Multi-Site Strategies for Intranets

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Multi-Site Strategies for Intranets Extranets

• byMark Heindselman
• mark.heindselman_at_emersonprocess.com
• Emerson Process Management Fisher Valve
  Division
• KMWorld 2005
• Session E105

November 15, 2005
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Agenda

• Who is Emerson Process Management, Fisher
  Controls, Stellent Inc. Transcend Software?
• What is eDocs
• Who is Micro Motion and What is SAMI
• Multi Site Strategy for Micro Motion SAMI 2
• Benefits of a Multi-Site Strategy for Micro
  Motion
• Wrap Questions

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Who isEmerson Process Management

• Is one of the 8 major brands within Emerson
  Electric - EMR
• 12 major divisions
• Major product lines serving the process
  industries Analytical Measurement
  Instrumentation, Control Valves, Process Control
  Management Systems, and Maintenance
  Optimization Software
• Global sales of 4.2B

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Who is Fisher Controls

• The leading control valve company in the world
• Over 790M in sales
• 4700 employees and 250 sales offices
• 12 manufacturing plants
• Products control valves, actuators, and digital
  valve controllers to the power, oil gas,
  petrochemical, chemical, pulp paper, food and
  pharmaceutical industries.
• Acquired by Emerson in 1992

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Stellent Inc.Our Content Management Software
Supplier

• 120M Minnesota based firm
• Started in the mid 1990s
• In the leader section of the Gartner magic
  quadrant and Forrester wave reports on content
  management
• Universal Content Server is its primary product
  to manage documents, content and other objects

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Transcend Software Inc.Our content management
implementation partner

• Transcend Software, Inc. - the technology
  division of Midland Information Resources
• A Stellent VAR Systems Integrator
• Have been with Stellent 6 years
• Helped Stellent establish theirchannel partner
  program
• 2002 Stellent Outstanding Leadership Award
• Fishers Content Management Implementation
  Partner since 2001

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eDocs

• Electronic DOCumentation System
• eDocs is a Web-based application used to manage,
  control, automatically publish, and provide
  retrieval and access to documentation, content,
  applications, and web sites in conjunction with
  Fishers internal web, FishWeb.

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eDocs

• Multiple servers
• Managing over 750,000 pieces of unique content
• Over 150 applications
• Managing web content parts, pages sites,
  reports, scanned images, digital media, documents
  from over 50 different formats

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Who Uses eDocs

• Valve Div.
• Micro Motion
• Process Systems
• VAD
• Flow Computer Div.

• Emerson Process Group
• Rosemount
• Regulators
• I V S
• Power Water Solutions
• Asset Optimization

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Functional Areas Using eDocs

• Engineering
• Manufacturing
• Quality
• Research
• Applications Engineering
• Sales
• Marketing
• Tech Pubs

• HR
• Finance
• Education
• Purchasing
• Traffic / Logistics
• Information Center
• IT
• and more

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How is eDocs Used

• Document Management word, .pdf, powerpoint,
  jpg, gif, excel, framemaker, html, audio, video,
  .exe
• Report Management reports generated from
  databases from mainframe or other systems
• Scanned Content fulltext or image only
• Web Content components of web pages, web pages
  and entire or partial web sites intranets /
  extranets / public web sites

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How is eDocs Used - Kinds of Information

• Sales Literature
• Presentations
• Policies / Procedures
• Manuals
• Standards
• Drawings
• Pictures
• Training Materials
• Email
• Knowledge bases

• Forms Static Active
• Certifications
• Work Procedures
• Announcements
• Forms Static Active
• Approval Processes using workflow
• Complete applications using the entire set of
  features of the ECM
• And many many more

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SAMI 2 Sales and Marketing Intranetfor
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Who isMicro Motion

• One of the divisions of Emerson Process
  Management based in Boulder, Colorado
• The market leader in coriolis mass flowmeter
  technology

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Information Overload Information Management
Overload
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SAMI 2 Charter

• Purpose Statement
• The goal of this team is solve the SAMI
  problem. This has many facets, but ultimately
  means determining the platform for shared
  intranet communications to global field sales as
  well as shared internal communications within
  marketing. It includes creating the site
  map/structure with a user-friendly interface and
  populating the new SAMI with clean data.
• Replacement for a platform that was no longer
  going to be supported Lotus Notes
• Goal One location to store and find documents
  needed by global sales, service and marketing
  teams
• Success measured by improved customer (internal)
  satisfaction
• ie. increased use of SAMI, reduction of shared
  drive files, reduced complaints

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SAMI2 Project Duration

• Time Frame
• Start Point Mar. 26, team formation, weekly
  meetings
• June 1
• Platform chosen
• Aug. 30
• Information transferred to SAMI2
• Front-end design complete for SAMI 2
• Sept. 2-18 Initial Training/Testing
• End Point Sept. 30 Launch Training

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SAMI 2 Current Knowledge

• Feedback from customers
• SAMI is absolutely necessary to share information
  between marketing and sales
• Too many sources of information (F drive, SAMI,
  Sales Intranet, Marketing Intranet, SAMI DMZ),
  making it hard to find anything or determine what
  is the latest/correct version
• SAMI not organized well and not easy to use
• Search tool on SAMI doesnt work well
• Must download huge files without a thumbnail or
  way to know if its what you need first
• Based on LOTUS Notes so difficult to post docs
  and impossible to cross-link them
• Not used internationally until DMZ launched a few
  months ago

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SAMI 2 Customer Needs

• Customers
• Global sales and marketing teams
• Needs
• One location to store and find documents needed
  by global sales and marketing teams including an
  area password protected for marketing items that
  are not ready for public distribution by sales
• Supports corp./dept. strategies
• Improves ability to share information between
  sales marketing
• Reduces wasted time searching for files
• Ensures correct information is provided to
  customers

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SAMI Usage Survey Results

• If you could improve SAMI what would you change?
• Quicker connection
• Easier to use
• More organized
• Categorize information better
• Better search engine
• Ability to preview documents without having to
  scroll to the bottom
• Quality of scanned documents are very poor
• Post product data sheets as soon as possible

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SAMI Usage Survey Results

• Please rank in order of importance to your usage?
  
• 1 Application Information
• 2 Product Info
• 3 Competitive Data
• 4 Sales Tools Link
• 5 Certifications
• 6 News/Latest Info
• 7 Other

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SAMI 2 Scope

• Included
• Includes creating 1 location for content
  currently on SAMI, Marketing Intranet, Sales
  Intranet and F drive
• Includes platform, moving documentation, new
  posting procedures
• Includes design of front-end user-friendly
  interface
• Includes training users (sales marketing)
• Includes determining how to replicate on European
  servers
• Process to add new users/passwords
• Boundaries
• Does not include other intranet sites or
  departments
• Only MMI, does not include Flow or other Emerson
  divisions
• System will still require uploaders to properly
  tag files and maintain them in a current state

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SAMI 2 Requirements
Weight 9 9 9 9 1 1 3 3

• Musts
• Ease-of-use interface (customizable dashboards
  preferred)
• Cross-linking
• Search by content meta tags
• Easy to post
• Intl/outside LAN access
• Links to Opal, PlantWeb, PPT library, etc.

• Wants
• 1. Speed and thumbnails
• 2. Access privileges restrictable admin.
  Granted
• 3. Expiration reminder
• 4. Subscriptions/notification of updates
• 5. Draft vs. published areas revision histories
• 6. Transportable to PartnerNet in future
• 7. iORA interfaces with it
• 8. PDA access

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SAMI 2 Design

• Easy to use interface (Web-like) documents
  cross-linked to numerous categories
• Meta tag and text searches
• PDF thumbnails of documents
• Subscription ability
• Security levels
• Consolidates shared drive, Sales Intranet,
  Marketing Intranet
• System to archive documents and find the latest
  document
• Correct info to customers (latest info,
  internal/external clearly marked)
• One server instead of three for storing the same
  document
• Share best-practices wins globally (encourage
  Sales to post)

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SAMI 2 Platform Determination

• LOTUS - Doesnt meet our needs being phased out
• MMI Intranet structure - Doesnt meet our needs
• HTML - Doesnt meet our needs
• XML - Doesnt meet our needs
• eDocs
• Pros Meets our needs the best by far
  off-the-shelf so minimal support needed on
  European servers becoming widely used in
  Emerson can use Emerson license being tested
  for MMI technical documentation
• Cons Dashboard tool must be purchased separately
• SharePoint
• Pros Somewhat meets our needs off-the-shelf so
  minimal support needed on European servers
  Dashboard tool
• Cons Not as robust as eDocs works best on
  Windows2000
• Matrix One
• Pros Minimally meets our needs being used in
  MMI manufacturing
• Cons Very hard fit into our requirements,
  anticipate big problems with this tool
• EPM Best Practices L.A. Intranet - No. All
  posting thru 1 person
• PlantWeb preview -No. They create each of these
  manually
• Custom - Too costly and undependable to roll out
  Intl and get tech support

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SAMI 2 Open Issues

• Posting open to all users?
• How to manage correct cataloging of content?
  Funnel through 1-2 people/world area?
• Multi-lingual
• Interface in multiple languages?

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Current SAMI Publishing Process

• We use a Stellent based publishing technology
  called Content Publisher
• Template based layout for site creation allows
  us to identify what functions and content goes
  where on the site and can also have multiple
  layouts in the same site
• Provides the ability to publish content on a
  scheduled basis and to multiple sites and servers
• Provides fully integrated security based upon
  groups and matching rolls
• Context sensitive content contribution
• Fulltext and metadata based searching
• Subscription notification
• Can publish the Site to a CD as well

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Industry Level Page
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Internal SAMI2 Web Site - Asia
Internal SAMI2 Web Site
Internal SAMI2 Web Site - Europe
Document is checkedinto Content Server
Micro Motion Public Web Site
External SAMI2 Web site requires login
authentication
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SAMI 2 Overview
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SAMI 2 Design (MOST REQUIREMENTS MET)

• Easy to use interface (Web-like) documents
  cross-linked to numerous categories
• Meta tag and text searches
• PDF thumbnails of documents
• Subscription ability
• Security levels
• Consolidates shared drive, Sales Intranet,
  Marketing Intranet
• System to archive documents and find the latest
  document
• Correct info to customers (latest info,
  internal/external clearly marked)
• One server instead of three for storing the same
  document
• Share best-practices wins globally (encourage
  Sales to post)

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Benefits of the Multi Site Strategy for Micro
Motion SAMI

• All content is managed and stored with one
  process. (HUGE)
• No additional work is needed to publish or
  maintain other world areas and extranet sites.
• Replaced technology that was not going to be
  supported and allowed the cost for this support
  to be dropped - 10K py
• Significantly improved functionality of the site
  and find ability of the information
• Extranet site is secure and contains the same
  information that the intranet site does
• Provided some measure of integration between the
  Micro Motion PDM system and this process so
  uploads are smoother and less time consuming
• Over 10000 documents managed in this process more
  than double of the old site Annual cost savings
  of over 20K py just in managing websites
• One headcount reduction 60K py
• Large increase in use of content and literature
  by world area users and customers
• Same content can be leveraged for public website
  use also
• Provides integration to other applications

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ROI For Multi Site Management

• BENEFITS
• Support for Notes 10K
• Less time to manage 20K web sites
• Less time to manage 10K content in PDM
  
• Head count 60K reduction
• TOTAL 100K
• 40 INCREASE IN PRODUCT LITERATURE FROM PUBLIC
  WEBSITE

• COSTS
• Development 40K
• Content Migration 5K
• PDM Modification 5K
• TOTAL 50K

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Recognition Within Micro Motion

• The Application and Its Owner, Karen Mackenzie,
  are up for the President's Award for Innovation -
  SAMI and STF ... "being
  able to do business tasks in new and better way"

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Wrap Up and Questions

• Multi Site Strategies do work
• They take extra planning and work up front
• They provide very real and tangible benefits
• Content management can be a technology that can
  help you RUN the business while you CHANGE the
  business!

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Mark HeindselmanEmerson Process
Managementmark.heindselman_at_emersonprocess.com641
754-3161