Contributed on March 30, 2015

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Business Process – the Future of ECM

Description

My presentation from the AIIM Conference 2015 on the challenges with traditional approaches to ECM and a solution provided by tying ECM to business processes.

Transcript

ECM Is Not Doomed for Failure
Lubor Ptacek
VP, Product Marketing
OpenText
@LPTACEK
DIGITAL
Replace disjointed paper and paper-based process with
efficient, connected processes that incorporate compliance
and amplify the value of our most critical asset
“We are at a unique moment in time. The
acceleration of technology change is
forcing organizations to reinvent
themselves or else risk irrelevancy.”
TRANSFORMATION
OpenText Confidential. ©2015 All Rights Reserved. 33
We Built it
…and they did not come
OpenText Confidential. ©2015 All Rights Reserved. 44
What went wrong?
 User adoption
 Failed Projects
 Content deluge
 Too many repositories
 Lack of ROI
 Irrational exuberance
 Shiny new toy problem
User Adoption
 Top User Issues
 Training required
 Deep, un-navigable folder
structures
 Application of metadata and
classifications
 Find-ability
 Top Administrator Issues
 Adoption
 Planning and maintenance of
“Enterprise Taxonomy”
 Inconsistent application of
metadata
 Rigid Permissions
 Site sprawl
OpenText Confidential. ©2015 All Rights Reserved. 99
Failed projects
Misunderstood goals
Lack of expertise
Wrong solution
Insufficient funding
Scope creep
Lack of executive buy-in
Content Deluge
YEAR 1 YEAR 2
Every library is well organized at first. It becomes a mess as it growths.
Too Many
Repositories
OpenText Confidential. ©2015 All Rights Reserved. 1212
Lack of measurable
Irrational Exuberance
 It will be automated
 It will be integrated
 It will be scalable
 It will be fast
 It will be secure
 It will be compelling
 It will be mobile
 It will do everything
Shiny
New
Toy
problem
?????
Coming soon…
Cloud
Social Software
SharePoint
WAVE
4th
WAVE
3rd
WAVE
2nd
WAVE
1st
Systems of Engagement
History of ECM Deaths
EFSS“It’s free!”
Compliance Collaboration
21
Traditional Use Cases for ECM
Compliance Challenges
 Insurance policy value proposition
 Added (dreaded) business cost
 Detriment to employee productivity
 The software can only do so much
(people have to help)
1
Collaboration Challenges
 Opaque ROI
 Content clutter and digital landfills
 Ever-lasting temptation of email
 SNT syndrome (Shiny New Toy)
2
So, is there any hope for ECM?
Compliance Collaboration ???
321
Yes, there is a 3rd way
 ECM in support of a business process
 Benefits:
 Business processes are relevant
 Business processes have a measurable ROI
 Business processes are important
 Business processes need ECM really bad
3
Business processes need ECM
ECMBusiness
Process
But, business processes don’t live in ECM
 There is always a master
application:
 Invoice processing – ERP
 Invoice, bill of lading, purchase requisition,
certificate of origin, bill of entry, etc.
 Sales operations – CRM
 Proposal, MOU, contract, purchase
schedule, etc.
 Employee onboarding – HR application
 Resume, certifications, proof of citizenship,
background check, drug test results, etc.
What does it mean for ECM?
 ECM has to be part of a business
process and connect to the
master application(s)
 That connection must
persistently link the structured
data records in the application
with relevant content assets in
the ECM repository
The Most Misunderstood Statistic In ECM
20%
80%
Structured and
Unstructured data
shouldn’t be separated Unstructured
Structured
We have to build
solutions for the 100%
OpenText Confidential. ©2015 All Rights Reserved. 2525
Where
meets
Business Process
OpenText Confidential. ©2015 All Rights Reserved. 2626
Extending ECM
 Template that is specific to business process
 Inherits business contextual information from lead application
 Customer, Project, Employee, Incident, Investigation, etc.
 Users provisioned into roles
 Templated folders with pre-applied RM Classifications
 Unstructured content transparently inherits
 Permissions
 Metadata
 RM Classifications
OpenText Confidential. ©2015 All Rights Reserved. 2727
Integrating ERP and ECM
OpenText Confidential. ©2015 All Rights Reserved. 2828
Anatomy of an Integration
UI Widget
UI
Lead Application
Metadata
Roles
Folders
Classifications
Metadata
Roles
Individual
Business Object
Why Integration Now?!
 Time for REST
 Modern business applications have been
quietly standardizing on methods for
communicating between applications
 API’s using Web Services and REST
typically do not break from version to
version and do not require “cracking open
the code”
ECM is the Backbone for Unstructured
Content in Business Process
 Single Source of the Truth
 Unstructured Content needs to
be referenced in many different
business processes
 It also needs to be found on
many different dimensions
 Needs to be accessed from
different applications
OpenText Confidential. ©2015 All Rights Reserved. 3131
Business Process: Future of ECM
 Addresses some of the historic ECM challenges:
 Compelling ROI
 User adoption
 Automatic metadata
 Strategic importance
 Common platform for multiple business processes
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