The document discusses a project to implement a dynamic workflow system using EMC Documentum xCP to streamline an approval process for over 200 documents per month at a financial services company. Key aspects included gathering requirements, designing a single workflow to handle 30+ document types and reviews by 16 departments, and using custom methods like "Gatekeeper" and "Keymaster" to dynamically route documents and track completion. The results were a significant increase in productivity and cost savings of $9700 per user.

1. Managing Content ChaosDynamic Workflows using EMC Documentum xCP

2. AgendaIntroductionThe SituationThe ProjectThe PlanThe ExecutionThe Results

3. A little about me…Chris CampbellWorked in Content Management for over ten years.

4. Project manager in telecom and Producer in multimedia

5. Experience in both financial, medical and manufacturing industries.

6. Extensive work in quality assuranceFun StuffQA Lead for Ensemble Studios maker of Age of Empires video game series.

7. I don’t have a uvula…The SituationWhat have I got myself into?

8. TakeawaysLearn why are parallel workflows better than sequential.Learn how to combine hundreds of workflows from a dynamic process into a single workflow.Project experience:Know your users betterLearn how to design the “perfect” applicationOvercome objections when the word “compliance” comes up in conversation

9. The Company – A medium sized financial services companyOrganized 1958 More than 284,000 client families$16.4 billion in managed accounts and brokered mutual funds$51.2 billion in-force life insurance policies$623 million in banking assets

10. The Company – The environmentAround 300 people in the home office in 16 departmentsRecent leadership turnover (CEO, CTO)New corporate philosophy being implemented.IT department transitioning from Java to .NET

11. The Project“You want to do what now?”

12. The ProblemOver 200 documents need approval every month30 different types of documentsUp to 16 different departments need to approveEach approval needs to be recorded (compliance)A single generic form used to gather approvalsNo written guidelines on process

13. The ResultConfusion on who needed to sign what

14. A single person had to “shuttle” each document to each individual signer

15. Any review meant leaving the document with the reviewer

16. Reviewer could take forever

17. Often lost or forgotten

18. If a reviewer was busy or not there, the document “babysitter” had to come back.

19. The process usually took all week, if not longer.

20. Created temptation to take shortcuts

21. Easy to lose track

22. Everything became “HOT” and “Top Priority”The PlanStep 1: Get DocumentsStep 2: ???Step 3: Profit!

23. Gathering RequirementsThe “In a perfect world…” Use Case“What would the perfect application do to solve your problems?”Don’t Be Afraid! Be Bold and Imaginative!

24. The perfect solution would:Handle all my documents

25. 30 Different Types

26. Send documents to who needed them when they needed them

27. 16 departments and know who those reviewers are

28. Be easy to use

29. Be familiar to users; no learning curve – intuitive

30. Only show users what they need when they need it.

31. Track my documents

32. Reporting, auditing

33. Versioning

34. Be secure

35. Compliance, securityFind my documents easilySearch“Oh, by the way…”I don’t want to be involved unless absolutely necessary.I want to see everything.Could it send me a reminder if I forget?Certain items can be exceptions.Some items have to be done sooner than others.Sometimes I need certain people to review a document that don’t review things normally.My own personal wish:Everything has to be done in one workflow.

36. The execution“If you vote for me, all of your wildest dreams will come true.”