Migration strategy and tools from legacy ECM systems to Alfresco

1. WeWebU Software AG
Unleashing Your Enterprise Information
Migrate your legacy ECM system to Alfresco
… and create new content centric business
applications with WeWebU
Dr. Rainer Pausch
Head of Products Marketing, WeWebU

2. Agenda
WeWebU company profile
WeWebU product portfolio - migration strategy
Why migrate?
Migration of a legacy ECM system to Alfresco at Mannheimer Versicherung
2012/10/30 www.wewebu.com 2

3. Who we are
Founded in 2000 as a consulting company for Enterprise Content
Management and Business Process Management
2006 – 2010 Transition into an international operating ISV with different
technology partners:
2009 - Stock based company WeWebU Software AG
2010 - Commercial Open Source Business Model
2012 – MobileWorkdesk for mobile devices (iPad)
2013 – OpenWorkdesk in the Cloud
2012/10/30 www.wewebu.com 3

4. WeWebU Customer Success Stories
HSBC: Deal management application in global
investment banking – 3.000 users in 40 countries
SUVA (Schweizer Unfallversicherung): Processing of
incoming mail (insurance claims) for 2.500 users
#1 Global technology company: Document
management in their global M&A-business on Alfresco
for 150 users – further rollout planned to 1.000 users
Hamburger Sparkasse, Transactio: Usage for >100
different business processes in a private cloud
environment for > 20 savings banks – 7.000 users
Mannheimer Insurance: Migration of their mission
critical legacy IBM ECM system to Alfresco – 1.000
users
2012/10/30 www.wewebu.com 4

5. WeWebU Going to Market
WeWebU is going to market today with a network of Partners reselling and
implementing our products in the following regions:
2012/10/30 www.wewebu.com 5

6. Agenda
WeWebU company profile
WeWebU product portfolio – migration strategy
Why migrate?
Migration of a legacy ECM system to Alfresco at Mannheimer Versicherung
2012/10/30 www.wewebu.com 6

7. WeWebU OpenWorkdesk in a Nutshell
Feature rich suite of applications on top of
All IBM ECM repositories
compliant repositories
Key concepts
Advanced eFile Management
Case Management
Different views on information
Tailorable
Role dependent
Configuration vs. coding
Web-UI with cutting-edge usability
Accessibility (508 compliant)
Zero installation
Advanced Viewing
Office and Desktop Integration
MobileWorkdesk for iPad/iPhone
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8. WeWebU Zero-Install Desktop Integration
The Power of OpenWorkdesk for Desktop Applications
2012/10/30 www.wewebu.com 8

9. MobileWorkdesk
Dedicated App for iOS devices
Perfect fit to device form factor
CMIS compliant, runs on different ECM
repositories
IBM FileNet P8, IBM CM8
Alfresco
…
App & Server
Central administration and configuration
Business logic
Personal content
Basic approval processes
Role concept
App looks and behaves differently for
different user groups
Concentration on relevant information
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10. WeWebU Architecture
2012/10/30 www.wewebu.com 10

11. Open Migration Suite (OMS)
Flexible migration toolkit
Repository independent
Transaction safe
Modular
Open architecture
Plugins
Fully configurable
Command line Input Manager(s)
Scalable
Batch creation
Batch processing
Administration Tool
Configuration
Batch access (i.e. to repair)
Recovery
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12. Open Migration Suite - Overview
Phase 1 – Batch creation Phase 2 – Batch processing
• Query Repository • Convert Indexes
• DocId, DocClass, … • Convert Documents (option)
• Create Batches • Create Hash (option)
• Create Object in OMS • Write Reports and Statistics (opt.)
Repository • Delete Batch
• …
OMS
Reports
Source System
Target System
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13. Smooth Migration:
Old Client/Server to Web/Cloud
Legacy
Business Application
Legacy
ECM Repository
Data Migration
- Phased over months
-To Cloud or On Premise
2012/10/30 www.wewebu.com 13

14. Agenda
WeWebU company profile
WeWebU product portfolio - migration strategy
Why migrate?
Migration of a legacy ECM system to Alfresco at Mannheimer Versicherung
2012/10/30 www.wewebu.com 14

15. Why migrate?
High maintenance costs for old system
Maintenance fee
Labor costs
Maintenance for old system terminated by vendor
Hardware failures / no support of new hardware by old system
Security issues
Instabilities and unplanned downtimes
Outdated interfaces
Outdated user interface
Lacking performance
Limited capacity
No possibility to bring in new use cases
2012/10/30 www.wewebu.com 15

16. Agenda
WeWebU company profile
WeWebU product portfolio - migration strategy
Why migrate?
Migration of a legacy ECM system to Alfresco at Mannheimer
Versicherung
2012/10/30 www.wewebu.com 16

17. Mannheimer Versicherung - Background
Mid-sized Insurance Company
838 Employees
443 Million € revenue from Insurance contributions
75% from property- & accident insurance, 20% health insurance
Application “Mannheimer Tracking System” (MATS)
Used throughout the whole company
700 Users, 500 concurrent sessions
14 Million documents
Case- and eFile Management
SAP Archiving for agents’ payment transactions (FSCD)
Several other “client” applications for small user groups
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18. MATS became business threatening
System unstable
Unsupported extensions
No support
Extensions
Contract terminated
Insufficient performance
IT was unable to serve additional use cases
and had to block business requests
High level of customer frustration
Successor system of to date vendor too
expensive
2012/10/30 www.wewebu.com 18

19. Mannheimer Versicherung –
Project overview (1)
Mid of 2010
Feasibility Study
Migration possible at all?
Was Alfresco the right choice?
November 2010
Contract signed
March 2011
Migration start
December 2011
Proposed migration end
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20. Mannheimer Versicherung –
Project Overview (2)
Risks
Limited timeframe
Missing fallback
Failure would cause potential existence threatening situation
MVG was acquired by „Die Continentale“ with its own archiving solution
Migration path
WeWebU suggested a smooth migration
Customer wanted a hard switch because their clients and MATS were not ready
MATS
Document Migration
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21. Migration Path – Details
Target system: Alfresco Cluster
4 CPU Subscription on virtualized Windows Servers
Distributed over 2 data centers
connexas (CTAC) connector for SAP Archiving
MVG ported several clients and MATS to use open standard
WeWebU Open Migration Suite (OMS) for document migration
Transaction safe document migration
Traceability, reporting and defined recovery
Migration path certified by public compliance auditor
Export from source system in small “slices” on weekends
Periodic delta migration to support ongoing use of legacy system
Creation of PDF renditions
Handle payment transactions from Host & SAP
Continuous load and performance testing
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22. ECM NOW! @ Mannheimer Versicherung
March 2012: Alfresco in production
Legacy system switched off completely
Stable Operation (no unplanned
downtimes)
Modern extensible ECM-System
Based on open standards
Customer is now actively acquiring new use
cases
Currently evaluating OpenWorkdesk for
future use cases beneath MATS
Migration of further repositories to Alfresco
planned
Solution for collaborative use cases
Looking forward utilizing Alfresco Workflow
2012/10/30 www.wewebu.com 22

23. Migration Success Story
Norbert Koch, http://bit.ly/wwu_case_mannh_en
Head of IT,
Mannheimer
Insurance Group
„Using Alfresco exceeds other ECM
solutions not only regarding costs, but
also according to the range of
functions and the benefits for users.
[...] As we are convinced of its
competence in migrations, we want
to employ the WeWebU team to
migrate further repositories to
Alfresco ECM and thus to further
consolidate the existing system
environment.“
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24. More Information
WeWebU: www.wewebu.com
OpenWorkdesk:
Open Source Offering: www.openworkdesk.org
www.wewebu.com/en/best-way-realizing-content-
centric-business-applications
Customers
www.wewebu.com/en/customers
Download:
www.wewebu.com/en/further-information-download
YouTube-Channel:
http://www.youtube.com/WeWebUsChannel
Twitter
@wewebu (Stefan Waldhauser)
@jazzonbike (Dr. Rainer Pausch)
@WeWebU_Dev (Product Development)
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25. Thank you!
WeWebU Software AG
Dr. Rainer Pausch
Head of Products & Marketing
Hauptstr. 14
91074 Herzogenaurach
Germany
L: + 49 (9132) 83660 – 20
C: + 49 (176) 117362 – 70
 rainer.pausch@wewebu.com
Skype: dr_rainer_pausch
Twitter: @jazzonbike
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