ecm roadmap v2 0
DESCRIPTION
ecmTRANSCRIPT
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ECM Roadmap
Maximizing your Enterprise Content Management investment
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Enterprise Content Management ServicesEnterprise Content
Management
Help clients manage information and knowledge assetsthroughout the entire lifecycle to create business value
• Unify content to one centralized solution with focus on control and organization
• Improve decision making through improved access to relevant information
• Collaborative workflows with employees, customers, suppliers, and partners
• Multi-channel publishing: print, web, optical, wireless, and syndication
• Strategy Services– Business Planning and Strategy Development– Business Analysis and Roadmap– Return on Investment (ROI) Analysis– Project Planning– Project and Architectural Assessment
• Analysis and Architecture Services– Business and Technical Requirements Analysis– System Architecture and Design– User Experience– Information Architecture (including Taxonomy)– Business Process Analysis and Design
• Implementation Services– Project and Program Management– Installation and Configuration– Integrations with Other Systems– Extensions, Enhancements, Configuration and
Customization to meet Unique Needs– System and Integration Testing– Training– Knowledge Transfer
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Managing Content Effectively Means Considering its Full Lifecycle
3 Publishing and Distribution
2 Review and Approval
1 Authoring and Creation
4 Archiving
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Content in the Value Chain…
ManufacturingSupply
Sales
DistributionService
Research &Development
ContractsContracts
Quality
InfoTechLegal
Logistics Marketing
Executive
CollateralCollateral
DesignDesign
ResearchResearch
PolicyPolicy
PlansPlans
DeviationsDeviations
RequestsRequests
DocumentationDocumentation
ProposalsProposals
LiteratureLiterature
MessagesMessages
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Content Lifecycles Across the Enterprise
Conception Review & Negotiation Approval ExecutionExpiration &
Renewal
Procurement/Contract/Legal
Envisioning Developing StabilizingOperating
MaintainingDeploying
IT Development Projects
Planning Replacing
Inception Design & Development LaunchSupport &
Maintenance End-of-Life
Product Lifecycle
Source /Engineering
Inspiration Development Campaign Promotion Repackage
Product Market Collateral
Storyboard Proof
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ECM Platform Components• All the things that makeup the ECM platform
Document Management
Web Content Management
Digital Asset Management Collaboration
Records ManagementImaging
Workflow -Business Process
Management
Information Lifecycle
Management
Portal Integration
Email Integration
System Platform
Integration
System Hardware
Integration
SecurityIntegration
ComplianceKnowledge
ManagementDigital
Publishing
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ECM – Efficiency in the Value Chain
ConsolidationOptimization
Collaboration Compliance/Control
Asset Execution
Proc
ess
Enh
ance
men
t
Create Once - Use Many – Almost…
Efficiency Matrix for Content
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ECMRoadmapApproaches
ECM Roadmap Exits
Visioning 5-10 days
Tactical 3-6 weeks
Strategic 2-4 months
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Enterprise Content Strategies
TopographicalAnalysis
Planning, Zoning& Conservation
StaffingPlan
Utility PlanArchitecture
OrganizationalPlan
• High level opportunity strategy
• Detailed Analysis & Prioritization
• Change Management Plan
• Infrastructure & Sizing• Taxonomy / Classification • Usability
• People & Skills
Compliance &Enforcement
• Governance & Standards
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Roadmap Objectives• Educate and Inform
– Assist in stimulating understanding
– Business Value Identification and Definition
– Prepare for Organization Change
• Assess Current Situation– Existing ECM capabilities
– Current system processes
– Business Needs/Requirements
• Benchmark for Future Vision– Industry Trends
– Best Practices
– Segment Similarities
– Organizational Objectives
– External Factors – Regulation, Compliance, Competition
• Plan– Infrastructure Architecture
– ECM Foundation
– Support
– Project Portfolio
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Roadmap Approach – Step 1
• Establish Foundation
– Confirm Executive Goals and Support
– Project Goals
– Teams and Individual Roles
• Communication of effort
– Stakeholders and Participants
– Solicit Broad Organizational Input
• Organizational Structure
– Existing Capabilities
– Important Business Functions
– Target interviews, schedules and work sessions
Define Objectives, Critical Success Factors and
Organizational Awareness
Current State Assessment
Future State Vision
Develop ECM Roadmap
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Roadmap Approach – Step 2
• Assessment Methods
– Questionnaire
– Interviews – Sponsor, Functional Domain Experts, IT Business Partner, IT Technical
– Research
• Assessment Components
– Business Objectives & Opportunities
– Business Process Flows
– Content Assets
– Costs
– Systems and Capabilities
– Functional and IT Skills and Bandwidth
– Organizational Learning Styles
Define Objectives, Critical Success Factors and
Organizational Awareness
Current State Assessment
Future State Vision
Develop ECM Roadmap
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Roadmap Approach – Step 3
• Refinement of Potential & Future Needs
– Prioritized Significant Initiatives -Identification of strategic potential projects
– Enterprise Process Analysis
– Topical Analysis
• Future State Definition
– Document/Assets – Gaps, Direction, Sources, structure, classification
– Processes – Synergy, Information Lifecycle, Workflow, Archival
– Architecture - Platform, Gap
• Integrated View
– Opportunities for Greatest Business Value
– Commonality and Standardization
– Classification and Taxonomy
– Collaboration and workflow process
Define Objectives, Critical Success Factors and
Organizational Awareness
Current State Assessment
Future State Vision
Develop ECM Roadmap
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Roadmap Approach – Step 4
• ECM Roadmap and Timeline
– Prioritized based upon criteria
– Project component implementation plan
– Project Plan for first phase of implementation
– Outline roadmap for enterprise deployment
• ECM Component Development
– Executive Summary
– Benefits of ECM for your company
– Governance
• ECM Component Development cont.
– Budget and Staff plans
– Project Implementation plans
– Architecture
– Organizational Structure
– Draft architecture and infrastructure requirements
– Budget estimates
– Cost justification
Define Objectives, Critical Success Factors and
Organizational Awareness
Current State Assessment
Future State Vision
Develop ECM Roadmap
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ECM Roadmap Components• Content Management Strategy
– Business Planning
– ROI Analysis
– Project Planning
• Architecture– Taxonomy
– Workflow/Process Flow
– Information Architecture
– Collaboration
– Content Publishing/Distribution
– Security Model
• Content Organization– Library Services/Digital Asset
Management
– User Interface: Desktop/Webtop
– Rendition Control
– Auditing, Tracking, Reporting
– Review, Approval Cycle
– Security/Confidentiality
• Technology Platform– Installation/Configuration
– Integration
– Customization
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Benefits to your Organization • Value
– Rapid time to value
– Rapid transition into implementation
– Identifies future ECM initiatives
• Consistency
– Plans for Content sharing across the enterprise
– Standardization complies with regulatory and company policies
– Reduces duplicate efforts by introducing reusable processes and other ECM assets
– Aligns ECM investments with company objectives
• Resiliency
– Facilitates system flexibility to organizational change – avoid brittle ECM processes
• Security
– Secures and controls intellectual property and other confidential information
– Reduces threat of legal and regulatory risk
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Critical Success Factors – ECM Overall
• Business Involvement is an Absolute Requirement
– Identification of Champions
– Effective and frequent communication
– Support for Organizational relearning• Enterprise view/approach is important
– Institutionalize & Evangelize ECM
• Departmental/Business Area must be aligned with the Enterprise Plan
– ECM must operate as a single cohesive initiative
• Disciplined Deployment • Must address volume needs• Ongoing Evaluation
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Critical Success Factors – Project by Project
• Ease of use
• Effective classification
• Rapid access
• Alignment with key processes and applications
• Effective change management
• Frameworks and delegation
• Cross-pollination
• Security and access control
• Judicious use of standards
• Reliability of information
• Creating a culture of sharing
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Example Projects• Medical Device Company
• Biotech/Small Pharma
• Commercial Insurance Provider
• Consumer Device Manufacturer
• Retail Banking & Financial Services
• Retail Sales
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ROI – Areas of Opportunity• Project Portfolio
– Streamlined project implementation – better budget planning
– Opportunity Driven• Cycle Time Reduction (10-70% faster)• Reduced effort Overhead/Transaction Cost (Reduce Transaction
cost by 20-60%)• Compliance – Risk of audit/regulatory finding/fine (Cost Avoidance –
Risk Adjudication)• Improved Response/Success Rate Improvement in Revenue (Add 2-
7% process revenue)
•Consolidation•Optimization•Collaboration•Compliance/Control
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ROI – Areas of Opportunity• Corporate Center of Excellence/Project Office
– Development and Deployment Standards• 65% reduction in tiered deployment after the first system• 35% reduction in design effort
– Standardized Development – Shared development (25% Project Cost Savings)
– Shared Resources – Consolidated Mgmt & Support (40% Overhead Reduction)
• Governance
– Reinforcing Best Practices
– Standardization – (Reduced project overhead 25-60%)
•Consolidation•Optimization•Collaboration•Compliance/Control
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ROI – Areas of Opportunity• Marketing Collateral
– External Services Reduction – Edit and Publish in house
– Reduced Cycle Time
– Dual Publication – Print & Web
– Compliance
• Product Development
– Collaboration
– Design Change Management
• Supply Management
– Contract Workflow, Retention (reduced cycle time
• Service Organization
– Facilitation of Member Services (reduced effort, document retention)
• Process Optimization
– Repository, Search, Workflow & Collaboration
– Improvements (10-70% cycle time reduction, Parallel work)
– Control and Business Process Reinforcement
•Consolidation•Optimization•Collaboration•Compliance/Control
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Where to Start?• What level is right for your Organization
– Vision, Tactical, Strategic
• Assess your current state of readiness
– Consider Enterprise wide opportunities that can return initial High value/High Impact/Quick ROI
– Determine your ability to support the roadmap process financially and organizationally
• Preparation
– Identify sponsors, stakeholders and participants
– Advise/communicate plans for the roadmap
– Allocate sufficient time for discovery and education
– Determine existing technology plans that may integrate or obstruct
• Progress towards Business Alignment
– Adjust Roadmap Strategy to address organizational issues including barriers for adoption