ecm

1. ECM Roadmap
Maximizing your Enterprise Content
Management investment

2. Enterprise Content Management Services
• Strategy Services Enterprise Content
– Business Planning and Strategy Development Management
– 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 Help clients manage information and knowledge assets
– Project and Program Management throughout the entire lifecycle to create business value
– Installation and Configuration • Unify content to one centralized solution with focus on
– Integrations with Other Systems control and organization
– Extensions, Enhancements, Configuration and • Improve decision making through improved access to
Customization to meet Unique Needs relevant information
– System and Integration Testing
• Collaborative workflows with employees, customers,
– Training suppliers, and partners
– Knowledge Transfer
• Multi-channel publishing: print, web, optical, wireless,
and syndication

3. Managing Content Effectively Means
Considering its Full Lifecycle
1 Authoring and Creation
2 Review and Approval
3 Publishing and
Distribution
4 Archiving

4. Content in the Value Chain…
Deviations
Deviations Literature
Literature
Contracts
Contracts Collateral
Collateral
Plans Supply Manufacturing
Plans
Quality
Logistics Messages
Marketing Messages
Design
Design Research &
Sales
Development
Legal InfoTech
Proposals
Proposals
Executive
Research
Research
Service Distribution Requests
Requests
Documentation
Documentation Policy
Policy

5. Content Lifecycles Across the Enterprise
Source / Support &
Inception Design & Development Engineering Launch Maintenance End-of-Life
Product Lifecycle
Expiration &
Conception Review & Negotiation Approval Execution Renewal
Procurement/Contract/Legal
Inspiration Storyboard Development Proof Campaign Promotion Repackage
Product Market Collateral
Operating
Envisioning Planning Developing Stabilizing Deploying Maintaining Replacing
IT Development Projects

6. ECM Platform Components
• All the things that makeup the ECM platform
Information
Knowledge Digital
Lifecycle Compliance
Management Publishing
Management
Document Web Content Digital Asset
Collaboration
Management Management Management
Workflow -
Business Records
Imaging
Process Management
Management
Portal Email
Integration Integration
System System
Security
Platform Hardware
Integration
Integration Integration

7. ECM – Efficiency in the Value Chain
Efficiency Matrix for Content
Create Once - Use Many – Almost…
Process Enhancement
Collaboration Compliance/
Control
Optimization Consolidation
Asset Execution

8. ECM
Roadmap ECM Roadmap Exits
Approaches Visioning 5-10 days
Tactical 3-6 weeks
Strategic 2-4 months

9. Staffing
Enterprise Content Strategies Plan
• People & Skills
Planning, Zoning Utility Plan
& Conservation Architecture
• Infrastructure & Sizing
• Taxonomy / Classification
• Detailed Analysis & Prioritization • Usability
Topographical
Analysis Organizational
Plan
• High level opportunity strategy
• Change Management Plan
Compliance &
Enforcement
• Governance & Standards

10. Roadmap Objectives
• Educate and Inform • Benchmark for Future Vision
– Assist in stimulating understanding – Industry Trends
– Business Value Identification and – Best Practices
Definition
– Segment Similarities
– Prepare for Organization Change
– Organizational Objectives
– External Factors – Regulation,
• Assess Current Situation Compliance, Competition
– Existing ECM capabilities
– Current system processes • Plan
– Business Needs/Requirements – Infrastructure Architecture
– ECM Foundation
– Support
– Project Portfolio

11. Roadmap Approach – Step 1
Define Objectives, Critical Current State Future State Develop ECM
Success Factors and Vision
Assessment Roadmap
Organizational Awareness
• Establish Foundation • Organizational Structure
– Confirm Executive Goals and – Existing Capabilities
Support
– Important Business Functions
– Project Goals
– Target interviews, schedules
– Teams and Individual Roles and work sessions
• Communication of effort
– Stakeholders and Participants
– Solicit Broad Organizational Input

12. Roadmap Approach – Step 2
Define Objectives, Critical Current State Future State Develop ECM
Success Factors and Vision
Assessment Roadmap
Organizational Awareness
• Assessment Methods • Assessment Components
– Questionnaire – Business Objectives & Opportunities
– Interviews – Sponsor, Functional – Business Process Flows
Domain Experts, IT Business
– Content Assets
Partner, IT Technical
– Costs
– Research
– Systems and Capabilities
– Functional and IT Skills and Bandwidth
– Organizational Learning Styles

13. Roadmap Approach – Step 3
Define Objectives, Critical Current State Future State Develop ECM
Success Factors and Vision
Assessment Roadmap
Organizational Awareness
• Refinement of Potential & Future Needs • Integrated View
– Prioritized Significant Initiatives - – Opportunities for Greatest Business
Identification of strategic potential Value
projects
– Commonality and Standardization
– Enterprise Process Analysis
– Classification and Taxonomy
– Topical Analysis
– Collaboration and workflow process
• Future State Definition
– Document/Assets – Gaps, Direction,
Sources, structure, classification
– Processes – Synergy, Information
Lifecycle, Workflow, Archival
– Architecture - Platform, Gap

14. Roadmap Approach – Step 4
Define Objectives, Critical Current State Future State Develop ECM
Success Factors and Vision
Assessment Roadmap
Organizational Awareness
• ECM Roadmap and Timeline • ECM Component Development cont.
– Prioritized based upon criteria – Budget and Staff plans
– Project component implementation plan – Project Implementation plans
– Project Plan for first phase of – Architecture
implementation
– Organizational Structure
– Outline roadmap for enterprise
– Draft architecture and infrastructure
deployment
requirements
• ECM Component Development
– Budget estimates
– Executive Summary
– Cost justification
– Benefits of ECM for your company
– Governance

15. ECM Roadmap Components
• Content Management Strategy • Content Organization
– Business Planning – Library Services/Digital Asset
Management
– ROI Analysis
– User Interface: Desktop/Webtop
– Project Planning
– Rendition Control
• Architecture
– Auditing, Tracking, Reporting
– Taxonomy
– Review, Approval Cycle
– Workflow/Process Flow
– Security/Confidentiality
– Information Architecture
• Technology Platform
– Collaboration
– Installation/Configuration
– Content Publishing/Distribution
– Integration
– Security Model
– Customization

16. 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

17. 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

18. Critical Success Factors – Project by Project
• Ease of use • Frameworks and delegation
• Effective classification • Cross-pollination
• Rapid access • Security and access control
• Alignment with key processes and • Judicious use of standards
applications
• Reliability of information
• Effective change management
• Creating a culture of sharing

19. Example Projects
• Medical Device Company
• Biotech/Small Pharma
• Commercial Insurance Provider
• Consumer Device Manufacturer
• Retail Banking & Financial Services
• Retail Sales

20. •Consolidation
•Optimization
ROI – Areas of Opportunity •Collaboration
•Compliance/Control
• 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)

21. •Consolidation
•Optimization
ROI – Areas of Opportunity •Collaboration
•Compliance/Control
• 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%)

22. •Consolidation
•Optimization
ROI – Areas of Opportunity •Collaboration
•Compliance/Control
• Marketing Collateral • Service Organization
– External Services Reduction – Edit – Facilitation of Member Services
and Publish in house (reduced effort, document retention)
– Reduced Cycle Time • Process Optimization
– Dual Publication – Print & Web – Repository, Search, Workflow &
– Compliance Collaboration
• Product Development – Improvements (10-70% cycle time
reduction, Parallel work)
– Collaboration
– Control and Business Process
– Design Change Management
Reinforcement
• Supply Management
– Contract Workflow, Retention
(reduced cycle time

23. 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