Enterprise Content Management (ECM)

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1 Enterprise Content Management (ECM) What it is, Creating a Domain Architecture for ECM, Why you would want to do this, and where to get help if you do ;)

2 The other guy could not make it I m Glenn

3 A bit about me... and I really Content Management stuff

4 more like guidelines really...

5 The universe is big...

6 you were here you were here really, really big...

7 ... and so is the universe of Data Management

8 ... and so is the universe of Content Management

9 EA The Big Bits ^ Business Information Application Technology

10 EA The Big Bits ^ Business Information Application Technology let s focus on the Information for a minute

11 What is Content? Information It s information Jim, but not as we know it

12 What is Content? Information Informa(on)Services)) provide)a)access)to)a)wide) variety)of)informa(on) types)through)a)common) services)interface) Informa(on) Informa(on)Assets,)Master)Data)Management) (MDM),)Metadata)management,)mapping) between) assets ) All Informa+on assets registered in a common place, facilita+ng management of defini+on, ownership, use, quality, etc. Informa+on Services will fit into the overall Services framework presented in the Applica+on Architecture Analy(cal) Informa(on)) Integra(on) Content) Content is a term used to describe (so called) unstructured informa+on such as web content, documents, digital assets, etc. and its meta data. Common integra+on approaches, tools and technologies e.g. EAI, ETL, data integra+on hubs, messaging, switches Opera(onal)Data)Management) Content is one of the key types of Information

13 What is Content? Information Information Management Strategy Information Management Principles & Framework Common Strategy, Architecture, Framework for IM Governance, Capabilities, Models, Principles, Standards, Solution Patterns, etc. Operational Transactional Performance Oriented Highly structured Real time Analytic Facts and Dimensions Reporting Oriented Structured Time series Content Objects and Classification Records, Knowledge Oriented Unstructured Lifecycle, Snapshots Content fits into an overall IM strategy and framework

14 What is Content? Information Information Management Strategy Content spans both structured and unstructured content Operational Analytic Content Opera+onal informa+on is a key source for structured content and provides the master reference for business informa+on and the source of good quality business informa+on Structured Content Structured content is organised as collections of facts and dimensions Structured for analysis and reporting Collections provide a time series view of the relevant business content Structure content is transformed into unstructured content in the form of a report, research paper, etc. Enterprise systems e.g. HR, Finance, typically link operational information with content e.g. employee contracts, client invoices Spatial data is highly structured and provides an important frame of reference for other content Unstructured Content Unstructured content is organised as objects or types (e.g. images, , web content, drawing, spatial, social) belonging to classes Structured for knowledge and records management Collections are virtual according to classification and metadata e.g. tagging Unstructured content typically draws together content from a range of sources both structured and unstructured Search plays a critical role in content discovery and re-use Content centric Collaboration and Workflow facilitate content creation and use Content is not always un-structured...

15 What is Content? Level% %%%3% Content% Class% e.g. Products & Services, Location, Organisation, Records Management classification Unstructured content uses formal taxonomies, content types and metadata e.g. tagging to classify the objects for search/ discovery and lifecycle management e.g. disposal/ retention, management/ control Level%% %%%2% Content% Type% e.g. Data collection Multimedia Map, Drawing Policy Procedure Diary Report Research paper Web content Strategy Structured content requires semantic layers associated with the structured content to facilitate search/ discovery and to provide guidance with regard to appropriate use, fitness for purpose, quality, etc. Level%% %%%1% Content% Object% e.g. Identifier, Title, Description, Subject(s), Document Type, Format, etc. Unstructured content organised as objects of a type within multiple classes e.g. Location, Business Service, Condition, Org Unit, etc. Structured content organised as collections of facts (object and type) and dimensions (classes and types) Simple Meta model of Content: Object > Type > Class

16 What is Content Management? + Business Information + Application + Technology Combining bits from each = ECM Domain Architecture

17 What is Content Management? + Business Information Content Roles e.g. Owner, Author, Reviewer, Consumer Content Types - Object, Type and Class Classification - formal meta data and tagging Content centric Processes - generic lifecycle & business specific Content information services - especially for lifecycle services + Application Foundation - e.g. Library, Search, Taxonomy, Records management Business - e.g. Document Mgt., BPM, Collaboration, Rights Mgt. Transactional - e.g. Imaging, eforms, MFP Persuasive - e.g. Digital assets, Web, Multi-channel distribution + Technology Repository services e.g. Storage management, Indexing, Security/ Access, Retention/ Disposal Other IM services e.g. Data integration, Data quality, Master data management Source: The Forrester WaveTM: Enterprise Content Management... the bits inside are

18 ECM The Other Bits ^ Business Information Application Technology

19 ECM The Other Bits ^ Business Information Application Technology let s focus on the Business bits...

20 The Business Bits Business The key Content roles include: Owner Author Reviewer Consumer Administrator Developer Content needs actors...

21 The Business Bits Business Create/' Capture' The key to managing Content is Reten8on,' Disposal' Store,'Index' taking a lifecycle view of the overall Content Management process. Distribu8on,' Publishing' Manage,' Control' Content needs to get a life...

22 The Business Bits Business Reten+on Disposal Archiving Records management Business con+nuity backup, recovery, DR Compliance Reten8on,' Disposal' Create/' Capture' Store,'Index' Capture/ create content once Integrate with applica+ons and devices I use Simple search Easy reuse Standard templates Facilitate collabora+on Simple, consistent classifica+on Business meta data management Facilitate tagging Don t care where content is stored Index content and facilitate search Manage content centric workflows rou+ng, tracking, approvals Facilitate collabora+on Publishing Content filtering Easy sharing and reuse Distribu8on,' Publishing' Manage,' Control' Control access Simple search Easy reuse Managing versioning Records management Compliance Specialist support Content lifecycle bits are usually common...

23 ECM The Other Bits ^ Business Information Application Technology

24 ECM The Other Bits ^ Business Information Application Technology let s focus on the Application bits...

25 The Application Bits Application The key functional components include: Foundation Business Persuasive Transactional Content needs function... Source: The Forrester WaveTM: Enterprise Content Management

26 ECM The Other Bits ^ Business Information Application Technology

27 ECM The Other Bits ^ Business Information Application Technology Actually, let s not

28 The other, other bits The other, other bits include: Architecture Vision Principles Requirements Architecture Realization Opportunities, Solutions, Migration Planning Implementation Governance TOGAF holds the keys to the other, other bits

29 The other, other bits Vision Principles Requirements Opportunities, Solutions Governance The other bits are like glue...

30 The other, other bits Vision Governance Vision Goals & Objec+ves Organisa+on & Culture Ac+vi+es & Deliverables Roles & Responsibili2es Prac+ces & Techniques Tools and Technology The DAMA DMBoK has a good framework...

31 The other, other bits Principles Some Content specific Principles include: Role based and personalised access to content + ++ Pattern based ECM Solution Development DAMA DMBoK + TOGAF + own is a good start

32 The other, other bits Requirements Opportunities, Solutions What was that about Pattern Based ECM Solutions?

33 Pattern Based ECM Solutions Requirements Composite Patterns Business Patterns Integration Patterns Source: IBM Patterns for ebusiness Application Patterns Runtime Patterns Product Mappings Opportunities, Solutions Common requirements = common solution components

34 Types of Patterns Business Patterns Integration Patterns Self Service (User to Business) Information Aggregation (User to Data) Collaboration (User to User) Access Integration e.g. Single signon, Personalisation Application Integration e.g. Federation, Broker, Router Let s look at the Business and Integration Patterns...

35 Types of Patterns Business Patterns Integration Patterns Combining the two gives you some good building blocks...

36 Pattern Notations

37 Pattern Notations This one is a slightly more complex variation Pattern pieces are made up of standard components...

38 Combining Solution Components Collaboration Self Service C: SR AI: CL Client SS: PD C: Coll Single Sign-on AI: SSO Application Integration: Broker, Router Personalized Delivery AI: PD IA: IA Information Aggregation: Information Access AP: BR It s like making an ECM Solution jigsaw puzzle...

39 The Value of Pattern Based ECM Solutions Requirements Composite Patterns Linking Requirements to ECM Solutions and underpinning tools and technologies Business Patterns Application Patterns Runtime Patterns Integration Patterns Opportunities, Solutions Product Mappings... it s about re-use and lower ECM Solution TCO

40 What can you do with one? An ECM Domain Architecture has a million uses! ;)

41 What can you do with one? Assess Current State - Do you have the right pieces? - What state are they in? - Current issues? SWOT? - Requirements not being met? Develop Target State - What bits do you need? - What do they look like? - Where do I need to invest? Plan Transition States - How do I get to the Target State? - What steps are required? - Do the transitions deliver value? Also... - What bits do I already have? - Can they be re-used as is? - What new bits do I need? Strategy development: Current > Target > Transition

42 What can you do with one? Illustrate Journey - Create themes for stages - Create user stories of what it would be like at each stage Programme 1.0$BYO$Device 2.0$Digital$Iden9ty$/$IAM Year Virtual$Desktop$Infrastructure $2m Bring$Your$Own$Device$Policy$&$Strategy$50k Mobile$Device$Management $500k $1.1m IAM$Implementa9on IAM$Implementa9on$ $next$phases 150k Single$Sign$On Role$Based$Access 150k OnSBoarding$/$Exit$Process 100k $3.7m Portal$Strategy$&$Selec9on Integrate$Enterprise$Applica9ons $500k 3.0$Portal,$Collabora9on$&$Content$ Management Web$CMS$ReSarchitecture $200k Review$Website$Informa9on$Architecture $150k Curriculum$ePorbolio$Stage$2 $250 Collabora9on$Tools $500k Social$Integra9on $100k Integrate$Single$Sign$On $100k Integrate$Business$Intelligence$/$Dashboards $100k Redevelop$Intranet$ $Staff/Student$Portal $500k 4.0$Business$Process$Efficiency$ eforms $100k Electronic$Forms$and$Workflow $250k Redesign$processes$and$forms$for$efficiency $250k 5.0$Virtual$Classroom 6.0$Applica9on$Enhancements Virtual$Classroom$POC $650k Virtual$Classroom$Roll$Out $2m Virtual$Classroom$Integra9on $250k Blackboard$Review$/$Strategy Blackboard$Analy9cs $200k Blackboard$Upgrade$SP11,$upgrades,$possible$external$hos9ng. $640k Callista$15.1/16$Upgrades$(ITSC)$and$other$upgrades$(SSC) Callista$Review $100k $1.655m CAPS $500k Student$Loans$System $100k Marks$Recording Alesco$v13$Upgrade $150k CMIS$upgrade $100k Replace$WAAPA$Database $50k WAAPA$eAdmissions $100k Budge9ng$System$Review $300k Financial$system$support$&$enhance.. $360k Finance$Systems$Strategy $100k Oracle$Financial$r12$Upgrade $600k CRM$&$Single$View$of$Student$Strategy CRM$ $Next$Phase $590k CRM$ $Further$Rollout$Phases $385k Org+$phase$2 $20k Content$Management$POC $50k FEA$Professional$Prac9ce$Systems $100k Review$SONIA $100k 7.0$Research$Program Research$Systems$Strategy $200k TeleSpresence$facility $200k Research$Integrated$Front$End $250k MilleniumSRAS$Interface $50k RMS$Enhancements $50k RMS$v13$Upgrade $150k Roadmap the key initiatives - Create streams - Populate each stream with key initiatives e.g. Business change, Technology, Foundation for Content Management Search, Collaboration, etc. 8.0$Informa9on$Management 9.0$Infrastructure$/$Data$Centre$/$ Network$/$Communica9ons 10.0$Security 11.0$Plaborm$&$Integra9on,$Small$ Apps 12.0$Support,$Service$Management,$ Training$&$Change$Management Data$classifica9on$and$security$policy Master$data$management$strategy Overall$IM/BI$strategy Research$Informa9on$Architecture Document$&$Records$Management $1.5m EIM$Extensions $900k Integrate$external$services$into$catalogue $50k Review$IM$Plaborm$&$Architecture Eval/Selec9on$of$DC,$Cloud$Providers $100k Apple$OS$Upgrade$ $150k Cloud$Integra9on $50k Perm$Computer$in$Teaching $72k CoLo$exis9ng$data$centres $250k Private$Cloud $100k Cloud$ $200k Applica9on$readiness $50k Printer$Strategy$ac9ons $50k Other$Cloud$Services $50k Extended$Support$Hours $500k Suppor9ng$processes$including$contracts$&$commercials,$tooling,$educa9on$and$backup $50k Data$Centre$Storage$&$Backup Network$Upgrade$including$core$network,$WiFi,$ra9onalisa9on$&$management Infrastructure$refresh SOE$/$Desktop$Sourcing$Review $100k Informa9on$Security$ $Strategic$program$of$works$(See$EW$roadmap) Integra9on$Strategy$/$Plaborm $100k Design$&$Select$PaaS $50k Review$Service$Management$Processes Business$Con9nuity$Plan $50k Service$Now $160k 13.0$Sourcing Develop$sourcing$strategy $50k Solidus$Replacement $510k Mul9$Media$Replacement$&$Maintanance SOE,$Desktop,$Laptop$rrefersh Align$support$capability$with$demand Establish$service$catalogue $50k Windows$OS$Upgrade $350k Migrate$to$SOESDesktop$as$a$Service$1m Integra9on$Plaborm$Implementa9on $500k App$Store $100k Implement$CMDB $250k Centralise$Soeware$Licensing $100k Database$Strategy $50k Establish$eLearning$program $50k Train$staff$on$upStoSdate$technologies $50k Develop$service$integra9on$approach $50k Integra9on$Callista$&$RightNow $100k Integra9on$TRIM$&$Outlook $100k Review$/$Ra9onalise$Small$Apps $500k $2.67m $2.79m $1.78m $5.7m $2.63m $1.01m Target - Current = Initiatives for the Roadmap

43 What can you do with one? Level% %%%3% Content% Class% e.g. Products & Services, Location, Organisation, Records Management classification + Level%% %%%2% Content% Type% e.g. Data collection Multimedia Map, Drawing Policy Procedure Diary Report Research paper Web content Strategy Level%% %%%1% Content% Object% e.g. Identifier, Title, Description, Subject(s), Document Type, Format, etc. BIM + BPM + meta model = good content classification

44 Any questions?

45 A Question you may wish to ask Is it about the eye hair?... its was a hairdresser malfunction :)

46 Any other questions?

47 Hopefully, you won t feel the same way about ECM Domain Architectures ;)

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