GSD with Content
Tony PeleskaC.I.O., Minnesota Housing Finance Agency
Jordan JonesSr. Manager, Connected Selling Experience IT, Cisco
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
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%)
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
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
• Jordan Jones– E-mail: [email protected]
• Tony Peleska– E-mail: [email protected]