Across all levels of the Public Sector, from Federal to State and Local, widespread opportunities exist to renovate outdated ECM systems. Renovating your ECM system allows you to save money with document automation solutions that remove the cost and complexity of your existing business processes, leveraging technologies from Capture to Workflow/BPM to Enterprise Integration. They also provide the added benefits of increasing your productivity by delivering actionable analytics. Additionally, renovation solutions allow you to increase control and compliance by providing EasyECM solutions that actually get used. These solutions are as simple as email or your own shared drives, but still provide enterprise-class document and records management capabilities that include secure internal and external collaboration.

1. Rapid ROI & Rapid User Adoption
ECM Renovation for Government
Phil Robinson
SVP, Business Development
phil@ziaconsulting.com
Gi Lee
Director, Solutions Engineering
glee@ziaconsulting.com

2. Today’s ECM Challenges
• Paper & People & Processes (3 P’s)
• Costly, Inefficient Manual Processing
• Applications, Contracts, Invoices…
• Content Chaos
• Unmanaged Content - email, shared
drives, “consumer” cloud sharing
• Concerns about Compliance/Security

3. Why Renovate?
The 3 C’s
• Reduce Costs
• Improve
• Control &
• Compliance

4. What is ECM Renovation?
(Just) Two Takeaways
We Save You Money
with Document Automation Solutions
We Increase ECM User Adoption
with EasyECM Solutions
Supported through:
• Initial Consulting Engagements (ICE)
• Zia Migration Services
Powered by:

5. Alfresco in
information
intensive industries
Government &
Intelligence
Banking &
Insurance
Manufacturing Media &
Publishing
High Tech

6. Why Renovate?
The 3 C’s
1) Reduce Costs
We Save You Money (Rapid ROI)
with
Zia’s Document Automation Solutions

7. • Any “Paper / Person-Centric” Process
• Requirement for Supporting Documents
• Complex (Uncontrolled) Business Process
• Federal / State / Local
• Application Processing – Benefits, Permits..
• Employee Onboarding
• Contracts Management / Procurement
• AP / Invoice Processing
• And more…
ECM Automation Solutions – Where?

8. Zia Automation Solutions Deliver:
• ROI < 9 months.
• 50%+ increase in Productivity.
• Improved Constituent Satisfaction.
• Enhanced Compliance
• Actionable Analytics.
ECM Automation Solutions – Why?

9. 3 Core Components:
• Smart Repository
• Smart Workflow
• Enterprise Integration
Additional Components may include:
• Secure Government Website/Portal
• OCR-as-a-Service
• Records Management
• Zia OneView ™ - Actionable Analytics
ECM Automation Solutions - What?

10. • gFolder – docs + metadata
• Paper, Fax, Email Integration, User Uploads
• Enterprise Document Management
• Version Control
• Enterprise Search
• Annotation (Markup) of Documents
• “Document Assembly”
• Automated Records Management
How - Smart Repository

11. • Status – New, WIP, Complete
• Initiation of gFolder (Case)
• Routing – Review, Approve
• Classify Documents & Extract Data
• Declare Record
How – Smart Workflow

12. “Integration Inside” (In-Process Integration)
• Email Integration
• Office / Google Docs
• Critical Business Applications
• ERP/Accounting
• HCM and more…..
• Enterprise Integration
• Point-to-Point
• Enterprise Service Bus
How - Enterprise Integration

13. Additional Components:
Document Automation Solutions
• Secure Government Website/Portal
• OCR-as-a-Service (In-Process Capture™)
• Within Repository
• Within Business Process
• Simplified Records Management
• Actionable Analytics
• Reporting / BI Integration
• Zia OneView ™

14. The Problem
• Manually Create, Review, Approve
• + “Wet” Signature
• Costly, Slow, Lost Contracts
The Solution
• Automated Workflow
• Enterprise Integration
• Electronic Signature
Case Study - City & County of Denver
Contracts Automation

15. WHAT IS A SOLUTION ACCELERATOR?
• Existing IP
• Proven Methodology
• Defined Integrations
• Project Experience
Government Automation Accelerators
• Application (Benefit/Permit) Processing
• Employee Onboarding
• Contracts Management / Procurement
• AP / Invoice Processing
ZIA SOLUTION ACCELERATORS

16. Part 2:
Control &
Compliance
• The Dropbox Problem
• The Laptop Problem
• Email is not ECM!
• The Sharepoint (RM) Problem
= The ECM User Adoption Problem

17. http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

18. The ECM Tug of War
aka
Why you need EasyECM

19. The ECM Tug of War
Users
• Easy to Learn
• Easy to Use
• Easy to Share
• Email & Office Integration
• Enterprise Search
Enterprise IT
• Secure
• Compliant (RM)
• Simple to Integrate
• Flexible & Scalable
• Upgradable

20. Introducing EasyECM
Increase Easy =
Increase User Adoption of ECM =
Improved Control & Compliance
Simple + Smart:
• Collaboration
• Business Processes
Connected + Controlled:
• Enterprise Integration
• EasyRM

21. EasyECM Components
• Collaboration
• Internal
• External
• Business Processes
• Simplified Workflow (Create, Review, Approve)
• Hidden Rules & Behaviors
• Enterprise Integration
• Email & Office Tools
• “Domain-Specific” (Legal, HR, Contracts)
• EasyRM

22. EasyECM + Case Managment
What are “Cases”?
• Legal, HR, Applications, Contracts
Management…
• Time-Based
• Role-Based
= Many of our ECM Use Cases!
Introducing Alfresco Workdesk
• Simplified UI
• Powerful Business Processes
• Future Proof

23. Business Roles & Dynamic Views
HR
Legal
Finance
Personalization
BusinessRoles
Alfresco
Content Repository
Workdesk enables you to see
the right content, at the right
time, based on your business
role.
Standard Alfresco Share
web & mobile views

24. EasyECM Demo
Contracts Automation
Solution Accelerator

25. The Results: Simple
No Training Required
That Work The Way I Do
• Office Tools (Word & Adobe & Google)
• Email
User Adopted (i.e. Dropbox/Email…)

26. The Results: Smart
Role Based
• Highly Customized By Department and Role
Rules & Behaviors
• Process Without Workflow
• Heavy Lifting Behind The Scenes
Upgrades Much Easier
• UI is Configured, Not Customized

27. EasyECM Solution Accelerators
WHAT IS A SOLUTION ACCELERATOR?
• Existing IP
• Proven Methodology
• Defined Integrations
• Project Experience
Simple + Secure Government
• Legal
• Human Resources
• Tax
• Procurement (Contracts)
Corporate
Functions
Legal
Human
Resources
Tax
Accounts
Payable
Procurement

28. So…
It’s Time to Move.
How do you get there?

29. Introducing ICE
Initial
Consulting
Engagements (ICE)
Fixed Price
Fixed Duration
Based on methodology from 100+
successful Alfresco Projects!

30. What is ICE?
Three Levels
• Departmental
• Corporate
• Enterprise
Three Phases
• Discovery Process & Assessment
• Technical Assessment
• Roadmap & Project Management Plan

31. Zia Migration Services
• FROM: xxx
• TO: yyy
• WITH:
• Proven Methodology
• Proven Migration Tools

32. Your Point of Origin
• Legacy ECM / Sharepoint
• Embedded or Vertical-
Specific ECM Systems
• Email / File Share

33. Your Destination
• Your Data Center
• Alfresco Cloud
• AWS + Alfresco
• Zia Managed Cloud
• Other Cloud/Hosted Options

34. Methodology
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification

35. • Bulk migrate files,
metadata, and
versions
• Mirror on-disk file
system folders and
files
• No/minimal
auditing support
• Lazy or “In Place”
Migrations
• Virtual Repository
used for discovery,
framework, and
migration of content
and details
• Supports to/from
many standard
ECM systems with
connectors
• High Volume
migration platform
• Full featured user
interface with
framework for all
steps in migration
• Comprehensive
audit and
reporting
Tools & Techniques
Bulk File Import &
Open Source
Toolsets

36. Volume of Data: Large, 25 million pdf documents
Changes to Documents: process needed to account for daily updates to data
Metadata & Properties: 15+ metadata fields to be preserved
Sources of Content: Lexis Nexis and legacy file systems
Target Location: Alfresco repository back-end; custom front-end
Document lifecycle: minimal support; only updates to documents
• Public e-filing of state, district and local court documents
• Tool used: Bulk file system import

37. Why Zia?
Zia Government Solutions
• Document Automation
• Easy ECM
Solution Accelerators
• Application Processing
• Employee Onboarding
• Contracts Management
• AP / Invoice Processing
• Legal

38. Our Services
• ICE
• Migration Services
Our Partnerships
• Alfresco
• Ephesoft
• Carashoft (GSA)
• and more….
Why Zia?
PARTNER OF THE YEAR 2013
PARTNER OF THE YEAR 2012

39. • Talk to Us / Talk to Our Customers
• Enterprise Trial – Alfresco/Ephesoft
Renovation Roadshow - http://www.ecmrenovation.com/
• Dallas – May 8th
• Denver – May 15th
• Chicago + more!
Learn More:
• Resources - http://www.ziaconsulting.com/home/resources/
• Webinars & Videos
• Data Sheets & Brochures
• Case Studies
What Next?

40. Questions?
Phil Robinson
SVP, Business Development
phil@ziaconsulting.com
Gi Lee
Director, Solutions Engineering
glee@ziaconsulting.com