[Webinar Slides] Realizing the True Value of ECM with Integration
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The document discusses the integration of Enterprise Content Management (ECM) systems with existing business applications to enhance their value and effectiveness. It highlights key strategies, such as leveraging metadata and improving governances, to address challenges in content management across various repositories. The recommendations stress auditing content repositories, refining integration processes, and assessing current content management systems for better compliance and usability.
[Webinar Slides] Realizing the True Value of ECM with Integration
- 1. In associa)on with: Presented by: ECM Should Not Be a Stand Alone System: Realize its true value with integra=on Presented October 14, 2015
- 2. In associa)on with: Presented by: AIIM Presents: ECM Should Not Be a Stand Alone System: Realize its true value with integra)on John Mancini President AIIM Doug Miles Chief Analyst AIIM Stephen Ludlow Director of Product Marke7ng OpenText
- 3. In associa)on with: Presented by: Introducing our Featured Speaker John Mancini President AIIM GeIng Beyond “Stand-‐Alone” ECM Thinking: 5 perspec)ves to consider
- 4. In associa)on with: Presented by: 1 – Welcome to the era of many ECM flavors
- 5. In associa)on with: Presented by: 2 – Think like the Wright Brothers Adopt a process mindset: • U)lize exis)ng systems – find solu)ons that work with YOUR systems. • Convert paper to electronic – store and archive immediately. • Gain control of your content.
- 6. In associa)on with: Presented by: 3 – Be purposeful Organiza)ons at large scale will never willingly rip out old systems and consolidate on a single one.
- 7. In associa)on with: Presented by: Deciding where to let go is a key element in managing overall risk. You need to decide what are actually corporate assets, and push processes to make sure they live in a specific place. There are not enough people to manage the volume. Make sure you get that foundational layer right.” --Michael Coleman, SVP & CIO at Comporium Communications “4 – Rethink the risk equa=on
- 8. In associa)on with: Presented by: All of the new payment options we face have emerged from outside the industry. This is disrupting the financial sector. If your disruptor can come from so outside your sector, how do you plan for that? There are now 400 different digital currencies around the world -- all totally unregulated.” Greg Keeling, Senior Compliance Officer at the BMO Financial Group “ 5 – An=cipate disrup=on
- 9. In associa)on with: Presented by: Introducing our Featured Speakers Doug Miles Chief Analyst AIIM Stephen Ludlow Director of Product Marke=ng OpenText
- 10. In associa)on with: Presented by: Content Silos Which of the following places or repositories is it important for your employees to be able to easily search? 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Email systems File shares Docs within enterprise systems (ERP, CRM, HR, etc.) Structured (database) content in enterprise systems Non-‐SharePoint ECM/DM/RM systems Corporate intranet SharePoint system(s) Data warehouses, BI reports Other LOB systems Vital Important Not so important
- 11. In associa)on with: Presented by: Content Stored in ERP, etc. What propor)on of your unstructured content and documents (excluding emails) would you say is stored in other enterprise systems (ERP, HR, Finance, CRM, Project Management, LOB, etc.) rather than in your ECM/DM system(s), and is not accessible through your ECM/DM system(s)? 0% 2% 4% 6% 8% 10% 12% 14% 16% 18% 0% of content 10% of content 20% of content 30% of content 40% of content 50% of content 60% of content 70% of content 80% of content 90% of content % of organiza)ons For 61% of organiza=ons half or more of their content is held in non-‐ECM/DM systems. For a quarter, 80% + is not accessible through ECM/DM. N=390 non-‐trade, 10+ emps
- 12. In associa)on with: Presented by: Content Stored in ERP – Access What would you say are the three main problems with content that is stored within your other enterprise systems? (Max THREE) Difficult to search, Taxonomies and classifica=on will not align. Cannot be accessed remotely or on mobile. N=390 non-‐trade, 10+ emps 0% 10% 20% 30% 40% 50% 60% 70% Difficult to search Difficult to align taxonomies and classifica)on Cannot be easily accessed remotely or on mobile devices Users with no login or no training cannot access the content Cannot be tagged or commented using social tools
- 13. In associa)on with: Presented by: Content Stored in ERP – Governance What would you say are the three main problems with content that is stored within your other enterprise systems? (Max THREE) Content in ERP is not under RM reten=on rules. Legal discovery is fragmented, and legal hold mechanisms are likely to be lacking. N=390 non-‐trade, 10+ emps 0% 10% 20% 30% 40% 50% 60% Not under records management reten)on rules Problem for legal discovery and legal hold Growing in size/causing back-‐up issues Cannot apply necessary access security
- 14. In associa)on with: Presented by: Integra)on Strategies What is your strategy to address the issues of content stored within other enterprise systems? 18% are happy to use enterprise search. 16% want to migrate the content into their ECM system. 47% looking to provide integra=on links. 9% pre-‐integrated. N=308, excl. 70 Don't Know 0% 5% 10% 15% 20% 25% 30% 35% 40% Use enterprise search, or search-‐ portal across systems Migrate content into an external ECM system Provide content integra)on links between ECM and enterprise systems Choose an ECM system that already has close integra)on Publish/sync enterprise system content to a cloud-‐based system Con)nue to manage as separate repositories
- 15. In associa)on with: Presented by: Recap! Content stored in Lead Aps is not accessible in: • ECM • Other business applica)ons • Other business processes Significant content is stored on Enterprise Applica=ons
- 16. In associa)on with: Presented by: PROS CONS Integra)on Strategies MIGRATE INTEGRATE SEARCH • Findability • Can be done through IT • Doesn’t solve Governance • Doesn’t provide context • Solves governance and storage • Improves findability • Day forward • Informa)on not available in business process • Solves governance • Day forward content in context • Requires (poten)ally mul)ple) integra)ons
- 17. In associa)on with: Presented by: Solving The Dual-‐Screen Dilemma
- 18. In associa)on with: Presented by: Digital Content Most content is created and remains digital
- 19. In associa)on with: Presented by: Analog Thinking Content is “filed” arer process comple)on
- 20. In associa)on with: Presented by: Change Analog Paradigm VALUE =? Content Business-Critical Documents • Financial documents • Contracts • HR Documents • Invoices, etc. = Value Increased Productivity Improved Customer Service Better/Faster Decisions Drafts, Decision, Minutes and Notes Related Documents Relation to structured data and process + Context Security – Lifecycle – Find-‐ability – Integra=on Apply Metadata in the Background Eliminate the Filing Gap
- 21. In associa)on with: Presented by: Integra)on Apply Metadata in the Background Eliminate the Filing Gap Integrate ECM and Lead Applica=ons
- 22. In associa)on with: Presented by: Leverage Integra)on for Metadata Account Workspace: An account workspace is auto-‐created for the salesforce account. Account Details are synchronized as metadata.
- 23. In associa)on with: Presented by: Metadata Can Provide More Context Metadata provides context and can expose more content in context
- 24. In associa)on with: Presented by: Embed ECM Where the Content is Needed Leverage Integra)on for Filing
- 25. In associa)on with: Presented by: ECM is the Backbone for Unstructured Content in Business Process • Single Source of the Truth • Unstructured Content needs to be referenced in many different business processes • It also needs to be found on many different dimensions • Needs to be accessed from different applica)ons
- 26. In associa)on with: Presented by: OpenText Confidential. ©2015 All Rights Reserved. 26 Why Integra)on Now?! Time for REST • Modern business applica)ons have been quietly standardizing on methods for communica)ng between applica)ons • API’s using Web Services and REST typically do not break from version to version and do not require “cracking open the code”
- 27. In associa)on with: Presented by: Recommenda)ons 1. Audit the content repositories that reside within your ERP system. – Pay par)cular aten)on to ease of search, governance and reten)on -‐ and )ered storage issues if you are using scanned images and BLOBs. 2. Look at the processes that call up content from these repositories, or archive content to them, but also the other repositories and systems that are accessed during the process. – Pay par)cular aten)on to those references needed to deal with excep)ons, or to support approvals, or where documents are widely shared. – Look at workflows that cross over between systems or that involve hand-‐offs between one system and the other.
- 28. In associa)on with: Presented by: Recommenda)ons 3. Take a look at your current content management systems and their applicability to integra)on. If you have a consolida)on strategy, be sure to include: – The ease and level of integra)on that can be achieved between the preferred ECM system and the ERP system. – The records management that may be needed under both to meet your compliance requirements.
- 29. In associa)on with: Presented by: Download the white paper htp://info.aiim.org/ecm-‐hurdles-‐a-‐barrier
- 30. OpenText Confidential. ©2015 All Rights Reserved. 30 Learn more about how OpenText ECM solutions amplify innovation, productivity, and agility by extending the capabilities of ECM into lead applications and transforming the possibilities of the digital enterprise. http://www.opentext.com/ecmhurdles Stephen Ludlow @Ludlow_at_work sludlow@opentext.com THANK YOU
- 31. In associa)on with: Presented by: About AIIM AIIM is the Global Community of Informa)on Professionals AIIM believes that the informa)on systems we use at work should be simple, secure, and available anywhere, any)me, and on any device. Our mission is to improve organiza)onal performance by empowering a community of leaders commited to informa)on-‐driven innova)on. Learn more at www.aiim.org