This document outlines best practices for creating an Enterprise Content Management (ECM) Center of Excellence (CoE). It discusses how the structure of a CoE may differ based on organization size, from a small organization where the CoE reports to IT, to a large one where it reports to a business unit. It provides an overview of the stages involved in establishing a CoE, from conducting assessments to developing a strategy and roadmap. The document also gives tips for operating a CoE such as ensuring buy-in, focus on process improvement, and documenting activities. It concludes by describing the end-to-end CoE services offered by Kanayma LLC.

1. https://kanayma.net
Enterprise Content Management
Center of Excellence
A How-to Guide to Create an CoE for ECM
Joaquin Marques
Founder and CEO
Kanayma LLC

2. Using ECM as an example
CoE Evolution
Agenda
For an ECM CoE
Proposed Organization
What to Do and When to Do it
CoE Strategy
How to Do it
CoE Best Practices
Our CoE Services
About Kanayma LLC

3. CoE Evolution
Using ECM as an example

4. CoE Evolution
Using ECM as an example
In a large organization, the
ECM CoE no longer reports to
IT but to a business
organization such as the
Technical Operations and
Competence group, to ensure
business alignment.
In large organizations, a
VP of IT replaces
Steering Committee in
supervising ECM CoE to
enforce business
alignment
In a mid-sized organization the
Executive Steering Committee ensures
business alignment. Whole ECM CoE
group reports to IT. Clear separation
between core ECM operational and
technical roles under a Director of
Information Management.
This separation of business alignment
and technical execution ensures that
ECM solutions focus on providing
business value
In a small organization the Executive Steering
Committee ensures business alignment. Whole
ECM CoE group reports to IT. ECM Program
Manager and IT Manager share accountability for
managing ECM Operations to ensure the latter
group meets business expectations. Even in a
small organization there is a role dedicated to
change management.

5. CoE Strategy/Timeline
What to Do and When to Do it

6. CoE Strategy
What to Do and When to Do It
• Business Case for CoE
• ECM Maturity Assessment
• CoE Maturity Assessment
• Goal and Task Prioritization
• Planning and Roadmap
• Developing Capabilities Matrix
• Developing Strategy
• Implementing and Deploying Strategy
• Strategy Management
• CoE Governance and Best Practices

7. CoE Timeline
From Business Case to Deployment
Week 1 Week 3 Week 4 Week 5
Business Case
Maturity
Assessments
Goal/Task
Prioritization
Planning
and
Roadmapping
Capability
Matrix
Week 6
Governance
and
Best Practices
6 Weeks

8. CoE Best Practices
How to Do it

9. CoE Best Practices (1)
How to Do It
• Understand what CoE means to your organization
• Ensure there is total buy-in from upper management
• Create a CoE Charter and Mission Statement
• A CoE is not an exclusive club: it is a service provider
• Chose the CoE’s reach carefully – do not try to bite too much a
• Use the best tools available
• Concentrate on showing ROI at every step
• Keep nimble and flexible
• Hold everyone accountable
• Document everything

10. CoE Best Practices (2)
How to Do It
• Define and understand your vision and goals
• Collaborate with IT and business users
• Understand your organization’s strengths, weaknesses and nee
• Build a best practices repository
• Leverage software tools to see lifecycle of process
• Focus on process improvement

11. Proposed Organization
For an ECM CoE

12. Proposed Organization
For an ECM CoE

13. About Kanayma LLC
Our CoE Services

14. Kanayma’s CoE Services
End-to-End CoE Strategy
Business Case
Maturity
Assessments
Goal/Task
Prioritization
Planning
And
Roadmapping
Capability
Matrix
Strategy
Development
Implementation
Deployment
Management
Governance
and
Best Practices

15. Any Questions?
Contact us to schedule a free 30 min conversation
Joaquin Marques
Founder and CEO
Kanayma LLC
joaquin@kanayma.net
(561) 339-7897