Is pervasive governance_part_of_your_ecm_strategy

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Is Pervasive Governance Part of Your ECM Strategy?

Brian Dirking

Principal Product Director

The following is intended to outline our general

product direction. It is intended for information

purposes only, and may not be incorporated into any

contract. It is not a commitment to deliver any

material, code, or functionality, and should not be

relied upon in making purchasing decisions.relied upon in making purchasing decisions.

The development, release, and timing of any

features or functionality described for Oracle’s

products remains at the sole discretion of Oracle.

2


Agenda

• The Goals Of Pervasive Governance

• The Steps To Pervasive Governance

• Land O’ Lakes – Monica Crocker,

Corporate Records Manager

3


The Goals Of

Pervasive Governance

4


McKinsey Quarterly

“…fully networked enterprises are not only more

likely to be market leaders or to be gaining market

share but also use management practices that lead

to margins higher than those of companies using the

Web in more limited ways…”

Not All Content Is Created Equal

High-Value

Biz Content

Process-Centric Collaborative Content

Value to # of

users /

organization

Attachments in enterprise apps, public Web sites,

policies & procedures, employee/customer

content, intellectual property, financial stmts,

knowledgebase, corporate records, …

AP/AR, expense receipts, contracts,

M&A info, loan/mortgage processing,

applications, purchasing docs, …

Ad-hoc Collaborative Content

Personal Content

Volume of

content

applications, purchasing docs, …

Informal project content,

meeting minutes, group

drafts, file shares, …

Working drafts, notes

personal files, …

Pervasive Governance Goals

at Land O’ Lakes

• Improving employee productivity by providing the

information needed to complete tasks efficiently

• Supporting better decision making by ensuring

information used is current/up to date

• Reducing the time spent recreating information that

already existsalready exists

• Enabling strategic thinking by providing all the

information necessary to form a complete picture

• Facilitating innovation by making related information

available for staff to “pull” as they need it

• Capturing the “corporate knowledge” when staff leave or

retire

• Fostering employee engagement by sharing corporate

information


The Steps To


8

Marketing

SalesHR

EngineeringSecure Deal

Collaboration

Marketing and Brand

ManagementWeb PresenceDocument & IP

Management

Employee

On-boarding

Enterprise Content InfrastructureFoundation for Content-Centric Business Solutions

Legal

Finance

IT

Accounts

Payable

Regulatory

ComplianceHelpDesk

Contract

Mgmt

Policies &

Procedures

Records

ManagementClaims

Processing

Enterprise Content Management

Marketing

SalesHR

Engineering

Deduplication

Enterprise Content InfrastructureTo Enable Pervasive Governance

Content Reuse

Usage Tracking

Legal

Finance

IT

Enterprise Content Management

Findability Retention

Security

Findability

• Content that is not findable does

not bring value to the organization

• Furthermore, it can undermine

valuevalue

• Too much information on a share

drive

• Information locked on local hard

drives

E-Mail Archives Database

Enterprise

Applications

Security

Physical Content

File ServersLegacy

Applications

Reusability

Initiate

OrderEnter Items

& Prices

Credit

Check

Creat

e

PO

?

Provide

Payment

Submit

Order

C

R

M

Check

Customer

Info

Yes

No

Discount

Requested

G A P S• Store

MDM HubCheck Price

in ERP

Credit Info

from ERP

Authorize

Payments

Order

Fulfillment

Invoicing

E

R

P Authorize

Discounts

G A P S• Store

• Access &

Share

• Collaborate

Content in Context Raises Value

• Immediate content

access

• From within existing

business processes

• Improves processing • Improves processing

speed

• Improves accuracy

“If bad data impacts an operation only 5% of the time, it adds a staggering 45% “If bad data impacts an operation only 5% of the time, it adds a staggering 45%

to the cost of operations.”to the cost of operations.”Thomas Redman Thomas Redman –– ”Data, An Unfolding Quality Disaster,” ”Data, An Unfolding Quality Disaster,” Information ManagementInformation Management MagazineMagazine

Accessibility In The Social Enterprise

• Incorporating content

right into these

systems

• Enabling employees

and customers to and customers to

interact with content

without being aware

of the governance

requirements

User Adoption

• User adoption was

always the problem

• Now we have systems

people are clamoring for

accessaccess

• 43% of companies bar

access

Oracle ECM SuiteSingle Console for Governance

Paper-Based Records

• File Shares

• SharePoint

• ECM Repositories

• Email Archives

In-Place Electronic Records

• Collaborative Document Mgmt

• Imaging/Archiving

• Web Content Management

• Records Management

• Information Rights Management

Oracle ECM Suite

WebCenter WCM

Centralized Content Repository

Universal Records ManagementCentralized Policy Management

Monica Crocker

Corporate Records Manager

Land O’ Lakes

Pervasive Governance At

Land O’ Lakes

Land O’ Lakes: Before Pervasive

Governance

• Email

– Each user has 90 days/100 MB of email on line

– Plus they store PST files to their C drive (see above)

– Plus email archive stores everything kept on-line

• Oracle UCM

– Used like a network drive/folder

– No separation of Intranet content from project/process content– No separation of Intranet content from project/process content

• Network drives

– “Enterprise” drives contain 3 TB of data

– Plus each user has an individual drive

– And each user has a C drive that is backed up off site

• No Enterprise Data Map/Records Inventory

Land O’ Lakes: Now

• Email management policy will eliminate PSTs on C and keep all

emails on line

• New Oracle UCM/Document Management:

– No intranet content

– All content has an owner, a document date and a record category (at

a minimum)

– Information architecture in place that follows a FUNCTIONAL – Information architecture in place that follows a FUNCTIONAL

taxonomy

• SharePoint 2010

– All content has an owner, a document date and a record category (at

a minimum)

– Information architecture in place that follows a FUNCTIONAL

taxonomy

• Developing Enterprise Data Map/Records Inventory

Land O’ Lakes: Benefits

• Content is easily put-able

• Content is findable

• Content is discoverable

• Content is easily managed as per the retention

schedule/records mgmt best practicesschedule/records mgmt best practices

• Trade secrets are appropriately protected

• Data privacy regulations are followed

Land O’ Lakes After Pervasive

Governance

• Enterprise Document Management and Collaboration

– Follow the same basic taxonomy

– Have similar governance

• Add the following tools:

– The Oracle connector for SharePoint

– The Oracle URM product to manage content in UCM, SharePoint

and network drivesand network drives

– Oracle Secure Enterprise Search to make it possible to find content

based on standard taxonomy no matter where it resides

– Easy to use content capture tool for users and batch processes

• Complete and maintain Enterprise Data Map/Records Inventory;

begin consolidation


Summary


23

Pervasive Governance Goals

• Comprehensive

• Easy to Use

• Authoritative

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Oracle Track@info360In Room 154

2:40 10 Key Decisions: Your ECM ChecklistMichelle Huff, Oracle

Brian Skapura, American Institute of Architects Kathy Adams/Leslie Becker, The Nature Conservancy

The top ten things you must consider to prepare for an enterprise content infrastructure

3:30 Unlocking The Value of Your Application Content Stephen Schleifer and Brian Dirking, Oracle

Learn how organizations are drastically cutting costs and raising productivity by making content available

in enterprise applicationsin enterprise applications

4:20 Optimize Web Content TargetingMichelle Huff, Oracle

Molly Wenzler, MeadWestvaco

Learn how with Oracle’s revolutionary one-click web content management, in-context updates can be

added to any web application by just dragging and dropping Oracle Content Management services into

your application

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Is pervasive governance_part_of_your_ecm_strategy