage information and knowledge assets – Project and Program Management throughout the entire lifecycle to create business value – Installation and Configuration • Unify content to one centralized solution with focus on – Integrations with Other Systems control and organization – Extensions, Enhancements, Configuration and • Improve decision making through improved access to Customization to meet Unique Needs relevant information – System and Integration Testing • Collaborative workflows with employees, customers, – Training suppliers, and partners – Knowledge Transfer • Multi-channel publishing: print, web, optical, wireless, and syndication
  3. 3. Managing Content Effectively MeansConsidering its Full Lifecycle1 Authoring and Creation2 Review and Approval3 Publishing and Distribution4 Archiving
  4. 4. Content in the Value Chain… Deviations Deviations Literature Literature Contracts Contracts Collateral Collateral Plans Supply Manufacturing Plans Quality Logistics Messages Marketing MessagesDesignDesign Research & Sales Development Legal InfoTech Proposals Proposals Executive Research Research Service Distribution Requests Requests Documentation Documentation Policy Policy
  5. 5. Content Lifecycles Across the Enterprise Source / Support &Inception Design & Development Engineering Launch Maintenance End-of-Life Product Lifecycle Expiration &Conception Review & Negotiation Approval Execution Renewal Procurement/Contract/LegalInspiration Storyboard Development Proof Campaign Promotion Repackage Product Market Collateral OperatingEnvisioning Planning Developing Stabilizing Deploying Maintaining Replacing IT Development Projects
  6. 6. ECM Platform Components• All the things that makeup the ECM platform Information Knowledge Digital Lifecycle Compliance Management Publishing Management Document Web Content Digital Asset Collaboration Management Management Management Workflow - Business Records Imaging Process Management Management Portal Email Integration Integration System System Security Platform Hardware Integration Integration Integration
  7. 7. ECM – Efficiency in the Value ChainEfficiency Matrix for Content Create Once - Use Many – Almost… Process Enhancement Collaboration Compliance/ Control Optimization Consolidation Asset Execution
  8. 8. ECMRoadmap ECM Roadmap ExitsApproaches Visioning 5-10 days Tactical 3-6 weeks Strategic 2-4 months
  9. 9. Staffing Enterprise Content Strategies Plan • People & Skills Planning, Zoning Utility Plan & Conservation Architecture • Infrastructure & Sizing • Taxonomy / Classification • Detailed Analysis & Prioritization • UsabilityTopographical Analysis Organizational Plan • High level opportunity strategy • Change Management Plan Compliance & Enforcement • Governance & Standards
  10. 10. Roadmap Objectives• Educate and Inform • Benchmark for Future Vision – Assist in stimulating understanding – Industry Trends – Business Value Identification and – Best Practices Definition – Segment Similarities – Prepare for Organization Change – Organizational Objectives – External Factors – Regulation,• Assess Current Situation Compliance, Competition – Existing ECM capabilities – Current system processes • Plan – Business Needs/Requirements – Infrastructure Architecture – ECM Foundation – Support – Project Portfolio
  11. 11. Roadmap Approach – Step 1Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment RoadmapOrganizational Awareness• Establish Foundation • Organizational Structure – Confirm Executive Goals and – Existing Capabilities Support – Important Business Functions – Project Goals – Target interviews, schedules – Teams and Individual Roles and work sessions• Communication of effort – Stakeholders and Participants – Solicit Broad Organizational Input
  12. 12. Roadmap Approach – Step 2Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment RoadmapOrganizational Awareness• Assessment Methods • Assessment Components – Questionnaire – Business Objectives & Opportunities – Interviews – Sponsor, Functional – Business Process Flows Domain Experts, IT Business – Content Assets Partner, IT Technical – Costs – Research – Systems and Capabilities – Functional and IT Skills and Bandwidth – Organizational Learning Styles
  13. 13. Roadmap Approach – Step 3Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment RoadmapOrganizational Awareness• Refinement of Potential & Future Needs • Integrated View – Prioritized Significant Initiatives - – Opportunities for Greatest Business Identification of strategic potential Value projects – Commonality and Standardization – Enterprise Process Analysis – Classification and Taxonomy – Topical Analysis – Collaboration and workflow process• Future State Definition – Document/Assets – Gaps, Direction, Sources, structure, classification – Processes – Synergy, Information Lifecycle, Workflow, Archival – Architecture - Platform, Gap
  14. 14. Roadmap Approach – Step 4Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment RoadmapOrganizational Awareness• ECM Roadmap and Timeline • ECM Component Development cont. – Prioritized based upon criteria – Budget and Staff plans – Project component implementation plan – Project Implementation plans – Project Plan for first phase of – Architecture implementation – Organizational Structure – Outline roadmap for enterprise – Draft architecture and infrastructure deployment requirements• ECM Component Development – Budget estimates – Executive Summary – Cost justification – Benefits of ECM for your company – Governance
  15. 15. ECM Roadmap Components• Content Management Strategy • Content Organization – Business Planning – Library Services/Digital Asset Management – ROI Analysis – User Interface: Desktop/Webtop – Project Planning – Rendition Control• Architecture – Auditing, Tracking, Reporting – Taxonomy – Review, Approval Cycle – Workflow/Process Flow – Security/Confidentiality – Information Architecture • Technology Platform – Collaboration – Installation/Configuration – Content Publishing/Distribution – Integration – Security Model – Customization
  16. 16. Benefits to your Organization• Value – Rapid time to value – Rapid transition into implementation – Identifies future ECM initiatives• Consistency – Plans for Content sharing across the enterprise – Standardization complies with regulatory and company policies – Reduces duplicate efforts by introducing reusable processes and other ECM assets – Aligns ECM investments with company objectives• Resiliency – Facilitates system flexibility to organizational change – avoid brittle ECM processes• Security – Secures and controls intellectual property and other confidential information – Reduces threat of legal and regulatory risk
  17. 17. Critical Success Factors – ECM Overall• Business Involvement is an Absolute Requirement – Identification of Champions – Effective and frequent communication – Support for Organizational relearning• Enterprise view/approach is important – Institutionalize & Evangelize ECM• Departmental/Business Area must be aligned with the Enterprise Plan – ECM must operate as a single cohesive initiative• Disciplined Deployment• Must address volume needs• Ongoing Evaluation
  18. 18. Critical Success Factors – Project by Project• Ease of use • Frameworks and delegation• Effective classification • Cross-pollination• Rapid access • Security and access control• Alignment with key processes and • Judicious use of standards applications • Reliability of information• Effective change management • Creating a culture of sharing
  19. 19. Example Projects• Medical Device Company• Biotech/Small Pharma• Commercial Insurance Provider• Consumer Device Manufacturer• Retail Banking & Financial Services• Retail Sales
  20. 20. •Consolidation •OptimizationROI – Areas of Opportunity •Collaboration •Compliance/Control• Project Portfolio – Streamlined project implementation – better budget planning – Opportunity Driven • Cycle Time Reduction (10-70% faster) • Reduced effort Overhead/Transaction Cost (Reduce Transaction cost by 20-60%) • Compliance – Risk of audit/regulatory finding/fine (Cost Avoidance – Risk Adjudication) • Improved Response/Success Rate Improvement in Revenue (Add 2- 7% process revenue)
  21. 21. •Consolidation •OptimizationROI – Areas of Opportunity •Collaboration •Compliance/Control• Corporate Center of Excellence/Project Office – Development and Deployment Standards • 65% reduction in tiered deployment after the first system • 35% reduction in design effort – Standardized Development – Shared development (25% Project Cost Savings) – Shared Resources – Consolidated Mgmt & Support (40% Overhead Reduction)• Governance – Reinforcing Best Practices – Standardization – (Reduced project overhead 25-60%)
  22. 22. •Consolidation •Optimization ROI – Areas of Opportunity •Collaboration •Compliance/Control• Marketing Collateral • Service Organization – External Services Reduction – Edit – Facilitation of Member Services and Publish in house (reduced effort, document retention) – Reduced Cycle Time • Process Optimization – Dual Publication – Print & Web – Repository, Search, Workflow & – Compliance Collaboration• Product Development – Improvements (10-70% cycle time reduction, Parallel work) – Collaboration – Control and Business Process – Design Change Management Reinforcement• Supply Management – Contract Workflow, Retention (reduced cycle time
  23. 23. Where to Start?• What level is right for your Organization – Vision, Tactical, Strategic• Assess your current state of readiness – Consider Enterprise wide opportunities that can return initial High value/High Impact/Quick ROI – Determine your ability to support the roadmap process financially and organizationally• Preparation – Identify sponsors, stakeholders and participants – Advise/communicate plans for the roadmap – Allocate sufficient time for discovery and education – Determine existing technology plans that may integrate or obstruct• Progress towards Business Alignment – Adjust Roadmap Strategy to address organizational issues including barriers for adoption