Applied Excellence<br />Increasing Worker Productivity with ECM & Collaborative PM on the iPad, iPhone & Android Phones<br...
Presentation Goals<br />Use CMIS & Standards for Mobile<br />Strategy to Increase Mobile Productivity<br /><ul><li>CMIS is...
Connects to most ECM systems
Similar to SQL, easy transition
Proven out on IBM, Alfresco, OpenText, etc.
Use REST, SOAP for other Communication
Choose Projects Wisely
Get a win!
Leverage Existing IT Assets and Skills
Use an ESB
Creatively Problem Solve</li></ul>Who Cares?<br />Mobile ECM Apps – Free Tools<br /><ul><li>ECM Wins
Mobile Wins
Integration Wins
CMIS-based tools
Edit Tools
Technology to tie in your App to your ECM</li></ul>© Zia Consulting, 2011<br />
Applied Excellence<br />Does this really matter?<br />
The context of content management today<br />CChallenges<br />PPatterns<br />Solution<br /><ul><li>Content access anywhere
Access and security
Workflows & business process
Content reuse / repurposing
Archival & records management
Federated searching
Content lifecycles & single sourcing
Information is immediate
Collaborative, ad-hoc processes
Work is knowledge intensive
Content is essential for decision making
Outcomes are sustained
Relies on smart people
Mobile social and content-centric apps (CMIS)
Content management
Web content management
Mobile content access
Messaging, file management
Comprehensive document management
Social collaboration
Office collaboration</li></ul>KEY: Content awareness and action measured in hours to minutes <br />KEY: Dynamic, cross-ent...
Global business is becoming more social<br />“Social content …. is the fastest-growing category of new content in the ente...
Benefits of the social transformation<br />People are transforming the way they interact and the way they work, driving re...
More effective marketing
Better access to knowledge
Lower cost of doing business
Higher revenues1</li></ul>“Social media has shifted control of the corporate message away from the organization and toward...
Challenges of social business + enterprise content<br />Social content has introduced new challenges around managing infor...
Intersection of social and content<br />It is about the people, content, the work they do, and how others leverage it<br /...
Enable the right business processes with real-time collaboration capabilities in context
Nurture adaptiveand participatory communities
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AIIM Info 2011 Increasing mobile worker productivity

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This session describes how education, healthcare and government organizations can implement a collaborative mobile ECM and Project management strategy for their workforce. Attend as we cover the benefits of using CMIS, mobile applications and devices, and best practices for a mobile ECM delivery strategy.
• The value of writing content rich mobile CMIS applications that work against multiple ECM repositories.
• How to build a strategy to enable increased mobile worker productivity by created task-oriented ECM and project management related activities delivered on mobile devices.
• Mobile ECM best practices that utilize a variety of free and widely available software packages on the iPhone and iPad.
• Examples of mobile content delivery and how it has saved local governments time and money.

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  • On the left is PeopleSoft, where expenditure contracts begin (in Requisitions, a standard financials functionality). The blue arrows show the expenditure contract process.  Through a custom web service that we wrote within Alfresco, a requisition kicks off a bootstrap workflow within Alfresco.  This bootstrap workflow creates a task that is assigned to a pool of users depending on the business unit (e.g., Public Works, Human Services) the contract will be for (this is defined in the requisition).  The user then has to pick which specific expenditure workflow is used (e.g., a Construction contract workflow vs. a Professional Services expenditure workflow).  The user also has the option, if appropriate, to select an RFx (e.g., RFP, RFQ, etc.) workflow to go through a bidding process, before actually going through the contracting process.  All expenditure contracts finish with an electronic signature process where the Attorney, Mayor, Clerk &amp; Recorder, Finance Manager and Auditor approve the contract, and then a web service in PeopleSoft is called to complete the expenditure flow by creating a Purchase Order.The orange arrows show the process for revenue contracts.  Revenue contracts (and other types like non-financial agreements) are started within Alfresco, using the standard &quot;Start Advanced Workflow&quot; document menu selection.  Users have a choice of 4 workflows, plus the RFP process.  The revenue contracts can go through the electronic signature process OR a paper signature process, but I only showed the path through the paper process for simplicity.  Revenue contracts don&apos;t go back to PeopleSoft (because they didn&apos;t start there).
  • AIIM Info 2011 Increasing mobile worker productivity

    1. 1. Applied Excellence<br />Increasing Worker Productivity with ECM & Collaborative PM on the iPad, iPhone & Android Phones<br />Mike Mahon, CEO & President,mike@ziaconsulting.com <br />Office: 303.443.4004 x203<br /> Cell: 720.289.7424<br />Cengiz Satir, Manager CM Products & Strategy<br /> Cengiz_Satir@us.ibm.com<br />IBM Enterprise Content Management<br />
    2. 2. Presentation Goals<br />Use CMIS & Standards for Mobile<br />Strategy to Increase Mobile Productivity<br /><ul><li>CMIS is an easy to learn standard
    3. 3. Connects to most ECM systems
    4. 4. Similar to SQL, easy transition
    5. 5. Proven out on IBM, Alfresco, OpenText, etc.
    6. 6. Use REST, SOAP for other Communication
    7. 7. Choose Projects Wisely
    8. 8. Get a win!
    9. 9. Leverage Existing IT Assets and Skills
    10. 10. Use an ESB
    11. 11. Creatively Problem Solve</li></ul>Who Cares?<br />Mobile ECM Apps – Free Tools<br /><ul><li>ECM Wins
    12. 12. Mobile Wins
    13. 13. Integration Wins
    14. 14. CMIS-based tools
    15. 15. Edit Tools
    16. 16. Technology to tie in your App to your ECM</li></ul>© Zia Consulting, 2011<br />
    17. 17. Applied Excellence<br />Does this really matter?<br />
    18. 18. The context of content management today<br />CChallenges<br />PPatterns<br />Solution<br /><ul><li>Content access anywhere
    19. 19. Access and security
    20. 20. Workflows & business process
    21. 21. Content reuse / repurposing
    22. 22. Archival & records management
    23. 23. Federated searching
    24. 24. Content lifecycles & single sourcing
    25. 25. Information is immediate
    26. 26. Collaborative, ad-hoc processes
    27. 27. Work is knowledge intensive
    28. 28. Content is essential for decision making
    29. 29. Outcomes are sustained
    30. 30. Relies on smart people
    31. 31. Mobile social and content-centric apps (CMIS)
    32. 32. Content management
    33. 33. Web content management
    34. 34. Mobile content access
    35. 35. Messaging, file management
    36. 36. Comprehensive document management
    37. 37. Social collaboration
    38. 38. Office collaboration</li></ul>KEY: Content awareness and action measured in hours to minutes <br />KEY: Dynamic, cross-enterprise access, management and control<br />KEY: Integrated solutions to enable swift, collaborative outcomes<br />
    39. 39. Global business is becoming more social<br />“Social content …. is the fastest-growing category of new content in the enterprise.”<br />— Gartner<br />Which Web Technologies Are Being Adopted By Your Company<br />64%<br />Source: Information Week - The Growth Imperative, September, 2010<br />Solve problems in the workplace through experience-based advice; stay current and learn what my peers know.<br />55%<br />41.8% CAGR 2008-2013<br />Make better decisions based on insights from like-minded professionals.1<br />Source: IDC, August 2009<br />Sources: 1. Toolbox.com/PJA Social Media Index, August 2010. 2. Wikipedia, December 2010. http://en.wikipedia.org/wiki/List_of_countries_by_population<br />
    40. 40. Benefits of the social transformation<br />People are transforming the way they interact and the way they work, driving real business results:<br />69%<br />Of workers report their companies have<br />gained measurable business benefits,including:<br /><ul><li>More innovative products and services
    41. 41. More effective marketing
    42. 42. Better access to knowledge
    43. 43. Lower cost of doing business
    44. 44. Higher revenues1</li></ul>“Social media has shifted control of the corporate message away from the organization and towards consumers and other stakeholders, and running away and hiding is no longer the safe option.”<br />Burson-Marsteller<br />“The Global Social Media Check-up,” February 2010<br />Source: 1. “How companies are benefiting from Web 2.0”: McKinsey Global Survey Results, September 2009<br />
    45. 45. Challenges of social business + enterprise content<br />Social content has introduced new challenges around managing information<br />Organizations: paralyzed by security and governance concerns<br />Human resources: difficulty increasing worker effectiveness<br />Product development: problems managing and repurposing unstructured content<br />Marketing: challenged with locating subject matter experts<br />
    46. 46. Intersection of social and content<br />It is about the people, content, the work they do, and how others leverage it<br /><ul><li>Improve the strength and speed of connecting people with content
    47. 47. Enable the right business processes with real-time collaboration capabilities in context
    48. 48. Nurture adaptiveand participatory communities
    49. 49. Provide new, efficient and cost-effective ways for people to create high value content</li></li></ul><li>The business value of social content<br /><ul><li>Connectthe right subject matter experts with content producers and consumers
    50. 50. Leverage the right knowledge and skills, quickly responding to market changes with relevant andaccurate information
    51. 51. Mitigate riskby proactively managing and governing information, and intuitively extending social and collaborative content to broader enterprise content services
    52. 52. Leverage and extend existing investments in web, email and related applications, providing high ROI
    53. 53. The results:
    54. 54. Lower costs
    55. 55. Better insights
    56. 56. Improved productivity
    57. 57. Better decision making
    58. 58. Improved customer satisfaction</li></li></ul><li>IBM Social Content Management, a different and Smarter Approach<br />After Social Content<br />Identify what content matters, why, and to whom, then apply the right content solution <br />People Centric<br />ECM, Evolving and Extending<br />All content is equal; focus was on creating an infrastructure to store and manage everything<br />Open and collaborative<br />Community oriented <br />Document Centric<br />Infrastructure and Centralized<br />Content relevance… <br />user tags & ratings<br />Ad-hoc Collaboration<br />Inside & Outside the firewall<br />Metadata oriented<br />Inside the firewall<br />
    59. 59. By 2011, the world will be 10x more instrumented then it was in 2006. Internet connected devices will leap from 500M à 1 Trillion.<br />1,800<br />10x<br />growth in<br />5 years<br />1,600<br />1,400<br />RFID,<br />1,200<br />Digital TV,<br />Exabytes<br />1,000<br />MP3 players,<br />Smart Phones/Devices,<br />800<br />Digital Cameras, VoIP,<br />600<br />Medical imaging, Laptops,<br />smart meters, multi-player games,<br />400<br />Satellite images, GPS, ATMs, Scanners,<br />Sensors, Digital radio, DLP theaters, <br />Telematics<br />,<br />200<br />Peer<br />-<br />to<br />-<br />peer, Email, Instant messaging, Videoconferencing,<br />CAD/CAM, Toys, Industrial machines, Security systems, Appliances<br />0<br />2007<br />2008<br />2009<br />2005<br />2006<br />2011<br />2010<br />Approximately 70% of the digital universe is created by individuals, but enterprises are responsible for 85% of the security, privacy, reliability, and compliance.<br />
    60. 60. The Role of CMIS in Social Content ManagementUsing Content Management Interoperability Services (CMIS) to enable applications<br />Reduce Costs and Risks<br /><ul><li>Reduces the cost and complexity of building ECM based applications -- unlocking content customer’s already have
    61. 61. Decouples Web services and content from the content management repository, enabling customers to manage content independently
    62. 62. Dramatically simplifies application development of common Web services and Web 2.0 interfaces </li></ul>Cut Costs and Improve Employee Productivity<br />Increase Productivity<br /><ul><li>Makes finding and accessing content easier
    63. 63. Unlocks the full value of content
    64. 64. Reduces development time to integration applications with ECM Sources
    65. 65. Grows the ISV and developer community that provide critical customer solutions to complex business problems</li></li></ul><li>Applied Excellence<br />How do I implement a mobile ECM Strategy?<br />
    66. 66. Choose Your Projects Wisely!<br />Contracts Management System: the official system that stores signed contracts & associated attachments<br />Poor UI<br />Meager search capability<br />Manual load of metadata<br />Slow Performance<br />Memory Leaks<br />Nightly Server Reboots<br />1 of 14 disconnected<br />Doc Mgmt systems<br />One security role<br />Poor auditing &<br />RM capability<br />Little Staff Expertise;<br />One consulting company<br />© Zia Consulting, 2011<br />
    67. 67. Get a Win!First Project: Contracting and Financial Records<br /><ul><li>Implemented a New ECM System
    68. 68. Exceeded results of all previous Document Management projects
    69. 69. 12 weeks:
    70. 70. No infrastructure established before project start
    71. 71. Staff learned:
    72. 72. New System
    73. 73. New Methodology
    74. 74. Real-time, automated, SOA interface with PeopleSoft</li></ul>Document Mgmt Functionality <br />Implemented in 4 months<br />Status: <br />© Zia Consulting, 2011<br />
    75. 75. Applied Excellence<br />How Do I Leverage Existing Assets?<br />SOA and ESB!<br />© Zia Consulting, 2011<br />
    76. 76. Typical SOA Architecture<br />Users: Formerly Apps and Portals, Mobile is new Trend<br />Applied Excellence<br />Define Business Process and expose via Service<br />Leverage existing IT infrastructure, web sites, mainframes, data warehouses, etc.<br />Image take from Zuzel.org<br />© Zia Consulting, 2011<br />
    77. 77. The How of an ESB!<br />Applied Excellence<br />Model, edit and design service<br />Register and manage Services <br />Manage, adminster & Debug services<br />Image take from Intro to Oracle ESB<br />© Zia Consulting, 2011<br />
    78. 78. Example of Leveraging Existing Assets:Contracting Automation – ECM Win!<br />Business Problem:<br /><ul><li>Standardize process, improve efficiency, increase transparency
    79. 79. Support automated contract requests, drafting, council handoff, electronic signatures
    80. 80. Allow city agencies to search for and retrieve information about in-process requests and completed contracts</li></ul>Document Management Needs:<br /><ul><li>Multiple Work Flows
    81. 81. Additional Web Service Integrations with PeopleSoft</li></ul>Technical Approach:<br /><ul><li>Alfresco Advanced Workflow
    82. 82. Custom Extensions:
    83. 83. Workflow Dashboard
    84. 84. Oracle Business Intelligence
    85. 85. Workflow Web Service
    86. 86. Bootstrap Workflow
    87. 87. Electronic Signature
    88. 88. Rules-Driven Task Assignment</li></ul>9 Month Project; Launched January 31st<br />Status: <br />© Zia Consulting, 2011<br />
    89. 89. Example of Leveraging Existing Assets:Procure-to-Pay (P2P) – Integration Win!<br />Business Problem:<br /><ul><li>Automate the City’s procurement processes in PeopleSoft
    90. 90. Paper-based, disconnected, minimal controls</li></ul>Document Management Needs:<br /><ul><li>View Requisition, PO, Receipt & Contract/Financial Attachments WITHOUT breaking delivered PeopleSoft Functionality
    91. 91. View Invoices & Contracts</li></ul>Technical Approach:<br /><ul><li>Creation of Multiple Repositories
    92. 92. FTP Connection for Requisition, PO, Receipt & Contract/Financial Attachments
    93. 93. CMIS Interface to View Invoices & Contracts</li></ul>Document Mgmt Functionality <br />Implemented in 4 months<br />Status: <br />© Zia Consulting, 2011<br />
    94. 94. How does it all Fit together?Contracting Automation Architecture<br />PeopleSoft Financials<br />ECM<br />ESB<br />Workflow Initiation Web Service<br />Start Advanced Workflow (Manual)<br />Requisition<br />RFP Workflow<br />Bootstrap Workflow<br />Revenue Contracts<br />4 Workflows<br />Scanned Paper Signatures<br />Electronic Signatures<br />Expenditure Contracts<br />5 Workflows<br />Purchase Order<br />© Zia Consulting, 2011<br />
    95. 95. Applied Excellence<br />Where does mobile come in?<br />Enable managers to approve ERP, Budgets, Contracts while Out.<br />© Zia Consulting, 2011<br />
    96. 96. View All Active Workflows on iPad<br />Applied Excellence<br />Sort Active Workflow<br />Restrict View Access to Workflows<br />© Zia Consulting, 2011<br />
    97. 97. View Budget Workflow on iPad<br />Applied Excellence<br />Workflow Summary and Information<br />Assigned users in budget workflow<br />© Zia Consulting, 2011<br />
    98. 98. Edit Budget Workflow on iPad<br />Applied Excellence<br />Editing Fields on a workflow<br />© Zia Consulting, 2011<br />
    99. 99. Applied Excellence<br />How do I expand mobile to save time and money?<br />Creative Problem Solving and Use Standards<br />© Zia Consulting, 2011<br />
    100. 100. Web Project – Uses SOA, CMIS and REST 311 Online (with Attachments)<br />Business Problem:<br /><ul><li>Provide citizens with a web channel to submit requests for services
    101. 101. Feed directly and work seamlessly with CRM System employed by 311 Call Center</li></ul>Document Management Needs:<br /><ul><li>Support the ability for citizens to submit attachments (forms or supporting documentation)
    102. 102. Provide the ability to pull up attachments within a case in CRM
    103. 103. Provide mechanism for downstream Work Order systems to pull up same attachments</li></ul>311<br />Technical Approach:<br /><ul><li>Creation of CRM Repository – metadata for case # and work order #
    104. 104. CMIS Interface to Insert attachments into CRM, and then view them
    105. 105. Heavy orchestration between CRM and Alfresco</li></ul>Denvergov.org<br />Document Mgmt Functionality Implemented in weeks<br />Status: <br />© Zia Consulting, 2011<br />
    106. 106. Creative Problem Solving! 311 Online iPhone App<br />Business Problem:<br /><ul><li>Provide citizens with a mobile channel to submit requests for services
    107. 107. Work seamlessly with other 311 channels (call center and web)
    108. 108. How do you create a mobile app when you don’t have the bench to maintain it?</li></ul>Document Management Needs:<br /><ul><li>Support ability for citizens to submit attch (pictures or map images)
    109. 109. Provide the ability to pull up attachments within a case in CRM
    110. 110. Provide mechanism for downstream Work Order systems to pull up same attachments</li></ul>Technical Approach:<br /><ul><li>Reuse CRM Repository /CMIS Interface from 311 Online
    111. 111. Use Enterprise Service Bus to orchestrate AND control behavior of App
    112. 112. Write iPhone app as “UI interpreter”, taking commands from ESB</li></ul>iPhone App<br />Document Mgmt Functionality REUSED from previous project<br />Status: <br />© Zia Consulting, 2011<br />
    113. 113. How do I leverage the existing 311 Web Home?<br />Applied Excellence<br />Submit request online<br />Call via 311 in the City or External # outside<br />© Zia Consulting, 2011<br />
    114. 114. Applied Excellence<br />Denver 311 Mobile iPhone Application:<br />Mirror What 311 Online Web App Does<br />
    115. 115. Mobile Case ManagementA real world example<br />Applied Excellence<br />© Zia Consulting, 2011<br />
    116. 116. Mobile Case ManagementWhat does it do?<br />Applied Excellence<br />Creates work ticket in PeopleSoft<br />Stores content in Alfresco<br />Notifies stakeholders of ticket status changes<br />Secure communication via Oracle Enterprise Service Bus (ESB)<br />© Zia Consulting, 2011<br />
    117. 117. Mobile Case ManagementA living example<br />Applied Excellence<br />List of case options<br />(think workflow or tickets)<br />Generated from ERP<br />Each case type has different information required<br />© Zia Consulting, 2011<br />
    118. 118. Mobile Case ManagementNew Case and Status of Existing<br />Applied Excellence<br />"Report a Problem":<br />Allows users to create a new case<br />Area for system generated notifications <br />© Zia Consulting, 2011<br />
    119. 119. Mobile Case ManagementDifferent Case Options<br />Applied Excellence<br />Graffiti or Vandalism has 2 case types you can submit<br />Animal & Pets has 8 case types <br />© Zia Consulting, 2011<br />
    120. 120. Mobile Case ManagementEnter Metadata and images<br />Applied Excellence<br />Enter required information for the selected case type<br />© Zia Consulting, 2011<br />
    121. 121. Mobile Case ManagementA living example<br />Applied Excellence<br />Add geo-location information<br />© Zia Consulting, 2011<br />
    122. 122. Mobile Case ManagementHow did it do it?<br />Applied Excellence<br />Leverage Web Services to Communicate with Mobile Device<br />Secure communication via Oracle Enterprise Service Bus (ESB)<br />CMIS is Communication Protocol between all existing systems<br />© Zia Consulting, 2011<br />
    123. 123. Applied Excellence<br />What about CMIS?<br />© Zia Consulting, 2011<br />
    124. 124. Fresh Docs Connects to Any CMIS 1.0 ECM<br />Applied Excellence<br />Can connect to any CMIS 1.0 compliant System<br />Alfresco Enterprise 3.3.x and IBM Filenet P8 Shown<br />Tested against OpenText, Nuxeo, Day, & SharePoint as well<br />© Zia Consulting, 2011<br />
    125. 125. Search Repository<br />Applied Excellence<br />Search “content” returns results<br />© Zia Consulting, 2011<br />
    126. 126. Edit Metadata<br />Applied Excellence<br />Changes will be stored directly in CMS Systems<br />Access permissions are controlled from repository<br />© Zia Consulting, 2011<br />
    127. 127. Applied Excellence<br />How do I use the apps on the iPad or other tables?<br />© Zia Consulting, 2011<br />
    128. 128. How do you edit using native apps on the iPad and save to the CMS?<br />Applied Excellence<br />© Zia Consulting, 2011<br />
    129. 129. iAnnotate – iPad PDF Annotation<br />Applied Excellence<br />Comments on a PDF<br />Highlighted Text<br />© Zia Consulting, 2011<br />
    130. 130. DocsToGo– iPad Office Doc Editing<br />Applied Excellence<br />Edit and Save Documents<br />© Zia Consulting, 2011<br />
    131. 131. KeyNote: iPad Presentation Software<br />Applied Excellence<br />Build and Present<br />Distribute<br />© Zia Consulting, 2011<br />
    132. 132. Applied Excellence<br />Questions & Answers<br />Mike Mahon, CEO & President,mike@ziaconsulting.com<br />Office: 303.443.4004 x203<br /> Cell: 720.289.7424<br />CengizSatir, Manager CM Products & Strategy<br />Cengiz_Satir@us.ibm.com<br />Cell: 603.479.1190<br />IBM Enterprise Content Management<br />

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