So You Bought Oracle Ecm
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This document provides examples of how Oracle ECM has been used in different industries to address specific needs and pain points. It discusses solutions implemented at financial services, manufacturing, engineering, consumer goods, nuclear power utilities, and GIS mapping organizations. The examples focus on using Oracle ECM for knowledge management, records management, compliance, process automation, content management, and disaster recovery. The document emphasizes building on past solutions and using a content strategy to select the right starting point for an Oracle ECM implementation.
So You Bought Oracle Ecm
- 1. So You Discovered You Own Oracle ECM.Now What?billycripefishbowl solutions
- 2. PROLOGUE
- 3. ORACLE E20 ACEBLOGGERAUTHORMEPHILOSOPHERMARKETING VPTWEETER
- 5. EXPERTSEXPERIENCEDADVOCATESORACLE E20 ACEBLOGGERAUTHORMPARTICIPANTSMECONSULTANTSEPHILOSOPHERPASSIONATEUSERSMARKETING VPSTAKE HOLDERSDEVELOPERS TWEETER
- 6. CHAPTER 1
- 8. CAME WITH SOA OR WEBCENTER OR APPS -you think those restricted use licenses might be useful…EULA-made your rep happyHow did You Get Oracle ECM?INHERITED– congrats on that promotion, now it’s your problemBOUGHT DIRECT-you have some idea of what you want to do
- 9. SOLUTION?PLATFORM?DO YOU KNOW WHAT YOU HAVE?SYSTEM?BUSINESS PROCESS?INFRASTRUCTURE?
- 10. A LITTLE STORY
- 11. YOU WALK INTO A BIG BOX FIX-IT STORE AND SEE THE FANCY BATHROOM DISPLAYS…Cool FixturesLatest MaterialsFancy Presentation
- 13. SO YOU WALK OVER TO THE PLUMBING SECTION AND SEE COOL PIPESGreat FlowHighly EfficientAmazing CapacityLong LastingIncredibly FlexibleSome Even Fit Together
- 14. NOTHING ON TOP
- 15. SO WHERE DOES YOUR SH*T GO?VS
- 16. IT DOESN’T MATTEREITHER WAY IT STILL STINKS
- 17. “Oracle Content Management provides leading-edge solutions for all types of content management needs. From file server consolidation to sophisticated multisite web content management, Oracle Content Management provides a robust, scalable solution, along with a powerful INFRASTRUCTUREthat allows you to create content-enabled applications. ”OTN ECM HOME PAGEhttp://www.oracle.com/technetwork/middleware/content-management/overview/index.html
- 18. INTERFACE WITHOUT INFRASTRUCTURE LEAVES YOU WITHOUT A PLACE FOR YOUR CRAPINFRASTRUCTURE WITHOUT INTERFACE LEAVES YOU WITH CRAP ALL OVERLESSON 1: ORACLE ECM IS INFRASTRUCTURE
- 19. CHAPTER 2
- 20. INFRASTRUCTURE vs SOLUTIONCONSIDER MOBILE DEVICES LIKE ANDROID AND iPHONE if you’ve never downloaded or bought an app you’ve overpaid for a phoneiPhone and Android are infrastructure platforms easy solution (app) development limited in scope but useful/entertaining/desirable in essence when you buy the platform you need to buy or build the app apps are inexpensive because they’re relatively small, lightweight and targeted
- 21. INFRASTRUCTURE NEEDS INTERFACES LESSON 2: ORACLE ECM NEEDS APPS EQUIVALENTYOU’LL NEED TO BUILD OR BUY THOSE…
- 22. CHAPTER 3
- 23. WHAT CAN ORACLE ECM DO? file server consolidation, multisite web content management, extract, convert and view the content of over 500 unstructured file formats, Capture Analyze, recognize and categorize, integrate with erp and crm, records and lifecycle policy, Information security technology, imaging and business process management, digital asset management, portals, workflow, version control, metadata management, document authoring, information lifecycle, digital archiving, dynamic conversion, usage reports, idm active directory ldap integration, web sites, scheduled publishing, subscriptions, distributed file storage, hierarchical security, acls, accounts role based security, indexing, ap process queuing, high volume ingestion, physical records management, policy screening, legal holds, compliance reporting, audit tracking, digital signatures, approval gathering, document sharingOTN ECM HOME PAGE & Sub Pageshttp://www.oracle.com/technetwork/middleware/content-management/overview/index.html
- 24. WRONG QUESTION.
- 25. ORACLE ECM IS DROWNING IN FEATURESFEATURES AND CAPABILITIESYIELD POTENTIALTHE POTENTIAL IS MASSIVEHOWEVER…
- 26. POTENTIAL ALONE IS NOT ENOUGHWHAT OUGHT WE DO WITH ORACLE ECM?RIGHT QUESTION.
- 27. PEOPLE ARE LESS LIKELY TO ENGAGE IN THE DESIRED BEHAVIOR WHEN OVERWHELMED WITH OPTIONS LESSON 3: YOU NEED AN IDEA & A LAUNCHING PAD
- 28. CHAPTER 4
- 29. CONTENT STRATEGY solutions mustADDRESS THE SPECIFIC PAIN POINTS ACHIEVE REAL, INCREMENTAL SUCCESS & DON’T REINVENT THE WHEELcontext mustBE SCOPED ACCURATELY INFORM YOUR INFORMATION ARCHITECTURE
- 30. Solution focus driving MarketAlan Pelz-Sharpe - RSG“Those who really are looking at true enterprise/organization-wide projects are engaging with ECM suite vendors such as IBM, Oracle, Open Text and EMC. But a much larger number of buyers are interested in addressing specific pain points such as accounts payable, case management, HR administration, etc.”
- 31. PortalHolistic approach is bestThink information Then think Use Then think customization
- 32. CONTENT STRATEGYSOLUTION STARTER SELECTION CRITERIA1 MODERATE - HIGH VISIBILITYVisibility comes with participants
- 33. The more participants, the more “social”
- 34. Tangential & indirect participation (e.g. awareness) is still socialRECOMMENDATION: SOCIAL & E20 are keywords You should hone in onRESULT: Puts your ECM project on the map
- 35. CONTENT STRATEGYSOLUTION STARTER SELECTION CRITERIA2 MODERATE TOLERANCE FOR CHANGEChange is tolerated by hurting people
- 36. Change is tolerated by those familiar with what is changing
- 37. Change is tolerated when people see what is at stakeRECOMMENDATION: Engage tech champions, solve one hurt for a person, build in feedback and reporting so you can see the real time resultsRESULT: Materially affects users and secures their engagement in the project
- 38. CONTENT STRATEGYSOLUTION STARTER SELECTION CRITERIA3 SPECIFIC TARGETED BEHAVIORAlways ask, “To what ends?” or “For what?”
- 39. Avoid buzzword “solutions” unless you…
- 40. Trace the buzzy technology back to a purpose RECOMMENDATION: Start with a business process because it is based on a behavioral objectiveRESULT: Allows Pro Forma ROI calculation and enumeration of soft benefits
- 41. CONTENT STRATEGYSOLUTION CONTEXT CRITERIA1 END USER | DEPARTMENT | ENTERPRISEEnd Users care about “their stuff” and “their tasks” some of which roll up into…
- 42. Departments care about executing their areas of responsibility more effectively, efficiently, at a lower cost which, if done well informs the
- 43. Enterprise cares about ROI, governance, and risk mitigationRECOMMENDATION: One size does not fit all. Don’t try. You will FailRESULT: Solution designed for the appropriate context
- 44. CONTENT STRATEGYSOLUTION CONTEXT CRITERIA2 WANTS OF THE END USER | DEPARTMENT | ENTERPRISEEnd users want CONVENIENCE - minimally disruptive, in the flow, quick, few fields
- 45. Departments want EFFICIENCY - reporting, distribution, ensured delivery
- 46. Enterprise want IMPACT – consistency in execution, ROIRECOMMENDATION: Identify the context into which your solution falls, then create a (small) solution/project governance layer for the next level upRESULT: Proof of the value at the next level secures results, accountability and funding the next time.
- 47. CONTENT STRATEGYSOLUTION CONTEXT CRITERIA3 IA OF THE END USER | DEPARTMENT | ENTERPRISEEnd users information architecture values control and privacy
- 48. Department information architecture values process and infrastructure reuse
- 49. Enterprise information architecture values cost containment and completenessRECOMMENDATION: Create content networks rather than relying on metadata or search alone to filter things for you. RESULT: Context is preserved while utility is maximized. WCM has been doing this for years with contribution / consumption architecture.
- 50. CONTEXT DETERMINES VALUE. PURPOSE INFORMS EVERYTHING YOU DO. EXPOSE IT. IF PEOPLE DON’T KNOW WHY THEY’RE DOING SOMETHING HELP THEM SEE – OR LET THEM STOP DOING ITLESSON 4: YOU NEED A CONTENT STRATEGY
- 51. CHAPTER 5
- 52. EXAMPLESOverview: Financial ServicesOracle ECM: Hundreds of Casual UsersPitch Book CreationKnowledge Library for Call CenterDetails:Presentation Management with PPT bursting and assemblyCall Center Knowledge Library for on-the-call informationFishbowl:Solution Design | Implementation | Products Backing Solution
- 53. EXAMPLESOverview: ManufacturingOracle ECM: 650+ UsersCompliance Policies & ProceduresRecords / Retention ManagementDetails:Safety Procedure Distribution SystemAutomated Audit Check SystemEnhanced User ExperienceIDM IntegrationSingle Source of TruthFishbowl:Solution Design | Implementation | Products Process Automation Suite, AUSM
- 54. EXAMPLESOverview: EngineeringOracle ECM: International Engineering Quality Management ProcessEngineering Change OrdersBOM/List of Affected Parts ReportingQuality Control Policies & ProceduresIntegrated with ERPDetails:Streamlined ECO management, Reduced International ImpactROI from saved costFishbowl:Solution Design | Implementation | Process Automation Suite –
- 55. EXAMPLESOverview: Consumer GoodsOracle ECM: thousands of public consumers36+ Micro-sites for BrandsNeeded efficient Process for Creating & UpdatingNeeded to Change old look & feelNeeded Better Brand ControlDetails:Quick Templating SystemBuilt–in workflow & Brand controlEnhanced User Experience – FlashEnd User Contributions Content and Asset ReuseFishbowl:Solution Design | Implementation
- 56. EXAMPLESOverview: Nuclear Power UtilitiesOracle ECM: Highly Regulated EnvironmentNeeded efficient Project Quality ManagementNeeded robust audit and reportingDetails:Stage Gate ProcessesIFMS (PSFT) IntegrationReporting Roll UpsDashboardFishbowl:Solution Design | Implementation |Project Automation Suite
- 57. EXAMPLESOverview: B2B Industrial CatalogOracle ECM: Process Centric EnvironmentNeeded efficient Project Quality ManagementNeeded robust audit and reportingDetails:Stage Gate ProcessesERP (EBS) IntegrationCRM on Demand IntegrationReporting Roll UpsFishbowl:Solution Design | Implementation |Process Automation Suite
- 58. EXAMPLESOverview: GIS Mapping OrganizationOracle ECM: Information Centric EnvironmentNeeded full assurance on disaster recoveryIT led, Executive office visibilityDetails:Disaster Recovery Processes, Docs and Assets in ECMHot DR failoverRemote , Mobile DR Docs AccessTrainingFishbowl:Solution Design | Implementation | Auto Replication Solution
- 59. BUILD ON WHAT OTHERS HAVE DONE. LABELS CHANGE BUT INFORMATION ARCHITECTURE OFTEN CROSS-APPLIES TO YOUR NEEDLESSON 5: DON’T REINVENT THE WHEEL
- 60. CHAPTER 6
- 61. CAUTION:12% of organizations have completed an enterprise-scale ECM project.36% of organizations have no ownership at senior executive level... Insufficient awareness by senior managers” is given as the biggest obstacle.29% of organizations view internal E2.0 as “imperative” or “significant”…knowledge sharing, team collaboration and project coordination are the main drivers.AIIM Market Intelligence: State of the ECM Industry 2010
- 62. The CostCAUTIONS AND WARNINGS$2700 spent per user per year from Lag & Drag2.5% of work time is lost to looking for the right information in paper drawers, email and shared drives. This is Search Lag3% of work time is spent reinventing the wheel as people move digital bits from one document or form into another. This is productivity drag.Oracle study, us bureau of labor statistics
- 63. LEAP FROG WHAT OTHER ORGANIZATIONS HAVE IN PLACE BY LEARNING FROM THEIR SUCCESSES AND FAILURES. LESSON 6: LFMF
- 64. EPILOGUE
- 65. 60 MINUTES6 LESSONS1. ORACLE ECM IS INFRASTRUCTURE2. YOU NEED TO BUY OR BUILD APPS FOR ECM3. YOU NEED AN IDEA AND LAUNCHING PAD4. YOU NEED A CONTENT STRATEGY5. DON’T REINVENT THE WHEEL6. LFMF
- 66. FLEXIBILITY MATTERSThe world has changed and ECM is matureContent has a different lifecycle than technology – content should “facilitate change” over the next 5-10 years in aggregateWebsites are an experience, not an eventPast performance matters…Kurt Roberts,ZDNet, 2010
- 67. ORCL | EMC | OTEX | AUTONOMYADOBE | IBM | OPENSOURCESHARED NETWORK DRIVESINVENTORY YOUR INFRASTRUCTUREPORTAL MISH-MASH OF JCR STORESSHAREPOINT
- 68. Deployments of ECM are changing. Today, the single ECM system concept is alive in 35 percent of organizations. Yet, linking multiple repositories is becoming more of a goal -- 33 percent of respondentsplan to use a single sign-on portal to link repositories (which could include CRM and ERP content). "We arebeginning to see portals that are document-centric and project-centric such that you can discuss and share with people and access existing apps and set up blogs and search knowledge bases all through a portal which will reach out within other repositories,”Successful ECM initiatives involve an intersection of:Collaborative thinking, Process thinking, and Control thinking.As an industry, we spend most of our time thinking of last two, the president said. However, organizations are now beginning to put very collaborative tools on employee's desktops.
- 69. The Importance of ContextContext determines ValueWorkers, and their business roles are the central aspect, with all processes and communication flows either inputs our outputs in context to these roles. Some examples are:Inbound and outbound communication are expanded to include voice and text from any source (unified communications becomes table-stakes).Processes are defined, developed and optimized around supporting role execution.Composite information dashboards are the interface across systems and processes and deliver in-business-context information on demand.Information is organized, trusted, proactively managed and self described.Certain basic ECM problems have been “fixed” and no longer top priority ECM issues (retention, disposition, eDiscovery, search result quality).Institutional knowledge is managed as knowledge, not documents.Content Analytics is the norm where Ontologies describe trusted semantic relationships from both internal and external information sources.Processes and system interactions become truly dynamic and can “learn” from historical execution to recommend streamlining options.On-premise, appliance, cloud and hybrid delivery models all interoperate and are invisible to end-users.