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2 HOW TO MAXIMIZE THE VALUE OF YOUR ENTERPRISE LIBRARY PATRICK MCGRATH ECM PRODUCT MARKETING, MAY 5,

3 TWEET LIVE DURING THE SESSION! Connect with us: Sign up for a Complimentary Consulting Session Marco Polo 801 Share your thoughts Take the survey In the App or via

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5 REGISTRATIONS ARE NOW OPEN! Online at bit.ly/emchoriz on OR At the Momentum Booth Solutions Expo Booth #803

6 SESSION OBJECTIVE Review content library characteristics Explore a proven methodology to further develop value for an Enterprise Content Library Recap best practices

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8 Could I get more value from my content library? quicker?

9 Representative findings As much as 40% of an ECM implementation s costs could be the result of rework due to poor planning and requirements gathering. Source: AIIM Services Drives Success (or Not) in ECM Implementations

10 Traditional Libraries Content Centric Enterprises Who Contributors Authors, Collectors, Buyers Coordinators Librarians Curators, Collection managers Curators, Archivists Consumers Researchers, teachers, students Bored people Activity Creating, collecting, collaborating Accessioning (ingest), processing Indexing Preservation, archiving, conservation Tracking, loaning, etc. Finding, searching, collecting Index cards Aisles, browsing

11 Content Library Characteristics Content Libraries Navigation and view is driven by the user because they are searching for something they need Content Applications Navigation and view is dictated by the application because the application is driving the user to perform a particular task

12 Library Content Organization Search Objectives Give me documents with a specific phrase Give me documents within a hierarchy Give me documents related to this transaction Give me everything I need to know Quickly! Implication Text-based search Folder-based search User knowledge of hierarchy Browse until I find the right docs Application assigned transaction links as metadata e.g. integrated retrieval Requires curation Metadata Document relationships Facets

13 How many of these apply to your organizations? The challenges on the cusp of the sixth era are no longer isolated among a few specialized document workers. They reach to the very heart of the digital workplace and are reflected in these quotes: Knowledge workers -- We re drowning in information but thirsty for knowledge. Security officers -- Information is leaking out of the organization at every turn. Records managers The volume of information that is beyond our ability to control is increasing business risk and exposure. IT people -- We can t keep up with the demands of the business and they are working around us rather than with us. The C-Suite -- We are spending so much effort just keeping the lights on that we are afraid we will miss the next wave of technology and be left behind. Source: AIIM Report Content Management 2020

14 Common failure scenarios One-size-fits all Lack of effective reconciliation between needs and solutions Lack of agility, follow-through, stamina

15 Practices that work! 1. Revel in the problem Understand your stakeholders and what they are trying to accomplish Leverage user-centric design and value proposition design techniques Start with the end user - Making them more productive, engaged and effective will solve many of the business goals at the same time 2. SMART goals Get Specific! The most value will be derived relative to a specific set of problems and Measurable, Attainable, Relevant, Timely 3. Use Programmatic and Agile techniques Quick iterations, workshops, proof-of-concept projects Build confidence, gain buy-in Keep the momentum!

16 Value Proposition End-User Modern, mobile, relevant and personal UI Automation of processes & tasks Validations and taxonomies Decision data available Automation Metadata & content analytics Productive search / browse Fast & secure Process information, analytics Easy to use and learn Relevant to my job Trust in the content & process Focus on business experience Make good decisions Collaborate Review, approve Not enough value add Share & Publish Content hard to find Research Don t trust results Too complex and slow Source:

17 Value Proposition Line of Business Modern, mobile, relevant and personal UI Automation of processes & tasks Validations and taxonomies Decision data available Agility, Self-service Automation Metadata & content analytics Productive search and browse Fast and secure Process information, analytics Controls, governance Low cost, savings Responsiveness & Agility Trust in the content & process Customer & employee engagement Good, quick decisions Less reliance on IT Poor audit Compliance Slow / inconsistent handling Too costly to deliver Limited visibility into processes Dependent on individual Cust. Engage & Deliver Employee success Manage $$$ Innovate

18 Value Proposition I.T. Modern, mobile, relevant and personal UI Automation of processes & tasks Validations and taxonomies Decision data available Agility, Self-service IT Business Partnership Info Architecture Automation Metadata & content analytics Productive search and browse Fast and secure Process information, analytics Controls, governance Low cost, savings Configure vs. code Managed / shared services Breakdown Info silos Reduce time to value Greater strategic insight and impact Trust in content, security, services Service provider Seat at the table Information steward Technology advocate High cost of ownership Business partner Poor adoption Innovation enabler Slow to deliver & innovate Solutions too general Scalability & reliability

19 Content Library ALL Modern, mobile, relevant and personal UI Automation of processes & tasks Validations and taxonomies Decision data available D2 Documentum Syncplicity DC4SP MDD MSOD & Partners Agility, Self-service IT Business Partnership Info Architecture Automation Metadata & content analytics Productive search and browse Fast and secure Process information, analytics Controls, governance Low cost, savings Configure vs. code Managed / shared services ALL ALL ALL

20 Once you have identified potential value Improvement Program CHECK ACT Quantify, Measure, Model Define Opportunities, Goals, Priorities Iterate & Execution Time-based Improvement Roadmap DO PLAN

21 Customer Case Study #1 Value-driven approach Category Old solution New approach Adoption End-Users dissatisfied with library, actively looking for workarounds and other solutions Team walked through current user experience and frustrations pains and gains Productivity Quality Business Agility IT Agility Documents hard to find. Partial results. Reducing trust in content and library. Repetitive, complex actions to assign access and file documents. Quality of filing dependent on institutional knowledge. Highly dependent on IT for new workspaces Highly customized solution. Slow to develop and innovate. Workshops, POC s, quick iteration cycles built trust and buy-in Reassessed content / object model. Aligned to new taxonomies. Automated access, business rules and metadata assignment leveraging new content model. Implemented workspace templates with easier selfprovisioning for business workgroups Moved to new toolset with a configure rather than code focus. Faster time to value, IT resources freed up for more innovation

22 Customer Case Study #2 Value-driven approach Category Old solution New approach Adoption #1 Adoption #2 Business Agility IT Agility, Service & Cost Unmanageable library for hundreds of locations. Users and administrators not happy! Local alternatives in use. Inconsistent experience, and too complex. UI better for power users. Casual users overwhelmed. Insufficient real benefits with current solution. Needed to reinvigorate content management efforts within large community. Highly dependent on IT for new workspaces Highly customized solution. High cost to manage so many locations. Overwhelmed with requests. Team walked through current user experience and frustrations pains and gains Workshops, POC s, quick iteration cycles built trust and buy-in New UI approach to entice casual users. Template workspace configurations. Further automation deployed, workflow-based approvals and content distribution. Business views with dashboards and report templates Implemented workspace templates with easier selfprovisioning for business workgroups Moved to new toolset with a configure rather than code focus. Faster time to value, IT resources freed up for more innovation

23 Practices that work! 1. Revel in the problem Understand your stakeholders and what they are trying to accomplish Leverage user-centric design and value proposition design techniques Start with the end user - Making them more productive, engaged and effective will solve many of the business goals at the same time 2. SMART goals Get Specific! The most value will be derived relative to a specific set of problems and Measurable, Attainable, Relevant, Timely 3. Use Programmatic and Agile techniques Quick iterations, workshops, proof-of-concept projects Build confidence, gain buy-in Keep the momentum!

24 How to get started Start the conversation with stakeholders Leverage communities Evaluate offerings Evaluate services Training Consulting Managed Services

25 Related Activities DATE TIME TITLE LOCATION Monday 12:00pm - 1:00pm Deploying a Secure, Modern Collaboration Service for 200k Users at Texas A&M Galileo :30pm - 5:30pm Learn How EMC Syncplicity Delivers a Secure and Frictionless Galileo 905 Mobile Productivity Experience for all Enterprise Content 12:00pm - 1:00pm Deploying a Secure Modern Collaboration Services for 200K Users at Texas A&M Galileo 1006 Tuesday 8:30am - 9:30am 8:30am - 9:30am WebTop Migrations Moving to EMC Documentum D2 and EMC Documentum xcp Product Vision & Strategy: Next-Gen Cloud Innovation Galileo 1005 Galileo :00pm - 1:00pm ECD Overall Product Vision and Roadmap Part I Galileo :30pm 2:30pm ECD Overall Product Vision and Roadmap Part II Galileo 1007 Wednesday 1:30pm 2:30pm 4:30pm 5:30pm 1:30pm - 2:30pm Using ECM Measurements to Drive Best Practices Driving Value with your ECM Investments EMC Documentum D2 - Simplify Your Document Lifecycle Management and Enhance Your User Experience Hands on Lab: Extending EMC Documentum D2 Galileo 905 Galileo 1007 Galileo 906 (HoL) 3:00pm 4:00pm What's New & What's Next: EMC Documentum D2 Galileo 905

26 Next Steps Visit EMC: Stop by our booth for more information. Copyright 2014 EMC Corporation. All rights reserved.

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