Streamlining Content Management Using Portal Technologies

1. Streamlining Content Management Using Portal Technologies Laurence Hart Senior Systems ArchitectInfodata Systems

2. Agenda • Leveraging What You Know • The Role of the Enterprise Knowledge Portal • Portlets • Portal Taxonomy • Getting Started On The Journey • Evolving the portal • Success factors • Questions and Answers

3. Problem How can we handle the glut of information? How do we process it, learn from it, and use it to accomplish the goals of the organization?

4. Solution Create an Enterprise Knowledge Portal by integrating portal and enterprise content management technologies to accelerateknowledge capture and provide personalized access across a global enterprise.

5. What is the EKP?

6. Gartner’s Portal Framework Criteria • Robust Search • Structured repositories • Unstructured repositories • Taxonomy support • Content management/aggregation • Personalization • Individual • Role • Application integration/development

7. The Enterprise Knowledge Portal • Provides access to existing information • Allows for the management of knowledge • Creation • Collection • Organization • Distribution • Takes knowledge and turns it into CONTENT

8. Portlets • Enable core application functionality in a portal • Access enterprise applications or the Internet • Follow the 95/5 rule • 5% of the application’s functionality • 95% of the usage

9. DocumentumeContent Portlets • Core functionality provided • Creation: Inbox, Workflow Status • Collection: My Docs, Inbox • Organization: Browse, Cabinet • Distribution: Search, My Favorites • Custom portlets • Several vendors either have them or are building them: Plumtree, Epicentric

10. Inbox Portlet

11. Lessons LearnedeContent Portlet

12. The Portal Taxonomy • A hierarchical directory of documents • Browsable • Searchable • Populated using two methods • Manual creation • Automatic creation using a crawler

13. WDK 4.2 TwoTaxonomies

14. How do we get content from Documentum into the Portal Taxonomy? Manually…… Automatically…… Documentum InThe Taxonomy

15. The Documentum-Portal EKP Architecture • Solid Architecture • Distributed • Personalized • Secure • Documentum • eContent Services for Portals • Portal Vendor • Content Crawlers

16. Taking the EKP Journey

17. It’s a Journey • Define the vision and begin • Invest in your information – not just the technology infrastructure • Separate hype from reality • Evolve the EKP • Start small and then grow • Deploy horizontally • Iterate deployment

18. Success Factors • “Quick-Hit” Approach • Clearly demonstrate the benefits • Keep it simple • Six to eight weeks to first pilot • Planning, Planning, Planning • Get help • Define the schedule • Stick to the schedule • Budget for the evolution

19. Cataloging Knowledge • Metadata Standards • Tagging • Terminology • Enterprise Taxonomy Definition • Lifecycle Management policy and standards • Quality • Retention • Preservation

20. Security • Keep everything in synch • Users • Groups • Design the Portal security model in conjunction with the repository models • Synchronize on a third party? • NT security • LDAP

21. Build the Excitement! • Users need to want to use the portal • Educate the users • Pre-deployment campaign • Hit the advertised dates • Add some FUNctionality • Popular Comics • Sports Scores

22. Summary • Accelerate content with an EKP • Create, Collect, Organize, and Distribute • Personalize on a global scale • Leverage Documentum into the Portal • Portlets, crawlers • Check the level of integration • It’s a journey

23. Questions and Answers