DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
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A slide deck discussing how to use Zia's ECM best practices and products in the federal space specific to capture, document metadata and search indexing, records management, collaboration, business process management with workflow from Zia Consulting, using Alfresco Enterprise Edition 3.4 and Kofax or Ephesoft.
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DOE-SR Integrated Business Management using Zia Consulting Fresh Contracts and Alfresco ECM
- 1. DOE-SR IBMS‘Integrated Business Management System’ Mike Mahon, President,mike@ziaconsulting.comCell: 720.289.7424 Rob Scola, Director Fed Sales,rscola@alfresco.comCell: 703.554.3753 Richard Im, Sr Solutions Eng,richard.im@alfresco.com Office: 703.823.3387
- 3. Capture & Store Documents
- 4. Retain or Preserve Records
- 7. Case Studies, Mobile, & Innovation
- 9. Boost productivity by creating collaborative work environments
- 10. Maintain access and control of information through the enterprise
- 11. Allow employees to find the information they need, when they need it
- 13. Agile training by using Zia methodology and Rally tools
- 15. Platinum Alfresco Professional Services & OEM Partner
- 16. Platinum Ephesoft Partner
- 17. Alfresco Partner of The Year Award for Best Project Implementation with Denver
- 19. Service Offerings Enterprise Content Management (ECM) An ECM is a cultivation of knowledge -- one of the most valuable assets to any organization. A proper ECM system ensures content has integrity through proper version control, allows producers to easily create content and publish it to a variety of mediums, and it automates processes,streamlining the review, approval and distribution of content across an organization. Zia's ECM offerings provide all of these benefits, and more, in a manner tailored to the client's business needs. Enterprise 2.0 Solutions The focus of technology should always be on people. Zia enables our customers to gain tremendous competitive advantage by allowing their team to collaborate more effectively, respond more quickly to changes, and make better decisions. Adopters of Enterprise 2.0 solutions will find they have a more productive, engaged and informed team. Enterprise Mobile Applications Mobile workforce enablement is an increasing trend for Zia’s enterprise customers. Zia’s Fresh Docs ECM application is available for iPhone, iPadand Android platforms. The newly released Fresh Xpense application is a simple expense and receipt capture tool for the iPhone that integrates with Xpenser.com. Zia’s Agile Solution Methodology At its heart, our Agile-based methodology is centered on a close collaborative approach to maximizing value for our customers. Constant client communication is necessary to ensure that each development iteration addresses features with the highest business value, even if those features were unknown at the launch of the project.
- 20. Four Criteria for Picking Enterprise Technology Select the Right Technology Select the Right Technology Bend the cost curve Bend the cost curve Deliver Quickly Deliver Quickly Give Users What They Really Want Give Users What They Really Want
- 23. Built-in Web Service support
- 25. Productivity
- 26. Simplicity
- 27. Perfect Fit for our Technical Goals
- 28. Features to solve our complex integration needs
- 29. Proven ability to Scale
- 32. Integration with existing work ‘metaphors’
- 33. Secure
- 34. Developer Availability - XML and Spring
- 35. Open Source – leverage the work of others
- 38. Paper has obvious problems
- 39. Switching over to electronic documents and signatures is critical to stop perpetuating the paper process.
- 40. But, decades of paper documents (or more) must be dealt with as well.
- 41. Scanning with OCR, enterprise application integration and automatic electronic record generation is a must.
- 43. Validate meta data (OCR from image, entered by the user, queried from an enterprise database, or any combination of these)
- 44. Scan Documents & Review Images
- 45. Verification(optional step to support double entry, supervisor verification)
- 46. Capture, Store and Records with Alfresco and Ephesoft A better alternative!
- 48. No Separator Sheets, no Barcode
- 49. Classify correspondence or letters
- 51. Fixed Form or Free Form extraction
- 53. Runs on Cloud and Data Centers:
- 56. Ephesoft in action Step 1. Identify and collect samples Step2. The system learns the categories Fax Paper E-mail Step 3. Classify incoming documents Step 4. Extract required metadata Policy # Claim ID SSN Date of Birth Date Account # SSN FEIN SSN DATE Loan Application Tax Returns Claims Credit Card Application Letters or Correspondence
- 57. Release to Alfresco & Store in Records Management System Overview
- 58. Release to AlfrescoThe documents which are not rejected will be automatically uploaded to Alfresco
- 59. Result: Electronic Records Metadata and documents automatically entered in Alfresco Next Step: Auto-Declare in RM System
- 60. Alfresco User View:Record Management System – Auto Declared Docs
- 61. Alfresco User View:Metadata from Ephesoft stored in RM System
- 62. Business Process Management with Fresh Contracts
- 63. Business Process Management with Fresh Workflow:What does it do? Pre-packaged Workflow Processes built into system Securely Integrates with CRM & Business Systems Rules-driven Task Assignment & Easily Customized Metadata Dashboard of real-time view of all contracts, cases and policies Business Intelligence Integration Electronic Signatures
- 64. Business Process AutomationArchitecture Business & CRM Integration Alfresco Workflow Initiation Web Service Start Advanced Workflow (Manual) Requisition RFP Workflow Bootstrap Workflow Revenue Contracts 4 Workflows Scanned Paper Signatures Electronic Signatures Expenditure Contracts 5 Workflows Purchase Order
- 65. Alfresco Dashboard after receiving Requisition from PeopleSoft (and taking ownership of a pooled task)
- 66. Now working the first task in RFX. Enter required data
- 67. Dashboard showing user-selected and system assigned reviews
- 68. Contract Summary showing more details than can effectively be shown on each task
- 70. Attorney Signature taskAll signature tasks have two factor authentication:network login + individual PIN
- 71. Fast forward through signature process to the very last task
- 72. Collaborate and Find Information
- 73. Site DashboardRecent activity, Project Status, Colleagues
- 74. Search ResultsSearch locations, sort by relevance, metadata and index information results
- 75. Workflow Tasks and Content Filters
- 77. Email Repository Location in Alfresco
- 79. Exceeded results of all previous Document Management projects
- 80. 12 weeks:
- 81. No infrastructure established before project start
- 82. Staff learned:
- 83. New System
- 84. New Methodology
- 85. Real-time, automated, SOA interface with PeopleSoftDocument Mgmt Functionality Implemented in 4 months Status:
- 89. FTP Connection for Requisition, PO, Receipt & Contract/Financial Attachments
- 90. CMIS Interface to View Invoices & ContractsDocument Mgmt Functionality Implemented in 4 months Status:
- 92. Support automated contract requests, drafting, council handoff, electronic signatures
- 100. Workflow Web Service
- 101. Bootstrap WorkflowStatus: 9 Month Project
- 102. Mobile Case ManagementA Real World Example of Engaging with Constituents
- 103. Mobile Case ManagementWhat does it do? Creates work ticket in PeopleSoft Stores content in Alfresco Notifies stakeholders of ticket status changes Secure communication via Oracle Enterprise Service Bus (ESB)
- 105. Filing Records should be as easy as possible
- 106. Zia is PARTNERing with Alfresco & Kofax
- 108. Platinum Alfresco & Ephesoft partner
- 109. Alfresco brings cost-effective ECM/RM platform
- 110. Leverage products used in Implementation of YearImage take from Camandago.com
- 111. Questions & Answers: Mike Mahon, President & CEO 303.443.4004 x203 mike@ziaconsulting.com http://www.ziaconsulting.com/
Notas del editor
- Alfresco ECM System: Built on Alfresco Enterprise 3.3 and up, the contract workflows are backed by an Enterprise Content Management system. Access control defined by group, user and role.Pre-packaged Processes: Workflows specific to RFP processes, Expenditure Contracts and Revenue Contracts are built into the system.Rules-Driven Task Assignment: Automatic assignment of specific reviewer, approver, administrator and attorney tasks based on configuration files.Metadata: Required and optional metadata is built into each pre-packaged task and easily customized to meet any requirement.SOAP Integration: A built-in interface for exchanging data with financial systems is provided.‘Boot Strap’ Workflow Structure: A Zia built structure that allows users to hand off one workflow to another, such as an RFP workflow to a Contract workflow once a vendor has been selected.Dashboard: A real-time view of all contracts in process, highlighting each workflow and drilling down to the task, showing users assigned, start and completion dates and outcomes. All users with assigned tasks in the workflow automatically have visibility, and other users can be configured or invited in. The same dashboard provides management users with the tools to ensure that all contracts are moving efficiently through the process.Electronic Signature: Two-factor authentication controls signature tasks; ensuring facsimile signatures match the user who electronically signed.Business Intelligence: A data extract function allows use of any third-party business intelligence package to create and distribute real-time and historical reports.
- On the left is PeopleSoft, where expenditure contracts begin (in Requisitions, a standard financials functionality). The blue arrows show the expenditure contract process. Through a custom web service that we wrote within Alfresco, a requisition kicks off a bootstrap workflow within Alfresco. This bootstrap workflow creates a task that is assigned to a pool of users depending on the business unit (e.g., Public Works, Human Services) the contract will be for (this is defined in the requisition). The user then has to pick which specific expenditure workflow is used (e.g., a Construction contract workflow vs. a Professional Services expenditure workflow). The user also has the option, if appropriate, to select an RFx (e.g., RFP, RFQ, etc.) workflow to go through a bidding process, before actually going through the contracting process. All expenditure contracts finish with an electronic signature process where the Attorney, Mayor, Clerk & Recorder, Finance Manager and Auditor approve the contract, and then a web service in PeopleSoft is called to complete the expenditure flow by creating a Purchase Order.The orange arrows show the process for revenue contracts. Revenue contracts (and other types like non-financial agreements) are started within Alfresco, using the standard "Start Advanced Workflow" document menu selection. Users have a choice of 4 workflows, plus the RFP process. The revenue contracts can go through the electronic signature process OR a paper signature process, but I only showed the path through the paper process for simplicity. Revenue contracts don't go back to PeopleSoft (because they didn't start there).
- We used Alfresco Advanced Workflow (in DM/Explorer), and developed several custom extensions to meet customer requirements:Workflow Web Service: a SOAP service to initiate a workflow and assign the task to a pool of users (more detail on how this is used below)Bootstrap Workflow: a specialized workflow/action class to initiate one workflow from another, and hand off the documents and properties.Electronic Signature: an encrypted PIN assigned to a certain class of users (though it could be applied to any user), and the document processing functions to apply a facsimile signature and City Seal to the signature page.Rules-driven Task Assignment: specialized Action classes to assign review tasks based on contract parameters (such as prevailing wage, small business goals)Workflow Dashboard: a custom dashlet to show in-progress workflows (not just current tasks), also allowing non-workflow participants to monitor workflow tasksOracle Business Intelligence integration for reporting current and completed workflow and contract record status.