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description
transcript
Shared Web Services:The New Frontier in Government
TASSCC Technology Education Conference
Austin, Texas
March 26, 2009
Bill Chambers – VP, Government Consulting Services
© Doculabs 20082
Objectives
Specifically Doculabs will:– Provide an overview of Doculabs
– Discuss trend in offering content and collaboration services as shared services
– Provide State, Agency-Cluster, and Agency Case Studies
– Discuss best and worst practices
– Answer any and all questions
The primary objective of this session is to discuss the use of content management solutions deployed as a shared services platform;
collaboration solutions such as SharePoint; the integration required between content and collaboration solutions; and the “virtualization” of the government workforce through the use of collaboration and related
technologies
© Doculabs 20083
About Doculabs
© Doculabs 20084
Introduction to Doculabs
Doculabs is a small business consulting firm providing services related to digitization and process optimization/automation of documents and records. We offer consulting services particularly to support paperless, electronic health record and process optimization initiatives as well as compliance and records management programs.
Our services help the government lower costs, increase transparency while improving inter-agency and inter-departmental communications in the government sector
Our engagements help clients leverage their existing ECM investments on a broader enterprise basis through objective analysis and in-depth market knowledge. This approach is based on our fundamental belief that in order to protect a client’s long-term interest, technology advisors should not be implementers.
Quick Facts• Founded in 1993• Headquartered in Chicago• Privately held• Delivered more than 800 ECM engagements
About Doculabs
© Doculabs 20085
Doculabs’ State and Local Government Clients
• Bay Area Air Quality Management • Bexar County, Texas• California Administrative Office of the
Courts• California Board of Equalization • California State Teachers Retirement
Systems• Central Arizona Project • Collier County, Florida• City of Amarillo • District of Columbia • Georgia Department of Revenue • Gwinnett County, Georgia • Lake County, Illinois• Los Angeles County• Los Angeles County, Information
Systems Advisory Board (Criminal Justice Agencies)
• Miami-Dade County• Michigan Department of Transportation• Minnesota Department of Transportation • NYC Campaign Finance Board• NJ TRANSIT• Oneida Nation, Wisconsin• Orange County, California • Oregon Department of Transportation• Oregon Public Employees Retirement
System (OPERS)• San Antonio City Public Service• San Diego County • State of Florida • State of Michigan • Wisconsin Department of Transportation
Our Government Clients
© Doculabs 20086
Doculabs’ Federal Government Clients
• Department of Energy • Federal Reserve System• International Monetary Fund • NASA• National Association of Record Archives• Nuclear Regulatory Commission • Small Business Administration• Social Security Administration • United States Army Corps of Engineers• United States Sentencing Commission • Westinghouse Savannah River Project
Our Government Clients
© Doculabs 20087
Content and Collaboration as Shared Services
© Doculabs 20088
The Content and Collaboration Shared Services Concept
• Content Management and Collaboration Infrastructure Hosted by Central IT
• Agency Clusters, Agencies, and departments use hosted content management and collaboration services as needed– Case Management Applications– SharePoint Intranet and Collaboration– Email and Record Management– Document Capture and Storage
Content and Collaboration as Shared Services
© Doculabs 20089
What’s Required?
• Demand analysis and business case from state, agencies and departments
• Centralized IT organization focused on shared services• Enterprise Shared Services Architecture Model• Vendor solutions standards• Enterprise and agency-level taxonomy• Effective and fair chargeback model• And most importantly – Executive Management Support!
Content and Collaboration as Shared Services
© Doculabs 200810
Shared Services Case Studies
© Doculabs 200811
State Shared Services – District of Columbia
Keys to Success:– Mayor’s Office support– ECM Strategy Across Twenty Key Agencies– ECM Shared Services staffing and infrastructure– Document standards, regulations, and policies Reviewed– Chargeback and financing Model– ECM Shared Services Reference Architecture– Deployment planning (by cluster and replicable application)– Enterprise and Agency-Level Taxonomy
Current Challenges:– Resources and funding– Focus on agencies with funding
State Shared Services Case Study
© Doculabs 200812
Shared Services Target Application Architecture
State Shared Services Case Study
Portal / Single Sign-onPlumtree (BEA)
ECM Target Application Architecture
Core IeDM Components
Business Process Management
Tools and technologies that manage and automates the execution of business processes that involve human interaction. Workflow technology typically include design tools for mapping out a workflow or process definition (including its users, steps, rules, and conditions), and a workflow engine that executes the workflow.
© Doculabs, Inc. 2005 120 South LaSalle StreetSuite 2300, Chicago, IL 60603
(T) 312.433.7793(F) 312.433.7795
info@doculabs.comwww.doculabs.com
Version 1.3 © Doculabs, Inc. 2006
Document Management
Tools and technologies supporting the creation, update, and and management of electronic documents (such as Microsoft Office documents) in a secure repository. Typically used to manage electronic documents that may need to undergo revisions or may have multiple versions associated with them as they are used in a business process. This area includes basic document approval workflows that are part of document creation.
Imaging Management
Tools and technologies supporting the ability to index, manage, store, and display document images. Typically refers to the digitization of paper documents and the indexing and import of those images into a managed repository for use in business processes or for archival.
Records Management
Tools and technologies for the management of records to meet business, compliance, audit and accountability requirements. Records management systems provide the ability to define a classification plan and retention schedule for business records (which can include documents, email, and other file types), and to apply retention and disposition rules to those records in accordance with the organization’s records management policies and procedures. Records Management is driven by the taxonomy and organization of documents.
Web Content ManagementDynamic Site Framework
(DSF)
Correspondence TrackingInternet Quorum (IQ)
(All correspondence tracking to migrate to IQ)
Integration APIs
Wrappers and adapters to district standard middleware
(SeeBeyond / Sonic)
Catalog Services
Services such as locating content, check-in, check-out. Also services for storage and retrieval of content.
Microsoft Active Directory Services
Microsoft ADAM LDAP Implementation
Scanning and Paper File Archival (done in Agencies or Outsourced)
Paper Files
Paper Files
Paper Files
Standard Laser Printers for barcodes(< $.10 / document)
High-speed Document Scanners(> $.10 / document)
Master Boxes
Low volume Scanners
Existing District Common Services
Enterprise SearchFAST
Web Protocols
ESB
EAI
Federated CatalogDirectory of all content
Security Services
Provides external LDAP authentication interface and enforces Role Based Access Control (RBAC)
IeDM Adapters
COTS adapter for integration of 3rd Party Applications
IeDM Web Services
MessagingService Registry TranslatorsOrchestration Service Management
Publish Web Services Registry
Core IeDM Infrastructure
Enterprise Service Bus (Sonic ESB)
To Electronic Storage
Adapters
Existing District Common Services
ESB
Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)
Scan when retrieved in bulk from master filing areas.Execute OCR and ICR processes for improved accuracy
Apply Barcodes (may be done in agencies)
To Electronic Storage
DISTRICT INTRANET
DISTRICT INTRANET
Ad-hoc scanningLess critical low-volume items
return to paper files after scanning
Enterprise Service Bus (Sonic ESB)
Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)
· Portal / Single Sign-on· Document Management
Millennium Document Management System
MS Office
Internet Quorum
User Interface Existing Systems
Intra
net B
rows
er
Executive Office of the Mayor – State Education Office
ESB Adapter
EAI Adapter
Document Management Image Management
TAMIS Personnel & Time Sheet System
Replaced by ASMP
To be replaced by IeDM Common Service
DCAP Reimbursement System
Desktop Scanning
· Portal / Single Sign-on· Document Management
SSMP Law Enforcement Records Management System
Law Enforcement Records Management System client
ESB Adapter
Personnel Performance Management System (PPMS)
User Interface Existing Systems
Intra
net B
rows
er
Metropolitan Police Department
Internet Quorum
ESB Adapter
EAI Adapter
EAI AdapterNo additional IeDM components are planned
· Portal / Single Sign-on· Lexis / Nexis· Image Management· Document
Management· Business Process
Management
ProLaw Legal Case Management
MS-Office
IeDM Manages digitized documents external to ProLaw and DCCSES
InMagic Client
ProLaw Client
ESB Adapter
DCCSES Child Support Enforcement System
ESB Adapter
InMagic Law Library System
User Interface Existing Systems
Intra
net B
rows
er
Office of the Attorney General
Internet Quorum
ESB Adapter
EAI Adapter
· Portal / Single Sign-on· Forms Management· Image Management· Document Management· PSMP Permitting· PSMP Licensing
IeDM Com
mon Service replaces FileNet Panagon (Obsolete
in target timefram
e)
MS-Office
ESRI (GIS) Client
PSMP Permitting
ESB Adapter
User Interface Existing Systems
Intra
net B
rows
er
DC Department of Consumer and Regulatory Affairs (DCRA)
EAI Adapter
PSMP Vector Property Management
ESB AdapterEAI AdapterWeb Services
Adapter
To Web Services (via
EAI)
Internet Quorum
ESB AdapterEAI Adapter
PSMP Licensing
ESB AdapterEAI Adapter
To IeDM(via EAI)
· Portal / Single Sign-on· Business Process
Management· Document Management· Forms Management· Records Management· Image Management
Web-enabled Permitting System
Retrieve documents from IeDM and Permitting System (bi-directional)
Internet Quorum
User Interface
Intra
net B
rows
er
District Department of Transportation
ESB Adapter
EAI Adapter
EAI Adapter
MS Office
· Portal / Single Sign-on· Peoplesoft· Business Process
Management· Document Management· Forms Management· Image Management
Opus File Room Tracking System
IeDM Manages HR and Employee file documentation external to Peoplesoft
Internet Quorum
User Interface
Intra
net B
rows
er
District Office of Personnel
ESB Adapter
EAI Adapter
EAI Adapter
ASMP Peoplesoft
HR Records
Payroll
Benefits
Pensions
IeDM COTS Adapter
· Portal / Single Sign-on· Image Management· Document
Management· Business Process
Management· HSMP
FACES Case Management System
MS-Office
IeDM Manages digitized case file documents outside of FACES
GroupWise Correspondence
Management (MS Access)
FACES User Interface
ESB Adapter
User Interface Existing Systems
Intra
net B
rows
er
Child and Family Services Agency
Internet Quorum
ESB Adapter
EAI Adapter
· Portal / Single Sign-on· Image Management· Document Management· Business Process
Management· HSMP
MCIS Case Management System
MS-Office
IeDM Manages digitized case file documents outside of MCIS
FileTrail
MCIS User Interface
ESB Adapter
Crystal Reports
IeDM COTS Adapter
User Interface Existing Systems
Intra
net B
rows
er
(DHS) Department of Human Services - MRDDA
Internet Quorum
ESB Adapter
EAI Adapter
DC Lottery Board
· Portal / Single Sign-on· Document
Management (includes light approval workflows)
· Records Management
MS Office
IeDM Manages MS Office documents LTE Servers
Internet Quorum
User Interface Existing Systems
Intra
net B
rows
er
ESB Adapter
EAI Adapter
IeDM COTS Adapter
LTE Point of Sale devices
Reports
· Portal / Single Sign-on· Image Management· Document
Management
JACCS Inmate Management
JACCS
IeDM Manages digitized documents external to JACCS
ESB Adapter
Integrated Justice Information System (IJIS)
<DC Superior Court>
EAI Adapter
Internet Quorum
SeparateNon-IeDM
Project
User Interface Existing Systems
Intra
net B
rows
er
Department of Corrections
EAI Adapter
ESB Adapter
EAI Adapter
· Portal / Single Sign-on· HSMP Client UI· Image Management· Document
Management· Forms Management
HSMP System
MS Office
IeDM Manages digitized documents and content external to agency case management systems
ESB Adapter
User Interface Existing Systems
Intra
net B
rows
er
Human Services Modernization Program (HSMP)
EAI Adapter
Agency Case Management System Client Use Interface
(Agency specific)
Common Intake
Agency Case Management Systems
Client IdentificationService
Secure Data Warehouse
· Portal / Single Sign-on· Image Management· Document
Management· Forms Management
Integrated Tax System (ITS) - Mainframe
MS Office
IeDM Manages paper and electronic documents associated with tax cases in ITS system
Internet Quorum
User Interface Existing Systems
Intra
net B
rows
er
Office of Tax and Revenue
EAI Adapter
ESB Adapter
EAI Adapter
Siebel CRM (Standard)
FileNet P-8 Image Services(Will be part of District IeDM standard solution set if FileNet is the standard)
Custom Access / SQL Server Applications
· Portal / Single Sign-on· Document Management
MS Office
Internet Quorum
User Interface Existing Systems
Intra
net B
rows
er
Executive Office of the Mayor – Office of the Secretary
ESB Adapter
EAI Adapter
Desktop Scanning
Data Source Index Integration
· Portal / Single Sign-on· Image Management (*UI & WC)· Document Management (UI & WC)· Business Process Management (UI
only)
IeDM Common Service Replaces FileNet Panagon (Obsolete in Target Timeframe)
Mainframe User Interface
Workers Compensation HCL FileNet Front End
Workflow
Northrop-Grumman Accounting System
(Mainframe)Unemployment Insurance Only
User InterfaceExisting Systems
Intra
net B
rows
er
Department of Employment Services
Internet Quorum
ESB Adapter
EAI Adapter* UI – Unemployment InsuranceWC – Workers Compensation
EAI Adapter
· Portal / Single Sign-on· Image Management· Document Management
IeDM Common Service Replaces FileNet Panagon (Obsolete in Target Timeframe)
STAR User Interface
STAR System
User InterfaceExisting Systems
Intra
net B
rows
er
Internet Quorum
EAI Adapter
ESB Adapter
IeDM Adapter
Department of Insurance, Securities, and Banking
Magnum User Interface
TeamMate User Interface
IeDM stores final results and reports from cases and investigations
TeamMate System
IeDM Adapter
Magnum System
IeDM Adapter
Agency Workflow
To IeDM(via EAI)
To IeDM Adapters
(via EAI)
Digital Mail Room*
GIS-Centric Application: Parole
GIS-Centric Applications: Multiple
Digital Mail Room*(Existing)
GIS-Centric Application: Property Tax
Digital Mail Room*
Digital Mail Room*
Digital Mail Room*
DHS Digital Mail Room*
Future HSMP Connections Preferred Future HSMP Connections Preferred
Digital Mail Room*
Digital Mail Room*
GIS-Centric Applications: Multiple
Digital Mail Room*
(Existing)
Digital Mail Room*
Index-level linkage
GIS-Centric Applications: Multiple
PSMP Inspections
ESB AdapterEAI Adapter
Digital Mail Room*
Desktop Scanning
Digital Mail Room*
GIS-Centric Applications: Multiple
Digital Mail Room*
En
cryp
ted
Encrypted
Encrypted Encrypted
En
cryp
ted
Encrypted
Encrypted
En
cryp
ted
The Digital Mail Room Concept
Scalable: Add workstations and scanners as needed
· Portal / Single Sign-on· Imaging Management
Intra
net
Brow
ser
The idea of a digital mail room is that correspondence is received in a central place in each agency, where any items of business significance are scanned, indexed, stored, and routed to the appropriate department. This saves mail distribution costs and eliminates the bulk of paper mail from the workflow. Some agencies in the District, such as DISB, are doing this today.
Scanners
Office of Property Management
Central Mail Room
To IeDM Adapters
From a centralization perspective, it makes sense to have some amount of mail processed at the Central Mail Room, which is currently managed by the Office of Property Management. Categorization of mail that does not require significant agency subject matter expertise can be scanned an indexed upon receipt, with other mail going direct to the agencies.
To IeDM Adapters
Digital Mail RoomDigital Mail RoomDigital Mail
Room sub-areas
This depiction illustrates best practices for bulk image conversion
Quality assurance of scanquality and OCR accuracy
Synchronization of Directory Data
Verity Liquid Office FormsEAI
Adapters include EAI, ESB, and COTS adapters, such as Peoplesoft
and other packaged software
Required by 15+ Agencies Required by 5+ Agencies Required by 11+ AgenciesRequired by 2+ Agencies (greater
future need is anticipated)
EAI
EAI
Geographic Information Systems
ESRI
Enterprise Data WarehouseDC STAT
ESB
© Doculabs 200813
Shared Services Deployment Plan
Sample Government Deliverables
Deployment Schedule
ECM Application rollout within clusters
Contract management is a good example of an application that fills a need in multiple areas and is more portable than more context-specific applications. Ongoing rollout out could be accomplished with minor changes to business rules and forms.
Pilot Application rollout within clusters
For applications that fill needs in multiple departments within a cluster, it makes sense to roll these out in parallel, taking advantage of common processes, documents, and user bases; for example, rolling out case management in CFSA after Department of Human Services is complete.
Correspondence Management
System D is the current standard for Correspondence Management in the County. If System D is determined to be a long-term strategic platform, this initiative would focus on its further rollout. If System D is deemed non-strategic, correspondence management will be implemented on the ECM solution standard.
File Storage and RetrievalThis application is general and broadly applicable to many departments, marking the first simple phase of ECM adoption. This rollout will seek to leverage knowledge gained in directives and case and contract file management applications implemented previously.
Directive, Law, and Regulation Management
After the pilot implementation at County Sheriff Department, the County Clerk would be the next logical candidate for implementation of this application.
Enterprise Deployment Planning
Evaluate the pilot and enhancement projects, and determine how to proceed with further rollouts across the County; draft the overall plan based on current needs and resource availability.
Center for Shared ServicesTo support the complex set of ECM technologies, the County will develop this Center as a central point of knowledge, consulting services, application support, and best practices that can be leveraged across all departments.
Reference Architecture (RA) Development
The ECM strategy project developed an initial high-level ECM RA. To manage and govern technology decisions moving forward, the County should develop a comprehensive ECM RA, including portals, security, repositories, and other key areas.
Taxonomy DevelopmentA solid taxonomy is key to implementing document-centric technologies such as ECM. Developing a taxonomy focusing on common County and department cluster document classifications will assist in defining indexing requirements for the pilots, and ensure that a common taxonomy and content categorization approach is being followed as pilot ECM applications are replicated in other departments.
Federated Content Repository Pilot (Department of
Insurance and Securities)
A federated repository that integrates ECM technologies with operational systems is important for improved efficiencies. Department of Insurance and Securities will implement these concepts in such a way as to provide best practices for other departments to follow.
Workflow Implementation Pilot (Department of Employment
Services)
This project will upgrade Product A, adding workflow functionality and deploying it to a greater extent within Department of Employment Services. This pilot will also be used for IT to gain experience implementing a more complex workflow application.
E-forms Implementation Pilot (Department of Consumer and Regulatory
Affairs)
This pilot involves implementing an e-forms solution within Department of Consumer and Regulatory Affairs to support improved customer interaction. This project will serve as the first implementation of e-forms technology, which can then be implemented as a standard more rapidly in other departments.
Directive, Law, and Regulation Management Pilot
(County Sheriff Department)
Multiple departments of the County have the need for this application, with County Sheriff Department being the leading candidate in terms of readiness and need. This pilot is also a good first step toward implementing basic document management, leading to later case file management applications.
Contract File Management Pilot
(Office of Contracting and Procurement)
Office of Contracting and Procurement was identified as an department with a need in this area, and a pilot that can succeed given technical and operational readiness. This implementation will establish standards for other contract file management opportunities identified in the County.
Phase I
ReplicableApplicatio
ns
Enhancement of
Existing
Applicatio
ns
Horizontal Applicatio
n Deployme
nt
Vertical
Applicatio
n Deployme
nt
Foundational
Legend
Sample County Government ECM Deployment Strategy
Deployment Strategy – County Government
Page 1 of 2
Version Sample © Doculabs, Inc. 2006
Phase II
Case File Management Pilot (Department of Human Services)
The need for case file management has been identified for several departments including a pilot for Department of Human Services and a similar application for DCFS. The Department of Human Services pilot will help set the County standard for case file management.
Type Name Project Description 3Q 2005 4Q 2005 1Q 2006 2Q 2006 3Q 2006 and Beyond
County Clerk, Office of Personnel, Office of the Attorney General – plus other departments
County Clerk, Office of the Attorney General, County Sheriff Department, Department of Employment Services, Department of Human Services
Office of the Attorney General, Office of Contracting and Procurement, DCFS – plus other departments
Children, Youth, Families, and Elders – Case File Management
Contract File Management – Administration; Health and Social Services
ReplicableApplications
Enhancement of Existing
Applications
Horizontal Application Deployment
Vertical Application Deployment
Foundational
Project Scope and Charter
Develop the project scope and charter, including costing estimates for staff and consultant effort. Determine milestone dates and rollout schedule.
Requirements / Backfile Analysis
Develop detailed requirements for the application. Where applicable, perform detailed analysis of existing content in paper / electronic format to determine conversion effort.
Solution Evaluation / Selection
As applicable to the solution, determine appropriate software packages to apply to the specific problem, using County standards.
Hardware / Software Implementation
Implement the solution using appropriate software selected in the Solution Evaluation / Selection phase. Leverage existing hardware, or acquire and deploy to new platforms as necessary.
Training, Maintenance, and Enhancements
Roll out the solution to the operations and technical teams, using custom or vendor training as appropriate. Maintain the system and apply feature enhancements incrementally as needed.
Foundational
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State Shared Services – State of Minnesota
• Content Management and Collaboration Infrastructure Hosted by Central IT
• ECM Shared Services Staffing and Infrastructure• Started in 2006• Commerce and MNPERS are participants• Still multiple agencies with multiple ECM systems• Deployment Issues:
– Lack of agency business case and marketing– No shared services chargeback model
State Shared Services Case Study
© Doculabs 200815
ECM Shared Services – Los Angeles County
Keys to Success:• Developed an ECM Strategy and application demand across twenty-
two key departments• Identified specific ECM components that can be deployed as shared
services in multiple applications for multiple departments• Completed an ECM shared services architecture model and conceptual
design using Microsoft SharePoint as a front end and another ECM solution (as selected by department cluster) as the back-end
Current Challenges:• Completing Board of Supervisors approval • Acquiring funding for centralized IT shared services organization• Developing centralized SharePoint expertise
County Shared Services Case Study
© Doculabs 200816
Shared Services Conceptual Design
County Shared Services Case Study
The graphics below depict a conceptual view of the various technologies of the two anticipated solution platforms, a collaboration tool (such as Microsoft SharePoint) and an ECM platform (such as Documentum). In addition, it shows five example applications which utilize those capabilities, most notably Example #2, a GIS-like application; and a new application, the primary Case Management interface until PALMS is implemented, Example #3, Case Management. See page 6 for definitions of key terms.
Web Services / APIs
Business Rules and Workflow
Metadata Repository
Temporary Content Repository (<90 days)
Linked Content
Transaction Services and Batch Processing
Directory Services
Collaboration Platform and Applications
Web Services / APIs
Business Rules
Simple User Interaction (e.g. Folder View)
User Interface
User Interface
Web Services / APIs
Metadata Repository
Database (Data)
Business Rules
User Interface
Linked Content
Line of Business Application (e.g. GIS)
Directory Services
Web Services / APIs
Business Rules and Workflow
Metadata Repository
Content Repository
Linked Repository (remote, offsite content)
Transaction Services and Batch Processing
Directory Services(Doc Type: ECM Service)
ECM Application Platform and Applications
User Interface
Only use this approach if alternatives are not yet possible.
One-off or retiring interface
This approach acts as the proxy, calling the functionality that exists somewhere else in the environment. Or it could define a solution that, for some purposes, maybe the next-best solution than the preferred solution, for some reason.
This is the preferred approach, if this component is needed.
Proxy or secondary approachLeverage this approach
Legend
Directory Services(Security: DRP Service)
DRP IT Infrastructure
Example Application 3 – (e.g. Case Mgt)
Prior to PALMS, DRP may need to rely on a more self-contained application “in” the new
ECM tools, utilizing a combination of collaboration and ECM solutions.
Anticipate utilizing the user interface, team collaboration business functionality, limited
workflow, and the repository for a near-term store for documents and images (until it makes sense to archive to the more robust platform)
from the collaboration solution.
Example Application 2 – e.g. GIS
When most of the business logic and value of the
application comes from non-ECM functions, it is likely the
solution will just call ECM client services, accessing
content, or perhaps some additional metadata or some specific ECM functionality (appropriate metadata for a
document type; members of a collaboration team, etc.).
Some applications, such as the GIS applications, will rely only on the ECM system to manage linked content, such as digital images. The GIS application
would presumably manage everything else.
Example Application 1 – e.g. Access Privilege
Components of the DRP solution set may still reside
outside of business applications or ECM
solutions. Services such as user access privilege is a
common example.
Example Application 4 – e.g. Specialized Search
It will still be possible to create specialized applications which have little internal functionality and rely on the major solution platforms (collaboration and ECM) to deliver the major functionality. This example provides a web-based search user interface, navigating through available document folders.
Linked Content
Example Application 5 – e.g. ECM-centric solution
Some applications will leverage as much of the native ECM suite of functionality as possible, from user interaction to workflow to perhaps leaving the core business data in the standard database engine. These sorts of applications are more common when the application requires the complete suite of ECM services, and so is often used only by the power users of a given application. This might include a customized interface for the counter staff, where they need a number of specialized functions that other users do not.
These applications would use the full stack of ECM services.
Linked Repository (email)
Records and Email Management Services
County IT Infrastructure
1
2
1
1
2
1
1
1
2
2
3
1
6. Conceptual View
© Doculabs 200817
Agency Cluster Shared Services – LA County ISAB
• Information Systems Advisory Board (ISAB) provides technology strategy and shared services applications for all criminal justice departments (including Superior Court, Sheriff, District Attorney, Public Defender, Probation, Coroner)
• Implemented a case file scanning center as an outsourced service
• Developing common ECM applications on the shared services infrastructure
• ECM shared services architecture model
Agency Cluster Shared Services Case Study
© Doculabs 200818
Criminal Justice Shared Services Framework
Agency Cluster Shared Services Case Study
Department 8
Department 7Department 6
Department 5
Department 4
Department 3
Department 2
Department 1
Legend
Integration Services
ECM
ImagingDocument
Management Forms DAM
BPM
Workflow Process Automation BAM
This diagram represents the target applications in the justice agencies in . Each application is presented with an abbreviated Enterprise Reference Architecture (ERA) visual summary of the core components in play in the application.
The ECM components include:
§ Imaging (I)§ Document Management (DM)§ Electronic Forms (F)§ Digital Asset Management (DAM)
The BPM components include:
§ Workflow (W)§ Process Automation (PA)§ Business Activity Management (BAM)
Integration Services is noted as a separate area.
For each application, these ERA components are shaded when these components are enabled in specific applications, or left clear (white) for areas not used in the application. This provides a view of technology coverage across .
The Blue and Green color scheme is used to represent Existing or Active development vs. Future planned development.
Applications being actively developed at the beginning of this strategic planning cycle are framed in blue, while applications to be actively developed during a later stage of this strategic planning cycle are framed in tan. The same scheme applies for interfaces.
System 7
Integration
ECM I DM F DAM
BPM WF PA BAM
System 11
Integration
ECM I DM F DAM
BPM WF PA BAM
System 12
Integration
ECM I DM F DAM
BPM WF PA BAM
System 15
Integration
ECM I DM F DAM
BPM WF PA BAM
Current / Active
PlannedInterfaces:
System 9
Integration
ECM I DM F DAM
BPM WF PA BAM
System 3
Integration
ECM I DM F DAM
BPM WF PA BAM
System 2
Integration
ECM I DM F DAM
BPM WF PA BAM
System 1
Integration
ECM I DM F DAM
BPM WF PA BAM
System 8
Integration
ECM I DM F DAM
BPM WF PA BAM
Document and Data Exchange
SOA Based Services
Integration
ECM I DM F DAM
BPM WF PA BAM
Process and Content Management
Integration
ECM I DM F DAM
BPM WF PA BAM
System 16
Integration
ECM I DM F DAM
BPM WF PA BAM
Applications PlannedCurrent / Active
Development
System 13
Integration
ECM I DM F DAM
BPM WF PA BAM
System 10
Integration
ECM I DM F DAM
BPM WF PA BAM
System 14
Integration
ECM I DM F DAM
BPM WF PA BAM
System 6
Integration
ECM I DM F DAM
BPM WF PA BAM
System 5
Integration
ECM I DM F DAM
BPM WF PA BAM
System 4
Integration
ECM I DM F DAM
BPM WF PA BAM
© Doculabs 200819
Agency Cluster Shared Services – LA County ISAB
Keys to Success:– All criminal justice departments contributed money to
creating ISAB– ISAB is its own entity with full time staff of management,
programmers, consultants, and support– Success in finding supplemental outside funding– Created their own long range systems plan
• Current Challenges– Cooperation from the CA court system– County Funding cuts
Agency Cluster Shared Services Case Study
© Doculabs 200820
Agency Shared Services – Oregon DOT
• State of Oregon has standardized on a single ECM vendor and is building out the state-level infrastructure
• ODOT Concept of Operations developed for their shared services organization
• Developed an ECM shared services architecture model • Deployment planning (replicated applications)• Enterprise and department-level taxonomy underway• Implementing a Right-of-Way shared services application
for retrieval of all property documents which will be incorporated into project collaboration applications
Agency Shared Services Case Study
© Doculabs 200821
Program Plan Roadmap: Project List
Agency Shared Services Case Study
ECM Strategic Roadmap
© Doculabs, Inc. 2005 200 West Monroe StreetSuite 2050, Chicago, IL 60606
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ODOT Program Plan Roadmap
Page 2 of 2
Version1.0 © Doculabs, Inc. 2007
Milestone of 44
July2007
2. Roadmap Summary
ODOT could undertake numerous ECM-related projects in order to move to the future state. The chart below identifies nine projects that Doculabs recommends prioritizing. Six of these projects are foundational project to ensure success of the future state, and three projects are ECM services or application implementations. The chart describes each project and highlights its strategic benefits, and relative cost. The project numbers in red are foundational projects, while those in green are ECM services or application implementations.
Description CostECM Project
4
5
2
3
1
Benefit
Development of Document Policies and Procedures
Taxonomy Development
Governance Structure
Development
ECM Reference
Architecture Development
ECM Technology
Infrastructure Upgrade
$
$
$
$$$
$
§Support taxonomy and “end-in-mind” context§ Improve internal communications§ Improve information management skills
§Support ease of use§Easily updatable and accessible directory§Support taxonomy and “end-in-mind” context
12 months
Technolo
gy
and S
olutio
n
Packa
ges in
Place
$$6
9
8
7 $$
$
$$$
Continued Taxonomy
Development
Portal and Federated
Search Services
Deployment
Records Management
Solution Deployment
E-forms and Workflow Services
Deployment
§Develop policies, procedures, and guidelines for the use of content across ODOT
§Develop an agency and department-level taxonomy, focusing on those departments with new ECM application rollouts
§Develop an ECM Program governance structure
§Create ECM reference architecture models to support the ECM Program§Determine fit for all ECM technologies (both FileNet P8 components and Microsoft SharePoint (MOSS 2007)
§Develop “solution packages” for portal and federated search services, and for e-forms and workflow services
§ Implement enhancements to the core FileNet P8 platform (e.g. Email Manager, Forms Manager, Business Process Manager, Records Manager)
§ Implement base portal and federated search, and e-forms and workflow solution packages
§Develop the taxonomy for the remaining departments
§ Implement portal and federated search technologies§Leverage experience from ROW project§Evaluate a Microsoft SharePoint/ FileNet coexistence strategy § Implement services for high-priority departments
§ Implement the records management solution for the agency (including integration with Email Manager and Content Manager already implemented)
§ Implement e-forms and workflow for high-priority departments§Leverage experience from ROW project § Implement services for high-priority departments
§Consistent maintenance environment§ Improve internal communications§Accelerate change
§Technology roadmap for all subsequent services and applications
§Consistent configuration and templates§Support content integration principles§Accelerate change
§Base infrastructure and development platform for all following services and applications
§Consistent maintenance environment§Content distribution and availability
§Support ease of use§Easily updatable and accessible directory§Support taxonomy and “end-in-mind” context
§Support self-service§Support ease of use§Content distribution and availability
§Provide comprehensive records management functionality for the agency
§Will enable discovery efforts to respond to litigation or public record requests more efficient
§Automate additional processes at ODOT
24 months 36 months 48 months
Enterp
rise
Taxonom
y
Comple
ted
ECM
Archite
cture
in
Place
Enterp
rise
and
Key D
epar
tmen
t
Taxonom
y in
Place
Compre
hensi
ve
Record
s
Man
agem
ent
Progra
m in
Pla
ce
© Doculabs 200822
Agency Shared Services – Oregon DOT
Keys to Success:– Rapid standardizing on an ECM vendor– Focused shared services group with years of experience
and working together– State funding has been generous– Focus on completing technical architecture and
taxonomy work before deploying agency-wide applications
Current Challenges:– Competition in resources from other projects– Identifying shovel-ready projects for Recovery Act funds
Agency Shared Services Case Study
© Doculabs 200823
Summary
© Doculabs 200824
Summary
• Content and Collaborative Shared Services is an increasing trend in the government sector at all levels– Reduces hardware, software, training, and support costs– Encourages collaboration within and between agencies– Encourages and enhances sharing of information and
process optimization between agencies with more efficient delivery of public services
Summary and Conclusions
© Doculabs 200825
Summary
• Success in implementing shared services is a result of:– Demand analysis and business case from state and
agencies– Centralized IT organization focused on shared services– Enterprise Shared Services architecture model– Vendor solutions standards– Enterprise and agency-level taxonomy– Effective and fair chargeback model– Stable funding source
Summary and Conclusions
© Doculabs 200826
TitleContact Info:
Thank YouBill Chambers
312-881-1645
bchambers@doculabs.com