Alfresco Lunch & Learn by Zia May 2011

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Zia Consulting discusses ECM, Collaboration, Workflow, and Scanning solutions/products for our customers that have been built Alfresco Enterprise Share 3.4.

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  • ----- Meeting Notes (5/11/11 11:51) -----Introduce Myself, 12 years ECM, CMIS TC Secretary and Editor
  • ----- Meeting Notes (5/11/11 11:51) -----Platinum Partner with Alfresco & EphesoftAlfresco Partner of the Year Award for Best Implementation with City and County of DenverPartner with IBM12 years of ECM experience throughout the organizationProductivity FocusedAgile MethodologyRaving Fan Customers
  • ----- Meeting Notes (5/11/11 11:51) -----Story with Individual Email Accounts drop box style
  • ----- Meeting Notes (5/11/11 11:51) -----Can browse and search for documents after they've been ingested
  • ----- Meeting Notes (5/11/11 11:51) -----Integration with CRM tool
  • ----- Meeting Notes (5/11/11 11:51) -----Integration with CRM tool
  • Alfresco ECM System: Built on Alfresco Enterprise 3.3 and up, the contract workflows are backed by an Enterprise Content Management system. Access control defined by group, user and role.Pre-packaged Processes: Workflows specific to RFP processes, Expenditure Contracts and Revenue Contracts are built into the system.Rules-Driven Task Assignment: Automatic assignment of specific reviewer, approver, administrator and attorney tasks based on configuration files.Metadata: Required and optional metadata is built into each pre-packaged task and easily customized to meet any requirement.SOAP Integration: A built-in interface for exchanging data with financial systems is provided.‘Boot Strap’ Workflow Structure: A Zia built structure that allows users to hand off one workflow to another, such as an RFP workflow to a Contract workflow once a vendor has been selected.Dashboard: A real-time view of all contracts in process, highlighting each workflow and drilling down to the task, showing users assigned, start and completion dates and outcomes.  All users with assigned tasks in the workflow automatically have visibility, and other users can be configured or invited in.  The same dashboard provides management users with the tools to ensure that all contracts are moving efficiently through the process.Electronic Signature: Two-factor authentication controls signature tasks; ensuring facsimile signatures match the user who electronically signed.Business Intelligence: A data extract function allows use of any third-party business intelligence package to create and distribute real-time and historical reports.
  • 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 & 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 "Start Advanced Workflow" 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't go back to PeopleSoft (because they didn't start there).
  • Alfresco ECM System: Built on Alfresco Enterprise 3.3 and up, the contract workflows are backed by an Enterprise Content Management system. Access control defined by group, user and role.Pre-packaged Processes: Workflows specific to RFP processes, Expenditure Contracts and Revenue Contracts are built into the system.Rules-Driven Task Assignment: Automatic assignment of specific reviewer, approver, administrator and attorney tasks based on configuration files.Metadata: Required and optional metadata is built into each pre-packaged task and easily customized to meet any requirement.SOAP Integration: A built-in interface for exchanging data with financial systems is provided.‘Boot Strap’ Workflow Structure: A Zia built structure that allows users to hand off one workflow to another, such as an RFP workflow to a Contract workflow once a vendor has been selected.Dashboard: A real-time view of all contracts in process, highlighting each workflow and drilling down to the task, showing users assigned, start and completion dates and outcomes.  All users with assigned tasks in the workflow automatically have visibility, and other users can be configured or invited in.  The same dashboard provides management users with the tools to ensure that all contracts are moving efficiently through the process.Electronic Signature: Two-factor authentication controls signature tasks; ensuring facsimile signatures match the user who electronically signed.Business Intelligence: A data extract function allows use of any third-party business intelligence package to create and distribute real-time and historical reports.
  • Alfresco Lunch & Learn by Zia May 2011

    1. 1. Lunch & Learn Washington, DC<br />Mike Mahon, President,mike@ziaconsulting.comCell: 720.289.7424<br />Pat Myers, VP,pmyers@ziaconsulting.com<br />Eric Harper, Director,eharper@ziaconsulting.com<br />
    2. 2. Agenda<br /><ul><li>Zia Overview
    3. 3. Solutions
    4. 4. Document Scan & Email Archival for Small Departments
    5. 5. RFP Management in Share Overview
    6. 6. Mobile Enablement with CMIS & Alfresco
    7. 7. Agile Workflow
    8. 8. Use Alfresco like a Share Drive
    9. 9. Large Scale Scanning (Mailroom automation)
    10. 10. Tie it Together
    11. 11. Q & A</li></li></ul><li>Who is Zia?A firm with deep technical expertise & strategic insight, coupled with our Agile software methodology, provides numerous benefits to our customers:<br />Benefits<br /><ul><li> Achieve ROI by delivering improved operational efficiencies
    12. 12. Boost productivity by creating collaborative work environments
    13. 13. Maintain access and control of information through the enterprise
    14. 14. Allow employees to find the information they need, when they need it
    15. 15. Increaseend-user adoption
    16. 16. Agile training by using Zia methodology and Rally tools
    17. 17. Raving fan customers</li></ul>Professional Qualifications<br /><ul><li>Highly-experienced, accredited senior staff consisting of Business Analysts, Enterprise Architects, Software Engineers and Data Architects
    18. 18. Platinum Alfresco Professional Services & OEM Partner
    19. 19. Platinum Ephesoft Partner
    20. 20. Alfresco Partner of The Year Award for Best Project Implementation with Denver
    21. 21. IBM Partner</li></ul>Our Partners<br />
    22. 22. Service Offerings<br />Enterprise Content Management (ECM)<br />An ECM is a cultivation of knowledge -- one of the most valuable assets to any organization. A proper ECM system ensures content has integrity through proper version control, allows producers to easily create content and publish it to a variety of mediums, and it automates processes,streamlining the review, approval and distribution of content across an organization.  Zia's ECM offerings provide all of these benefits, and more, in a manner tailored to the client's business needs. <br />Enterprise 2.0 Solutions<br />The focus of technology should always be on people. Zia enables our customers to gain tremendous competitive advantage by allowing their team to collaborate more effectively, respond more quickly to changes, and make better decisions. Adopters of Enterprise 2.0 solutions will find they have a more productive, engaged and informed team.<br />Enterprise Mobile Applications<br />Mobile workforce enablement is an increasing trend for Zia’s enterprise customers. Zia’s Fresh Docs ECM application is available for iPhone, iPadand Android platforms. The newly released Fresh Xpense application is a simple expense and receipt capture tool for the iPhone that integrates with Xpenser.com.`<br />Zia’s Agile Solution Methodology<br />At its heart, our Agile-based methodology is centered on a close collaborative approach to maximizing value for our customers. Constant client communication is necessary to ensure that each development iteration addresses features with the highest business value, even if those features were unknown at the launch of the project.<br />
    23. 23. Why choose Alfresco?Open Source & Open Standards!<br />Cost<br />Technical<br /><ul><li>Direct Cost Savings
    24. 24. Socket-based Licensing
    25. 25. Built-in Web Service support
    26. 26. Indirect Cost Savings
    27. 27. Productivity
    28. 28. Simplicity
    29. 29. Perfect Fit for our Technical Goals
    30. 30. Features to solve our complex integration needs
    31. 31. Proven ability to Scale
    32. 32. Commodity Hardware
    33. 33. Support for Virtualization</li></ul>Development and Support<br />Users<br /><ul><li>Easy to Use
    34. 34. Integration with existing work ‘metaphors’
    35. 35. Secure
    36. 36. Developer Availability - XML and Spring
    37. 37. Open Source – leverage the work of others
    38. 38. Availability of qualified Professional Services</li></li></ul><li>Fresh Capture:<br />Catch and Release Tool for Scanned Docs, Emails & Records<br />
    39. 39. Archive and Store Email & Attachments<br />
    40. 40. Intelligent Document Capture<br />Work through a capture queue and assign metadata<br />Release into Alfresco and store as a record<br />
    41. 41. Search ResultsSearch locations, sort by relevance, metadata and index information results<br />
    42. 42. Social Content Use Case: <br />RFP Management using Zia’s Simple Workflow Tool<br />
    43. 43. Site DashboardRecent activity, Project Status, Colleagues<br />
    44. 44. Site DashboardMy Tasks<br />
    45. 45. RFP Collaboration<br />
    46. 46. RFP Collaboration<br />
    47. 47. RFP Collaboration<br />
    48. 48. Fresh Docs: Mobile ECM<br />Easily skinned for your organization<br />
    49. 49. Mobile Browse and Search iPad and iPhone<br />
    50. 50. Email PDF<br />
    51. 51. Customized and Branded Experience<br />Customizable and Branded experience to access your ECM on Tablet and Mobile Devices<br />
    52. 52. Agile Workflow Solution:<br />Biz Processes defined in workflow can be difficult to define, implement and adopt <br />
    53. 53. Agile Workflow with Fresh Process:What does it do?<br />Pre-packaged Workflow Processes built into system<br />Securely Integrates with CRM & Business Systems<br />Rules-driven Task Assignment & Easily Customized Metadata<br />Dashboard of real-time view of all contracts, cases and policies<br />Business Intelligence Integration<br />Electronic Signatures<br />
    54. 54. Contract AutomationArchitecturewith Fresh Process<br />Business & CRM Integration<br />Alfresco<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 />
    55. 55. Start Contract Workflow<br />
    56. 56. Review Contract Request Task<br />
    57. 57. Fast forward to Vendor Signature Task<br />
    58. 58. Process Dashboard<br />
    59. 59. Contract Approval Task (with Electronic Signature)<br />
    60. 60. How do I connect to a remote repository like a network drive?<br />
    61. 61. Use a CMIS Client like Adobe Drive to connect<br />Securely Connect to Your Remote Servers<br />
    62. 62. Use Alfresco Like Your Share Drive<br />Servers are shown connected in Finder or as Mapped Drive on Windows<br />Check-in/Check-out<br />Leverage Folder-based rules to extend functionality and map current processes<br />
    63. 63. Large Scale Mailroom Automation with Alfresco and Ephesoft<br />
    64. 64. Ephesoft: Intelligent Document Capture<br /><ul><li> Content Classification and Separation
    65. 65. No Separator Sheets, no Barcode
    66. 66. Classify correspondence or letters
    67. 67. Advanced Extraction
    68. 68. Fixed Form or Free Form extraction
    69. 69. Fuzzy Database-document matching
    70. 70. Runs on Cloud and Data Centers
    71. 71. Web-based User Interface
    72. 72. Supports Cloud infrastructure </li></li></ul><li>Intelligent Document Capture<br />
    73. 73. Ephesoft in action<br />Step 1. Identify and collect samples<br />Step2. The system learns the categories<br />Fax<br />Paper<br />E-mail<br />Step 3. Classify incoming documents<br />Step 4. Extract required metadata<br />Policy #<br />Claim ID<br />SSN<br />Date of Birth<br />Date<br />Account #<br />SSN<br />FEIN<br />SSN<br />DATE<br />Loan Application<br />Tax Returns<br />Claims<br />Credit Card Application<br />Letters or Correspondence<br />
    74. 74. How do I tie it all together?<br />
    75. 75. How Do I Tie it Together?<br />Create a focused, management or labor intensive problem to solve.<br />Perform an assessment<br />Use an Agile Approach<br />Get a Win<br />Sell the win to the executive team<br />Organically Grow The Success<br />
    76. 76. Questions & Answers:<br />Mike Mahon, President & CEO<br />303.443.4004 x203<br />mike@ziaconsulting.com<br />http://www.ziaconsulting.com/<br />

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