What Is Enterprise Content Management? - Corvelle Consulting

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File: Enterprise_Content_Management..PPT

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Enterprise Content Management

IT Futures Briefing

Presenters: Yogi Schulz & Decl
án Baker

Enterprise

Content

Management

30 November 2005

Copyright © 2005 Corvelle Management Consultants

Retrieval

Physical

Storage

Scanning

Creation

Electronic

Storage

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Enterprise Content Management

Management Consultants

Yogi Schulz

Biography


President of Corvelle Management Consultants


Information technology related management consulting


Project management and systems development


Computing Canada & Calgary Herald columnist


PPDM Association board member


Industry presenter:


Project World
-

4 years


CIPS Informatics
-

7 years


PMI
-

Information Systems SIG
-

2 years


Convergence
-

4 years


PPDM Association
-

several years

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Enterprise Content Management

Declán Baker


Senior Business Consultant with CriticalControl
Solutions


Public company established in 1991 with offices in
Vancouver, Calgary, Edmonton, Winnipeg and Regina


Significant partner relationships with EMC Documentum and
IBM


7 years consulting in ECM with focus on:


Project management, Business Process Modeling


Requirements definition & acceptance testing


System deployments and change management


Implementation of Trango software for Technical
Records

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Enterprise Content Management

Definition

Life Cycles

Applications

Presentation

Outline


Presentation Objectives


Enterprise Content

Management (ECM) Description


ECM Business Drivers


ECM Best Practices


ECM Future


Conclusions & Recommendations


Questions & Answers

Explain ECM

in an oil & gas industry

context

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Enterprise Content Management

Presentation

Objectives


Better understand the factors
that are driving adoption of
enterprise content
management (ECM)


Recognize how ECM can
bring value to the oil and gas
industry


Better understand likely
trends in ECM


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Enterprise Content Management

History of

ECM

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Enterprise Content Management

Information Explosion

in Oil & Gas

Seismic data

Various

documents

Petabytes of data

Time

Well log data

Databases

High

High

Low

Low

Management
Effort

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Enterprise Content Management

Information Explosion
Challenges


Swamped by increasing amounts
of information


Impossible to manage information
efficiently and cost effectively


Difficult to discriminate between
junk and gems


Finding data is like looking for a
needle in haystack

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Enterprise Content Management

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Enterprise Content Management

Enterprise Content Management

Definition

“Enterprise Content Management (ECM)
is the technologies used to Capture,
Manage, Store, Preserve, and Deliver
content and documents related to
organizational processes.”





AIIM definition

Goal: Derive benefit from information assets

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Enterprise Content Management

What is content?

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Enterprise Content Management

What is content?

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Enterprise Content Management

ECM

Life Cycle Components

Deliver

Preserve

Capture

Store

Manage

Input

Destroy

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Enterprise Content Management

Input

Data entry

Scanning

Electronic file creation

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Enterprise Content Management




Capture

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Enterprise Content Management

Deliver

Workstations

PDA

Communications

network

Printer

iPod

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Enterprise Content Management

Preserve

CD/DVD

Magnetic

Tape

Cartridge

Magnetic

Tape Reel

Preserving important documents

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Enterprise Content Management


Store

Paper files

To CD

Records

storage

Disk

array

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Enterprise Content Management

Manage


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Enterprise Content Management

Destroy

Shred

Physical Content

Delete

Electronic Content

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Enterprise Content Management

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Enterprise Content Management

BPM

Imaging

DM

Collaboration

Abbreviation

Name

Imaging

Document Management

Business Process Management

Collaboration Tools

WCM

Web Content Management

RM

Records Management

ECM

Applications

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Enterprise Content Management

Document or Records
Management?


Document and record similarities:


Useful or interesting information


Variety of hard copy and electronic
media


Records are different:


Content tends to be more static


Business event or transaction


Event or transaction has legal or
business significance


Records are intended to be
memorialized

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Enterprise Content Management

ECM Business Drivers


Improve productivity


Observe compliance


Reduce risk

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Enterprise Content Management

In other words …

=

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Enterprise Content Management

ECM Applications

in Oil & Gas


Well file


Plant & facilities


Capital projects design & construction


Surface & mineral land contracts


Web content


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Enterprise Content Management

Long Lake


ECM Case Studies

Challenges

Solution

Benefits

Large volumes of
project
documentation

Distributed project
team

Transition to
operations

Collaboration with
partners and
contractors

FileNet Panagon

Document
Management

Web Services
interface

Single place to look for
all issued documentation
from EPC

Faster access to
construction drawings &
specifications

1,000+ users in Calgary,
Edmonton, Long Lake

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Enterprise Content Management

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Enterprise Content Management

Petro
-

Canada

ECM Case Studies

Challenges

Solution

Benefits

Supplement ERP
with relevant info

Easier access to info
for mobile workforce

Effective
communications

Manage electronic
records &
compliance

EMC Documentum

Document
management with
SAP integration

Standard web
publishing standards

Records Management

Accelerated business
processes

Improved records
management

Reduced costs

Increased quantity &
quality of Intranet info

Provided foundation
for future
opportunities

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Enterprise Content Management

Kellogg Brown & Root


ECM Case Studies

Challenges

Solution

Benefits

Huge volumes of
project
documentation

Tedious, labour
intensive paper
based processes

Lengthy production
times for
Construction
handovers


EMC Documentum

Single repository for
all project
documentation

User access based
on department, role &
project stage

Engineering
document approval
workflow

30% reduction in review
& approval cycle

Up to 5% reduction in
engineering man
-
hours

Increased productivity
through document reuse

Improved project quality

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Enterprise Content Management

BP

ECM Case Studies

Challenges

Solution

Benefits

> 2 million invoices
annually

< 30% originate
electronically

Invoices processed
across 27 divisions

Invoices paid from 65
legacy systems

Average 12 copies
per invoice

FileNet Panagon

Imaging software

Application connector
for SAP

Achieved quicker than
expected ROI

Decreased A/P staff by
65%

Improved control and
management of
financial information

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Enterprise Content Management

Best Practices for ECM


ECM is a lifestyle, not a project


Ownership & Sponsorship


Think strategically, act tactically


Validate the technology choice


Don’t forget governance


Communicate and educate

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Enterprise Content Management

Alignment

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Enterprise Content Management

ECM

Near
-
term Future


Integrated suite of tools


Continuing vendor consolidation


Open source content management


Adoption of API standards


Unified access point for
information assets


Multilingual support with dynamic
translation

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Enterprise Content Management

Wild speculation

about the Future of ECM
-

1


Audio input/search & audio result sets


Graphic input & graphic result sets


Pattern matching to create result sets

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Enterprise Content Management

Wild speculation

about the Future of ECM
-

2


Visualization & virtual tours of info assets


Smarter document categorization


Convergence of holography, artificial
intelligence and content repositories

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Enterprise Content Management

Conclusions


ECM is delivering benefits today


ECM capability will grow in the near
-
term


Nexen stands before a significant
opportunity to enhance value of ECM for its
operations

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Enterprise Content Management

Recommendations


Improve the management of your personal
documents


Use FileNet as opposed to the shared drive


Explore opportunities to implement ECM
within your immediate area


Explore opportunities to implement ECM
with your business customer

Presentations available at:

S:
\
IT
\
Presentations

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Enterprise Content Management

Questions &

Discussion

Can you help

manage the flood

of documents?

Please

fill out

evaluation

form

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Enterprise Content Management

1800, 250
-

6th Ave. S.W.

Calgary, Alberta Canada T2P 3H7

Phone: (403) 249
-
5255

E
-
mail: YogiSchulz@corvelle.com

Web: www.corvelle.com

Information technology related management consulting

Project management and systems development

Computing Canada & Calgary Herald columnist

PPDM Association board member

Enterprise Content

Management

Management Consultants

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Enterprise Content Management

Start recording more metadata



Why? Metadata

enables search & retrieval


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Enterprise Content Management

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Enterprise Content Management

Structured

Vs.

Unstructured

Continuum

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Enterprise Content Management

Information Value

through the Asset Life Cycle


Primary

Production

Secondary

Production

Drilling

Abandonment

Completion

Work
-
over

Reservoir

Characterization

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Enterprise Content Management

Bibliography

-

1


About Enterprise Content Management (ECM)


www.aiim.org/about
-
ecm.asp


The Adobe intelligent document architecture


www.adobe.com/enterprise/ida.html


AIIM


The ECM Association


www.aiim.org/index.asp


ARMA International


www.arma.org


Assured Records Management: Establish and Maintain a New Level of
Performance


Cohasset Associates, February 2005


www.emc.com/analyst/analystview.jsp?id=223&c=US&l=en


www.emc.com/analyst/analystview.jsp?id=268&c=US&l=en


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Enterprise Content Management

Bibliography

-

2


Best Practices for Deployment


customernet.documentum.com/resources/best.htm


customernet.documentum.com/resources/index.htm#best


Bridging the content gap


David Yockelson, Meta Group, 09 Nov 2004


www.itworldcanada.com/Pages/Docbase/ViewArticle.aspx?id=idgml
-
33923fb9
-
b9b9
-
4cae&Portal=252cc78a
-
a947
-
4072
-
84be
-
f50cac8ec48e&s=108297


A Business Case for Document and Imaging Processing


Frost & Sullivan, May 2005


www.emc.com/analyst/analystview.jsp?id=254&c=US&l=en


Content Management Systems Review


www.cmsreview.com


Excellent best practices section, vendor/product information


CMS Resources/Articles


www.cmsreview.com/Resources/Articles.html

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Enterprise Content Management

Bibliography

-

3


Enterprise Content Management Systems


A European resource for Content Management Systems and Solutions


www.contentmanager.eu.com/


Gartner: Magic Quadrant for Enterprise Content Management, 2005


www.hummingbird.com/magicquadrant


Information Lifecycle Management in the Upstream Oil and Gas
Industry


IDC, June 2005


www.emc.com/analyst/analystview.jsp?id=265&c=US&l=en


Information Management Journal


www.arma.org/erecords/index.cfm?View=IMJ


JSR
-
170: What's in it for me?


www.cmswatch.com/Feature/123


The Jury is Out on Microsoft's ECM Plan


Michael Pastore, 11/8/2005


www.intranetjournal.com/articles/200511/ij_11_08_05a.html

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Enterprise Content Management

Bibliography

-

4


Mambo
-

content management system


www.mamboserver.com


Metadata: Bringing Order and Value to Reference Information


ESG, June 2005


www.emc.com/analyst/analystview.jsp?id=258&c=US&l=en


opensourceCMS.com


www.opensourcecms.com


OSCOM
-

The international association for Open Source Content
Management


www.oscom.org


Plone
-

content management system


plone.org

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Enterprise Content Management

Bibliography

-

5


Records/Info Management


www.arma.org/rim/index.cfm


Seizing the Brass Ring: Challenges and Opportunities Offered by Mobilizing
Content


IDC, January 2005


www.emc.com/analyst/analystview.jsp?id=217&c=US&l=en


Solving the Information Management Puzzle: A Lifecycle Approach


Babson Executive Education, May 2005


www.emc.com/analyst/analystview.jsp?id=321&c=US&l=en


The Structured
-
Unstructured Information Continuum


www.dmgrc.com/dmg/weblog/index.php?itemid=25


What is a record?


www.kahnconsultinginc.com/library/articles.htm


What Is Enterprise Content Management?


www.documentum.com/getting_started/what_is_ecm.htm


Pages also includes links to additional resource reports



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Enterprise Content Management

Major ECM

Vendors


EMC


Documentum


www.documentum.com


FileNet Corporation


www.filenet.com


OpenText
-

Livelink


www.opentext.com


Vignette Corporation


www.vignette.com


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Enterprise Content Management

Vignette

EMC

FileNet

Vendor

Strengths

Records management

business process management

Digital imaging

business process management

Web content

management

Weaknesses

Documentum overshadowed by

EMC's strong storage
-
focus

Web content management

collaboration

Low credibility outside of

Web content management

Open Text

Digital imaging

records management

Myriad of components are

poorly integrated

Major ECM Vendors


Summary Assessment

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Enterprise Content Management

Significant ECM

Vendors


Hummingbird


www.hummingbird.com



IBM Content Management


www
-
306.ibm.com/software/info/people/content/en/it/index.jsp


Interwoven


www.interwoven.com


Stellent


www.stellent.com

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Enterprise Content Management

ECM Business Drivers

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Enterprise Content Management

ECM Tool Evolution

The Content Management Hype Cycle

Technology
Trigger

Peak of Inflated
Expectations

Trough of
Disillusionment

Slope of
Enlightenment

Plateau of
Productivity

Maturity

Visibility

Less than two years

Two to five years

Five to ten years

Key: Time to Plateau

As of June 2003

Document
Management

Document
Imaging

WCM

Digital Asset Management

Records Management

Taxonomies

COLD, IDARS, DOM

E
-
Forms

JSR170

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Enterprise Content Management

Information Explosion

How much content are we generating each year?


5 Exabytes of information created in 2002


92% of this content stored in hard drives


800 MB per person


400,000 Terabytes of email

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Enterprise Content Management

Vendor Consolidation


FileNet: Shana Corporation, eGrail


OpenText: Eloquent, IXOS


Documentum: TrueArc, eRoom


EMC: Documentum, Legato, Captiva


IBM: Informix, Tarian Software, Cross
Access, Green Pasture Software, Alphablox,
Venetica, SRD, Ascential Software

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Enterprise Content Management

ECM Business Drivers

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Enterprise Content Management

Indicators of exploding data volume

IT Analyst projections


IDC reports storage capacity growing 36%
year
-
over
-
year to 181.6 petabytes shipped
during the second quarter of 2003


Gartner Group IT infrastructure expenditure
changes:


1998
-

75% CPU, 25% storage


2003
-

25% CPU, 75% storage



Real
-
time survey:

Who is regularly running out of disk space?

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Enterprise Content Management

Indicators of exploding data volume
Seismic data

Measure of
Growth
1982
1987
1992
1997
2002
Acquired
Traces
Per
Sq Km
24,000
32,000
48,000
72,000
120,000
Average
Center
G Bytes
1
10
100
1,000
35,000
Average
Center
G Flops
0.01
0.1
1
100
2,000
Compute
Technology
Phoenix
VAX
VAX
Convex
IBM MF
IBM RS
IBM
Fijitsu
Cray
Intel
IBM SP
SGI
IBM SP
PC Cluster
Standard
Processing
Technologies
FK Filter
NMO
FK
Demultiple
DMO
FK
Demultiple
3D DMO
Radon
PSTM
SRME
KPSTM
KPSDM
Anisotropy
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Enterprise Content Management

0
20
40
60
80
100
120
1
2
3
MB
Indicators of exploding data volume
Well log data

60

40

20

0

100

80

1980

1990

2000

MB/

trip

LIS/BIT

LIS

DLIS

120

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Enterprise Content Management

ECM Myths


The “One size fits all” myth


The Silver bullet myth


The tool myth


The project myth


The “Easy” myth


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Enterprise Content Management

Document Mgt or Records Mgt?


Document Management


Records Management


Allows documents to be modified and
to exist in several versions to
enhance productivity.

Prevents records from being modified
.

May allow documents to be deleted by
their authors.

Prevents records from being deleted
except in certain strictly controlled
circumstances
.

May include some retention controls.

Must include rigorous retention
controls
.

May include a document storage
structure, which may be under the
control of users
.

Must include a rigorous records
classification scheme, maintained by
the Administrator
.

Intended primarily to support day
-
to
-
day use of documents for ongoing
business
.

Supports day
-
to
-
day work, but is
intended as a secure repository for
meaningful business records
.


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Enterprise Content Management

Records Declaration

Document

Record

Access Activity

Time

Corporately
Owned

Author
Owned

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Enterprise Content Management

ECM is not a project …

Dell Reaches Goals, Shuts Down

Business

After 18 years of striving,
Dell Computer finally
reached its long
-
stated
goal to be the worldwide
leader in computing
systems Monday and
promptly ceased
operations