DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM

DOE-SR IBMS‘Integrated Business Management System’

Mike Mahon, President, mike@ziaconsulting.com

Cell: 720.289.7424

Rob Scola, Director Fed Sales, rscola@alfresco.com

Cell: 703.554.3753

Richard Im, Sr Solutions Eng, richard.im@alfresco.com

Office: 703.823.3387

Agenda

• Introductions

• Capture & Store Documents

• Retain or Preserve Records

• Business Process Management

• Collaborate on Content

• Case Studies, Mobile, & Innovation

• Executive Summary Review and Q & A

Who is Zia?A firm with deep technical expertise & strategic insight, coupled with our

Agile software methodology, provides numerous benefits to our customers:

Benefits

• Achieve ROI by delivering improved operational efficiencies

• Boost productivity by creating collaborative work environments

• Maintain access and control of information through the enterprise

• Allow employees to find the information they need, when they need it

• Increase end-user adoption

• Agile training by using Zia methodology and Rally tools

• Raving fan customers

Professional Qualifications• Highly-experienced, accredited senior staff consisting of Business Analysts, Enterprise Architects, Software Engineers and Data Architects

• Platinum Alfresco Professional Services & OEM Partner

• Platinum Ephesoft Partner

• Alfresco Partner of The Year Award for Best Project Implementation with Denver

• IBM Partner

Our Partners

Enterprise Content Management (ECM)

Enterprise 2.0 Solutions

Enterprise Mobile Applications

At its heart, our Agile-based methodology is centered on a close collaborative approach to maximizing value

for our customers. Constant client communication is necessary to ensure that each development iteration

addresses features with the highest business value, even if those features were unknown at the launch of the

project.

Zia’s Agile Solution Methodology

Mobile workforce enablement is an increasing trend for Zia’s enterprise customers. Zia’s Fresh Docs ECM

application is available for iPhone, iPad and Android platforms. The newly released Fresh Xpense application

is a simple expense and receipt capture tool for the iPhone that integrates with Xpenser.com.

The focus of technology should always be on people. Zia enables our customers to gain tremendous

competitive advantage by allowing their team to collaborate more effectively, respond more quickly to

changes, and make better decisions. Adopters of Enterprise 2.0 solutions will find they have a more

productive, engaged and informed team.

An ECM is a cultivation of knowledge -- one of the most valuable assets to any organization. A proper ECM system ensures

content has integrity through proper version control, allows producers to easily create content and publish it to a variety of

mediums, and it automates processes, streamlining the review, approval and distribution of content across an

organization. Zia's ECM offerings provide all of these benefits, and more, in a manner tailored to the client's business needs.

Service Offerings

Four Criteria for Picking

Enterprise Technology

Why choose Open Source & Open Standards?

Cost

Users Development and Support

Technical

Easy to Use

Integration with existing work ‘metaphors’

Secure

Developer Availability - XML and Spring

Open Source – leverage the work of others

Availability of qualified Professional Services

Direct Cost Savings

Socket-based Licensing

Built-in Web Service support

Indirect Cost Savings

Productivity

Simplicity

Perfect Fit for our Technical Goals

Features to solve our complex integration needs

Proven ability to Scale

Commodity Hardware

Support for Virtualization

Capture, Store and Records with Alfresco

and Kofax

The Paper Document Problem

• Many large organizations treat only the paper document as the official

record

• Paper has obvious problems

• Switching over to electronic documents and signatures is critical to stop

perpetuating the paper process.

• But, decades of paper documents (or more) must be dealt with as well.

• Scanning with OCR, enterprise application integration and automatic

electronic record generation is a must.

• Alfresco and Zia partner with Kofax for an integrated scanning solution

Kofax Capture - Create Batch (process multiple documents of the same type)

Validate meta data (OCR from image, entered by the user, queried from an

enterprise database, or any combination of these)

Scan Documents & Review Images

Verification(optional step to support double entry, supervisor verification)

Capture, Store and Records with Alfresco

and Ephesoft

A better alternative!

Intelligent Document Capture

• Content Classification and Separation

•No Separator Sheets, no Barcode

•Classify correspondence or letters

• Advanced Extraction

•Fixed Form or Free Form extraction

•Fuzzy Database-document matching

• Runs on Cloud and Data Centers:

•Web-based user interface

•Supports Cloud infrastructure

Intelligent Document Capture 2011

Old Way Ephesoft Way

License could cost $100K+ Zero Cost, No License Fees

Priced by images & users No limits on images and users

Proprietary Software

(Vendor Lock-in)

Open Source

(No Risks)

Fortune 1000 Fortune 50,000

99% Thick Client

1% Thin Client

100% Thin Client

100% Web Based

Runs only on Windows Runs on Windows, Linux, Oracle, IBM

Commercial OCR Commercial & Free OCR

Ephesoft in action

Loan

ApplicationTax Returns Claims Credit Card

Application

Letters or

Correspondence

Step 3. Classify incoming documents

Step 2. The system learns the categories

Step 1. Identify and collect samples

SSN

FEIN

SSN

DATE

Policy #

Claim ID

SSN

Date of Birth

Date

Account #

FaxPaper E-mail

Step 4. Extract required metadata

Release to Alfresco & Store in Records

Management System Overview

Release to AlfrescoThe documents which are not rejected will

be automatically uploaded to Alfresco

Result: Electronic RecordsMetadata and documents automatically entered in Alfresco

Next Step: Auto-Declare in RM System

Alfresco User View:Record Management System – Auto Declared Docs

Alfresco User View:Metadata from Ephesoft stored in RM System

Business Process Management with Fresh

Contracts

Business Process Management with Fresh Workflow:

What does it do?

Pre-packaged Workflow Processes

built into system

Securely Integrates with CRM &

Business Systems

Rules-driven Task Assignment &

Easily Customized Metadata

Dashboard of real-time view of all

contracts, cases and policies

Business Intelligence Integration

Electronic Signatures

Business Process Automation

Architecture

AlfrescoBusiness & CRM

Integration

Purchase Order

Bootstrap Workflow

Expenditure Contracts

5 Workflows

Revenue Contracts

4 Workflows

Scanned Paper

Signatures

Electronic Signatures

Requisition

Workflow Initiation Web Service

RFP Workflow

Start Advanced Workflow (Manual)

Alfresco Dashboard after receiving Requisition from

PeopleSoft (and taking ownership of a pooled task)

Now working the first task in RFX. Enter required data

Dashboard showing user-selected and system assigned

reviews

Contract Summary showing more details than can

effectively be shown on each task

PDF Generation Task

Attorney Signature taskAll signature tasks have two factor authentication:

network login + individual PIN

Fast forward through signature process to the very last task

Collaborate and Find Information

Site DashboardRecent activity, Project Status, Colleagues

Search ResultsSearch locations, sort by relevance, metadata and index information results

Workflow Tasks and Content Filters

Email Integration

Email Repository Location in Alfresco

First Project:

Contracting and Financial Records

• Alfresco, using Zia Consulting

• Exceeded results of all previous Document Management projects

• 12 weeks:

• No infrastructure established before project start

• Staff learned:

• New System

• New Methodology

• Real-time, automated, SOA interface with PeopleSoft

Status: Document Mgmt Functionality Implemented in 4 months

Repository Project:

Procure-to-Pay (P2P)

Business Problem:

Automate the City’s procurement processes in PeopleSoft

Paper-based, disconnected, minimal controls

Document Management Needs:

View Requisition, PO, Receipt & Contract/Financial Attachments WITHOUT breaking delivered PeopleSoft Functionality

View Invoices & Contracts

Technical Approach:

Creation of Multiple Repositories

FTP Connection for Requisition, PO, Receipt & Contract/Financial Attachments

CMIS Interface to View Invoices & Contracts

Status: Document Mgmt Functionality Implemented in 4 months

Current Project:

Contracting Automation

Business Problem:

Standardize process, improve efficiency, increase transparency Support automated contract requests, drafting, council handoff,

electronic signatures Allow city agencies to search for and retrieve information about in-

process requests and completed contracts

Document Management Needs:

Multiple Work Flows

Additional Web Service Integrations with PeopleSoft

Technical Approach:

Alfresco Advanced Workflow Custom Extensions:

Status: 9 Month Project

• Workflow Web Service

• Bootstrap Workflow

• Electronic Signature

• Rules-Driven Task Assignment

• Workflow Dashboard

• Oracle Business Intelligence

Mobile Case Management

A Real World Example of Engaging with Constituents

Mobile Case Management

What does it do?

Creates work ticket in PeopleSoft

Stores content in Alfresco

Notifies stakeholders of ticket status

changes

Secure communication via Oracle

Enterprise Service Bus (ESB)

Summary

Common Sense Decisions

Solutions that Work Zia brings expertise

Platinum Alfresco & Ephesoft partner

Alfresco brings cost-effective ECM/RM platform

Leverage products used in Implementation of Year

Open Source allows you to grow your business with predictable costs

Filing Records should be as easy as possible

Zia is PARTNERing with Alfresco & Kofax

Companies/Orgs need to do more with less

Image take from

Camandago.com

Questions & Answers:

Mike Mahon, President & CEO303.443.4004 x203

mike@ziaconsulting.com

http://www.ziaconsulting.com/