A Pragmatic Strategy for Oracle Enterprise Content Management (ECM)

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Andrew MacMillan, VP ECM Product Management, OracleBrian “Bex” Huff, President and Chief Software Architect, Bezzotech

A Pragmatic Strategy For OracleEnterprise Content Management (ECM)

Agenda

• Intro to pragmatic Enterprise Content Management• Its more than just technology

• Seven steps of a pragmatic strategy• Gather a team, analyze current state• Consolidate, federate, secure• Bring strategies together• Plan for the future

• Questions

What is Enterprise Content Management?

• ECM focuses on “unstructured” information• Emails, Microsoft Office documents, videos, web sites

• Covers the entire life cycle• Capture it, define it, tag it• Find it, convert it, deliver it• Use it, re-use it, enrich it• Secure it, retain it, destroy it

• Improves communication efficiency

Automate Management of Content Across the Lifecycle

PublishRetain

Filter

Search

Create

Capture

VersionIndex

Cleanse

Archive

What is Pragmatic ECM?

• Movement beyond “point solutions” • Avoid department-centric solutions• Think strategically about enterprise interoperability• Act tactically to address specific needs

• Its not just about technology• Its about a culture of information sharing.• It’s about dedication to a “single source of truth”

• Its about making content manageable!

Strategic vs Tactical ECM

• Strategic ECM systems• Enterprise-wide• Infrastructure level• Used for Active, Transactional, and Historical data

• Tactical ECM systems• Makes one specific department better at one thing• Leads to content silos• Remember: these exist for a very good reason!

• A pragmatic strategy must support both

Steps in Pragmatic ECM

1. Create a “Center of Excellence”

2. Asses your environment

3. Consolidate content into strategic repositories

4. Federate control to tactical repositories

5. Secure information wherever it exists

6. Bring structured and unstructured strategies together

7. Plan for the future

1) Create a “Center of Excellence”

• Multi-departmental group• Stay close to the needs of the users.• Requires support from senior executives.

• Information sharing is a political mine field• There is job security in hoarding information.• People do not want to change their habits, or lose control of

their data.

• Necessary for enterprise-wide initiatives• Without executive buy-in, ECM will not be widely adopted.

Center of Excellence Breakdown

Project 1 Project 2 Project 3

Executive Steering Committee

Program Mgmt. Office

• Business Analysts• Developers

• Program Manager• Enterprise, Infrastructure, Solution, and Information Architects

• Records Managers

• Business Analysts• Developers

• Business Analysts• Developers

2) Assess Your Environment

• Determine number of unstructured systems• Could number in the hundreds!• Label as strategic, tactical, or replaceable

• Examples:• Shared file systems and FTP servers• Digital Archives• Department specific content / collaboration systems• Legacy websites and web applications• Enterprise Apps: Siebel, Lotus Notes• Hosted systems: Salesforce.com, Gmail, Facebook

Label Existing Systems

• Strategic:• ECM systems with the features you need• Easy interoperability

• Tactical:• Insufficient for a strategic infrastructure.• Too useful to replace.• Not cost-effective to re-implement required features.

• Replaceable:• Not many features: low cost, low complexity

Consolidation ROI

Ea

se o

f C

on

so

lidat

ion

Shared File Systems

Legacy Imaging

HighLow

Low

High

ERP Doc Store

Email System

Web Applications

CRM Doc Store

DepartmentalRepositories

Web Content Mgmt.

Tactical

Replaceable

Legacy Doc. Mgmt.

Media Library

3) Consolidate Strategic Repositories

• Migrate from replaceable into strategic system• High-value content in one central repository for easy re-use• Significantly reduces cost and complexity

• Extend strategic repository to other applications• Active: Web applications, portals• Transactional: Imaging and process management• Historical: email archives, digital archives

ERP SystemERP SystemERP SystemERP System

CRM SystemCRM SystemCRM SystemCRM System

Email ServersEmail ServersEmail ServersEmail Servers

Web ApplicationsWeb ApplicationsWeb ApplicationsWeb Applications

Enterprise Applications Infrastructure Content Applications

Media LibraryMedia LibraryMedia LibraryMedia Library

Imaging SystemImaging SystemImaging SystemImaging System Web ContentWeb ContentWeb ContentWeb Content

Enterprise Service Bus (core services)

Universal ContentManagement (UCM)

Universal OnlineArchive (UOA)

Imaging & Process Management (I/PM)

Document Archive

Document Archive

DocumentManagement

DocumentManagement

E-MailArchiveE-Mail

ArchiveWeb ContentManagementWeb ContentManagement

BPM Document Capture

Oracle Strategic ECM System

Direct SOA forSpecializedServices

Oracle Database

Consolidation Tools

• Enterprise Service Bus• Server to server orchestration with BPEL workflows

• Open Web Content Management (OpenWCM)• Embed in-context editing in portals / app servers

• Standards-compliant ECM interfaces • CMIS, JSR 170, RSS, WebDAV

• Custom Integrations• SOAP, Archiving Services, Java API

4) Federate to Tactical Repositories

• Tactical systems exist for a reason!• Helps one department do their tasks more efficiently• Too useful to eliminate, too expensive to consolidate

• Pragmatic ECM does not punish tactical systems• It offers federation tools to extend the repository• Helps makes your content manageable

• Get control over content, wherever it is• Centralized policies, federated repositories

Oracle Federated ECM Services

SharePointSharePointSharePointSharePoint

MS SQL DBMS SQL DB

Multiple InstancesDesktops and Loose Files

Tactical SystemsTactical SystemsTactical SystemsTactical Systems

ContentContentRepositoryRepository

Multiple Instances

Universal RecordsManagement (URM)

Information RightsManagement (IRM)

Secure EnterpriseSearch (SES)

Federation Tools

• Universal Records Managements• Custom “adapters” run in remote systems• Enforces retention and destruction policies

• Secure Enterprise Search• Single, secure place to search for content anywhere• Group and display results differently, depending on the user

• ALUI Ensemble (Oracle WebCenter Services)• Embeds any web app inside any other web app• Helps manage application proliferation

5) Secure Information Where It Exists

• Security Paradox: Information is only secure when you are not using it!• In a repository? Safe.• Removed from the repository for viewing? Unsafe.

• Can we do better?• Add more layers of security.• Make a “defensible” content security strategy.

• An ECM should store content, not users• Integrate with best-of-breed identity management systems

Security Tools

• Information Rights Management• Encrypts documents• Must request temporary key to view content• Centralized policy management, monitoring, and reporting

• Content Cleansing• Remove “Track Changes” and “invisible” content from

documents

• Dynamic Watermarks on PDFs• Embed user name and access date

Information Rights Management Lifecycle

6) Unify Your Strategies

• Blurred line: unstructured vs. structured content

• Unstructured apps need structured content• Should consume structured services

• Structured apps need unstructured content• Should consume unstructured content services

• Extract structure from unstructured content• Keywords, metadata, taxonomy, controlled thesaurus

Unification Tools

• Imaging and Process Management• Brings scanned images to enterprise apps

• Business Intelligence Publisher• Generate reports, put into ECM, then on web sites

• Siebel Files Replacement

• Business Analytics and Data Mining Tools• Imagine data mining your email archives…

Unification Tools

• Real Time Decisions and “Next Best Activity”• Based on user’s history, what are the likely to want to see?

• Customer communication Management (SkyWire)

• Auto Categorization• Extract keywords, metadata, and thesaurus terms• Determine which content items are similar

• Microformats• Embed easily extracted structure in documents

7) Plan for the Future

• Need 3-year plans for ECM

• Technology is changing rapidly• New tools, new integrations, new migrations• Consolidation may be a better option in the future.

• Content is being created faster and faster• Need to frequently assess storage and findability

• Think strategically, implement tactically

Coming January 2009…

Questions?

A Pragmatic Strategy for Oracle Enterprise Content Management

Presenters:Andrew MacMillan

andy.macmillan@oracle.com

Brian “Bex” Huff

bex@bezzotech.com

Thank you!