Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie

delivering a complete solution

Introduction to Enovation’sProject Collaboration Portal

Today’s Agenda Introduce the Project Collaboration Portal

About Enovation Solutions

Explain the solution Ciaran Walsh

Demo how it works Ciaran Walsh

RCSI case study Luke Feeney

Q & A

Enovation Solutions Irish Solutions Integrator 2000 founded by our current management

teamDeliver complex projects through the

provision of on-site professional expertise2003 – adopted Open Source products2012 market leader having built significant

expertise in large scale project delivery across • eLearning, • Document Management and • Content Management solutions

Enovation Solutions – Our CapabilitiesDevelopment & Support of Open Source

products for• Training and Education sectors

– Moodle, Mahara, Drupal …– Moodle Partners in Ireland and France

• Document and Content Management – Alfresco, Drupal

Web Hosting (either outsourced / on-site managed)

Application SupportCustomisation Integration

Training Consultancy – Product/Tool Selection,

Solution Design

Strong relevant experience of Java Technology

The largest dedicated team working on Open Source Technology Solutions in Ireland• Qualified professionals, • Active contributors to open source

Unique in Ireland in terms of the breath of applications we support

Personal commitment from Enovation Directors to the quality of software we deliver

Enovation Solutions – Our Expertise

Implementation skills & experience of the delivery management Team

Key delivery roles • Technical PM • Technical Lead• IT Manager

Common denominator, all • Passionate about software development • Active contributors to blogs & forums • Research and advise on new technologies• With Enovation for at least 5 years

Enovation Solutions – Our People

Clients in Ireland, UK, France, Belgium, Spain, Switzerland, US

100+ Moodle clients & elearning solutions (100,000 active users)• Aer Lingus Ryanair VHI• GAA RCSI PaddyPower• A&L Goodbody FAS TCD• DCU Garda Síochána (Irish Police)• CEPOL – European Police Training College (UK)• International Trade Commission (UN – Geneva)• World Customs Org.(Brussels)

Alfresco Clients • RCSI Three Irl Meath CoCo TCD ‘Cromwell

Letters’ Professional Services (a representative sample)

• Dublin Airport Authority Bank of Ireland Group Allied Irish Bank

• Aviva KPMG Spencer Stuart

Enovation Solutions – Our Clients

The Project Collaboration Portal

A project’s success – excellent communication and collaboration between teams & stakeholders

Type of collaboration & communication • Review plans, M.I. and reports • Make documents available for review by a

secure user group – authorised personnel • Give limited read / write access• Store and back up for a defined period (may be

dictated by legislation)• May need some integration with other systems.• Adhere to security, compliance, regulatory and

privacy requirements of the sector inline with business or project specifics

Why Projects Collaborate

ECM – the term to describe a formalized means of organizing and storing a project or

organisation’s documents and other contentWhy?

• Governance• Retention• Compliance • Email / Audit Trail / Traceability• Any business decision • Uniquely identified records / documents

Pillars of Enterprise Content Management

Combining Project and ECM

Project – Stakeholders &

teams working together

CommunicateShare InformationDelivery success

Collaboration Governance

Document storeRetention

Uniquely identify

ALFRESCO

Implementing the Project Collaboration Solution

Support &Maintain

Why Choose Alfresco? Open source alternative for Enterprise

Content and Document management (ECM)

Alfresco Community Edition (Free)Personalised by projectExtended services including

• Integration• Workflow• Rules & actions• Migrations • Theming

We address these weaknesses by offering a complete End2End solution to an open source ECM package

Strengths Global traction (55 countries) Increases penetration in

enterprise customers Stable platform for social and

ECMs Strong in standards (CMIS) &

integrations (Drupal, Joomla, Google docs, and Lotus)

Alternative to Sharepoint, Documentum

Single server, Total cost of ownership

Weaknesses Technical competence

required to manage the implementation

Potential costs of implementation and development may negate the lower cost of entry

Relies on integrators with ERP and CRM systems

Gartner Report Magic Quadrant 2010 for ECM Analysis of Alfresco

Rapid Deployment Full outsourced managed environment (On or

Off site) Limited need for in-house IT resources Depending on functionality – site can be up

and running within a matter of days/weeks Low cost – high capability Training provided Advice & workshops on implementation

Ultimately a cost effective easy to implement solution

Why Enovation’s Solution offering

Managed Hosting means System is hosted in Enovation’s managed

cloud hosting environment or on equipment hosted in client site

Cloud environment supports rapid deployment and flexible server capacity

Server is monitored, secure, patched and backed up

Application software is maintained An issue tracking system is utilised with

reports on support usage

Project Collaboration Portal

Ciaran Walsh

The Problem I can’t find the information I need!

• Project documentation distributed across multiple locations

Which document is the right one?• Multiple (often conflicting) versions of documents sent

via emailWhy was this change made?

• No way to capture decision processes or discussions I can’t easily share info and collaborate

with my team and other project stakeholders!• Especially with virtual teams and inter-organisation

projects

The Answer: Project Collaboration Portal Shared Document Library with Access Controls Document Version Control and Version History Document Comments and Project Discussions Document Searching and Tagging Review and Approve Documents using Workflows Project Data Lists, Calendars, Blogs and Wikis Integrates with Microsoft Office and/or Google

Docs Email Integration Available Anywhere Anytime

Shared Document LibraryShared Document Library for all project

documentationSingle location where everyone can find

the definitive versions of documentsAccess controls to manage who can

upload, change, and read documentsPreview of document contents in the web

browser

Version Control and Version HistoryDocument Locking ensures only one user

can edit a document at a time, preventing conflicting changes

View current and all previous versions of a document using the document’s Version History

Revert to an older version of a document if necessary

Document Comments andProject DiscussionsCapture the discussions and feedback

around document changes using threaded comments attached to the document

Document the decision making processes and other conversations using general project discussions

Document Searching and TaggingSearch for the information you need using

Full Text Search of the contents of Microsoft Office, Open Office, and PDF documents

Tag documents by subject area or other classification relevant to your project

Browse the Document Library for any content classified by specific tags

Review and Approval WorfklowsAssign documents to a user for their

review and approvalGroup approvals and user pools are also

supportedWorkflow dashboard shows all your

assigned tasks

Data Lists, Calendars, Blogs and WikisTrack To-Do lists and Agenda items using

Data ListsShare important dates and events with the

project team in the CalendarShare project updates and other news in

the BlogCollaboratively document and share

relevant project information in the Wiki

Microsoft Office & Google DocsView documents and upload new versions

directly from Microsoft Office programs using the SharePoint protocol

Edit documents directly in the web browser using Google Docs integration – no additional software required on your PC

Email IntegrationStore project emails in the Document

Library from Outlook and other email clients

Use email aliases for folders in the Document Library to automatically capture email conversations

Notify team members by email of new or amended documents in the Document Library

Available Anywhere AnytimeAccessible to all project team members via

a web browser anywhere they have Internet access

Available at any timeSecurely hosted and maintained on

Enovation’s proven hosting infrastructure

Advanced CustomisationsComplex document library permissionsAdvanced workflow definitions Integration with Active Directory/LDAP

user accountsCustomised Themes

Examples from our Clients

RCSI – Luke will describe

Three Ireland

Meath County Council

Trinity College Dublin – Cromwell’s Letter Project

Three Ireland – National Broadband SchemeRepository for sharing documents between

Three Ireland and the Department of Communications, Energy and Natural Resources (DCENR)

Documents relate to reporting on the implementation and rollout of the National Broadband Scheme

Review and approval workflows implemented including email notifications and reminders

Meath County Council – N2 BypassCollaboration site for the N2 Bypass

planning process, hosted on servers in MCC, managed by us remotely

External experts invited to site, contribute their relevant documents

Additional training for MCC staff to support local admins

MCC have created other collaboration sites for internal use only for specific projects

TCD History Department – Cromwell’s LettersCollaboration site set up for the

Cromwell’s Letters project, hosted on Enovation’s cloud hosting infrastructure

Users from TCD, Cambridge, other locations in the UK and USA

Custom permissions implemented in the Document Library to reflect the division of labour between the researchers

Workflow used for review/approval process

Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie

delivering a complete solution

Solution Demonstration

Ciaran Walsh

Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie

delivering a complete solution

RCSI’s Experience

Luke Feeney

RCSI Case Study

Luke Feeney, RCSI

Online learning portal - Moodle Professional ePortfolio - Mahara Online Secure Document Management -

Alfresco Online CRM - Sugar CRM Flash based e-learning - Articulate & iSpring

How do we use technology?

The Challenge

Dubai

Bahrain

Jordan

Share/access SecureDocument control

Staff Clients

global collaboration

Slide 40RCSI Institute of Leadership: Developing blended learning...

always on

Building solidfoundations

Slide 42RCSI Institute of Leadership: Developing blended learning...

into our operations& our culture…

embedded

The Solution -

? Selection process

? Why Alfresco? Why Enovation…

Create

Communicate

Collaborate

Shared document library

Secure & managed No emailing of

documents Version control Protected managed

process

Collaboration

Compelling advantage…

Example: Accreditation:

Convinced external reviewers to move to paperless process.

Dedicated secure area for each reviewer with all relevant documents.

Short “User Manual” for each reviewer developed by RCSI

Working with Enovation Consultancy Deployment Training Speed of

implementation

Implementation

Our next steps?Crawl, walk, runWorkflow forIntegration with MoodleLeverage potential of Alfresco

Any questions

Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie

delivering a complete solution

Questions & Answers