1© 2007 IBM Corporation
Planning For Your Success – Top Reasons to Upgrade to IBM FileNet P8
Ulrich Leuthner, ECM GoToMarket and StrategyASEAN ECM Summit, August 26, 2008
2© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
© IBM Corporation 2007. All Rights Reserved.
The workshops, sessions and materials have been prepared by IBM or the session speakers and reflect their own views. They are provided for informational purposes only, and are neither intended to, nor shall have the effect of being, legal or other guidance or advice to any participant. While efforts were made to verify the completeness and accuracy of the information contained in this presentation, it is provided AS IS without warranty of any kind, express or implied. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this presentation or any other materials. Nothing contained in this presentation is intended to, nor shall have the effect of, creating any warranties or representations from IBM or its suppliers or licensors, or altering the terms and conditions of the applicable license agreement governing the use of IBM software.
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3© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Agenda
What is new with P8?– Business Process Manager
– Content Manager
– Workplace XT
– Capture ADR
– Basic Content Services
– Intelligent Archiving
– IBM Classification Module
Customer Imperatives
5© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
What’s new in FileNet BPM 4.0.2?
– Modeling with Visio
– Interoperability with WebSphere tools • WebSphere Business Modeler Integration • WebSphere Services Registry and Repository (WSRR)
Integration
6© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
BPMN based Process Modeling in MS Visio
Enable and empower business and non-technical users to model business processes that are direct input to process applications
Provide a common process language for both business & IT
XPDLXPDLBPMNBPMN
MappingMapping
7© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
WebSphere Business Modeler with FileNet BPM
WebSphere Business Modeler can export its process model to FileNet XPDLFileNet Process Designer imports the process file
XPDL
8© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
88
Common Service Registry and Repository with WSRR for both FileNet BPM and Web Sphere BPM
WSRR
P8 Process Designer
Web Sphere Integration Developer
Web Sphere Business Modeler
P8 BPM Config Console
Browse WSRR for WPS or P8 BPM processes, as well as other services
Processes created in WID or P8 Process Designer can be exposed as services and published to WSRR for
use with the other process engine
10© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
FileNet Content Manager 4.0.1
Improved Security Inheritance Model
Support for ADAM directory service provider– Microsoft® Windows® Active Directory Application Mode
Platform Support– WebSphere 6.1
– JBoss 4.1
– DB2 9.x
– Multiple Content Engines on a Single Application Server
11© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
What’s Possible With Content Manager
Performance– Ingestion > 4M docs/hour
– Retrievals > 6.3M docs/hour
– 8 hour day = 32M docs ingested + 50M docs retrieved
12© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Improved Security Inheritance Model
OLD Inheritance Method: Static – ACLs physically copied to each object
NEW Inheritance Method: Dynamic – ACL assembled when the object is accessed
The security inheritance model no longer relies on physically copying security ACL entries from one object to another.
13© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Security Inheritance – Basic Use Cases
Filing a document in a folder – Document can inherit additional ACL entries from the folder
Creating a sub folder– Sub folder can inherit additional ACL entries from the parent
folder.
Create annotation– Annotation can inherit additional ACL entries from the
document.
14© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Inherit Security using Security Proxy Property
Example – Allow auditors to view documents associated with the company, ACME
Security Inheritance – Advanced
Invoicesclass
Owner: RecordsModify Content: Accounting
Companiesfolder
XYZ Co
ACME
Focus Insurance
Read: Auditing
Invoice# 2345678Security Proxy: ACME
Invoice# 2345675Security Proxy ACME
Owner: RecordsModify Content: AccountingRead: Auditing
Invoice# 3234564Security Proxy: XYZ Co.
Owner: RecordsModify Content: Accounting
16© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
IBM FileNet Workplace XT 1.1.1
Drag and Drop– Inter-application
• Add a document from Windows– Intra-application
• Move a document to a different folder
Search Templates
File Tracker• Keeping track of checkouts
Records Manager support
17© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Drag and Drop – Inter-Application
Enabled via Site Preference – General Settings –Application
18© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Drag and Drop – Inter-Application
19© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Drag and Drop – Intra-Application
20© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Search Template Integration
21© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
File Tracker Integration
Added Open File default under Site Admin– Allows setting of default “Open” behavior
Added Access Role for File Tracking– Allows role based access to File Tracking
22© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
File Tracker Integration
23© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Records Manager Integration
24© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Workplace XT Update Coming Soon…
Saving of Multiple Advanced Searches
Export Content Properties
New Add Wizard and Properties Page
25© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Saving of Multiple Advanced Searches
Define Advanced Searches…
Define Advanced Searches…
Save as a named search…
Save as a named search…
Access it from the My Searches section…
Access it from the My Searches section…
Delete or Rename as needed
Delete or Rename as needed
26© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Export Content PropertiesExport Properties…Export Properties…
Specify number of content item properties to export
Specify number of content item properties to exportSpecify additional
properties to exportSpecify additional
properties to export
Export to CSVExport to CSV
Export Properties available on folders,
searches, store searches and search
templates
Export Properties available on folders,
searches, store searches and search
templates
27© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
New Add Wizard and Properties PageNew simple Add Wizard for
adding content (Site Preference available to use old style)
New simple Add Wizard for adding content
(Site Preference available to use old style)
New style is also available for Properties page
New style is also available for Properties pageNew controls for all property typesNew controls for all property types
29© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Key Capabilities in Capture ADR 5.2
New document separation capabilities: – identify boundaries between multiple
semi/unstructured documents in a single batch, replacing the traditional process of inserting separator pages.
Sophisticated classification technologies include: image, text, advanced text, rules-based and template-based.
New Document Review Module– Quickly and easily review documents prior to ensure correct
classification and separation
30© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Design Components
Integrated Model Development– Classification and SeparationDocument Set Management– Powerful import utility – Document collection– Create module building & test sets from document
collectionDocument Set Visualization– Number of document types– Distribution of Documents– Quality of input documentsAssisted Document Cleanup– Automatic finding of misclassified pages– No need for SME to check every documentsAutomated model building– Classification– Separation
32© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
BCS and ECM – Why Integrate?
SharePoint– Enhanced team productivity through collaboration
– Consistent user experience
– Reduced training costs
– Easier access and discovery
FileNet P8– Discipline and controls (e.g. retention and compliance)
– Business process management
– Central management (e.g. archival and backup)
– Scalability
33© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
What is it?:– Collection of Web Parts which allow end users to interact with documents in
FileNet Content Manager directly from the SharePoint browser UI
Why?:– Merges basic document management capabilities with the Microsoft
collaborative user experience – Real-time access of P8 content from SharePoint
Capabilities:– View/Browse/Search– Check in/out– Upload document– Edit– Edit properties– Delete– Personal Inbox (workflow tasks)
IBM FileNet Connector for SharePoint Web Parts V2.1
SharePoint
34© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
IBM FileNet Connector for
SharePoint Web Parts V2.1
Accessing IBM FileNet P8 documents leveraging the
full SharePoint user experience, e.g. document
“drop down” menus
35© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
IBM FileNet Connector for SharePoint Document Libraries V2.1
SharePoint
What is it?:SharePoint is the initial authoring environment for content, however content will ultimately be swept into and accessed from the IBM FileNet P8 repository.
Why?:Provides basic content services and collaboration, but customers need a secure and centrally managed repository which will ensure corporate accountability
Businesses need to store their high value content in a central repository, however provide a seamless and automated way for content to transition into an ECM repository
Capabilities:SharePoint-created content is moved into and managed by the ECM repository;and deleted from SharePoint
Retention of created-by, modified-by metadata
“Sweeping" of pre-existing SharePoint site content
Automatic SharePoint child site discovery
Central Configuration Utility with common repository
Use Scenario #1
36© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Transformation
Engine
Behavior Rules and Profiles
DocClass
FilePlan
BPM
Content Manager, BPM &
Records Manager
Connector Operation
Monitors MOSS07 Libraries
FileNet P8 ECM
Applies Rules and Profiles
SharePoint Portal Server
Search
WSS Documents
FileNet P8
Internet / Intranet
Exchange
Windows SharePoint Services
Team SiteTeam Site
Browse P8 docs
Work on P8 tasks
Other P8 Web Parts…
FileNet Event Handler
Document Library
37© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
FileNet Connectors for SharePoint v2.2 Planned ContentConnector for SharePoint Web Parts v2.2 highlights– P8 BPM Public Queues
– Launch P8 BPM Workflow
– Stored searches
– Column sorting
– Column filtering
Connector for SharePoint Document Libraries v2.2 highlights
– Remote deployment
– Move and retain link (“stubbing”)
– Records management integration
– Migrate server configuration (e.g. from test to production)
– Move or copy entire SharePoint version tree
38© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Teamspaces can include various components for facilitating team collaboration, such as Tasks,
Events, Discussion Forums, Blogs, Feeds, Wikis…
…and of course, Document Libraries to enable users to work with team documents
39© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
IBM BCS & ECM Integration Plans 2008 & Beyond
Addressing specific use cases to start (2008)…– Move content from Lotus Quickr to ECM to
leverage RM, BPM, archiving– Manually or via scheduled “sweep”Enable Lotus Quickr connectors to talk directly to ECM back-end– Single access point and experience for all content—Lotus Quickr
and ECMView feeds of ECM content within Lotus Quickr UI– Incorporate ECM content into Lotus Quickr applicationsFuture use cases addressed in subsequent releases– Search ECM content from within Lotus Quickr– Archiving to ECM with dual access (from both ECM and Lotus
Quickr UI)
41© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
File SystemsEmail
SharePointEmail
SharePointInstant
MessagesFile Systems
Desktop
IBM ECM(P8 or CM8)
RecordsManagement
Legal Discovery
and Analytics
Enterprise Compliance VisionIntegrated Platform AddressingAll Compliance Issues
IBMClassification
Module
Integrated Content
Archiving
42© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Symphony Intelligent Archive Vision Leveraging FileNet and IBM – Taking Archiving To The Next Level
TaskConnectors
Target ConnectorsEngineSource Connectors
Available Now / This YearFuture
1 2 3
MESSAGING / EMAIL• Microsoft Exchange• Lotus Domino• Novell GroupWise• Instant Messaging• Other PST and NSF content• IM and other messaging via 3rd party
FILE SYSTEMS• Microsoft File System• Desktops• Other File Systems
OTHER• Microsoft SharePoint• Panagon Image Services• Panagon Content Services• IICE Connector Support• Backup Tapes and Other
CUSTOM • API Support
INTERNAL TASKS• Copy / Move / Delete / Stub• Records Declaration• De-Duplication• Classification Rules
EXTERNAL TASKS• ICM Direct Integration• Rendering / Encryption• System Lookups• 3rd Party Rules / Policy Mgt• Other Tasks Planned
CUSTOM TASKS• API Support• Partner Apps
IBM NATIVE• P8• CMv8• Panagon Image Services• Panagon Content Services•CUSTOM / OTHER• API Support• IICE Connector Support
43© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
FileNet Email Manager & Records Crawler 4.0.0 & .1
New architecture based on “Symphony” engine– Task connectors for greater flexibility– Customer accessible API– More complex message handling optionsExchange 2007Exchange Custom PropertiesNew user experience for manual archivingDe-duplicationFileNet P8 4.0 supportIBM DB2 database support===================================================Records Crawler Only:– IBM Content Manager Ver. 8 support
45© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Where do I start?
We’ve got terabytes of content in multiple unmanaged locations all over the enterprise.
We’ve been managing our content without classifying it for a few years now.
The lawyers have to review over 1M electronic documents for their case.
Organizing the explosion of unstructured content becomes critical:
46© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Your Key First Step: Automating Daily Content-based Decisions with IBM Classification Module
What is it?– Automatically classifies documents and emailsBenefits– Save users’ time. Automate mundane, content-sensitive
decisions, regardless of ECM application.– Improve Productivity and Reduce Risk. Execute consistent
methods of organization and automate content-based decisions in BPM
– Handle Digital Landfills. Apply intelligent archive practices to unmanaged silos.
– Rapid ROI on Your ECM Investment. Accelerate adoption of ECM in your enterprise
Capabilities– Combines text classification via statistical analysis with
rule-based approaches– Adaptive learning provides high accuracy, specific to your
enterprise– Integrated to IBM ECM architecture in applications such as
Records Crawler for CM8 or P8 based customers
IBMClassification
Module
Auto ClassifyExtract MetadataAdaptive LearningTaxonomy Proposer
47© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Leveraging the Full Context
Exclusively rule based approaches, whether using metadata or thebody of the content, are “too coarse” and don’t take the full context of
the text into account
48© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Example ECM Content Flow:
1) Pre-ingestion Filtering2) Post-ingestion Categorization
RecordsManagement
KnowledgeManagement
BusinessProcess
Document Class:Marketing
Document Class:Legal
Document Class:Finance
Document Class:Research & Development
. . .
Review &Audit
IBMClassification
Module
FileShares
BasicContentServices
49© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Example ECM Content Flow:
ReclassificationFolder:Finance/Accounting
Folder:Finance/SEC Filings
Folder:Finance/Staff Meetings
Folder:Finance/Quarterly Earning Reports
. . .
Review &Audit
IBMClassification
ModuleFolder:Finance
51© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
ECM Strategy Principles & Assumptions
Content– Any content implying a flexible content model– Anywhere – across different types of repositories– Everyone – Address content services for different users Management– Proactively provision services to manage content where and when it is
created and manipulated by business tools– Reactive capability to selectively bring content anywhere under control
after it has been created– An enterprise content management service for content-enabled
applicationsEnterprise– For all users in the Enterprise– Maximize Repurposing of Enterprise IT Infrastructure– Enterprise Scalability, Availability, Accessibility, Maintainability, …
52© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Customer Imperatives
Create Centers of Excellence for BCS, ECM and BPM
Establish ECM Shared Services deployment models
Develop expertise in Content Enabled Vertical Applications development and delivery
Develop expertise in Records Management, Compliance related auditable business processes
Set standards for storage management policies and archiving …take back control of your “digital landfills”
Create an ECM business case and ROI calculation capability
Combination of skills: business analysts, SME for business and technology, project & change management experts
53© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
Create Centers of Excellence for BCS, ECM and BPM
Best Practices Manual or Forum
Lessons Learned Catalog or Forum
Strategy Guiding Principles
Content Management Maturity Model
ECM Marketechture Model
ECM Shared Service Delivery Framework
ECM Technology Reference Architecture Model
Information on Demand Reference Architecture Model
54© 2007 IBM Corporation
Information Management Software | Enterprise Content Management
IBM is in a leadership position with tools to help customers deal with content, process and compliance business problems…
Leader in BPM, Compliance, Imaging, Report Management, Federated Records Management and Collaboration
Leader in Content Integration/Federation
Leader in Scalability
Best ECM Vision and Strategy
Broadest ECM Product Line
Broadest Partner Solution Portfolio
Largest Customer Base
Most Customer Choice & Flexibility
Deepest Commitment to Customer Success
55© 2007 IBM Corporation
Information Management Software | Enterprise Content ManagementIBM Information On Demand 2008
Business and IT Executives,
Managers, IT Professionals, ECM
professional and Developers
October 26-31, 2008
www.ibm.com/software/data/conf/2007www.ibm.com/software/data/conf/2007//
Mandalay BayLas Vegas, Nevada
Expect more in 2008!120 business leadership sessions by industry
200 Customer speakers600 technical education sessions
Free certification tests for IBM SWG products3800 seats in Hands On Labs
50+ sessions just for developersScheduled one on one meetings with 100+
technical & business expertsUsability Labs: give input to future products
Huge Expo: 200 Business Partners,120 IBM demos
Plus so much more…www.ibm.com/events/informationondemandwww.ibm.com/events/informationondemand
2007 Highlights: