EMC Documentum Enterprise Content Management Overview # 3

1. EMC DocumentumEnterprise Content Management Overview # 3 Jason Smith Sr. Account Manager EMC Content Management and Archiving Improving Service Delivery while Reducing Time, Cost and Risk Rob Silverberg Regional Services Director, Western Region EMC Content Management and Archiving

2. Where do your state agencies fit on this continuum?

3. How you apply these technologies depends …

4. Solution Overview: Digital Content Repository

5. Capture Validate Identify Extract Store MetaData Author Date From Subject Customer Stage 1 Enablers …EMC Captiva “Intelligent Capture” • Captures digital and paper content • Captures structured, semi-structured & unstructured • Delivers to ECM or ERP systems Unstructured Structured Semi-Structured Input Types

6. Business Issues and Challenges Explosive, distributed content growth Thirteen programs Ten regional offices Over 100 disparate information systems Paper based processes/lengthy response times Anticipating FOIA and legal discovery requests requiring timely, accurate responses Agency realizes a 203% ROI Case Study • Background/Vision: • Centralize agency records into an integrated electronic system that would link files and produce an indexed docket • Reduce agency data storage costs and make the information more easily accessible to the public • Improve the agency’s processes, efficiency and decision Business Benefits • Payback within 50 months on initial $7M investment • $41M in net savings over 7 years • Reduced Federal Record Center storage costs by 30% • Reduced photocopying-related costs by +25% • Lowered document production costs 75% • Improved information access, search and delivery.

7. Stage 2: Case Management

8. Stage 2 Enablers …EMC Business Process Lifecycle Management Analyze • Process Discovery and Modeling • Analytics and Simulation • Collaborative Design Deploy • Point & Click Configuration • Rich Forms GUI • Agile Change Management Execute • SOA-based Integration with Standard Connectors • Process Orchestration • Human Interaction & Collaboration Monitor • Real-time Alerts • Operational Dashboards • Business Performance Reports

9. Business Process Management (BPM) • Dynamically routes tasks between people, applications, and companies • Enterprise scale and performance: • Millions of transactions • Billions of repository objects • Easy-to-use, drag/drop GUI • Allows sequential and parallel workflows • Standard interchange protocols JMS, Web Services, XML, HTTP/S, Java, and email. BPM Designer

10. Case Management defined …

11. Oklahoma Department of Human ServicesCustomer Profile Business Drivers • High cost, risk of loss and lack of storage space • Complex case files - average 50 pages: drivers licenses, DNA tests, police reports, bills, photographs, …. • Manual processing - folders mailed to regional offices for hearings and returned for refilling • Inefficient access to information Business Results • Increase efficiency by reducing time to access information from weeks to seconds • Freed up staff four hours a day to perform more value-added work • Dramatically cut storage, printing and shipping costs • Reduced or eliminated risk of lost documents • Customer Profile: • The Office of Administration and Hearings (OAH) 26,000 child support cases • Staff of 300 attorneys, judges and case managers • Provides administrative support to 33 regional court centers across the state • Industry: • State and local government “Our case management system has improved our efficiency many times over saving us both time and money. It has so many valuable functions, we virtually run our courts on it.” Virginia Smith, Information Systems

12. Data validation with internal and external systems Case -#3289 How Does Case Management Work? Case File automatically generated Request case file via Forms, Manual entry, Fax, systems trigger Closed case file isdeclared a record and assigned a retention period Virtual Case File Assign owners and participants to the case. Case file is stored for future review Send emails, notifications APPROVED APPROVED APPROVED Case File is automatically routed based on business rules Create Reminders, Obligations Collaborate, add documents to the Case Enter, manage, notes checklist Documents are created from templates Correspondence are automatically generated

13. Solutions in Action: Fujitsu Partner: Fujitsu Industry: Public Sector Application: Case Management

14. Solutions in Action: Accenture Partner: Accenture Industry: Public Sector Application: Grants Management

15. Solutions in Action: Unisys Partner: Unisys Industry: Public Sector Application: Police Portal

16. Minnesota Department of Revenue (MDOR)Customer Profile Business Drivers • “Make the State’s revenue systems work well for Minnesotans” • 30 year old Legacy mainframe system difficult to maintain • Slow processing times – 120 days to receive refunds • Compliance, risk and cost management Business Results • Reduce paper return processing from 30 – 40 to less than 10 days • Decreased electronic filing time from 10 to 3 days • Processed 95% of returns in 5 days • Improved compliance through reduced errors and earlier audits • Provided improved taxpayer service and eliminated backlog • Customer Profile: • MDOR collects approximately $13.3B annually, serves 2.4M taxpayers, and processes approximately 3.6M returns / year • Oversees the State’s revenue systems made up of 28 state taxes and local property taxes collected by county governments.

17. Stage 3: Constituent Communications

18. Benefits Increase speed, productivity and compliance Enable business analysts to make changes using Microsoft environment Reduce errors, rework and postage Supporting Facts 80% reduction in change notification time From 6 months to 1 month 75% consolidation of development staff 50% reduction in notice variations Batch production for millions of pages per night “Pushing compliance to the Business User” Case Study: Revenue Service shaves 5 months off notice changes Challenges: Rule changes require agencies to update Notices content and demonstrate compliance. • High volume outbound environment– 10M per day • High dependence on IT to make mandated text changes • Need to push changes to regional operations centers • Allow localization for center-specific information • Demonstrate compliance with Federal regulations

19. U.S. Army Recruiting CommandCase Study Business Drivers • Streamline recruitment and enlistment process • Manage some 6 million documents • DOD 5015.2 compliant solution Solution • Accessioning—personnel recruitment Benefits • Recruiters create applicant folder, workflow guides the creation, review, and approval of the applicant’s packet. • Faster and more efficient accessioning process—no waiting for documents—so recruiters can make job recommendations immediately. • 75% projected paperwork reduction in recruitment and enlisting process. Eliminates many costs of physically moving paper. • Customer Profile: • U.S. Army—Responsible for recruiting women and men to serve in the U.S. Army and U.S. Army Reserve. • Provides command, control, and staff to support the 15,000 Army recruiters and guidance counselors in 1,700+ recruiting stations, 64 Military Entrance Processing Stations across the U.S. and overseas. • Industry: • U.S. Federal Government • “The Army recruiting and enlistment process is being radically transformed into a Web-based, paperless process. • Knowing that a document is the most recent and most accurate is also a huge benefit of the new system. With a single repository and no more changes being made on paper, recruiters know they have the most complete, accurate, and current information.” • Gary Bishop, Chief of Web Applications and Technology, Application Programming, USAREC

20. San Diego Assessor, Recorder, County Clerk (ARCC)Customer Profile Business Drivers • Managing ever-growing paperwork • Improving public access • Maintaining and controlling costs Business Results • Faster Information Access- ARCC stores and immediately accesses images from over 400 desktops across several counties • Revenue Generation - Documents are digitized and can be sold to subscribing title plants on CD • Cost and Time Savings - Information now accessible anywhere, anytime, anyplace eliminating need to copy, fax, ship and travel Outcome • Customer Profile: • Processes approximately 1 million documents annually • Appraisals alone represent 6 million pages • Required to keep a permanent copy of county records • Needed to consolidate from 3 offices to 1 central office “This meets our goal of providing faster and improved access to documents, maps, and vital records. The solution has also enabled the improvement of disaster recovery plans and minimized storage” Gregory J. Smith, County Clerk

21. Correspondence Challenges Changing customer expectations Customers demand timely and relevant correspondence through the channels they prefer such as e-mail, text messages, web, print Interactivity and quick response is key Difficulty with personalization Existing systems have difficulties including relevant content and delivering a consistent brand experience Disparate print and electronic infrastructures Separate systems are expensive to maintain, are difficult to manage, and don’t support on demand environments Exposure to legal and regulatory risk Management and retention of correspondence is a mandated, regulatory requirement for most industries

22. Channels Letters & Notices High-volume Batch Offers & Quotes Initiated Workflow Welcome Kits Interactive Alerts & Reminders Design xPression for Multichannel Correspondence Generation Batch Print Design Tools Email Web Data Mobile ECM Documentum Archive

23. University of Notre Dame Student Union Center POC: Guy Sulzberger Contact #: 773.531.5923 Customer Example: US Army (MAPS) • Improved Process Performance • Routing content via automated workflows to appropriate reviewers and approvers • Providing a more positive Army and Agency experience by improving the quality of work • Enable employees and agency to focus on strategic objectives rather than digital asset management • Improving responsiveness, and ensuring business policy compliance • Reduced Cost • Improving operational efficiency through automation • Limiting re-creation of content due to misplacement or poor tracking of assets, • Eliminating or reducing file transformation, printing & reproduction • Lower external vendor costs by reducing the need to host and maintain the older generation technology • Reduced Risk • Providing audit trail capability • Improving data integrity • Supplying exception handling, • Providing security and user access • Increased functionality and efficiency through greatly improved user experience for Army and Agency processes.

24. Roadmap to Effective eGovernment

25. Where are your opportunities for improving service delivery while reducing time, cost and risk? Stage 1: Converting paper so it can be stored, retrieved and managed? Stage 3: Delivering high volume, personalized communications across physical and electronic channels? Stage 2: Automating manual processes with workflow, collaboration and dashboards?

26. Summary ONE Unified Content Platform Why EMC? • Strategic & innovative product line • Fiscal strength & viability • Recognized market leader • Experience from 15,000 customer deployments • Platform unification years beyond competition Our ECM Strategy Management for all content types Comprehensive content management services Iron-clad compliance Multiple client interface choices Optimized business solutions