streamlining content management using portal technologies

Streamlining Content Management Using Portal Technologies

Laurence Hart

Senior Systems ArchitectSenior Systems ArchitectInfodata SystemsInfodata Systems

Agenda

Leveraging What You Know The Role of the Enterprise Knowledge

Portal– Portlets– Portal Taxonomy

Getting Started On The Journey– Evolving the portal– Success factors

Questions and Answers

Problem

How can we handle the glut of information? How do we process it,

learn from it, and use it to accomplish the goals of the

organization?

Solution

Create an Enterprise Knowledge Portal by integrating portal and enterprise content management

technologies to accelerate knowledge capture and provide

personalized access across a global enterprise.

What is the EKP?

Gartner’s Portal Framework

Criteria

Robust Search– Structured repositories– Unstructured repositories

Taxonomy support Content management/aggregation Personalization

– Individual– Role

Application integration/development

The Enterprise Knowledge Portal

Provides access to existing information Allows for the management of

knowledge– Creation– Collection– Organization– Distribution

Takes knowledge and turns it into CONTENT

Portlets

Enable core application functionality in a portal

Access enterprise applications or the Internet

Follow the 95/5 rule– 5% of the application’s functionality– 95% of the usage

DocumentumeContent Portlets

Core functionality provided– Creation: Inbox, Workflow Status– Collection: My Docs, Inbox– Organization: Browse, Cabinet– Distribution: Search, My Favorites

Custom portlets Several vendors either have them or

are building them: Plumtree, Epicentric

Inbox Portlet

Lessons LearnedeContent Portlet

The Portal Taxonomy

A hierarchical directory of documents– Browsable– Searchable

Populated using two methods– Manual creation– Automatic creation using a crawler

TwoTaxonomies

W D K 4.2W D K 4.2

Documentum InThe Taxonomy

How do we get content from Documentum into the Portal Taxonomy?

Manually…… Automatically……

Method SecurityTaxonomy

Classification Timeliness

Publish to the Intranet and crawl

Create when

crawled

Classified when crawled

Two step processDelayed updates

Crawl Documentum directly

Imported Hierarchical structure can be

mirrored

One step processInstant updates

The Documentum-Portal EKP Architecture

Solid Architecture– Distributed– Personalized– Secure

Documentum– eContent Services for

Portals

Portal Vendor– Content Crawlers

PotalDatabase

DocumentumRepository

DocumentumeContent Portlet Server

PortalWeb Server

Browser Client

DocumentumContent

PersonalizedMy Page

DocumentumeConent Portlets

Portal & PortletPreferences

DocumentumContent &

Information

DocumentumCrawler

Taking the EKP Journey

It’s a Journey

Define the vision and begin Invest in your information – not just

the technology infrastructure Separate hype from reality Evolve the EKP

– Start small and then grow– Deploy horizontally– Iterate deployment

Success Factors

“Quick-Hit” Approach– Clearly demonstrate the benefits– Keep it simple– Six to eight weeks to first pilot

Planning, Planning, Planning– Get help– Define the schedule– Stick to the schedule– Budget for the evolution

Cataloging Knowledge

Metadata Standards– Tagging– Terminology

Enterprise Taxonomy Definition Lifecycle Management policy and

standards– Quality– Retention– Preservation

Security

Keep everything in synch– Users– Groups

Design the Portal security model in conjunction with the repository models

Synchronize on a third party?– NT security– LDAP

Build the Excitement!

Users need to want to use the portal Educate the users

– Pre-deployment campaign– Hit the advertised dates

Add some FUNctionality– Popular Comics– Sports Scores

Summary

Accelerate content with an EKP– Create, Collect, Organize, and Distribute– Personalize on a global scale

Leverage Documentum into the Portal– Portlets, crawlers– Check the level of integration

It’s a journey

Questions and Answers