DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
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DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM

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A slide deck discussing how to use Zia's ECM best practices and products in the federal space specific to capture, document metadata and search indexing, records management, collaboration, business process management with workflow from Zia Consulting, using Alfresco Enterprise Edition 3.4 and Kofax or Ephesoft.

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  • 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).
  • We used Alfresco Advanced Workflow (in DM/Explorer), and developed several custom extensions to meet customer requirements:Workflow Web Service: a SOAP service to initiate a workflow and assign the task to a pool of users (more detail on how this is used below)Bootstrap Workflow: a specialized workflow/action class to initiate one workflow from another, and hand off the documents and properties.Electronic Signature: an encrypted PIN assigned to a certain class of users (though it could be applied to any user), and the document processing functions to apply a facsimile signature and City Seal to the signature page.Rules-driven Task Assignment: specialized Action classes to assign review tasks based on contract parameters (such as prevailing wage, small business goals)Workflow Dashboard: a custom dashlet to show in-progress workflows (not just current tasks), also allowing non-workflow participants to monitor workflow tasksOracle Business Intelligence integration for reporting current and completed workflow and contract record status.
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