Enterprise Portals Federal Lessons Learned June 6, 2007

1. Enterprise Portals Federal Lessons Learned June 6, 2007 This document contains Booz Allen Hamilton Inc. proprietary business information and cannot be used without prior permission

2. Topics and Discussion Points Why Deploy a Portal How to Select a Suitable COTS Portal Product Product Landscape Selection Methodology Best Practices How to Successfully Implement a Portal Methodology Lessons Learned Questions

3. Portal technology can provide organizations with a framework for improving service delivery and increasing business process efficiency COMMON E-gov BUSINESS OPERATING MODEL ENTERPRISE PORTAL BUSINESS OPERATING MODEL Intranet Web Sites Consolidated Web Content Consolidated Web Infrastructure Database Files Electronic Documents IT Systems Employee Support Center Enterprise Portal Legacy Systems Service Requests Paper documents Service Request Service Delivery Customers access the enterprise portal for services Agencies use the enterprise portal to deliver services Value Added • Increase performance • Greater efficiency • Greater effectiveness Internet Web Sites Content Management Web Access Web Access Consolidated Access to IT/Legacy Systems Consolidated Call Centers and Knowledge Base Customer Agency

4. Customers derive value from portals by accessing a common gateway to tailored information that meets their specific needs and requirements ILLUSTRATIVE Portal Customer Benefits • Common “look and feel” to web applications with standard URL and branding • Single access point for information and data • One stop shopping for content, products, and services • Single sign-on functionality so customers are no longer required to login multiple times with several passwords • Provides personalized views • Allows customers to design and manage their own pages (i.e. – Mypages)

5. From a technology perspective, enterprise portals coupled with a Service Oriented Architecture (SOA) infrastructure can provide organizations with an approach to tame “Web Sprawl” Portal Technology Optimization Portal Technology Benefits • Better reuse of components • Increased ability to create composite applications • Reduced development and code maintenance costs • Easier application integration • More flexible solutions • Decreased time required to deploy new services • Higher visibility into business process execution • Easier to upgrade Source: BEA

6. Topics and Discussion Points Why Deploy a Portal How to Select a Suitable COTS Portal Product Product Landscape Selection Methodology Best Practices How to Successfully Implement a Portal Methodology Lessons Learned Questions

7. The Enterprise Portal Report groups vendors into three categories: Infrastructure, Specialized, and Open Source Infrastructure Portal Vendor Examples BEA WebLogic and AquaLogic (Plumtree) IBM WebSphere Microsoft SharePoint Server Oracle Portal SAP Netweaver Portal SUN Java Portal Server Specialized Portal Vendor Examples: ATG BroadVision Hummingbird Vignette Open Source Portal Examples include: eXo, JBoss, JetSpeed, LifeRay and Plone Industry reports such as Gartner and CMS Watch have identified the major portal vendors and their position in the marketplace Gartner Research Report: Portal Magic Quadrant, 2006 CMS Watch Enterprise Portal Report, January 2007

8. It is important to follow a methodology that provides a list of viable COTS portal vendor options and allows organizations to make a final selection COTS Product Vendor Selection Methodology ILLUSTRATIVE Workshops 2-4 Weeks Selection 2-4 Weeks Research 2-4 Weeks Vendor Filter 1 Vendor Filter 2 Comparison Matrix of Vendor Options Relevant Research Facilitated Workshops Inputs included research on leading content management products as identified by market analysis and Booz Allen vendor knowledge MS SharePoint Goals General Requirements BEA Aqualogic Oracle Portal Client Specific Requirements Final Selection Identify Needed Functionality MS SharePoint

9. It is usually helpful to do a side by side comparison of standard portal services when evaluating COTS portal products Example of Vendor Comparison Matrix Note: Standard Portal Services for this example taken from CMS Watch Portals Report, 2007

10. Usually a more comprehensive comparison of COTS portal products is possible, and recommended when purchasing an enterprise license Note: Product Comparison examples taken from CMS Watch Portals Report, 2007

11. Portal Product Selection: Best Practices • Too many requirements – not enough analysis • It is okay to gather a lot of requirements, but try to roll them up into standard functionality and/or services • Weight your comparison criteria, only if needed • The data needs to make good common sense - it is hard to explain to your sponsor (person who is paying the bill) the difference and between a 13.5 with a 12.2 score • Try to avoid casting too broad a net when looking at products…get to the short list quickly • Use industry reports to eliminate products from the list of candidates • Do not let vendors run the show - make the most of your vendor demos • Provide scenarios or use cases for the vendors to demonstrate, otherwise they may go astray on you • Try to avoid letting the vendor demo a version that has all the bells and whistles • Leverage consultants if you need someone to help manage the vendors (yes – they will keep calling you) • All vendors are not equal: some of them are not very good at demos (if the person just rolled into town, do not expect much from the demo) • Expect a deal, and make the vendor earn your business

12. Topics and Discussion Points Why Deploy a Portal How to Select a Suitable COTS Portal Product Product Landscape Selection Methodology Best Practices How to Successfully Implement a Portal Methodology Lessons Learned Questions

13. Business Customer Technology Booz Allen’s Web Value Management (WVM) methodology enables clients to successfully deploy portal technology, from strategy to implementation Web Value Management Approach 1 2 3 PLAN & PREPARE DESIGN & DEVELOP LAUNCH & LEARN • Develop Portal Business Strategy • Perform Stakeholder Analysis • Create portal management plan • Create change management plan • Develop communications plan to include branding strategy • Create user training plan • Identify critical success factors • Design Unified Web Strategy, to include: • Organizational Ownership • Mission, Objectives • Core Business Processes (Content Creation, Content Management, Content Analysis, Performance Measurements) • Enterprise Business Rules • Manage a consistent brand and message targeted to Customers • “Road Show” presentations to Customers with live demonstrations • Communicate with stakeholders to prepare operations for influx • Stand-up governance body • Execute portal management processes PUBLIC PORTALS EXTRANET: Public Site (.gov, or .mil) PRIVATE PORTALS EXTRANET: Private Sites (Partners and Industry) INTRANET: Business Unit Resource Centers • Develop Portal Customer Strategy • Perform Detailed Customer Segmentation Analysis • Interview Customer Segments • Identify Customer Information and Services Demand • Design Customer portal experience (Branding with look and feel) • Design content, taxonomy and navigation to support service integration (Customers) and process alignment (specialists) • Complete Portal Usability Testing to verify design to include branding • Solicit feedback and learn from Customers • Continually refine and improve solution using Focus Groups • Certify site meets accessibility requirements and standards • Develop Portal Technology Strategy • Baseline COTS portal components • Gather high-level functional and technical requirements • Identify technical integration points • Perform COTS portal product gap analysis and recommendations • Create technology roadmap for portal (short and long-term) • Create detailed portal design document • Establish development environments • Install and configure portal COTS products • Configure COTS portal and develop custom code, as needed • Integrate other systems and applications with the portal • Conduct portal testing • Launch production portal • Certify portal meets all security and privacy requirements and standards • Maintain service levels and accessibility based on portal traffic and demand • Fix technical issues, as needed • Develop requirements for future releases Portal Strategy Portal Development Portal Deployment

14. To migrate existing static web sites into a portal solution, migrate content employing a phased approach to show progress and true business value Client Sample Migration Plan OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH… Phase I: Main office static web sites Phase II: Other static web sites Phase III: Collaboration and workspaces Phase IV: Database driven applications Other Leadership Priorities

15. Portal Implementation: Business Lessons Learned from Federal Clients • Identify a clear champion, steering group, and working group • Champion: gets you resources (people, budget, infrastructure, etc.) • Steering Group: make decisions (from simple like design, to complex like timeline) • Working Group: represent the various business elements (offices, centers, etc.) • Sell the idea at every meeting, and at every chance • How is your portal supporting the mission and/or business? • How is the portal going to make people’s lives better? • How can the portal decrease the IT cycle time for solutions? • Think about new ways of managing your business • Document management can ease the “email attachment” burden • Portal collaboration can help solve a lot of problems • Single Sign-on should always be a goal

16. Portal Implementation: Customer Lessons Learned from Federal Clients • Look and feel is important, but not the most important thing • Avoid designing the interface “by committee” • Remember that the interface can improve over time • Not everyone is going to like the visual design • Include an ample amount of training for your various user groups • Admins and community managers: configure workspaces and community pages for you • Power users: leverage the functionality of the portal on a daily basis to perform their jobs • Common users: access the portal for information and services • Communications and change management activities are vital for user adoption • Try not to underestimate the importance of these activities • Most organizations get the technology right, but fail on the other aspects • In the end, it does not matter if the solution is great, if no one uses it, you have failed

17. Portal Implementation: Technology Lessons Learned from Federal Clients • Prioritize requirements and deploy functionality in phases • Too much functionality is often lost on the average user (is this tool making my life better?) • Target low-hanging fruit and high pay-off requirements first, if possible • Portal development should not take 6 months for each release • Integration with existing tools may fulfill requirements • You may not have to build everything • Use what you have before you buy something new • Many products have adapters and APIs for other software packages • Open source can be dangerous • You may get what you pay for • You may have to build everything, instead of using “out of the box” functionality • Think about infrastructure before you deploy the portal solution

18. Topics and Discussion Points Why Deploy a Portal How to Select a Suitable COTS Portal Product Product Landscape Selection Methodology Best Practices How to Successfully Implement a Portal Methodology Lessons Learned Questions