DoD INTRANSITION

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Alfresco delivers the capability and functionality of Content Management, Process Management and DoD 5015 compliant Records Management on a single, open source platform capable of government scale. This eliminates the need to purchase and support discrete point solutions from multiple vendors, saving organizations tens of millions of dollars.

With Alfresco, government can utilize the power of digitization, automation and cloud and open source technologies to improve efficiencies, lower costs, and meet program needs in key solution areas including:

Our Customers Include:

• Task & Workflow Management

• Case Management

• Digital Asset Management

• FOIA Management

• Correspondence Management

• Data & Information Management

Learn More onalfresco.com

Helping agencies transform the business of government.

Alfresco achieves benchmarking milestone by processing

1 billion documents with Amazon Aurora

The only open source platform certified to the DoD 5015.02 Standard

DoD in Trans i t ion

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The scope of effort and coordination it takes to run a govern-ment organization is difficult to grasp, especially when it comes to task management. Sometimes a single request involves dozens of people and hundreds of emails, documents, and records, and separate departments that have unique policies and systems to manage the process. Suddenly, mapping out what has already happened and what still needs to be done becomes more challenging and can result in mission-critical deadlines being missed. Additionally, security and compliance become problematic due to lack of transparency and oversight between disparate, ungoverned systems.

Many tasking technologies have been deployed to solve various aspects of the challenges mentioned above. Some have been short-term solutions that resulted in systems needing to be re-placed a few years later as requirements changed. Others have been too cost-prohibitive to expand across the organization and often required additional investment in a vendor’s stack.

To change the game, agencies need to look at enterprise tasking solutions that can cost-effectively scale by automat-ing processes, delivering multiple point solutions on a sin-gle platform and using scalable technologies such as open source and cloud.

In order to better understand why enterprise tasking is im-portant to the Department of Defense (DoD), as well as other federal agencies, GovLoop spoke with Keith Winderlich, Task Management Specialist at Alfresco.

“Enterprise tasking can include tasker management, staff ac-tions and other tasking related processes. It needs to include process management for the automation of tracking and as-signment, content management for the tracking of requests and authoring of responses, and records management to en-sure compliance,” Winderlich said. He explained that when de-partments within organizations are tasked with a project, they develop their own requirements and solutions. This is problem-atic because task management in isolated systems stovepipes the process and makes it less efficient and more expensive. “It creates redundancies, allows for classified information spillage, and makes compliance with records management mandates very difficult.”

With enterprise tasking, an agency involves everyone in the or-ganization, giving all personnel the ability to collaborate on the same easy-to-use system with appropriate security and policy limitation and insight into what’s happening as needed. This is particularly valuable, yet challenging for DoD, which must put everything through the chain of command and have extreme-ly strict security standards. Assigning down the chain of com-

mand and approving back up requires complex tracking and oversight. And, in addition to hierarchical approval, DoD per-sonnel often have to collaborate across the organization.

To satisfy the requirements for a modern task management solu-tion, “Alfresco offers a platform that integrates content, process, and records management into a single, cost-effective solution, enabling everyone in the organization to become a user without being locked into any proprietary technology,” said Winderlich. The unified solution platform is easy to integrate and allows DoD and other agencies to function more efficiently by creating trans-parency throughout the task management process, automating workflow, eliminating redundant content and records manage-ment, and securing information across the enterprise.

As an open source platform – the only one certified to the DoD 5015.02 standard – “Alfresco is able to meet DoD security and compliance standards and eliminate vendor and technology lock-in,” Winderlich explained. The flexibility and cost effective-ness of Alfresco as a tasking platform allows DoD and other gov-ernment agencies to deploy solutions that fit their specific needs.

One example of a task management solution using the Alfresco platform is the Department of the Navy Tasking, Records, and Consolidated Knowledge Enterprise Repository (DON TRACK-ER). It delivers a single enterprisewide system to the Navy and Marine Corps so users only need to train on one easy-to-use system with visibility and transparency for each tasker, and the content and records associated with it.

Navy is retiring 20 different tasking and records management systems and replacing them with DON TRACKER. Retiring these disparate legacy systems will save tens of millions of dollars in storage costs alone and enable the Navy and Marine Corps to be more effective in their modernization efforts. Since its limit-ed deployment in March, the Navy has already cited a 57 per-cent decrease of tasker time in process with plans to expand usage Navy-wide.

The Joint Staff will also be deploying an enterprise tasking and records management solution using the Alfresco platform with an emphasis on configuring and automating various workflows. With the new solution, they will manage eight workflows includ-ing staff actions, correspondence and FOIA requests.

Ultimately, enterprise task management solutions offer collab-oration and flexibility, accountability and transparency, and the ability to avoid missing deadlines. This gives senior leaders the visibility over simple and mission-critical tasks that they did not previously have, making task and records management much more efficient.

« Industry Spotlight «

Why You Should Consider a New Approach to Enterprise Task Management

An interview with Keith Winderlich, Task Management Specialist, Alfresco

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