Project methodology to define an ECM Routemap

1. Project methodologytodefinean ECM Routemap Ometa – Yves Van Neck

2. Presentation Routemap 2 • General Terminology • Gettingstartedwith ECM • Documents / Context Lifecycles

3. Disclose information to everyone within the community Extranet Community members Intranet Application Users Information workers CRM Applications ERP Applications Finance Applications Qualified Qualified Create Lead Create Lead Create Invoice Make …. Make …. Create Order Make …. Retire

4. Create a fully integrated environment Customer Portal Product Portal Purchase Portal Project Portal Back-Office Data Consumers Back-Office Process Contributors Back-Office Direct Users CRM Applications ERP Applications Finance Applications Qualified Qualified Create Lead Create Lead Create Invoice Make …. Make …. Create Order Make …. Retire

5. Structured and Unstructured World Estimate Tech Design Get specs from Cust Validate Specs Tech Sales Decide Pricing Strategy Prepare Proposal Accept Proposal Calculate Cost of Design SharePoint CRM Applications ERP Applications Finance Applications Qualified Qualified Create Lead Create Lead Create Invoice Make …. Make …. Create Order Make …. Retire

6. Integrator Framework Setup(Loose Coupling) Customer Portal Product Portal Purchase Portal Project Portal Repository Objects Customer Products Purchase Orders Sales Orders Projects Profile SAP user SAP HR SAP Sales AX user Baan user Movex user ODBC User Method SAP SharePoint Dynamic AX Baan ERP Oracle ODBC Movex RFC call BC Call StdPrg SQL Web Srvs SAP v4 SAP v5 SAP v6 AX 2009 AX R4 Baan IV Baan ERP Baan ERP LN LawsonMovex M3 ODBC

7. Business process layer What do we want to achieve ? Collaboration model Who is involved? Orchestration model Logic to consume services Application model Application services to consume

8. GettingStartedwith ECM

9. Define current situation 9 • Processes / Context • What processes need to be supported • Identify the collaboration and DM area’s • People • Define involved people • Can they be quantified? • Information / Information Lifecycle • What type of information is involved? • What functionality is needed?

10. … Suppliers … Control Order status Customer information Processing invoices Purchasing products Colleagues People … … Information Customers Product catalogue Order Status Partners Company information Business Processes Financial information

11. Objectives ECM Analysis 11 • Identify different information types • Identifycurrent document management requirements • Define overall Routemap • Define different sub-project forimplementation • Define the scope of each sub-project • Identify the possiblerisksforeach sub-project • Defineinfrastructureand SharePoint Topology

12. Roles, Content, Lifecycles Aannemers Meerwerk Natraject Voortraject Vergunning Oplevering Uitvoeringscoord India MdwVergunning MPA Engineer Senior Engineer Backoffice ERP (Project – Finance) TAN Coordinator

13. 13 • Introduction meeting – searching for Business Case (1/2 day) • First interview • Finding the information types • Roles • Second interview • Finding the context • Collaboration groups • Lifecycle ? • Third interview • Getting the complete picture • Validating the roles • DefineMetadata on context/lifecycle ECM Planning

14. Methodology

15. What are we looking for ? 15 Starting from the process, we search the different information types.

16. What are we looking for ?(2) 16 • For each information type we document the characteristics: • General characteristics: owner, author,… • Meta data • Versioning • Security • Document Lifecycle • Draft / Approval / Publish / End • Languages • Legal requirements

17. What is an information type? 17 • What is it not? • A channel: fax, letter, email,… • A format: MS Word, Excel, Pdf,… • What is it? • It tells something about the content of the information • E.g. Project scope document, Project budget document, complaint letter, newsletter, invoice,… • Changes in Security • other information type

18. What is an information type?(2) 18 • For each information type we document the • Optimizations • Requirements

19. Types of Questions 19 • What is the purpose of the Collaboration? • General Duration of the Collaboration? • Where does the Information comefrom? • Has the Document / Information Type a Lifecycle Status ? • Versioning - are multiple versions of a document required ? • How many new documents are added in a month? • ….

20. Identify content types 20 Process evaluation Contract KPI's Chamber of Commerce validations Account manager report Complaints Inspection documents Progress Report Outstanding's and Over dues Notes Customer Visitor reports Account planning Evaluation report Customer Visit reports Formal Termination letters Continuation letter Formal Notice – Injunction Settlements Court order Outgoing termination letter Incoming Termination letter Evaluation document • Marketing information • Prospect visitor reports • Business case • Actions • Signed business case • LOI • Press release • Analyst information • CV- profiles • Quotation – draft • Quotation - business reviewed • Quotation- Legal approved • Legal validation document • Quotation – signed • Contract – draft • Customer visitor reports • Contract - Business review • Contract - Legal reviewed • Purchase sales conditions of the parties • Battle of forms • Contract - Signed

21. Roles identified during interview 21 • Account Manager • Sales Manager • Sales Owner • Communication Officer • Business Development Manager • Business Manager • Service Manager • Lead Owner • QESH (Quality Environment Safety and Health) Manager • Controller • Legal Counsel • Management Team • Service Delivery Coordinator • Contract Owner • Contract Manager • Next roles need also rights: • Authorized by proxy • Internal audit

22. ECM analysis • Context • Information types • Roles • Lifecycles • Process links • Define SharePoint Topology • How to start?

23. Define Content Type 23

24. TopologyRoutemap 24 • Information Governance • Identify Company wide Meta Data • In & Out Scope • Security • Data Collaboration Portals • Low Risk, High ROI • Immediate benefits • Reduce Information redundancy • E-mails, prints, …

25. ToplogyRoutemap(2) 25 3. ProcessCentric Portals • Heavy Collaboration • Departments, Applications, … • High Risk 4. Dashboards • Departmental & Reporting • Low Risk, Low ROI • Replacing the closed Departmental Fileshares & Excel reports

26. DefineTopology 26 • Information Collaboration • Searchingfor Context (Contract, Program, ..) • Document / Case Lifecycles • States • Roles & Security • User • Navigation

27. Dashboard (Navigation) per Portal LifeCycle

28. Identify various lifecycles • First identify various information types • Identify involved roles • Identify roles and context • Possible ownership in a life cycle • Documents are managed in a ‘case’ • Case management – lifecycle is linked to the case and not to a specific document • Lifecycles

29. Lifecycle 29 • New Contract (lead) • Quotation (Prospect) • Contract (Customer) • Managed (Customer) • Review (EOL Customer – resign contract or end collaboration) • Legal (Formal Notice- Injunction- Termination- etc.) • EO Case – specific case has ended • EO Customer - End of Customer (no further active contracts with this customer)

30. New quotation Managed Review Contract Contract Signed Quotation Approved X days before contract end Quotation Business case approved Case On Hold Lead Phase Back to Contract Back to Managed Back to riew End of Case ContractInjuction Back to quotation Managed Injuction Review Injunction Quotation Injuction Legal CustomerEOL End of customer Customer EOL • A Contract Lifeycle

31. Case xxx Case xxx Case xxx Case xxx Case xxx Case xxx Case yyy Case xxx Case xxx Case xxx Case www Case xxx Case zzzz Case xxx Review Phase Business Case Quotation Phase Manage Phase Contract Phase • Account Manager • Sales Owner • Business Development Manager • Business Manager • Service Manager • Communication Officer • Commercial assitent • Features Features Features Features Features Features Features Features Features

32. Questions?