GSD with Content

Tony PeleskaC.I.O., Minnesota Housing Finance Agency

Jordan JonesSr. Manager, Connected Selling Experience IT, Cisco

Systems

GSD with Content at Cisco

Jordan JonesSr. Manager

Connected Selling Experience ITCisco Systems

The Business’s View of Content Management at Cisco

“Cisco field and partner teams spend 15-25% of their time searching for … content [in order] to have valuable conversations with customers and partners. “We need to get rid of the brown sweaters in our closet…”

— Cisco Sales Executive

The Cost of Poor FindabilitySales Engineers (SEs) average 18.8 hours/week searching for answers, creating these business problems:• Cost—With 6,000 SEs, the cost of search

is $375 M per year. • Content Duplication—When SEs cannot

find content, they replicate it, adding to content growth and degrading search results.

18.8

38.2

SE Hours Spent / Week

Searching Other Tasks

Form Content Governance Partnerships

IT

Legal and Enterprise

Records

Information Security

Services Data Protection

Compliance Engineering

HR Privacy

Then Partner with the Business

IT

ComplianceBusiness

Content Management Landscape at Cisco

• Component Content Management– 1 system; 400 monthly active users driving 70% of Cisco.com post-sales– Publishing to web content management, source code control, and social

• On-Premise Document Management– 3 major systems (1 with RM), heavily customized; 70,000 monthly users; 60+

other systems– Migrate to 1 system as a system of record; purge for non-records– Add publishing to web content management, mobile, and social

• Cloud Document Management & Cloud Social Platform– 2 major systems; 800,000 monthly users– Integrating with system of record; implementing purge for non-records

Content IT Transformation at Cisco

• Architectural Focus: Open source, open standards

• Goals: – Address issue of 60+ CMSes; simplify to

minimum number, with integrations.– Improve findability– Improve ease of use and ease of compliance

(ISO, RM, privacy)

Radical SimplicityOne system for each thing

– One on premise component CMS– One on premise, policy-compliant CMS– One cloud, simple sharing CMS

Plan• Consolidate

– Delight users with features and interface– No-touch migration

• Zero content selection• Zero downtime• Zero broken links

• Integrate– 50 potential integrations (29 existing, 21 new opportunities)– 25 integrations now in production

Sample Use Cases for IntegrationClient Use Case Existing Status

Services Technical Knowledge Library EOL WCM Production

InfoSec Content Security Reporting System A Production

Engineering Inline Document Review System A Production

Engineering Project Portfolio Management System A Production

Capital Investment Central System B Design

Services Services Delivery Collaboration Platform System C Production

Engineering Automated Classification-Based Security Auditing New Production

All Social to Content Management Migration of Records EOL Social Production

HR Staffing Personnel File New Design

Where We Are — System• New system developed in agile fashion, continuing

buildout• Compliance approval, including from our external ISO

auditor• Custom APIs built and being extended• Key systems integrated• New integrations for web, mobile, and social publishing

Where We Are — Migration• 1.5 TB — acquisitions• 400 GB — non-content management apps• 700 GB — key services app integration• 8 TB — System A “no-touch” migration• 7.6 TB — System B “no-touch” migration (20%)

Testimonial

“What migration?”– Director, Engineering IT

Engineering Liaison to IT

Document Management

EngineeringMktg Services

All Cisco Users

ISO-Compliant WorkflowsFile-Level Access Controls

Enterprise Records ManagementeDiscovery / Legal Hold

Security

Doc Central (AlfrescoInternal)

SalesFinance Supply Chain

Adobe Experience Manager

Services Technical Knowledge Library Services Delivery Collaboration Portal

Cisco.com

Doc Exchange(Alfresco External)HRServices Legal

WorkfrontPercolateAvature (HR)

14 other integrations in production25 other integrations in design

GSD with Content at the Minnesota Housing Finance Agency

Tony PeleskaC.I.O.

Minnesota Housing Finance Agency

Starting with a VisionEmployees and customers will have a single sign-on to access the most current and reliable information they need to do their work.

Business Process Improvement• Driven and directed by business units • Includes both large scale projects and continuous improvement• Development work for future large scale projects

Improvement to Enterprise Utilities and InfrastructureSupporting Technology

• Driven and directed by BTS• Includes both large scale projects and continuous improvement

How do we manage our projects

Change Requests

Quality Assurance

Operations Requests

Risk Analysis

Regular weekly

meetingsTesting,

Release and Refinement

Technology Assessments

Business Requirements

Implementation Planning

Project Assessment

Request

loopfeedback

Communication Plans

Issues Log

1. Formulation

Who? Division formulates project proposal with BTS; Division Coordinator submits to Ops

What? Project proposal is business

case, including need, approach, benefits, etc.

When?When ready, Division

encouraged to engage in early discussion with Ops

What else?Ops will authorize use of other Agency resources

Who? Employee submits a support

request through SysAid or Helpdesk

2. Approval

Who?Ops approves small- and

medium-sized projects; BTIC approves larger

What?Possible outcomes:

1. Approved to move forward (assessment or implementation)

2. Approved, for future timing

3. More due diligence needed

4. Denied, with reasons

How? BTS staff reviews, consults

with others as needed

3. ExecutionWho?

Division and BTS jointly execute project

Project and Technical Management?

Determined by Businessand BTS

Monitoring?Ops and BTIC

Issues?To Ops

Closure?Agreement from division; final status report to Ops

How? BTS staff completes, consults

with others as needed

Business Process ImprovementImprovements to business processes and identification of needed technology supports

Projects/ToolsSpecific technology-related tools needed to support business processes and systems

SupportWhen existing technology-related tools and equipment are not working properly

How we decide what to work on

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

Data Strategy:What we’ve done, what’s next

• Created a data strategy and vision• Completed our data strategy project, technical

architecture and conceptual model • Projects within business are using this strategy/model • “One source of truth” means that data from multiple

sources will be readily available, reliable, most current

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

Enterprise Utilities• Enterprise Content Management (ECM)

– Documents, Files• Customer Relationship Management (CRM)

– Entities, Partners, Customers• Business Intelligence (BI)

– Reports, Dashboards

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

Enterprise Content Management (ECM):Documents & Files

• What we’ve done, what’s next– Platform integration into our data strategy – not one

platform– Web content also implemented on this platform– Focusing on document management piece of ECM with

current projects:• Loan Origination System• RFP and Grants Management processes

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

Customer Relationship Management (CRM):Entities, Customers, Partners

• What we’ve done, what’s next– Organizational assessment in 2014, focusing on Customer

Journey mapping next steps– Platform tool purchased and implemented into our data

strategy in 3rd quarter of 2015– Completed multiple projects in 2016 on the platform including;

• RFP Processing• Grants Management

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

Business Intelligence:Reports & Dashboards

• What we’ve done, what’s next– Purchased Platform in 2014– Trained specialized staff in 2014 – Implemented a pilot project with Division, refined based on testing– Toolset is not being utilized for;

• Quarterly Board and Divisional reporting and dashboards• Management Dashboards• Application reporting

– So successful staff are queuing their requests and priorities

Your Apps

Enterprise Utilities

Translation Process

Data SourcesCentralized

Applications (Data)

Spreadsheets and Reports Other Databases

Decentralized Applications (Data)

New Tools

External Feeds

Other Tools

Files & Docs (ECM)

Customers & Partners (CRM)

Reports & Dashboards

(BI)

Information

Business Apps Shared Apps

Your Single Access Point

]Data Strategy

How technology will support your work

Data from Centralized Applications

Spreadsheets and Reports Other Databases

Data from Decentralized Applications

External Data Feeds

http://info.aiim.org/2017-state-of-information-management

Business Apps and Shared• Tools you use in your division to do your work• Current Business Apps

– SF and MF loan systems– MF asset management system– MF compliance tool– MF loan servicing

• Future Business Apps– Single and Multifamily Loan Origination Systems

I hope you leave today with;• The understanding that it isn’t so difficult to

GSD with a vision and strategy• Small wins lead to large scale change and keep

people engaged• The business lines must own the projects, not IT• Gaining leadership support is crucial for success

Questions?

• Jordan Jones– E-mail: jorjones@cisco.com

• Tony Peleska– E-mail: Tony.Peleska@state.mn.us