Business Process - the Future of ECM


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My presentation from the AIIM Conference 2015 on the challenges with traditional approaches to ECM and a solution provided by tying ECM to business processes.

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    This presentation provides an overview of OpenText, OpenText value proposition to customers, and a high level overview of the products that OpenText provides.

    The presentation is created, edited and owned by OpenText Product Marketing
    ECM provides a common and consistent information governance infrastructure that enables secure, and dependable adherence to laws, rules, and regulations - without compromising user adoption and productivity
  • Of course we have adoption problem!

    What other system in the enterprise is considered optional

    Can we “opt out” of email? If your organizations says it is using Notes, can you choose to use Exchange?
    Do we say no to using our ERP to pay our invoices?

    Systems get “worked around” because they can be worked around - or simply done without
  • For business processes with a higher level of collaboration, where information sharing and managing larger volumes of content is a key requirement OpenText’s versatile platform solution is Extended ECM. It integrates perfectly into SAP, Microsoft, Oracle and other leading applications. It provides Business Workspaces to manage all information required for a process while giving users working in different applications and Uis seamless access to the information the need.

    Extended ECM Platform fuels Business Processes with Information
    We ship Predefined business scenarios with Extended ECM to reduce time to value
    Extended ECM also provides an open interfaces for partners and customers (UI + Backend) to integrate into additional eco systems

    The new Business Center for SAP and Extended ECM are working perfectly together. Business Center can trigger the workspaces or file documents in Extended ECM. Vice versa Extended ECM workspaces can be embedded into Business Center.
  • ECM is the Plumbing for Unstructured Content in Business Process
    Example - Contracts

    Contract needs to be refrenced


    By Customer
    By Type
    By Renewal Data
    By Value

    Lead application
    Exception processing
    Litigation Hold and Investigation

  • Business Process - the Future of ECM

    1. 1. ECM Is Not Doomed for Failure Lubor Ptacek VP, Product Marketing OpenText @LPTACEK
    2. 2. DIGITAL Replace disjointed paper and paper-based process with efficient, connected processes that incorporate compliance and amplify the value of our most critical asset “We are at a unique moment in time. The acceleration of technology change is forcing organizations to reinvent themselves or else risk irrelevancy.” TRANSFORMATION
    3. 3. OpenText Confidential. ©2015 All Rights Reserved. 33 We Built it …and they did not come
    4. 4. OpenText Confidential. ©2015 All Rights Reserved. 44 What went wrong?
    5. 5.  User adoption  Failed Projects  Content deluge  Too many repositories  Lack of ROI  Irrational exuberance  Shiny new toy problem
    6. 6. User Adoption
    7. 7.  Top User Issues  Training required  Deep, un-navigable folder structures  Application of metadata and classifications  Find-ability
    8. 8.  Top Administrator Issues  Adoption  Planning and maintenance of “Enterprise Taxonomy”  Inconsistent application of metadata  Rigid Permissions  Site sprawl
    9. 9. OpenText Confidential. ©2015 All Rights Reserved. 99 Failed projects Misunderstood goals Lack of expertise Wrong solution Insufficient funding Scope creep Lack of executive buy-in
    10. 10. Content Deluge YEAR 1 YEAR 2 Every library is well organized at first. It becomes a mess as it growths.
    11. 11. Too Many Repositories
    12. 12. OpenText Confidential. ©2015 All Rights Reserved. 1212 Lack of measurable
    13. 13. Irrational Exuberance  It will be automated  It will be integrated  It will be scalable  It will be fast  It will be secure  It will be compelling  It will be mobile  It will do everything
    14. 14. Shiny New Toy problem
    15. 15. ????? Coming soon… Cloud Social Software SharePoint WAVE 4th WAVE 3rd WAVE 2nd WAVE 1st Systems of Engagement History of ECM Deaths EFSS“It’s free!”
    16. 16. Compliance Collaboration 21 Traditional Use Cases for ECM
    17. 17. Compliance Challenges  Insurance policy value proposition  Added (dreaded) business cost  Detriment to employee productivity  The software can only do so much (people have to help) 1
    18. 18. Collaboration Challenges  Opaque ROI  Content clutter and digital landfills  Ever-lasting temptation of email  SNT syndrome (Shiny New Toy) 2
    19. 19. So, is there any hope for ECM? Compliance Collaboration ??? 321
    20. 20. Yes, there is a 3rd way  ECM in support of a business process  Benefits:  Business processes are relevant  Business processes have a measurable ROI  Business processes are important  Business processes need ECM really bad 3
    21. 21. Business processes need ECM ECMBusiness Process
    22. 22. But, business processes don’t live in ECM  There is always a master application:  Invoice processing – ERP  Invoice, bill of lading, purchase requisition, certificate of origin, bill of entry, etc.  Sales operations – CRM  Proposal, MOU, contract, purchase schedule, etc.  Employee onboarding – HR application  Resume, certifications, proof of citizenship, background check, drug test results, etc.
    23. 23. What does it mean for ECM?  ECM has to be part of a business process and connect to the master application(s)  That connection must persistently link the structured data records in the application with relevant content assets in the ECM repository
    24. 24. The Most Misunderstood Statistic In ECM 20% 80% Structured and Unstructured data shouldn’t be separated Unstructured Structured We have to build solutions for the 100%
    25. 25. OpenText Confidential. ©2015 All Rights Reserved. 2525 Where meets Business Process
    26. 26. OpenText Confidential. ©2015 All Rights Reserved. 2626 Extending ECM  Template that is specific to business process  Inherits business contextual information from lead application  Customer, Project, Employee, Incident, Investigation, etc.  Users provisioned into roles  Templated folders with pre-applied RM Classifications  Unstructured content transparently inherits  Permissions  Metadata  RM Classifications
    27. 27. OpenText Confidential. ©2015 All Rights Reserved. 2727 Integrating ERP and ECM
    28. 28. OpenText Confidential. ©2015 All Rights Reserved. 2828 Anatomy of an Integration UI Widget UI Lead Application Metadata Roles Folders Classifications Metadata Roles Individual Business Object
    29. 29. Why Integration Now?!  Time for REST  Modern business applications have been quietly standardizing on methods for communicating between applications  API’s using Web Services and REST typically do not break from version to version and do not require “cracking open the code”
    30. 30. ECM is the Backbone for Unstructured Content in Business Process  Single Source of the Truth  Unstructured Content needs to be referenced in many different business processes  It also needs to be found on many different dimensions  Needs to be accessed from different applications
    31. 31. OpenText Confidential. ©2015 All Rights Reserved. 3131 Business Process: Future of ECM  Addresses some of the historic ECM challenges:  Compelling ROI  User adoption  Automatic metadata  Strategic importance  Common platform for multiple business processes
    32. 32.