Post on 23-Jun-2020
transcript
BP304 Can a sheep with five legs win the race?: Looking for the Right Document Management alternative
Roland Driesen | Business Consultant / Founder Silverside
Femke Goedhart | Senior Consultant / Co-author Redbook on
migrating from the Domino Document Manager platform
Introduction speaker Roland Driesen
Business consultant
3
Agenda● Different corporate languages
● Defining the spectrum
▬ Freedom versus Compliance
▬ Fast versus Longterm
● Mixing the alternatives
● Conclusion
4
Agenda● Different corporate languages
● Defining the spectrum
▬ Freedom versus Compliance
▬ Fast versus Longterm
● Mixing the alternatives
● Conclusion
5
how many proverbs are in this painting!
6
the meaning of a sheep with 5 legs!
7
CEO: “Information at my fingertips”
barriers also exist within companies!
8
Manager: “optimize my business process”
9
ICT Manager: “according to my architecture”
10
CFO: “but re-use our existing resources!”
11
User: “how do I handle all those requests?”
12
Different Corporate Languages● CEO: Compliance / Shareholders
● CFO: Stay in budget
● Managers: Optimize business processes
● ICT Manager: Technical platform
● The end user: Don’t bother me with difficult software!
13
Agenda● Different corporate languages
● Defining the spectrum
▬ Freedom versus Compliance
▬ Fast versus Longterm
● Mixing the alternatives
● Conclusion
14
Definition Enterprise Content Management● 2008 AIIM Definition:
Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage,
store, preserve, and deliver content and documents related to organizational processes. ECM tools
and strategies allow the management of an organization's unstructured information, wherever that
information exists.
15
Key Considerations● Has required features
● Infrastructure platform support
● Vendor support (e.g. single vendor)
● Compatibility with existing systems
● Total cost of ownership
● Supported end-user interfaces (e.g. Lotus Quickr Connectors)
● Extensibility (e.g. REST, APIs, etc.)
● Existing technical personnel skills
● Add-on availability (templates, scanning, etc.)
● Available compliance module meets organizational needs
16
millenials like to share!
17
collaboration extends the company
18
the headache of business managers
19
the importance of regulation
20
the differences between people
21
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
are based on two important axes
22
Document
Sharing
Document
Collaboration
Document
Point Solution
Enterprise Content
Management
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the document management spectrum
23
Document Sharing● Definition
● Available solutions
● Examples
● Pro & Con
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the document management spectrum
24
GoogleDocs is easy!
25
Some solutions are free!
26
Silverside loves LotusLive!
Demonstration
27
Pro's Document Sharing● End users empowerment
● Instant availability
● Cheap / Free
● No ICT borders
28
Con's Document Sharing● End user mayhem
● External storage of your documents
● No warranties / guarantees
● Requires reliable Internet access
29
Document Collaboration● Definition
● Available solutions
● Examples
● Pro & Con
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the document management spectrum
30
Definition Document Collaboration● Butler Group 2006 Report on Document Collaboration:
Document Collaboration tools and technologies must support, encourage, and facilitate high-value
interactions in a manner that ensures information confidentiality, integrity, and accessibility .
● Key points:▬ Extendible
▬ Out-of-the-box Interface
▬ Controllable Security
▬ Workflow
31
Solutions Document Collaboration● Microsoft SharePoint®
● IBM Lotus® Quickr®
● EMC Documentum® eRoom™
32
SharePoint looks great!
33
Examples Document Collaboration
Quickr is a platform for solutions!
34
Pro's Document Collaboration● Customisable user interface
● Internal ownership
● Controlled “popcorn”
● Administrative control
● Integration with business applications (Office, Mail, Desktop)
● Can be used for Intranet, Extranet and Internet purpose
35
Con's Document Collaboration● Requires hardware, maintenance and licences
● Ad hoc implementation
● Requires specific versions of business applications & add-ins
● Security in the hands of end users
36
chaos from it's positive side!
37
Document Point Solution● Definition
● Available solutions
● Examples
● Pro & Con
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the document management spectrum
38
when to pay the bill!
39
Pro's Document Point Solution● Out of the box document types
● “Experience included”
● Deep functionality
● Integrated with branch specific applications
● Fast implementation / Low risk
● Pre calculated Return on Investment
40
Con's Document Point Solution● Small room for customization
● Different user interface per point solution
● Solves only one problem area
● Depending of suppliers future vision and product development
● High entry investment
41
Enterprise Content
Management● Definition
● Available solutions
● Examples
● Pro & Con
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the document management spectrum
42
Definition Enterprise Content Management● 2008 AIIM Definition:
Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage,
store, preserve, and deliver content and documents related to organizational processes. ECM tools
and strategies allow the management of an organization's unstructured information, wherever that
information exists.
● IBM Definition:IBM Enterprise Content Management helps companies manage content, optimize business
processes,and enable compliance with an integrated infrastructure.
● Key points:▬ Business Process Management
▬ Lifecycle Management
▬ (Mandatory) Meta data
▬ Enterprise Search
43
Solutions Enterprise Content Management● IBM FileNet®
● IBM Content Manager®
● EMC Documentum®
● OpenText eDocs™ (formerly Hummingbird®)
● Alfresco® Enterprise Edition
44
ECM asks meta data for this control!
45
Pro's Enterprise Content Management● Complete control
● One platform
● Integration
● Capacity
● High availability
46
Con's Enterprise Content Management● Expensive
● Specific expertise
● Multiple servers
● Long implementation
● Start from scratch
● User acceptance
47
ECM requires a complex foundation!
48
Agenda● Different corporate languages
● Defining the spectrum
▬ Freedom versus Compliance
▬ Fast versus Longterm
● Mixing the alternatives
● Conclusion
49
End User ICT Manager
Manager CxO
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
the preferences of the users!
50
Document
Collaboration
Document
Point Solution
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
to combine!
51
52
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
Document
Collaboration
Enterprise Content
Management
how to integrate freedom & compliance!
53
Personal Team Enterprise
WCMPortal
Places LibrariesBlogs Wikis
Forums PersonalFile Sharing ECM
54
Alfresco & Quickr now also work together
55
Long-term Long-term InstantInstant
End U
ser
End U
ser
Company
Company
Document
Sharing
Document
Collaboration
Document
Point Solution
Enterprise Content
Management
cooperation despite differences
Cooperation
56
Domino.Doc was a cooperation model
57
when to change tires!
"We compared Filenet, SharePoint, Alfresco, Quickr and Docova as a replacement forDomino.doc and best fit for us is definitely Docova on the Domino platform",
Project Manager Patrick Goossens, Apollo Vredestein
58
there are solutions from IBM partners
Demonstration
59
Agenda● Different corporate languages
● Defining the spectrum
▬ Freedom versus Compliance
▬ Fast versus Longterm
● Mixing the alternatives
● Conclusion
60
thinking outside the box!
61
Questions?
Roland Driesen
r.driesen@silverside.nl
http://www.silverside.eu/
http://www.docova.com/
62
Legal Disclaimer● © IBM Corporation 2009. All Rights Reserved.
The inf ormation contained in this publication is prov ided f or inf ormational purposes only. While ef f orts were made to v erif y the completeness and accuracy of the inf ormation contained in this publication, it is
prov ided AS IS without warranty of any kind, express or implied. In addition, this inf ormation is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be
responsible f or any damages arising out of the use of , or otherwise related to, this publication or any other materials. Nothing contained in this publication is intended to, nor shall have the ef f ect of , creating any
warranties or representations f rom IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement gov erning the use of IBM sof tware.
Ref erences in this presentation to IBM products, programs, or serv ices do not imply that they will be av ailable in all countries in which IBM operates. Product release dates and/or capabilities ref erenced in this
presentation may change at any time at IBM’s sole discretion based on market opportunities or other f actors, and are not intended to be a commitment to f uture product or f eature availability in any way. Nothing
contained in these materials is intended to, nor shall have the ef f ect of , stating or imply ing that any activ ities undertaken by you will result in any specif ic sales, rev enue growth or other results.
All customer examples described are presented as illustrations of how those customers hav e used IBM products and the results they may have achieved. Actual env ironmental costs and perf ormance
characteristics may v ary by customer.
IBM, the IBM logo, Lotus, Lotus Notes, Notes, Domino, Domino.Doc, Quickr, DB2 Content Manager, FileNet and Lotusphere are trademarks of International Business Machines Corporation in the United States, other
countries, or both.
Microsof t and SharePoint are trademarks of Microsof t Corporation in the United States, other countries, or both.
EMC and Documentum are trademarks of EMC Corporation in the United States, other countries, or both.
OpenText, eDocs and Hummingbird are trademarks of OpenText Corporation in the United States, other countries, or both.
Docov a is a trademark of DLI Tools in Canada.
Basware is a trademark of Basware Corporation in Finland.