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Enterprise Content Management

A. Enterprise Content Management. 1 11/5/2014 Melodie Beveridge. Benefits of ECM for SSA. 2 11/5/2014 MB. Products We Evaluated. Alfresco Carbide CrownPeak Groupee Hot Banana Joomla Metadot SharePoint Sitecore. 3 11/5/2014 MB. We Compared. Security Ease of use

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Enterprise Content Management

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  1. A Enterprise Content Management 1 11/5/2014 Melodie Beveridge

  2. Benefits of ECM for SSA 2 11/5/2014 MB

  3. Products We Evaluated • Alfresco • Carbide • CrownPeak • Groupee • Hot Banana • Joomla • Metadot • SharePoint • Sitecore 3 11/5/2014 MB

  4. We Compared • Security • Ease of use • Product compatibility • Single sign on using LDAP • Document lifecycle management • Required 3rd party plug-ins • Features • Scalability • Cost • Documentation 4 11/5/2014 MB

  5. Open Source Evaluation Factors • A thriving community • A handful of lead developers, a large body of contributors, and a substantial--or at least motivated--user group offering ideas. • Disruptive goals • Does something notably better than commercial code. Free isn't enough. • Documentation • What good's a project that can't be implemented by those outside its development? • Employed developers • The key developers need to work on it full time. • A clear license • Some are very business friendly, others clear as mud. • Commercial support • Companies need more than email support from volunteers. Is there a solid company employing people you can call? 5 11/5/2014 MB

  6. Issues We Found with Some Products • Limited security • Outdated • Not LDAP friendly • Difficult to use/lacking documentation • Glorified forums/blogs • Dependence on proprietary software • Poor quality support & customer interaction • Lacking flexibility • Limited customization • Cost prohibitive 6 11/5/2014 MB

  7. SharePoint vs. Alfresco 7 11/5/2014 MB

  8. SharePoint • License fees are cost prohibitive • Users must have MS Office 2007 to get full functionality • Hard to use for admin • Limited to English out-of-the-box • Can configure it to permanently delete an area and all its files after a set period of inactivity • Difficult to customize and maintain • No product roadmap for the future • Microsoft does not use MOSS 2007 8 11/5/2014 MB

  9. CMS Watch on SharePoint • The most value from enhanced Office integration will come to those enterprises concurrently upgrading to Office 2007. Customers on older versions of Office may find their usability mileage varies. • As with the previous version, ease of installation obscures difficulty in customization and ongoing maintenance; administrators can easily get in over their head. • Microsoft has not issued clear plans for subsequent releases. • Enterprise Portal Report, CMS Watch 9 11/5/2014 MB

  10. CMS Watch on SharePoint cont. • “Microsoft has tried to go ‘enterprise’ in the impressive breadth of MOSS capabilities, but not necessarily in their depth and scalability.” • Tony Byrne, CMS Watch founder • Microsoft’s all-important consulting channel will need substantial time to absorb and learn the tool. Experience with previous versions of SharePoint suggests that this learning process will be measured in years. • Enterprise Portal Report, CMS Watch 10 11/5/2014 MB

  11. MOSS 2007 Licensing Costs • Servers Estimated Price • Office SharePoint Server 2007 $4424 • Office SharePoint Server 2007 for Search Standard $8213 • Office SharePoint Server 2007 for Search Enterprise $57,670 • Office Forms Server 2007 $4424 • Client Access Licenses Estimated Price • Office SharePoint Server 2007 Standard CAL $94 • Office SharePoint Server 2007 Enterprise CAL $75 • Office Forms Server 2007 CAL $54 • Office SharePoint Designer 2007 $187 • Internet Facing Sites Estimated Price • Office SharePoint Server 2007 for Internet sites $40,943 • Office Forms Server 2007 for Internet sites $22,118 • To be licensed for the Enterprise Edition functionality of Office SharePoint Server 2007, both the Standard and Enterprise client access licenses are required. • office.microsoft.com / technet2.microsoft.com 11 11/5/2014 MB

  12. MOSS 2007 Costs for SSA • 12 MS Office 2007 Enterprise licenses (needed for full functionality of MOSS2007) - $10,500 • Office SharePoint Server 2007 for Search Enterprise - $57,670 • Office Forms Server 2007 - $4424 • Office SharePoint Server 2007 Standard CAL - $94 • Office SharePoint Server 2007 Enterprise CAL - $75 • Office Forms Server 2007 CAL - $54 • Office SharePoint Designer 2007 - $187 • Office SharePoint Server 2007 for Internet sites - $40,943 • Office Forms Server 2007 for Internet sites - $22,118 Total Cost - $136,075 12 11/5/2014 MB

  13. Alfresco • No license fees • Installs with OpenOffice • Easy to use at both user and admin levels • 15 years experience with ECM • Version 2.0 contains 15 languages • Deleted items stored in archive space store. • Admin can back-up and purge periodically. • Easy to customize and maintain • Product roadmap • Wiki.alfresco.com/wiki/Roadmap • Alfresco uses their own product for consumers to access their documents • http://www.alfresco.com/community/register/?source=451%20Group%20White%20Paper 13 11/5/2014 MB

  14. InfoWorld on Alfresco Alfresco, a highly functional open source alternative to commercial enterprise CMSes, is also simple to install, use, and manage. Drag-and-drop eases uploading and managing documents. Users employ wizards to create rules that, for example, flow documents or automatically perform conversion tasks. The system includes advanced search and threaded discussions, is scalable, and provides portal integration. • Alfresco delivers an open CMS alternative, InfoWorld 14 11/5/2014 MB

  15. CMS Wire on Alfresco This newest offering from Alfresco is poised to deliver “simple, standards-based, distributed search encompassing not only multiple Alfresco repositories but the Internet as well. Complementing that capability is the company’s content solution packaging mechanism, Alfresco Module Packaging (AMP). Alfresco 2.0 also delivers an integrated content platform with the production release of Web Content Management and AMP-enabled Records Management.” • Alfresco Updates Open Source ECM , by Cate O'Malley 15 11/5/2014 MB

  16. CNET News.com on Alfresco "Alfresco's use of the GPL license for its Community Edition allows for potentially greater community contributions due to license familiarity and established standards," he said. At the same time, Alfresco can continue "to focus on growing its Enterprise Edition business under a commercial license." • Raven Zachary, 451 Group analyst 16 11/5/2014 MB

  17. Alfresco About Company, Partners & Product 17 11/5/2014 MB

  18. Alfresco Team • Original leading members from Documentum and Interwoven with 15 years experience in ECM • John Newton – Co-Founder of Documentum • John Powell – Former COO, Business Objects • Dr. Ian Howells – Former VP Marketing, SeeBeyond • Kevin Cochrane – Former VP Web Content Management, Interwoven • Matt Asay – Founder and Organizer of the Open Source Business Conference (OSBC) • Former Documentum Java Web Development and Portal Team • Former Interwoven TeamSite and OpenDeploy Engineers 18 11/5/2014 MB

  19. Alfresco Provides • Single sign-on using LDAP • Custom security roles & permissions • Out-of-the box ease of use • Full document lifecycle management • No proprietary tie-in • Customizable • Web content management • Scalability • Good customer support/documentation • Multi-language content architecture 19 11/5/2014 MB

  20. Alfresco Diversity 20 11/5/2014 MB

  21. Alfresco Technologies Used • Java • Spring Aspect-Oriented Framework • ACEGI –Aspect-Oriented Security Framework • MyFaces JSF Implementation • Hibernate ORM Persistence • Lucene Text Search Engine • JLAN • POI File Format Conversion • PDFBox – PDF Conversion • OpenOffice • jBPM • Rhino JavaScript engine 21 11/5/2014 MB

  22. Alfresco Supported Interfaces • CIFS/SMB Microsoft File Share Protocol • JSR-168 Portlet Specification • JSR-127 Java Server Faces • FTP • WebDAV • Web Services • REST • JBoss Portal • LifeRay 22 11/5/2014 MB

  23. Alfresco Web Content Supports • DreamWeaver • PhotoShop • Eclipse • NetBeans • HTML • XSL • CSS • JSP Users can use their preferred tools when creating content 23 11/5/2014 MB

  24. Alfresco Operates Using • Operating System • Linux • MacOS • Unix • Windows • Database • MySQL • Oracle • Microsoft SQL Server • Any database supported by Hibernate • Application Server • JBoss Application Server • Apache Tomcat • J2SE 5.0 (JRE 5.0) 24 11/5/2014 MB

  25. Alfresco 2.0 Offers • Open search—standards-based search across multiple Alfresco content repositories and other RSS or Atom repositories including blogs and wikis • Web content management production release—simple and rapid import of existing Web sites with support for any content authoring or Web development tool • Alfresco Module Packaging (AMP)—complete content solutions to share globally across all repositories, includes code, content model, content and folder structures • AMP-enabled records management—develop and consistently distribute records management policies according to corporate rules through AMP. 25 11/5/2014 MB

  26. Alfresco Enterprise Services • Support • Maintenance, Updates and Patch support • Customer Support – Problem Resolution, Compatibility and Migration Advice • Customer Portal – Information, Bug Tracking and Case Tracking • Performance Tuning Advice • Indemnity and Warranty 26 11/5/2014 MB

  27. Companies using Alfresco • American Stock Exchange • Boise Cascade • H&R Block • Harvard University • Knight Ridder Digital • Massachusetts Institute of Technology • PreVisor • Reed • State of Louisiana • State of Nebraska • Swansea Housing Association • UK Defence Academy 27 11/5/2014 MB

  28. Company Buzz • Boise Cascade • “Alfresco offered the functionality of other Enterprise Content Management systems at a fraction of the cost.” • “Alfresco’s ability to scale-out over a number of machines further reduces the Total Cost of Ownership.” • Myron Blaine – System Architect, Boise Cascade • Knight Ridder Digital • “We believe Alfresco’s ground breaking architecture coupled with open source technologies will enable Knight Ridder Digital to create a scalable, flexible Web Content Management system that gives us great control over how we access and present our content. That is serving real-time, re-purposeable, contributions to our web sites on an internet scale”. • Dean Denhart, CTO – Knight Ridder Digital 28 11/5/2014 MB

  29. Company Buzz cont. • Reed • “Alfresco takes ECM from the Client-Server World of the 90’s into the SOA, Web Services and Aspect Oriented World of Today” • Romain Sutton, Head of Technical Architecture - Reed Managed Services plc • State of Nebraska • “Open Source and Open Standards were critical to our decision.  Alfresco was not only open source but supported key Government directions such as PDF, ODF and JSR-170” • Daren Gillespie – Network Administrator, Nebraska State Legislature 29 11/5/2014 MB

  30. Company Buzz cont. • Swansea Housing Association • “We could clearly see the benefits of Alfresco over our existing system. We now have the ability to manage our process and workflows in ways we could only do after placing a call to our developers”. • “This represents a major opportunity to change and enhance the way we work.” • Geoff Pettifor – Director of Development, Swansea Housing Association • UK Defence Agency • “Most staff are not prepared to learn a new interface to access a repository/document management system. Hence, the system needed to appear as a shared drive that could be simply accessed via Windows Explorer and MS-Office through “drag-and-drop” and “Save-As” • Wing Commander Peter Edwards, CIO Defence Academy 30 11/5/2014 MB

  31. Alfresco Technology Partners • JBoss • LifeRay • MySQL • Novell • SugarCRM • Complete listing of partners at www.alfresco.com/partners/ 31 11/5/2014 MB

  32. Alfresco Ease of Use 32 11/5/2014 MB

  33. Alfresco Set-Up • Chose the version to download from http://dev.alfresco.com/downloads/ • Install Alfresco on your choice of operating systems • Start Alfresco • Default setting are: • Tomcat • Hibernate • Login as admin to create user accounts 33 11/5/2014 MB

  34. Default Login Screen 34 11/5/2014 MB

  35. SSA Custom Login Screen • Edited 3 files 35 11/5/2014 MB

  36. Default Admin Screen 36 11/5/2014 MB

  37. SSA Custom Admin Screen 37 11/5/2014 MB

  38. Alfresco Security 38 11/5/2014 MB

  39. 39 11/5/2014 MB

  40. Alfresco Security Includes • Security and User Management with Users, Groups and Roles • Custom roles are created by editing of permissionDefinitions.xml file • Must restart Alfresco for new roles to appear • Document Level Security • Single Sign-On through NTLM or LDAP 40 11/5/2014 MB

  41. Permissions for Spaces • ReadProperties – Read space properties • ReadChildren – Read content within a space • WriteProperties – Update properties such as title, description, etc. • DeleteNode – Delete space • DeleteChildren – Delete content & sub-spaces within a space • CreateChildren – Create content within a space Sub-spaces may inherit permissions from their parent space using a checkbox 41 11/5/2014 MB

  42. Permissions for Content Items • ReadContent – Read file • WriteContent – Update file • ReadProperties – Read file properties • WriteProperties – Update file properties such as title, description, etc. • DeleteNode – Delete file • ExecuteContent – Execute file • SetOwner – Set ownership on a content item Roles can be applied to individual content items 42 11/5/2014 MB

  43. Default Roles & Permissions 43 11/5/2014 MB

  44. Alfresco Workflow 44 11/5/2014 MB

  45. Alfresco Simple Workflow • Using Create Rules Wizard you • Identify spaces & set security on those spaces • Define your workflow process • Add workflow to content in those spaces • Select email template & people to receive them • Test the workflow process 45 11/5/2014 MB

  46. Alfresco Advanced Workflow • Using JBPM (JBoss Business Process Management) engine Alfresco has two advanced workflows available out of the box • Advanced workflows allow for • Multi-state definitions • Removes restrictions to approve or reject exit transitions • Defining parallel workflows • Notion of task or assignment • Adhoc Task workflow • Assign tasks to colleagues on an ad-hoc basis • Review and Approve workflow • Assign tasks to colleagues for review and approval 46 11/5/2014 MB

  47. Pending Assets Workflow 47 11/5/2014 MB

  48. Adhoc Task Workflow 48 11/5/2014 MB

  49. Review & Approve Workflow 49 11/5/2014 MB

  50. LifeRay Enterprise Open Source Portal Framework 50 11/5/2014 MB

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