Enterprise Content Management Glenys V. Reid Project Manager Office of the Chief Information Officer Government of Victoria Wednesday May 12, 2004 Melbourne
Overview Strategic Context Office of the CIO Information Management Issues The ECM Project 28 June, 2004 2
Strategic Context ICT spend approx. $1B p.a. and growing Current decentralised approach leads to ICT fragmentation, and excessive cost Growing Victoria Together requires more holistic responses and more integrated services The Standard Corporate ICT Infrastructure Strategy project carried out by BCG in 2002 identified ways to standardise ICT to: support integrated services Increase value for money from ICT by consolidation and standardisation of ICT infrastructure 28 June, 2004 3
Current WoVG ICT Themes Using ICT in new and innovative ways to: make it easier for people to find and access government services enable new services improve existing services improve productivity and efficiency 28 June, 2004 4
Leadership The Office of the CIO (OCIO) has been created to lead the new WoVG ICT management agenda A new ICT Strategy Sub-Committee has been created to provide increased Government focus on ICT strategy and policy and on investment in ICT via the Office of the CIO The Office of the CTO (OCTO) has been created to manage major WoVG ICT projects and operate central ICT infrastructure 28 June, 2004 5
What will change? Less variety of technologies different skill sets required ad hoc decisions and ICT duplication More reuse and sharing of standard ICT infrastructure integration of systems and data sharing support for integrated services value for money from ICT 28 June, 2004 6
Core OCIO Projects Currently Underway Website Management Framework (WMF) Governance, policy & standards, mgt processes Online Hosting Environment (OHE) Architecture and infrastructure for new online systems Data Centre Consolidation (DCC) Creation of strategic WoVG data centres and disaster recovery arrangements Enterprise Content Management (ECM) Web, documents, records Selection of strategic WoVG solution(s) 28 June, 2004 7
Other Relevant/Interfacing WoVG Projects Project Rosetta (CTO) Authoritative, integrated,automated directory infrastructure across the Victorian government Victoria Online (CTO) A new generation, best practice, metadata-driven portal. TPAMS (CTO) Strategic framework to improve quality and reduce the cost of telecommunications for Victorian government Victorian Electronic Record Strategy (VERS/PROV) archiving electronic records created or managed by the Victorian government. 28 June, 2004 8
IT in 21 st Century Government Internal - Efficiency and Productivity Standardise Centralise Consolidate Integrate Rationalise External - Improved service delivery Citizen-centric Accessibility Multi-channel 28 June, 2004 9
Information Management If you are not managing your content (i.e. information) you are not managing your business * AND If you are not managing your information, then the ROI on that investment will be minimal.* 28 June, 2004 10 * Documentum uniting the world through content (TM)
What Is Content Management? Enlightened Applications link all major Content stores - collaboration, Seamless Technology architecture, Standards driven, Integrated, not bolted-on Domains Unstructured: DM, KM, WCM,IM Structured: Databases, RM/DM catalogue & content Management Content Management Is Comprehensive Controlled Chaos Content Free-for for-all Need to Address Technology Architecture Creation/capture Delivery/collaboration Access/security Archive/offline Globalization/discovery Syndication Publish/push Web Services
Content Management Segmentation Content Types Unstructured Content Semi-structured Content Structured Content File-based Document level Element level Images and graphics Rich media Web content (HTML, XML, JSP, ASP) Catalog content Templates (XSL) Databases External applications Commerce transactions (Acknowledgment to Doculabs - www.doculabs.com) 28 June, 2004 12
Compelling Reasons for Change A Strategic Enterprise approach is needed to manage Victorian Government mission critical information into the 21 st Century. Business Cases and Technologies for separate solutions are converging 28 June, 2004 13
The ECM Future We believe that enterprise content management (ECM) environments are likely to become as ubiquitous and as pervasive a part of a company s enterprise application infrastructure in the coming few years as database management systems have been over the past two decades. * * Understanding the Strategies of Major Enterprise Content Management Suppliers Patricia Seybold Group November 2003 28 June, 2004 14
ECM Landscape Integration Publishing and Delivery Library Services Repository Management Workflow End-to-end Enterprise Content Management Digital Asset Management Traditional EDMS Web Content Management Contribution and Editing Legacy Documents Printstreams Office Documents Graphics and Images Web Content Templates Rich Media Third-Party / Structured Application Code 28 June, 2004 15
The Business Problem Current technical solutions across government to facilitate Information Management of: Web content; Documents; and Records are increasingly unable to cope with the demands. Digital and Hard copy information within and across Departments and lead agencies is not being effectively controlled or managed in the Digital Age. 28 June, 2004 16
Records and Documents 250+ linear kilometres of paper files on shelves Web Content 191 websites with approx 414,000 pages 28 June, 2004 17
Current WoVG Context Systems 18 Web Content 9 Document and Records 11 Ministerials & Briefings 17 Potential RFT s 2004-2005 RFT expense $2.7 million+ Procurement Vendor s Rule - $22.9m+ Consolidation Savings $10-$20 million (ICT Infrastructure Strategy Report) 28 June, 2004 18
Mission Critical Information Examples Documents Ministerials and Briefings Legislation and Cabinet WoVG and Major Project Files Contracts and Tenders Business Agreements Web Pages or Archived websites Emails Records Client Financial HR Registrations and Licenses FOI and Complaints 28 June, 2004 19
Business Drivers for ECM Departments are struggling with content integration across system silos; Collaboration is hindered due to embedded technologies with divergent architectures and standards; Requirements for: Global discovery and re-use; Standardised taxonomies; Cost avoidance; Efficiencies in authoring and versioning; Ability to impose accountability regimes over content stores and divergent formats. Market for integrated web, records and document management is maturing, and will continue to mature over the next three to five years; Trend is away from niched solutions; External and client facing interaction should be aligned with internal process management; Stand alone systems value detract through lack of standardisation, limited collaboration, cost of integration / replacement. 28 June, 2004 20
ECM Objective Immediate Strategic enterprise Product Solution for Web, Document and Records Management Long Term Enterprise approach to business information, data taxonomies and information management principles. Business knowledge capital to be shared across Departmental silos Support VERS initiative 28 June, 2004 21
ECM Scope Departments Education & Training Human Services Infrastructure Innovation, Industry and Regional Development Justice Lead Agencies Vic Police Vic Roads State Revenue Office (SRO) Environmental Protection Authority(EPA) Primary Industry Premier & Cabinet Sustainability& Environment Treasury & Finance Value Add Victorian Communities 28 June, 2004 22
ECM Project Timeframes 2004 Strategic Procurement Plan April-May WoVG Requirements April-May RFT Development May-June RFT to market July Policy and Standards Development Optimistically July Governance 5-6 months July RFT Evaluation September-October Realistically Target Architecture 7-8 months October Dept. Business Case October Implementation Plan November Contract/s signed December Note: Intention is to have procurement project complete by December 2004 with implementation beginning no later than February 2005 28 June, 2004 23
ECM Project Deliverables WoVG ECM Requirements Common, Web, Document and Records WoVG RFT and Evaluation WoVG ECM Enterprise Solution, Products and Services A single industrial strength WoVG shared services ECM solution procured by OCIO for ten departments+ four agencies; Pick list of niche products for smaller agencies; Miscellaneous tools (discovery, report, audit, migrate and analyse); System Integrators & Support Services. 28 June, 2004 24
ECM Deliverables (contd.) Target Architecture (final form post product selection) Governance, Policies & Standards Business Case (for each Department to assess value add ) Implementation Plan Production Implementation (via CTO if procured). 28 June, 2004 25
RFT Procurement Options Option 1 - Vendor s Rule Option 2 - Standards Federated approach Option 3 - ECM Desktop De-centralised Option 4 - ECM Desktop Centrally shared Option 4 Best Practice Most Preferred Least expensive 28 June, 2004 26
Proposed ECM Desktop components* Web Content Management Authoring, Publishing, Version Management Renditioning Workflow Collaboration Process Automation Document & Record Management Office & Email integration VERS compliance Process Automation Enterprise Discovery & Reporting ECM elearning Component 28 June, 2004 27 * Subject to WOVG licensing agreement
ECM Enhanced Functions New requirements Streaming of video and audio talking heads management & production? Graphical Information System overlays (roads, halls, mobile coverage etc) Digital imaging speed cameras, security cameras, Recent feature advances ECM - not just WCM, Collaboration environments, Better structured data management (issues, incidents, results, records etc), Digital Asset Mgt, 28 June, 2004 28
ECM Enhanced Functions (contd) Miscellaneous tools Enterprise search desktop/intranet/content management system, Report creation for information management, Web site reporting: Traffic, response times, pathways, error rates WMF project identifies requirements Quality and structure, Content Management: Audit and migration. 28 June, 2004 29
Information Architecture ECIA CoP Enterprise Content Information Architecture Community of Practise 25+ members from 11 Depts/Agencies Objectives Agree a common glossary of terms (vocabularies) for use in document and record management processes. Improve the strategic alignment of VERS, WoVG ECM and the IA for all departments and agencies. Agree on classification hierarchies (thesaurus) that can be implemented by departments and agencies in new content system deployments Promote a common Information Architecture model relating to core governance processes that can be used by departments and agencies. 28 June, 2004 30
Resourcing Project Manager Business Analyst Technical Architect Project Officer RFT/Evaluation/Procurement Probity Auditor Scope Manager WoVG RFT Development & Procurement Legal/Contract Development 28 June, 2004 31
Governance ICT Strategy Board egovernment ICT Committee Project Board same for ECM/OHE/WMF Executive Reference Group Senior Executive Executive Reference Board Project Board Senior Chair Senior Senior Observers WoVG Expert Reference Groups Executives Expert Supplier Web Content OCIO Programme Manager Project Assurance Document and Records CM Project Manager WMF Project Manager Technical Architecture Project Team Project Support OHE Project Manager Project Support Project Support Supplier Supplier Expert Reference Group Senior Expert Experts Expert Reference Group Expert Reference Group 28 June, 2004 32 Senior Expert Experts Senior Expert Experts Shown for context only
Change Management the hard bit! At the heart of change management lies the change problem, that is, some future state to be realized, some current state to be left behind, and some structured, organized process for getting from the one to the other Fred Nickols 2000 http://home.att.net/~nickols/change.htm 28 June, 2004 33
Questions???? THANK YOU Glenys V. Reid Project Manager Office of the Chief Information Officer Government of Victoria glenys.reid@dpc.vic.gov.au
ECM Cost Model - In Scope VERS integration for all systems For each department Scoping/ product selection Business Analysis, Design Training & Change Mgt System configuration Test data & directory System Build Desktop Integration System implementation Hardware including scanners Software licenses Workflow & Search/Discovery Scanning software Business Support Project management 3 years operational support including hosting 28 June, 2004 35
ECM Cost Model - Out of Scope Departmental costs for network capacity upgrades specific customisation existing system integration (TRIM, etc) SOE desktop variances beyond defined supported versions Buried data retrieval Local data quality management/rectification Existing Web, DM/RM data migration Ministerial systems (although these could be supported) 28 June, 2004 36