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ECM Migration &
Renovation Series
Mike Mahon – CEO [email protected]
Kristen Harris – Director ECM Solutions
Migrate to PART 1:
Last Time: ECM Renovation Agenda
Why migrate?
Do I have a problem? ECM today
What to do & not to do!
How much does it cost?
Renovation is critical
“Enterprises today are often faced with multiple content platforms
and repositories without an underlying strategy or technology to make
the data actionable. They need the ability to quickly and easily access
and repurpose information and make it available through self-service
channels.” Kenneth Chin, VP Gartner Research
The Challenge
Business = Governance Security Reliability Scalability Connected
Happy Users
Lower Costs
Future-proof
Mobile
Cloud
Users = Ease of Use
Collaboration Data with me
Enough BP Easier Job
Mobile
In case you missed PART 1:
http://www.alfresco.com/events/webinars/
moving-easyecm-migration-solutions-alfresco
http://www.ziaconsulting.com/migrate
to Migrate PART 2:
The “How” – Best Practices and Tools
A few case studies Breaking down the migration process Methodology
Tools & Techniques
The ROI
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Migration Methodology
Follow a framework Plan, plan, test, plan, GO!
Understand the strategic
and tactical implications of
the project
Met
hodo
logy
Discovery
Extraction
Transformation
Workflow Creation
Content Migration
Auditing & Indexing
Final Verification
Business Drivers
Key Requirements
Content Info • Checklist
Discovery
Content Info • Checklist
Volume of Data Provides
guidance for runtime of migration
Volume of Data
Discovery
Content Info • Checklist
Changes to Documents
Need to manage and
support incremental migration?
Volume of Data
Changes to Documents
Discovery
Content Info • Checklist
Metadata & Properties
How critical is the data about the
data?
Volume of Data
Changes to Documents
Metadata & Properties
Discovery
Content Info • Checklist
Sources of Content
Tool choice
and approach
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Discovery
Content Info • Checklist
Target Location Readiness
of platform
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Target Location
Discovery
Content Info • Checklist
Document lifecycle
Need for custom code?
Volume of Data
Changes to Documents
Metadata & Properties
Sources of Content
Target Location
Document lifecycle
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Getting the right content
(and supporting details) from
source systems
Details: structure, metadata,
categories, lists, users, groups,
permissions, and other legacy
ECM functions
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Stage and map content and
details to preserve or
repurpose
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
What do we know about how
the content was being used?
1st validation of mapping and
serves as a critical checkpoint
Does it map to how the
content will be used?
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Target system preparations
completed (structure,
metadata, users, groups, etc.)
Insert / Load documents and
details into target ECM system
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Detailed audit trail of data
migration with error handling
and tracing
Ensure content can be found
and leveraged with indexing
Statistics and reporting
(how much do you require?)
Met
hodo
logy
Discovery
Extraction
Transformation
Business Rules
Content Migration
Auditing & Indexing
Final Verification
Review audit trail, errors, etc
Perform user validation and
testing
Plan and execute
decommissioning of legacy
systems
Experience & Methodology Are Critical! Assessment
Extrac-on
Valida-on/Cleanup
Taxonomy & Metadata Mapping
User, Roles, Permissions
Business Rules & Workflow
Migra-on
Final Valida-on
Trust & Transparency
Quick Iterations
Embrace Change
One Team
Case Study: Knowledge Base
Volume of Data: Relatively small < 20,000 documents
Changes to Documents: Critical to not disrupt in-process editing and workflows
Metadata & Properties: All content and properties in legacy database
Sources of Content: Internally developed legacy database solution
Target Location: Alfresco Share (with UI customization)
Document lifecycle: Business rules and workflow were central to process
• Customer support portal/knowledge articles • Tool used: open source and custom export/import
Case Study: Around the Enterprise
• Information technology research and advisory company • Enterprise ECM Renovation – removing legacy embedded ECM • Tool used: various, depending on requirements
Volume of Data: Medium 500,000+ documents
Changes to Documents: Some critical integrations with ERP and other systems
Metadata & Properties: many legacy document types, rules, and properties
Sources of Content: Documentum, share drives
Target Location: Alfresco Share (with minimal UI customization)
Document lifecycle: Depended upon source being migrated
Case Study: Millions of Documents
Volume of Data: Large, 25 million pdf documents
Changes to Documents: process needed to account for daily updates to data
Metadata & Properties: 15+ metadata fields to be preserved
Sources of Content: Lexis Nexis and legacy file systems
Target Location: Alfresco repository back-end; custom front-end
Document lifecycle: minimal support; only updates to documents
• Public e-filing of state, district and local court documents • Tool used: Bulk file system import
Bulk migrate files, metadata, and versions Mirror on-disk file system folders and files No/minimal auditing support
Lazy or “In Place” Migrations Virtual Repository used for discovery, framework, and migration of content and details Supports to/from many standard ECM systems with connectors
High Volume migration platform Full featured user interface with framework for all steps in migration Comprehensive audit and reporting
Tools & Techniques
Bulk File Import & Open Source Toolsets
ROI: Getting Started Start with business justification Understanding & selling the ROI Don’t go it alone!
Assess Current Situa-on
Determine Costs (HW, people, storage)
Benefit to LOB Cost of Doing Nothing
Break it Down
Is It Expensive? Is it Risky?
Pricing Guidelines Es/mate as of January 2014
Small Medium Large XL
Number of Files <= 400,000 <= 2,000,000 <= 4,000,000 > 4,000,000
Number of Departments Involved <= 3 <= 8 <= 15 > 15
Number of Users Total <= 500 <= 1,000 <= 4,000 > 4,000
Number of Document Types <= 8 <= 15 <=25 > 25
Number of Workflows (number:average steps)
1:10 3:10 5:15 >
Number of Integra-ons <= 2 <= 4 <= 8 > 8
Dura-on 2.5 – 3 Months 3 – 4 Months 4 – 6 Months >>
Licensing $60,000 $120,000 $180,000 Custom
Services Cost $80K -‐ $120K $120K -‐ $240K $240K -‐ $360K Custom
Note: This is a sizing guideline, each variable is a lever that adjusts price. Please call for a free assessment & quote.
Find us on the Web: http://www.ziaconsulting.com/resources http://www.ziaconsulting.com/migrate
http://www.contentpeople.com
Renovation Roadshow 2014 Atlanta – Thursday, January 30th New York City – Wednesday, February 12th Silicon Valley - Tuesday, March 4th
Details can be found on: http://www.ecmrenovation.com/
What’s Next?