Ecm roadmap v2 0

ECM Roadmap

Maximizing your Enterprise Content Management investment

Enterprise Content Management ServicesEnterprise Content

Management

Help clients manage information and knowledge assetsthroughout the entire lifecycle to create business value

• Unify content to one centralized solution with focus on control and organization

• Improve decision making through improved access to relevant information

• Collaborative workflows with employees, customers, suppliers, and partners

• Multi-channel publishing: print, web, optical, wireless, and syndication

• Strategy Services– Business Planning and Strategy Development– Business Analysis and Roadmap– Return on Investment (ROI) Analysis– Project Planning– Project and Architectural Assessment

• Analysis and Architecture Services– Business and Technical Requirements Analysis– System Architecture and Design– User Experience– Information Architecture (including Taxonomy)– Business Process Analysis and Design

• Implementation Services– Project and Program Management– Installation and Configuration– Integrations with Other Systems– Extensions, Enhancements, Configuration and

Customization to meet Unique Needs– System and Integration Testing– Training– Knowledge Transfer

Managing Content Effectively Means Considering its Full Lifecycle

3 Publishing and Distribution

2 Review and Approval

1 Authoring and Creation

4 Archiving

Content in the Value Chain…

ManufacturingSupply

Sales

DistributionService

Research &Development

ContractsContracts

Quality

InfoTechLegal

Logistics Marketing

Executive

CollateralCollateral

DesignDesign

ResearchResearch

PolicyPolicy

PlansPlans

DeviationsDeviations

RequestsRequests

DocumentationDocumentation

ProposalsProposals

LiteratureLiterature

MessagesMessages

Content Lifecycles Across the Enterprise

Conception Review & Negotiation Approval ExecutionExpiration &

Renewal

Procurement/Contract/Legal

Envisioning Developing StabilizingOperating

MaintainingDeploying

IT Development Projects

Planning Replacing

Inception Design & Development LaunchSupport &

Maintenance End-of-Life

Product Lifecycle

Source /Engineering

Inspiration Development Campaign Promotion Repackage

Product Market Collateral

Storyboard Proof

ECM Platform Components• All the things that makeup the ECM platform

Document Management

Web Content Management

Digital Asset Management Collaboration

Records ManagementImaging

Workflow -Business Process

Management

Information Lifecycle

Management

Portal Integration

Email Integration

System Platform

Integration

System Hardware

Integration

SecurityIntegration

ComplianceKnowledge

ManagementDigital

Publishing

ECM – Efficiency in the Value Chain

ConsolidationOptimization

Collaboration Compliance/Control

Asset Execution

Proc

ess

Enh

ance

men

t

Create Once - Use Many – Almost…

Efficiency Matrix for Content

ECMRoadmapApproaches

ECM Roadmap Exits

Visioning 5-10 days

Tactical 3-6 weeks

Strategic 2-4 months

Enterprise Content Strategies

TopographicalAnalysis

Planning, Zoning& Conservation

StaffingPlan

Utility PlanArchitecture

OrganizationalPlan

• High level opportunity strategy

• Detailed Analysis & Prioritization

• Change Management Plan

• Infrastructure & Sizing• Taxonomy / Classification • Usability

• People & Skills

Compliance &Enforcement

• Governance & Standards

Roadmap Objectives• Educate and Inform

– Assist in stimulating understanding

– Business Value Identification and Definition

– Prepare for Organization Change

• Assess Current Situation– Existing ECM capabilities

– Current system processes

– Business Needs/Requirements

• Benchmark for Future Vision– Industry Trends

– Best Practices

– Segment Similarities

– Organizational Objectives

– External Factors – Regulation, Compliance, Competition

• Plan– Infrastructure Architecture

– ECM Foundation

– Support

– Project Portfolio

Roadmap Approach – Step 1

• Establish Foundation

– Confirm Executive Goals and Support

– Project Goals

– Teams and Individual Roles

• Communication of effort

– Stakeholders and Participants

– Solicit Broad Organizational Input

• Organizational Structure

– Existing Capabilities

– Important Business Functions

– Target interviews, schedules and work sessions

Define Objectives, Critical Success Factors and

Organizational Awareness

Current State Assessment

Future State Vision

Develop ECM Roadmap


• Assessment Methods

– Questionnaire

– Interviews – Sponsor, Functional Domain Experts, IT Business Partner, IT Technical

– Research

• Assessment Components

– Business Objectives & Opportunities

– Business Process Flows

– Content Assets

– Costs

– Systems and Capabilities

– Functional and IT Skills and Bandwidth

– Organizational Learning Styles




Future State Vision

Develop ECM Roadmap


• Refinement of Potential & Future Needs

– Prioritized Significant Initiatives -Identification of strategic potential projects

– Enterprise Process Analysis

– Topical Analysis

• Future State Definition

– Document/Assets – Gaps, Direction, Sources, structure, classification

– Processes – Synergy, Information Lifecycle, Workflow, Archival

– Architecture - Platform, Gap

• Integrated View

– Opportunities for Greatest Business Value

– Commonality and Standardization

– Classification and Taxonomy

– Collaboration and workflow process




Future State Vision

Develop ECM Roadmap


• ECM Roadmap and Timeline

– Prioritized based upon criteria

– Project component implementation plan

– Project Plan for first phase of implementation

– Outline roadmap for enterprise deployment

• ECM Component Development

– Executive Summary

– Benefits of ECM for your company

– Governance

• ECM Component Development cont.

– Budget and Staff plans

– Project Implementation plans

– Architecture

– Organizational Structure

– Draft architecture and infrastructure requirements

– Budget estimates

– Cost justification




Future State Vision

Develop ECM Roadmap

ECM Roadmap Components• Content Management Strategy

– Business Planning

– ROI Analysis

– Project Planning

• Architecture– Taxonomy

– Workflow/Process Flow

– Information Architecture

– Collaboration

– Content Publishing/Distribution

– Security Model

• Content Organization– Library Services/Digital Asset

Management

– User Interface: Desktop/Webtop

– Rendition Control

– Auditing, Tracking, Reporting

– Review, Approval Cycle

– Security/Confidentiality

• Technology Platform– Installation/Configuration

– Integration

– Customization

Benefits to your Organization • Value

– Rapid time to value

– Rapid transition into implementation

– Identifies future ECM initiatives

• Consistency

– Plans for Content sharing across the enterprise

– Standardization complies with regulatory and company policies

– Reduces duplicate efforts by introducing reusable processes and other ECM assets

– Aligns ECM investments with company objectives

• Resiliency

– Facilitates system flexibility to organizational change – avoid brittle ECM processes

• Security

– Secures and controls intellectual property and other confidential information

– Reduces threat of legal and regulatory risk

Critical Success Factors – ECM Overall

• Business Involvement is an Absolute Requirement

– Identification of Champions

– Effective and frequent communication

– Support for Organizational relearning• Enterprise view/approach is important

– Institutionalize & Evangelize ECM

• Departmental/Business Area must be aligned with the Enterprise Plan

– ECM must operate as a single cohesive initiative

• Disciplined Deployment • Must address volume needs• Ongoing Evaluation

Critical Success Factors – Project by Project

• Ease of use

• Effective classification

• Rapid access

• Alignment with key processes and applications

• Effective change management

• Frameworks and delegation

• Cross-pollination

• Security and access control

• Judicious use of standards

• Reliability of information

• Creating a culture of sharing

Example Projects• Medical Device Company

• Biotech/Small Pharma

• Commercial Insurance Provider

• Consumer Device Manufacturer

• Retail Banking & Financial Services

• Retail Sales

ROI – Areas of Opportunity• Project Portfolio

– Streamlined project implementation – better budget planning

– Opportunity Driven• Cycle Time Reduction (10-70% faster)• Reduced effort Overhead/Transaction Cost (Reduce Transaction

cost by 20-60%)• Compliance – Risk of audit/regulatory finding/fine (Cost Avoidance –

Risk Adjudication)• Improved Response/Success Rate Improvement in Revenue (Add 2-

7% process revenue)

•Consolidation•Optimization•Collaboration•Compliance/Control

ROI – Areas of Opportunity• Corporate Center of Excellence/Project Office

– Development and Deployment Standards• 65% reduction in tiered deployment after the first system• 35% reduction in design effort

– Standardized Development – Shared development (25% Project Cost Savings)

– Shared Resources – Consolidated Mgmt & Support (40% Overhead Reduction)

• Governance

– Reinforcing Best Practices

– Standardization – (Reduced project overhead 25-60%)


ROI – Areas of Opportunity• Marketing Collateral

– External Services Reduction – Edit and Publish in house

– Reduced Cycle Time

– Dual Publication – Print & Web

– Compliance

• Product Development

– Collaboration

– Design Change Management

• Supply Management

– Contract Workflow, Retention (reduced cycle time

• Service Organization

– Facilitation of Member Services (reduced effort, document retention)

• Process Optimization

– Repository, Search, Workflow & Collaboration

– Improvements (10-70% cycle time reduction, Parallel work)

– Control and Business Process Reinforcement


Where to Start?• What level is right for your Organization

– Vision, Tactical, Strategic

• Assess your current state of readiness

– Consider Enterprise wide opportunities that can return initial High value/High Impact/Quick ROI

– Determine your ability to support the roadmap process financially and organizationally

• Preparation

– Identify sponsors, stakeholders and participants

– Advise/communicate plans for the roadmap

– Allocate sufficient time for discovery and education

– Determine existing technology plans that may integrate or obstruct

• Progress towards Business Alignment

– Adjust Roadmap Strategy to address organizational issues including barriers for adoption