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Forrester TEI Study
Paul Hampton
Director of Product Marketing
Maidenhead, UK Global Headquarters
   Atlanta, US Headquarters




Alfresco is now the largest open source
content management company in the world.

Founded in 2005, with offices in London & Atlanta
Over 3.5 million community downloads
250+ global channel partners
2,500 customers in 55 countries, including…
The        Document Management
Alfresco   
           
Platform   Records Management
           
           
           Web Content Services
           
           
           Enterprise Collaboration
           
           
           Open Source Platform
Government
              Finance
                   Media & Entertainment




             Software
                    Retail




Travel & Logistics
      Manufacturing
                   Education
The Total Economic Impact™ of Alfresco
Enterprise Content Management Solution


Stephen Powers – Principal Analyst & Research Director
Sebastian Selhorst –TEI Consultant
1st of February 2012




5   © 2011 Forrester Research, Inc. Reproduction Prohibited Research, Inc. Reproduction Prohibited
                                            © 2009 Forrester
Agenda

§  ECM Market Overview
§  What Is Total Economic Impact (TEI)?

§  Study overview

§  Key findings from the case study
    –  Costs
    –  Benefits
    –  Risk adjustments

§  Conclusions and ROI




6   © 2011 Forrester Research, Inc. Reproduction Prohibited
What is ECM?
    Software used by an enterprise to manage, retain,
    and put to use unstructured information such as
    office documents, document images, Web content,
    rich media, corporate records, and computer output




7   © 2011 Forrester Research, Inc. Reproduction Prohibited
Organizations without ECM




8   © 2011 Forrester Research, Inc. Reproduction Prohibited
Organizations recognize the importance of ECM, and
continue to invest
               “Over the next 12 months, how will your deployments or usage of
                ECM change? Will the number of deployments or usage . . . ?”


                                                                                          Remain the
                                                                                            same
                                                                                            20%

                                                                                                Be scaled
                                                                                                  back
                                                                                                   4%
                                                                                                Don't know
                                                                                                   5%


                           Increase
                             71%


                                                          Base: 252 ECM decision-makers
    Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey
9   © 2011 Forrester Research, Inc. Reproduction Prohibited
ECM can help organize your content throughout it’s
lifecycle

                             Create                                                 Publish




                                                               Workflow
                                                                                Content
                        Collaboration                                         Repository
                                                               Promote
                          Review/                                              (Records
                          Approve                                            Management)


                                                               Version                        Archive
 Approve
                                                               Workflow




                               Revise                                     Destroy




10   © 2011 Forrester Research, Inc. Reproduction Prohibited
Drivers for ECM selection


                                                     §  Compliance needs
                                                     §  Archiving

                                                     §  Better content search

                                                     §  Policy instrumentation and management across
                                                         multiple repositories

                                                     §  eDiscovery support, proactive support models

                                                     §  Moving employees off of file systems and sharing
                                                         documents through email

                                                     §  Collaboration and Social




11   © 2011 Forrester Research, Inc. Reproduction Prohibited
Content comes in three “flavors”




     Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs”
12   © 2011 Forrester Research, Inc. Reproduction Prohibited
ECM technologies support each part of the content
 spectrum




     Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs”
13   © 2011 Forrester Research, Inc. Reproduction Prohibited
ECM suites are still an ideal; multiple systems
 support different content types
                              “How many enterprise content management solutions
                                     are currently utilized by your firm?”
                                                                                           Two
                                                                                           21%


     Three or more
         42%




                                                                                            One
                                                                                            31%
                                                    Zero
                                                     6%
                                                           Base: 252 ECM decision-makers
     Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey
14   © 2011 Forrester Research, Inc. Reproduction Prohibited
Content-centric technologies within the ECM
 functionality sets




     Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs”
15   © 2011 Forrester Research, Inc. Reproduction Prohibited
Content-centric technologies within the ECM
 functionality sets (cont.)




     Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs”
16   © 2011 Forrester Research, Inc. Reproduction Prohibited
What’s changing the ECM market?


 §  Proliferation of “SharePoint for the masses” that merges a powerful
     collaboration platform with ECM.

 §  Application-specific strategies

 §  Content-focused solutions offer an alternative to the once highly-touted
     ECM suite ideal

 §  Cloud deployments

 §  Industry-specific solutions




17   © 2011 Forrester Research, Inc. Reproduction Prohibited
Snapshot of the ECM market
      Traditional ECM suite vendors
      •  End-to-end ECM offerings that manage all four content types on a single
         platform.

      Open source solutions
      •  Open source solutions that tend to focus on a subset of content types.

      Content-focused vendors
      •  Focus on specific content technologies instead of trying to be one-size-fits-all
         solutions.

      Cloud vendors
      •  Cloud-based solutions that tend to reduce initial startup costs and streamline
         implementations

      Industry-specific players
      •  Vendors who focus on ECM for specific verticals (e.g. healthcare, legal, and
         higher education).

      European vendors
      •  Some vendors focus on regional markets.

18   © 2011 Forrester Research, Inc. Reproduction Prohibited
But implementing ECM isn't as it may seem
                                “What are the biggest challenges facing ECM in your
                                    organization today? Select all that apply.”




                                                               Base: 252 ECM decision-makers

     Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey
19   © 2011 Forrester Research, Inc. Reproduction Prohibited
Where to start? Define ECM strategy


             Do you have an ECM strategy that balances IT, risk, and business needs?




               Have you categorized which types of content you will be supporting?




               Have you considered all the ECM components that you may or may not
               need?



               Have you considered how online content fits into the overall customer
               experience management ecosystem?



20   © 2011 Forrester Research, Inc. Reproduction Prohibited
Use best practices to guide ECM implementations


 §  Engage stakeholders throughout the project lifecycle
 §  Have strong governance policies and establish a governance board

 §  Take a multichannel and customer view

 §  Empower business users

 §  Agility will be the new mantra

 §  Build high octane taxonomies

 §  Assess metadata concerns at every phase




21   © 2011 Forrester Research, Inc. Reproduction Prohibited
Agenda

§  ECM Market Overview
§  What Is Total Economic Impact (TEI)?

§  Study overview

§  Key findings from the case study
     –  Costs
     –  Benefits
     –  Risk adjustments

§  Conclusions and ROI




22   © 2011 Forrester Research, Inc. Reproduction Prohibited
What is Total Economic Impact?
§  Forrester’s TEI is the “Language of Value”
§  TEI ≠ TCO
     –  TEI provides a complete economic picture of tech purchase decisions
§  Captures and quantifies the voice of the customer relative to technology
    investments
     –  Based on existing customer experience with the product/service
§  Third-party, objective case study
§  The four fundamental elements of TEI:




23   © 2011 Forrester Research, Inc. Reproduction Prohibited
Agenda

§  ECM Market Overview
§  What Is Total Economic Impact (TEI)?

§  Study overview

§  Key findings from the case study
     –  Costs
     –  Benefits
     –  Risk adjustments

§  Conclusions and ROI




24   © 2011 Forrester Research, Inc. Reproduction Prohibited
Study Overview - The TEI Process


                             Conduct                                         Construct financial
Perform due                                               Design composite                         Write case
                             customer                                         model using TEI
 diligence                                                  organization                             study
                            interviews                                          framework



§  Customers for the interviews were provided by Alfresco:
     –  A large financial service organization

     –  A large provider of quality information serving with more than 15,000 employees

     –  A large US health insurer with more than 8,000 employees

     –  A global pharmaceutical and chemical company with around 40,000 employees

§  All of the interviewed organizations have used Alfresco in production
    for more than ten months


25   © 2011 Forrester Research, Inc. Reproduction Prohibited
Study Overview – Interview Highlights


 §  All of the interviewed organizations already had experience with ECM
     solutions from other vendors

 §  Alfresco platform was deployed as part of a new initiative within the company

 §  The common business objectives for deploying Alfresco were to:
     –  Achieve a well-integrated and flexible document management environment

     –  Give access to document management capabilities to a large number of users

     –  Contain the software licenses and maintenance costs

 §  Overall integration took between 2 to 6 months

 §  Number of end users: between 300 and 35,000

 §  Number of documents managed by Alfresco: between 100,000 and 3.5 million

26   © 2011 Forrester Research, Inc. Reproduction Prohibited
Study Overview – Interview Highlights (continued)
 §  Alfresco's commercial open source model well accepted
       –  Cost-effective and managed solution
       –  High degree of innovation
       –  Increased developer productivity and control over the ECM
          environment

 §  Three out of four interviewees were participating in Alfresco’s open
     source community.
 §  Common integration challenge: efforts for rollouts were often
     underestimated. A way to mitigate these implementation risks was
     to hire or contract with highly experienced consultants and Java
     developers.




27   © 2011 Forrester Research, Inc. Reproduction Prohibited
Study Overview – The Composite Organization

 §  The composite organization that has been created for this study
     has following characteristics:
       –  A large financial services company based in the US

       –  About 10,000 employees in 15 countries

       –  Huge volume of unstructured content stored in different point content
             management solutions and on local shared drives

       –  Objective: create a new knowledge-sharing and collaboration platform
             accessible by all employees




28   © 2011 Forrester Research, Inc. Reproduction Prohibited
Agenda

§  ECM Market Overview
§  What Is Total Economic Impact (TEI)?

§  Study overview

§  Key findings from the case study
     –  Costs
     –  Benefits
     –  Risk adjustments

§  Conclusions and ROI




29   © 2011 Forrester Research, Inc. Reproduction Prohibited
Costs: Total costs (non-risk-adjusted)



               26%                                     29%          §    Alfresco subscription

                                                                    §    Integration costs

          9%                                                        §    Hardware investment

                                                                    §    Training costs
                                       36%



                             Initial                 Year 1      Year 2         Year 3         Total            PV*

Total costs               ($578,000)               ($106,000)   ($106,000)     ($106,000)     ($896,000)      ($841,606)
                                                                                                           * Present Value



30   © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: Avoided Software License Costs


   §  Avoid software licenses and maintenance costs for an alternative
       commercial ECM solution

   §  Assumptions
         –  Avoided upfront license fee including first-year maintenance: $800,000
         –  Annual software maintenance costs as percentage of upfront license fee: 18%

   §  3 -year non-risk adjusted benefit (present value) of $ 954,470




                                                          Year 1      Year 2     Year 3      Total            PV*
 Avoided Software License
                                                           $800,000   $144,000   $144,000   $1,088,000       $954,470
 Costs
                                                                                                         * Present Value

Source: Forrester Research, Inc.
 31    © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: IT Maintenance Cost Savings

  §  Composite organization gets rid of several point content management
      solutions at departmental level and part of their local shared drives

  §  Resulting in a reduction of efforts regarding administration, maintenance,
      upgrades, and governance

  §  Assumptions
       –  Composite organization was able to re-assign the equivalent of 1 full-time
          resources to other tasks
       –  average annual fully loaded compensation of $100,000

  §  3 -year non-risk adjusted benefit (present value) of $248,685

                                                          Year 1      Year 2     Year 3     Total           PV*
 Total IT Maintenance Cost
                                                           $100,000   $100,000   $100,000   $300,000       $248,685
 Savings
                                                                                                       * Present Value

Source: Forrester Research, Inc.
 32    © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: Use Of Less Expensive Developer Resources


   §  The interviewed organizations reported that it was easier and more cost-
       efficient to find and hire skilled Java developers than developers with
       special knowledge about a commercial ECM solution

   §  Assumptions
         –  Composite organization hires two more Java developers at an average fully
            loaded annual salary of $100,000 instead of two specialized ECM developers
            at a 40% higher rate.

   §  3 -year non-risk adjusted benefit (present value) of $198,948


                                                          Year 1           Year 2     Year 3     Total           PV*
 Use Of Less Expensive
                                                                 $80,000    $80,000    $80,000   $240,000       $198,948
 Developer Resources
                                                                                                            * Present Value

Source: Forrester Research, Inc.
 33    © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: IT Cost Avoidance Due To Use Of Open
   Source Stack


   §  The Alfresco platform supports the full open source stack. Some of the
       interviewed organizations actually took advantage of it and decided to use
       an open source database instead of a commercial database

   §  Assumptions
         –  Avoided commercial database license cost: $30,000
         –  Avoided annual database maintenance costs: $6,000

   §  3 -year non-risk adjusted benefit (present value) of $42,194



                                                          Year 1           Year 2      Year 3      Total           PV*
 IT Cost Avoidance Due To
                                                                 $36,000      $6,000      $6,000    $48,000        $42,194
 Use Of Open Source Stack
                                                                                                              * Present Value

Source: Forrester Research, Inc.
 34    © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: Integration And Development Efficiencies

   §  The interviewed companies that had experience with the integration
       between Alfresco and different enterprise tools reported productivity gains
       for their IT staff mainly due to the access to the source code, the use of a
       common programmer language, and the support of the open source
       community

   §  Assumptions
         –  Composite organization integrates Alfresco ECM with its CRM system
         –  One-time cost savings of $50,000

   §  3 -year non-risk adjusted benefit (present value) of $45,455

                                                          Year 1           Year 2        Year 3        Total           PV*
 Integration And Development
                                                                 $50,000            $0            $0    $50,000        $45,455
 Efficiencies
                                                                                                                  * Present Value

Source: Forrester Research, Inc.
 35    © 2011 Forrester Research, Inc. Reproduction Prohibited
Benefits: Total benefits (non-risk-adjusted)
                                                             Year 1         Year 2        Year 3         Total            PV*
  Avoided software license costs                                 $800,000    $144,000      $144,000     $1,088,000        $954,470

  IT maintenance cost savings                                    $100,000    $100,000      $100,000      $300,000         $248,685

  Use of less expensive developer
                                                                  $80,000     $80,000       $80,000      $240,000         $198,948
  resources
  IT cost avoidance due to use of
                                                                  $36,000      $6,000        $6,000       $48,000           $42,194
  open source stack
  Integration and development
                                                                  $50,000            $0            $0     $50,000           $45,455
  efficiencies

  Total benefits                                            $1,066,000       $330,000      $330,000     $1,726,000      $1,489,752
                        3% 3%
                                                                    Avoided software license costs

                      13%                                           IT maintenance cost savings

                                                                    Use of less expensive developer resources
                  17%
                                           64%                      IT cost avoidance due to use of open source stack

                                                                    Integration and development efficiencies
Source: Forrester Research, Inc.
 36    © 2011 Forrester Research, Inc. Reproduction Prohibited
                                                                                                                     * Present Value
Future potential flexibility options


 By introducing Alfresco ECM, the composite organization also
 created options for realizing more benefits in the future in a variety of
 ways:

 §  Replacement of other commercial enterprise document management
     solutions

 §  Integration with other enterprise tools

 §  Powering a company intranet




37   © 2011 Forrester Research, Inc. Reproduction Prohibited
Risk-adjustment factors
  The risk component in the TEI methodology is used as a filter to capture the uncertainty
  surrounding different cost and benefit estimates.

  If a risk-adjusted ROI still demonstrates a compelling business case, it raises
  confidence that the investment is likely to succeed.
                                                                              Low    Original   High   Mean

                          Alfresco subscription                               98%     100%      105%   101%

                          Integration costs                                   100%    100%      115%   105%
      Costs
                          Hardware investment                                 98%     100%      105%   101%

                          Training costs                                      98%     100%      105%   101%

                          Avoided software license costs                      50%     100%      100%   83%

                          IT maintenance cost savings                         90%     100%      105%   98%

      Benefits            Use of less expensive developer resources           90%     100%      105%   98%

                          IT cost avoidance due to use of open source stack   90%     100%      105%   98%

                          Integration and development efficiencies            90%     100%      105%   98%

Source: Forrester Research, Inc.
 38    © 2011 Forrester Research, Inc. Reproduction Prohibited
Agenda

§  ECM Market Overview
§  What Is Total Economic Impact (TEI)?

§  Study overview

§  Key findings from the case study
     –  Costs
     –  Benefits
     –  Risk adjustments

§  Conclusions and ROI




39   © 2011 Forrester Research, Inc. Reproduction Prohibited
Financial summary, ROI, and payback period
Through interviews with 4 Alfresco customers, Forrester found that these
organizations benefit from the deployment of Alfresco’s ECM solution in the
form of:
      –  Avoided software license and maintenance fees
      –  IT maintenance cost savings
      –  Use of less expensive developer resources
      –  IT cost avoidance due to use of open source stack
      –  Integration and development efficiencies
                                                                 3 year risk-adjusted estimate

      ROI                                                                    53%
      Payback period (months)                                      10 months after go live
      Total costs (present value)                                         ($862,022)
      Total benefits (present value)                                      $1,316,786
      Net present value                                                    $454,764

Source: Forrester Research, Inc.
 40    © 2011 Forrester Research, Inc. Reproduction Prohibited
Factors affecting benefits and costs



 §  Technology supported by the company

 §  Prior experience with open source products

 §  Prior experience with enterprise-wide ECM deployments

 §  Scope and functional requirements

 §  Control of customizations




41   © 2011 Forrester Research, Inc. Reproduction Prohibited
Thank you


 © 2009 Forrester Research, Inc. Reproduction Prohibited
Questions?
•  Download the Forrester TEI study
  –  http://bit.ly/alf-tei


•  Download Alfresco Enterprise
  –  http://bit.ly/alf-try

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Forrester Total Economic Impact Study

  • 1. Forrester TEI Study Paul Hampton Director of Product Marketing
  • 2. Maidenhead, UK Global Headquarters Atlanta, US Headquarters Alfresco is now the largest open source content management company in the world. Founded in 2005, with offices in London & Atlanta Over 3.5 million community downloads 250+ global channel partners 2,500 customers in 55 countries, including…
  • 3. The Document Management Alfresco Platform Records Management Web Content Services Enterprise Collaboration Open Source Platform
  • 4. Government Finance Media & Entertainment Software Retail Travel & Logistics Manufacturing Education
  • 5. The Total Economic Impact™ of Alfresco Enterprise Content Management Solution Stephen Powers – Principal Analyst & Research Director Sebastian Selhorst –TEI Consultant 1st of February 2012 5 © 2011 Forrester Research, Inc. Reproduction Prohibited Research, Inc. Reproduction Prohibited © 2009 Forrester
  • 6. Agenda §  ECM Market Overview §  What Is Total Economic Impact (TEI)? §  Study overview §  Key findings from the case study –  Costs –  Benefits –  Risk adjustments §  Conclusions and ROI 6 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 7. What is ECM? Software used by an enterprise to manage, retain, and put to use unstructured information such as office documents, document images, Web content, rich media, corporate records, and computer output 7 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 8. Organizations without ECM 8 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 9. Organizations recognize the importance of ECM, and continue to invest “Over the next 12 months, how will your deployments or usage of ECM change? Will the number of deployments or usage . . . ?” Remain the same 20% Be scaled back 4% Don't know 5% Increase 71% Base: 252 ECM decision-makers Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey 9 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 10. ECM can help organize your content throughout it’s lifecycle Create Publish Workflow Content Collaboration Repository Promote Review/ (Records Approve Management) Version Archive Approve Workflow Revise Destroy 10 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 11. Drivers for ECM selection §  Compliance needs §  Archiving §  Better content search §  Policy instrumentation and management across multiple repositories §  eDiscovery support, proactive support models §  Moving employees off of file systems and sharing documents through email §  Collaboration and Social 11 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 12. Content comes in three “flavors” Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs” 12 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 13. ECM technologies support each part of the content spectrum Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs” 13 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 14. ECM suites are still an ideal; multiple systems support different content types “How many enterprise content management solutions are currently utilized by your firm?” Two 21% Three or more 42% One 31% Zero 6% Base: 252 ECM decision-makers Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey 14 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 15. Content-centric technologies within the ECM functionality sets Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs” 15 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 16. Content-centric technologies within the ECM functionality sets (cont.) Source: “Plan Your ECM Strategy For Business, Persuasive, Transactional, And Foundational Needs” 16 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 17. What’s changing the ECM market? §  Proliferation of “SharePoint for the masses” that merges a powerful collaboration platform with ECM. §  Application-specific strategies §  Content-focused solutions offer an alternative to the once highly-touted ECM suite ideal §  Cloud deployments §  Industry-specific solutions 17 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 18. Snapshot of the ECM market Traditional ECM suite vendors •  End-to-end ECM offerings that manage all four content types on a single platform. Open source solutions •  Open source solutions that tend to focus on a subset of content types. Content-focused vendors •  Focus on specific content technologies instead of trying to be one-size-fits-all solutions. Cloud vendors •  Cloud-based solutions that tend to reduce initial startup costs and streamline implementations Industry-specific players •  Vendors who focus on ECM for specific verticals (e.g. healthcare, legal, and higher education). European vendors •  Some vendors focus on regional markets. 18 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 19. But implementing ECM isn't as it may seem “What are the biggest challenges facing ECM in your organization today? Select all that apply.” Base: 252 ECM decision-makers Source: Forrester’s October 2011 Global Enterprise Content Management Online Survey 19 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 20. Where to start? Define ECM strategy Do you have an ECM strategy that balances IT, risk, and business needs? Have you categorized which types of content you will be supporting? Have you considered all the ECM components that you may or may not need? Have you considered how online content fits into the overall customer experience management ecosystem? 20 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 21. Use best practices to guide ECM implementations §  Engage stakeholders throughout the project lifecycle §  Have strong governance policies and establish a governance board §  Take a multichannel and customer view §  Empower business users §  Agility will be the new mantra §  Build high octane taxonomies §  Assess metadata concerns at every phase 21 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 22. Agenda §  ECM Market Overview §  What Is Total Economic Impact (TEI)? §  Study overview §  Key findings from the case study –  Costs –  Benefits –  Risk adjustments §  Conclusions and ROI 22 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 23. What is Total Economic Impact? §  Forrester’s TEI is the “Language of Value” §  TEI ≠ TCO –  TEI provides a complete economic picture of tech purchase decisions §  Captures and quantifies the voice of the customer relative to technology investments –  Based on existing customer experience with the product/service §  Third-party, objective case study §  The four fundamental elements of TEI: 23 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 24. Agenda §  ECM Market Overview §  What Is Total Economic Impact (TEI)? §  Study overview §  Key findings from the case study –  Costs –  Benefits –  Risk adjustments §  Conclusions and ROI 24 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 25. Study Overview - The TEI Process Conduct Construct financial Perform due Design composite Write case customer model using TEI diligence organization study interviews framework §  Customers for the interviews were provided by Alfresco: –  A large financial service organization –  A large provider of quality information serving with more than 15,000 employees –  A large US health insurer with more than 8,000 employees –  A global pharmaceutical and chemical company with around 40,000 employees §  All of the interviewed organizations have used Alfresco in production for more than ten months 25 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 26. Study Overview – Interview Highlights §  All of the interviewed organizations already had experience with ECM solutions from other vendors §  Alfresco platform was deployed as part of a new initiative within the company §  The common business objectives for deploying Alfresco were to: –  Achieve a well-integrated and flexible document management environment –  Give access to document management capabilities to a large number of users –  Contain the software licenses and maintenance costs §  Overall integration took between 2 to 6 months §  Number of end users: between 300 and 35,000 §  Number of documents managed by Alfresco: between 100,000 and 3.5 million 26 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 27. Study Overview – Interview Highlights (continued) §  Alfresco's commercial open source model well accepted –  Cost-effective and managed solution –  High degree of innovation –  Increased developer productivity and control over the ECM environment §  Three out of four interviewees were participating in Alfresco’s open source community. §  Common integration challenge: efforts for rollouts were often underestimated. A way to mitigate these implementation risks was to hire or contract with highly experienced consultants and Java developers. 27 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 28. Study Overview – The Composite Organization §  The composite organization that has been created for this study has following characteristics: –  A large financial services company based in the US –  About 10,000 employees in 15 countries –  Huge volume of unstructured content stored in different point content management solutions and on local shared drives –  Objective: create a new knowledge-sharing and collaboration platform accessible by all employees 28 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 29. Agenda §  ECM Market Overview §  What Is Total Economic Impact (TEI)? §  Study overview §  Key findings from the case study –  Costs –  Benefits –  Risk adjustments §  Conclusions and ROI 29 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 30. Costs: Total costs (non-risk-adjusted) 26% 29% §  Alfresco subscription §  Integration costs 9% §  Hardware investment §  Training costs 36% Initial Year 1 Year 2 Year 3 Total PV* Total costs ($578,000) ($106,000) ($106,000) ($106,000) ($896,000) ($841,606) * Present Value 30 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 31. Benefits: Avoided Software License Costs §  Avoid software licenses and maintenance costs for an alternative commercial ECM solution §  Assumptions –  Avoided upfront license fee including first-year maintenance: $800,000 –  Annual software maintenance costs as percentage of upfront license fee: 18% §  3 -year non-risk adjusted benefit (present value) of $ 954,470 Year 1 Year 2 Year 3 Total PV* Avoided Software License $800,000 $144,000 $144,000 $1,088,000 $954,470 Costs * Present Value Source: Forrester Research, Inc. 31 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 32. Benefits: IT Maintenance Cost Savings §  Composite organization gets rid of several point content management solutions at departmental level and part of their local shared drives §  Resulting in a reduction of efforts regarding administration, maintenance, upgrades, and governance §  Assumptions –  Composite organization was able to re-assign the equivalent of 1 full-time resources to other tasks –  average annual fully loaded compensation of $100,000 §  3 -year non-risk adjusted benefit (present value) of $248,685 Year 1 Year 2 Year 3 Total PV* Total IT Maintenance Cost $100,000 $100,000 $100,000 $300,000 $248,685 Savings * Present Value Source: Forrester Research, Inc. 32 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 33. Benefits: Use Of Less Expensive Developer Resources §  The interviewed organizations reported that it was easier and more cost- efficient to find and hire skilled Java developers than developers with special knowledge about a commercial ECM solution §  Assumptions –  Composite organization hires two more Java developers at an average fully loaded annual salary of $100,000 instead of two specialized ECM developers at a 40% higher rate. §  3 -year non-risk adjusted benefit (present value) of $198,948 Year 1 Year 2 Year 3 Total PV* Use Of Less Expensive $80,000 $80,000 $80,000 $240,000 $198,948 Developer Resources * Present Value Source: Forrester Research, Inc. 33 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 34. Benefits: IT Cost Avoidance Due To Use Of Open Source Stack §  The Alfresco platform supports the full open source stack. Some of the interviewed organizations actually took advantage of it and decided to use an open source database instead of a commercial database §  Assumptions –  Avoided commercial database license cost: $30,000 –  Avoided annual database maintenance costs: $6,000 §  3 -year non-risk adjusted benefit (present value) of $42,194 Year 1 Year 2 Year 3 Total PV* IT Cost Avoidance Due To $36,000 $6,000 $6,000 $48,000 $42,194 Use Of Open Source Stack * Present Value Source: Forrester Research, Inc. 34 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 35. Benefits: Integration And Development Efficiencies §  The interviewed companies that had experience with the integration between Alfresco and different enterprise tools reported productivity gains for their IT staff mainly due to the access to the source code, the use of a common programmer language, and the support of the open source community §  Assumptions –  Composite organization integrates Alfresco ECM with its CRM system –  One-time cost savings of $50,000 §  3 -year non-risk adjusted benefit (present value) of $45,455 Year 1 Year 2 Year 3 Total PV* Integration And Development $50,000 $0 $0 $50,000 $45,455 Efficiencies * Present Value Source: Forrester Research, Inc. 35 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 36. Benefits: Total benefits (non-risk-adjusted) Year 1 Year 2 Year 3 Total PV* Avoided software license costs $800,000 $144,000 $144,000 $1,088,000 $954,470 IT maintenance cost savings $100,000 $100,000 $100,000 $300,000 $248,685 Use of less expensive developer $80,000 $80,000 $80,000 $240,000 $198,948 resources IT cost avoidance due to use of $36,000 $6,000 $6,000 $48,000 $42,194 open source stack Integration and development $50,000 $0 $0 $50,000 $45,455 efficiencies Total benefits $1,066,000 $330,000 $330,000 $1,726,000 $1,489,752 3% 3% Avoided software license costs 13% IT maintenance cost savings Use of less expensive developer resources 17% 64% IT cost avoidance due to use of open source stack Integration and development efficiencies Source: Forrester Research, Inc. 36 © 2011 Forrester Research, Inc. Reproduction Prohibited * Present Value
  • 37. Future potential flexibility options By introducing Alfresco ECM, the composite organization also created options for realizing more benefits in the future in a variety of ways: §  Replacement of other commercial enterprise document management solutions §  Integration with other enterprise tools §  Powering a company intranet 37 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 38. Risk-adjustment factors The risk component in the TEI methodology is used as a filter to capture the uncertainty surrounding different cost and benefit estimates. If a risk-adjusted ROI still demonstrates a compelling business case, it raises confidence that the investment is likely to succeed. Low Original High Mean Alfresco subscription 98% 100% 105% 101% Integration costs 100% 100% 115% 105% Costs Hardware investment 98% 100% 105% 101% Training costs 98% 100% 105% 101% Avoided software license costs 50% 100% 100% 83% IT maintenance cost savings 90% 100% 105% 98% Benefits Use of less expensive developer resources 90% 100% 105% 98% IT cost avoidance due to use of open source stack 90% 100% 105% 98% Integration and development efficiencies 90% 100% 105% 98% Source: Forrester Research, Inc. 38 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 39. Agenda §  ECM Market Overview §  What Is Total Economic Impact (TEI)? §  Study overview §  Key findings from the case study –  Costs –  Benefits –  Risk adjustments §  Conclusions and ROI 39 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 40. Financial summary, ROI, and payback period Through interviews with 4 Alfresco customers, Forrester found that these organizations benefit from the deployment of Alfresco’s ECM solution in the form of: –  Avoided software license and maintenance fees –  IT maintenance cost savings –  Use of less expensive developer resources –  IT cost avoidance due to use of open source stack –  Integration and development efficiencies 3 year risk-adjusted estimate ROI 53% Payback period (months) 10 months after go live Total costs (present value) ($862,022) Total benefits (present value) $1,316,786 Net present value $454,764 Source: Forrester Research, Inc. 40 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 41. Factors affecting benefits and costs §  Technology supported by the company §  Prior experience with open source products §  Prior experience with enterprise-wide ECM deployments §  Scope and functional requirements §  Control of customizations 41 © 2011 Forrester Research, Inc. Reproduction Prohibited
  • 42. Thank you © 2009 Forrester Research, Inc. Reproduction Prohibited
  • 43. Questions? •  Download the Forrester TEI study –  http://bit.ly/alf-tei •  Download Alfresco Enterprise –  http://bit.ly/alf-try