There are a lot of benefits to your organization using IBM Connections, but equally important is knowing how to integrate your social software platform into your existing information management ecosystem and empowering your employees for successful adoption. Join Femke Goedhart for a real-world look at managing the entire integration cycle from evaluating your current environment to creating a migration strategy and handling adoption challenges. Get an understanding of why information management in a Social Enterprise is so critical and how IBM Connections fits into that framework. Join this webinar for an in-depth look to learn how to: - Accurately review and categorize your current information management ecosystem - Understand IBM Connections in relation to your company’s current use of Legacy systems - Recognize common technical migration challenges - Identify what functionality your users may require to use IBM Connections - Create an implementation/migration strategy that will assist user adoption

1. Integrating and positioning
IBM Connections
Managing your information across a diverse
information management landscape

2. Independent Business Consultant specializing in Social Business,
Collaboration & Document Management
• @FemkeGoedhart
• https://nl.linkedin.com/in/femkegoedhart
• http://femkegoedhart.com
Femke Goedhart

3. Why this session?

4. Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Choices & considerations

5. Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Choices & considerations

6. Data
ERP
Database
Documents
File shares
Document libraries
Mail…
Connections
Collaboration &
Social Enterprise
systems
Age of
Collaboration
Age of ContextAge of Data
1975-2001 2001-20151960-1975

7. We have a lot of files…..

8. Our data management is driving by…
• Processes
• Security restrictions
• Collaboration aims
• Context dependencies
• ....
Platforms &
applications

9. Unfortunately the reality often is….
• Processes
• Security restrictions
• Collaboration aims
• Context dependencies
• ....
Platforms &
applications

10. It used to be so simple….
Enterprise Content
Management
File shares &
mail

11. Then it got more diffuse….
Enterprise Content
Management
(Point solutions!)
Application
central
File shares &
mail

12. Then we started adding
collaboration…
Collaboration
Central
Enterprise Content
Management
File shares &
mail
Team
collaboration
(Point solutions!)
Application
central

13. And THEN we got social
Collaboration
Central
Enterprise Content
Management
Enterprise Social
Networking
Team
collaboration
(Point solutions!)
Application
central
File shares &
mail

14. Codification Personalization
Serves information that is:
Customized
Innovative
Tacit
Dynamic
Unstructured
Serves information that is:
Standardized
Mature
Explicit
Static
Structured
Harvard Business Review
Enterprise Content
Management
Enterprise Social
Networking
Team
collaboration
Point
solutions
File shares &
mail

15. Codification Personalization
Security
Indexing
Data capture
Social collaboration
Validation
Workflow
Meta data
Sharing
searching
Review & publishing
Lifecycle management &
versioning
Record management
Pinning
Commenting &
discussion
Tagging
Liking &
Recommendations
Co-authoring
Folders
Enterprise Content
Management
Enterprise Social
Networking
Team
collaboration
Point
solutions
File shares &
mail

16. We wanted everything to fit…
Codification Personalization
Manuals
Letters
Project plans
Innovation plans
Correspondence
Contracts
Ideas
…
ESNECM

17. But the reality…
Codification Personalization
Mail & Network Share
swamp…

18. The evolution…
Codification Personalization

19. is a set of strategies, methods
and tools to manage content
is a set of strategies, methods
and tools to manage Knowledge

20. The evolution…
Versioning
Process
Management
Check-in/Check-out
Audit & Review
Collaboration
Recommendations
liking
Coauthoring
Discussion & Commenting
Tagging
Codification Personalization
Folders
Meta data
Workflow

21. From islands to eco system….
Codification Personalization

22. The eco system…
Codification Personalization
Business applications
Mail, shared drives,
dropbox, box.com
Enterprise Content
management
systems
Enterprise Social
Networks

23. Codification Personalization
Big scary world or land of opportunity?
Mobile ?
External users?

24. Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Choices & considerations

27. IBM Connections & files…
• Personal Files
• Community files
• CCM libraries (Only in Onprem)
• Wiki
• Forums
• Activities
• Blog’s
• ….

28. What’s the difference? (short answer)
• Personal files: Sharing with multiple
communities & people
• Community files: Team ownership
• CCM libraries: Meta data, Draft review,
nested folders*
• Wiki’s, Forums, Blogs: No individual document
management on attachments
*Coming to Personal & Community files in the next release

29. IBM Connections…
Codification Personalization
Personal
Files
Community Files
CCM
Libraries
+

30. IBM Connections…
Codification Personalization
Personal
Files
Community Files
Third party integration:
- Sharepoint
- Box.com
- Google Drive
- …
FileNet
Linked Libraries
CCM
Libraries
+

31. Document management in IBM
Connections:
• Ownership & Sharing
• Check-in/check-out
• Versioning
• Indexing / Searching / Findability
• Editing / Co-authoring
• Mobile access
• Offline Sync
• Folders

32. Version management
Social recommendations
Tagging
Discussion
Pinning
Co-authoring
Sharing & access
management
Folder management

33. Document management in IBM
Connections:
• Ownership & Sharing
• Check-in/check-out
• Versioning
• Indexing / Searching / Findability
• Editing / Co-authoring
• Mobile access
• Offline Sync
• Folders

34. CCM / Community file
Personal file
Ownership & Sharing

35. Indexing / Searching / Findability
What are you looking for?
• Content
• Author
• Keyword / tag
• Context
• Peer recommendations
• Peer classification
• ….

36. Where? Files indexed?
Files Yes
Community files Yes
Activities No
CCM Yes
Wikis Yes
Forums / Blogs No
Searching for files in Connections?
Source: http://www-01.ibm.com/support/knowledgecenter/SSYGQH_5.0.0/admin/admin/t_admin_search_config_search_attachments.dita?lang=en

37. Nested folder support
• Already available in CCM libraries
• Coming in Personal & Community files

38. Are nested folders important

39. And what about….
?
Tags?
See this url for an infographic that can help you have the discussion about Folders
vs Tags: http://femkegoedhart.com/2014/12/23/folders-versus-tags-infographic

40. Other things to keep in mind…
• Sharing considerations
• Top level
• Granulated
• Location versus relation
• Location: Each file can only be in one folder
• Relation: Each file can be in multiple folders
• Security & ownership
• Who owns & controls the folder?
• What happens when I put a restricted file in a public
folder?

41. Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Choices & considerations

42. Systems where we store our
documents…
• Intranet
• Document libraries
• Quickr
• Document Management systems (Filenet,
Documentum, etc)
• Shared drives
• Sharepoint
• ….

43. Do you move or not?
• Maintenance & support
• Consolidation of data
• Less confusion/More clarity for the user
• Improved functionalities
• Archiving & backup strategies
• Less costs for adoption & training
• ….

44. Impact
Alternatives
Need
Cost

45. The numbers tell the tale!
(Analyze before you decide)
This functionality is crucial,
we must have it!
The last time it was
used or accessed was
two years ago…
Oh…. I guess we can do
without

46. Example: Need/Impact/Cost
Element Need Impact Cost
Quickr –
Uploaded files
High - EOL of product, no
vendor support, Servers
being phased out
Low - Only used by a few
users, mostly for managing
files.
Low - Users can be
instructed to migrate
their own files or
standard migration
software can be used
Quickr – blogs High - EOL of product, no
vendor support, Servers
being phased out
High - Extensively used.
Important to keep and
maintain comments as well
High - Requires
specialized migration
tooling
Quickr – Rich text
content
High - EOL of product, no
vendor support, Servers
being phased out
Medium - regularly used.
Users want to keep option to
edit attachments
High - Migration into
wiki/forum requires
specialized migration
tooling
Quickr - calendar High - EOL of product, no
vendor support, Servers
being phased out
Low - Not used often,
declared to be ‘not a priority’
by management
High – no good migration
path
Quickr – tasks High - EOL of product, no
vendor support, Servers
being phased out
…. ….
Quickr - … … … …

47. Example: Alternatives
Source functionality Target functionality Lost functionality &
alternative
Gained functionality
Files uploaded into a
Quickr place
IBM Connections
community library (CCM)
- Option to restrict
security to ‘no access’
(all community
members
automatically
become readers) ->
Store in restricted sub
community
- Liking &
recommendations
- Automatic versioning
- Tagging
- Mobile access
- Additional
community options
Files uploaded into a
Quickr place
IBM Connections
community files
- Option to have sub
folders -> No solution
yet. Wait for next
release
- ….
- …
Files uploaded into a
Quickr place
IBM Connections
personal files
- …. - ….
…. …. - … - …

48. Example: decisions
Based on Need/Impact/Cost/Alternatives and
analysis:
• Quickr Uploaded files: Provide instructions for
manual migration to Libraries
• Quickr Rich Text content: Buy migration tooling to
migrate to Wiki
• Quickr calendar: Do not migrate
• Quickr……

49. Talk to the users
1. Explain the Why
2. Offer options (let them decide!)
3. Offer information they can go and explore
4. Provide a timeline & action path
5. Give them time

50. Example:
Nov.
2014
First
Communication
Jan-April
2015
Call & offer 3 options:
• Migrate with our help
• Migrate yourself
• Remove (if no longer
needed)
May-Aug
2015
Analysis of needs & build
of migration tooling
Start: 2500
Quickr places
240 Quickr places
left to migrate (90%
migrated themselves
or had it removed!)
Start migration
Oct
2015
End migration
Jan
2016

51. Example:
Nov.
2014
First
Communication
Jan-April
2015
May-Aug
2015
Start: 2500
Quickr places
240 Quickr places
left to migrate (90%
migrated themselves
or had it removed!)
Oct
2015
End migration
Jan
2016
- Continuous support & information
distribution -

52. Agenda
1. The Information management landscape
2. IBM Connections & document management
3. Migration & consolidation
4. Choices & considerations

53. Know your document eco system
Codification Personalization
Business applications:
….
Mail, shared drives,
dropbox, box.com
Enterprise Content
management
systems: Filenet,
Alfresco
Enterprise Social
Networks: IBM
Connections

54. Strategy
• Why: Company vision, Knowledge management,
process management, collaboration
• What: Functionality comparisons, data
classification, migrations, Integration,
Mobile
• When: Timeline, product road maps, training &
adoption schedules
• How: Consolidation, integration, migration or
sunsetting

55. …And please don’t forget the user
• Don’t expect a user to ‘get it’
• Training
• Scenario’s
• Real life examples
• Functionality comparisons
• ADOPTION
?

56. Questions?
@FemkeGoedhart
https://nl.linkedin.com/in/femkegoedhart
http://femkegoedhart.com