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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid
The document outlines five techniques for successfully integrating Enterprise Content Management (ECM) systems and highlights traps to avoid. Key issues leading to ECM project failures include poorly defined business cases, low user acceptance, and inadequate training. Tips for improvement focus on optimizing metadata, contribution practices, content findability, security management, and integration strategies.
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Integrating ECM (WebCenter Content) with your Enterprise! 5 Tips to Try, 5 Traps to Avoid
- 1. Integrating ECM withyour Enterprise: 5 Techniques to Try, 5 Traps to Avoid! Monday, October 17, 2011
- 2. Agenda • Intro • Top 10 reasons ECM projects fail • AIIM Survey • Tips and traps in 5 areas: • Metadata • Contribution • Consumption • Security • Integrations Monday, October 17, 2011
- 3. Intro • You installed WebCenter CONTENT (UCM/Stellent) • Now what??? • What “big things” do you need to do right? • What “big things” should you avoid? Monday, October 17, 2011
- 4. Top 10 ReasonsECM Projects Fail 10. Poorly defined business case (16%) 9. Failed to think of benefits and issues outside of our business unit (16%) 8. Low user acceptance due to poor design or clumsy implementation (18%) 7. Failed to address taxonomy and metadata concerns (19%) Monday, October 17, 2011
- 5. Top 10, cont. 6. Excessive "scope creep“ (20%) 5. Underestimated the effort to distill and migrate content (21%) 4. Uneven usage due to poor procedures and lack of enforcement (29%) Monday, October 17, 2011
- 6. Top 10, cont. 3. Project derailed by internal politics (30%) 2. Lack of knowledge or training among our internal staff (32%) 1. Underestimated process and organizational issues (44%) Monday, October 17, 2011
- 7. Metadata Traps • Waaaaaaaaaay too many metadata fields! • Cluttered pages frighten users • Don’t assume users will fill in all fields • Metadata is like a “tax” on content • Too little, and the system falls apart • Too much, and users rebel! • Ambiguous / repeated fields • Deleting fields as important as creating them Monday, October 17, 2011
- 8. Metadata Tips • Content Profiles simplify the metadata model • You may require 100 metadata fields to describe all content • But... any one type may only need 10 fields • Profiles allows you to minimize the “clutter” • Can do much more than organize • Create “default” values on pages to minimize data entry • Minimize the number of values in drop-down lists • Block certain users from selecting certain values • Create “derived” values to store based on what they entered Monday, October 17, 2011
- 9. Content Profiles, Beforeand After Monday, October 17, 2011
- 10. Metadata Tips • Use “Simple Profiles” • Add only fields that have proven value • Make a “growable” taxonomy • Better than a “complete” taxonomy • Get to know UCM tools • Archiver for batch metadata updates • Custom DB reports to find unused / repeated fields Monday, October 17, 2011
- 11. Contribution Traps • Folders! • Tough to scale a folders-based model enterprise-wide • Organizational structure is highly subjective • Fearing customizations • Everybody uses CONTENT differently • A custom UI can aid user adoption Monday, October 17, 2011
- 12. Contribution Tips • Framework Folders • Preview available in Patch Set 4 • Desktop integrated version available in Patch Set 5 • Faceted searches • Built-in to Oracle Text 11g, customizable metadata fields • Use Content Tracker • Keep stats on “most popular authors” • Nothing like a little competition to aid adoption! Monday, October 17, 2011
- 13. Contribution Tips, cont. • Check-Out-And-Open • One-click editing from the web browser • Some issues with HTTPS and IE, but fixable • Desktop Integration Suite • Drag-and-drop into folders • Folders have default metadata • Metadata pop-ups to fill in critical metadata • Some issues with Folder saturation • Fixes promised in Patch Set 5 Monday, October 17, 2011
- 14. Folders and DesktopIntegration Monday, October 17, 2011
- 15. Consumption Traps • “If you build it, they will come!” • Spent a million bucks on a CMS, and the item with the most hits is the cafeteria menu... • Assuming it will work like Google • People spend big bucks on internet SEO • Very few think about intranet SEO • Content must be findable to be reusable Monday, October 17, 2011
- 16. Consumption Tips • Have an actual editor / publisher • Somebody needs to care that content is reusable • Software enables people: it doesn’t replace them! • If everybody cares, great! If not, put somebody in charge! • Create targeted Site Studio pages • Department portals, quick contribution, what’s new lists, etc. • Focus on how your audience looks for information • Search? Browse? Call? Email? • Make it easy for them, with a bit of training Monday, October 17, 2011
- 17. Security Traps • Access Control Lists • Popular, easy, but sloooooow • Use sparingly, or run Exalogic! • Security should not be used to organize! • Do you really need that other security group??? • Do you really need highly granular security??? • Or are you just mapping your org chart? Monday, October 17, 2011
- 18. Security Traps, cont. • Windows! • Active Directory integrations tricky with 11g • LDAP works fairly well • Single Sign On does not Monday, October 17, 2011
- 19. Security Tips • Two dimensional group/account model • Groups for classification: Public, Internal, Secure • Accounts for department: Accounting, Sales, HR • VP of Sales can read Secure documents in Sales account... • ... but cannot read Secure documents in HR account! • Complex security models can affect performance • Reduce ACL usage, focus on groups/accounts blend • Minimize the number of “buckets” to maximize performance Monday, October 17, 2011
- 20. Security Tips, cont. • Loosen up contribution access • Use workflows to control important docs • Place in highly secure group only when absolutely required • Content Tracker • “Trust, but verify” security • Use proven single sign on solutions • NetTegrity • Oracle Access Manager • Some issues with applets Monday, October 17, 2011
- 21. Integration Traps • Standards!!! • CMIS, WebDAV, JSR170, etc. • Very narrow pipe: you always replace them! • Treating it like a shared drive • Performance • Load test, get metrics, use caches • Security • Make sure other system understands CONTENT security!!! Monday, October 17, 2011
- 22. Integration Tips • RIDC • Lightweight Java connector • May need to set IntradocServerPort on 11g • SOAP / SOA • 11g standard, great for ESBs • Site Studio for External Applications • IFRAMEs • Cheap and cheesy, but frequently enough! Monday, October 17, 2011
- 23. Integration Tips, cont. • Mashups (WebCenter Interaction) • Distributed Document Capture • URL to trigger a scan, and check it in! • Application specific connectors • E-Business Suite, Siebel, Peoplesoft • Secure Enterprise Search • BPEL, SOA Suite for “orchestration” • Information Rights Management • Encrypt documents, and embed their security level • Security travels with doc, wherever it travels Monday, October 17, 2011
- 24. Integration Tips, cont. • jQuery and Web-Oriented Architecture • Put IsJson=1 into any URL • Use jQuery, ExtJS, YUI to render with 100% JavaScript • http://bezzotech.com/library.html • Sometimes need to “trick” browsers with AJAX • Single-Origin AJAX policy • Use mod_proxy with Apache to bypass it Monday, October 17, 2011
- 25. Misc. Tips • Go to Collaborate!!! • For the price of a steak dinner, get invaluable war stories • Which add-ons are best for you? • Tips/Traps for your specific industry • Camtasia Studio • Quick and easy video documentation for end-users Monday, October 17, 2011
- 26. MARK YOUR CALENDARS! COLLABORATE 12 April 22-26, 2012 Mandalay Bay Convention Center Las Vegas, Nevada http://events.ioug.org/p/cm/ld/fid=15 Monday, October 17, 2011