Charting the Path to Enterprise Content Management

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Charting the Path to Enterprise Content Management

• Best of Texas.2005
• October 19, 2005
• Karen V. Strong
• Clarity, Inc.
• Kstrong_at_claritydmi.com

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ECM Vision

• The Vision of ECM is Compelling
• Users across the enterprise are able to create,
  retrieve, manage and archive all of their content
  paper and electronic
• Records retention policies are met and audit and
  compliance requirements are satisfied
• Content is repurposed for presentation via
  enterprise portals and web sites
• Publishing and collaboration requirements are
  supported by integrating content repositories

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ECM Information Technology

• Gartner, Inc. ECM Magic Quadrant
• Electronic Document Management
• Web Content Management
• Records Management
• Document Capture and Document Imaging
• Document-Centric Collaboration
• Business Process Management (Workflow)
• ECM is the technologies used to capture, manage,
  store, preserve, and deliver content and
  documents related to organizational processes.
• AIIM International

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ECM Information Management

• ECM From a Solution Perspective
• Content
• Business Processes
• Connectivity
• Compliance
• Collaboration
• In order to build and sustain organizational
• improvement and simplify critical
• everyday decision-making.

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Charting the Path to Enterprise Content Management

• Destination
• Plan for the Journey
• Effective Utilization of Resources
• Course Correction

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Charting the Path to Enterprise Content Management

• Strategy
• Planning
• Project Management
• Lessons Learned

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ECM Enterprise Focus

• Formulating an Enterprise Perspective
• Must have executive sponsorship and support
• Fundamental need to implement a strategic
  approach and manage enterprise content as an
  organizational asset
• Cannot defer to departmental, functional, or
  process-specific solutions
• Must have the necessary supporting business
  policies and procedures to succeed

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ECM Strategy

• Begin with a Vision Statement
• Picture of where you want to be in 3 or more
  years
• Must be in alignment with the mission, purpose,
  values, and objectives of your organization
• Must address the culture for information sharing
  within your organization

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ECM Strategy

• Define Goals and Objectives
• Interim or time-based measurements to be achieved
  by implementing strategies in pursuit of the
  companys objectives
• Should be quantifiable, consistent, realistic,
  and achievable
• Increase awareness of document/records management
  concepts agency-wide by 75 in 1 year
• Develop a standard enterprise architecture in 6
  months
• Client Project Examples

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ECM Strategy

• Consultant Approach
• Baseline current environment
• Develop vision, goals, objectives
• Conduct gap analysis
• Prepare recommendations
• Develop ECM Strategy
• In the meantime, as months or years go by while
  your
• company formalizes its enterprise requirements,
  the
• technology will change, and your company, its
  employees
• and customers will continue to suffer from the
  delays in
• finding a solution to their business problems.
• Paul E. Szemplinski, President
• Integrated Document Technologies, Inc.

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ECM Strategy

• ECM Strategy Recommendation
• Write an internal white paper (2-3 pages)
• ECM vision, goals objectives
• Define alignment with organization mission
• Include high-level risk analysis
• Address management support and business policy
  issues
• Address the organization culture (readiness)
• Collaborate with other project teams
• Present potential solutions
• Objective Focus and Funding

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Case Study TxDOT

• Vision Statement

Meeting the unique document management needs of
individual business areas while supporting
universal document sharing requirements of
TxDOT to improve operational performance. Texas
Department of Transportation (TxDOT)
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ECM Planning

• From Strategy to Action
• Technology integration
• Operating models and standards
• Deployment priorities
• Implementation approach

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ECM Planning

• Technology Integration
• Technology components
• Author and/or capture
• Repository (active and inactive)
• Content sharing and aggregation
• Life-cycle management
• Business process management
• Enterprise-class solutions require CIO-level
  support
• Positioning relative to other initiatives
• Deliverable Target Architecture and Plan

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ECM Planning

• Operating Models Standards
• Standard Operating Models
• Workflow
• Repository
• Publishing
• Retention
• Security
• Uniform approach to the operating environment
• Deliverable Enterprise Standards Framework

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ECM Planning

• Deployment Approach
• Deployment Model
• Which content?
• Which processes?
• Which technologies?
• Deployment Approach
• Assess organization readiness
• Deep high functionality (process-specific)
• Wide low functionality (portal access)
• Deliverable Deployment Plan and Timeframe

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ECM Planning

• Implementation Approach
• Foundational Activities
• Vendor(s) selection
• Taxonomies and metadata
• Education and training plan
• Roles and responsibilities
• Repeatable Activities
• Process analysis
• Requirements definition
• Customization requirements
• Deliverable Implementation Plan and Model

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Case Study CPA

• ECM Planning
• Long term vision for organization-wide use but
  started with a baseline system
• Technology integration associated with mainframe
  applications and workflow system
• Enterprise-wide standard for storage management
  (not BPM or capture)
• Deployment plan to deliver deep functionality
  process-by-process
• Implementation driven by project requests, ROI,
  and funding
• Texas Comptroller of Public Accounts (CPA)

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ECM Project Management

• ECM Program Management and Project Support
• Change management plan
• Communication plan
• Organizational policies and procedures
• Change/update policies
• Document and enforce procedures to drive
  consistency across processes
• Publish standards, guidelines, and acceptable use
  requirements based on the life-cycle model

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ECM Project Management

• Focus on Achievement Driven Projects
• Vendor evaluation and selection
• Target architecture
• End user knowledge and readiness
• Classification and naming standards
• Folder standards
• File plan integration
• Life cycle management
• Document custodianship
• Retention schedule updating
• Risk analysis for deployment priorities

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Case Study TEA

• Program and Project Management
• Established a Project Management Office (PMO)
• Function software development
• New Applications
• Maintenance
• Enhancements
• View ECM as an enterprise-wide tool
• Deployment projects managed consistently
  according to a software development lifecycle
• Texas Education Agency (TEA)

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ECM Business Solution

• ECM Justification
• Enhance efficiency and productivity
• Improve customer service and reduce costs
• Support compliance and reduce risks
• Facilitate consolidation of IT infrastructures

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Charting the Path to Enterprise Content Management

• Strategy
• Planning
• Project Management
• Lessons Learned

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Charting the Path to Enterprise Content Management

• Thank You!
• Karen V. Strong
• Clarity, Inc.
• Kstrong_at_claritydmi.com