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Enterprise Content Management

Glenys V. Reid

Project Manager

Office of the Chief Information Officer Government of Victoria

Wednesday May 12, 2004 Melbourne

(2)

28 June, 2004 2

Overview

Strategic Context – Office of the CIO

Information Management Issues

(3)

28 June, 2004 3

Strategic Context

• ICT spend approx. $1B p.a. and growing

• Current decentralised approach leads to ICT

fragmentation, and excessive cost

Growing Victoria Together requires more holistic

responses and more integrated services

• The Standard Corporate ICT Infrastructure Strategy

project carried out by BCG in 2002 identified ways to standardise ICT to:

– support integrated services

– Increase value for money from ICT by consolidation and standardisation of ICT infrastructure

(4)

28 June, 2004 4

Current WoVG ICT Themes

Using ICT in new and innovative ways to:

make it easier for people to

find and access

government services

enable

new services

improve

existing services

(5)

28 June, 2004 5

Leadership

The

Office of the CIO (OCIO)

has been

created to lead the new WoVG ICT

management agenda

A new

ICT Strategy Sub-Committee

has been

created to provide increased Government

focus on ICT strategy and policy and on

investment in ICT via the Office of the CIO

The

Office of the CTO

(

OCTO)

has been

created to manage major WoVG ICT projects

and operate central ICT infrastructure

(6)

28 June, 2004 6

What will change?

• variety of technologies

• different skill sets required

• ad hoc decisions and ICT duplication

Less

• reuse and sharing of standard ICT

infrastructure

• integration of systems and data sharing

• support for integrated services

• value for money from ICT

(7)

28 June, 2004 7

Core OCIO Projects Currently Underway

Website Management Framework (WMF)

– Governance, policy & standards, mgt processes

Online Hosting Environment (OHE)

– Architecture and infrastructure for new online systems

Data Centre Consolidation (DCC)

– Creation of strategic WoVG data centres and disaster recovery arrangements

Enterprise Content Management (ECM)

– Web, documents, records

(8)

28 June, 2004 8

Other Relevant/Interfacing WoVG Projects

Project Rosetta

(CTO)

– Authoritative, integrated,automated directory infrastructure across the Victorian government

Victoria Online

(CTO)

– A new generation, best practice, metadata-driven portal.

TPAMS

(CTO)

– Strategic framework to improve quality and reduce the cost of telecommunications for Victorian government

Victorian Electronic Record Strategy

(VERS/PROV)

– archiving electronic records created or managed by the Victorian government.

(9)

28 June, 2004 9

IT in 21

st

Century Government

Internal

- Efficiency and Productivity

– Standardise

– Centralise

– Consolidate

– Integrate

– Rationalise

External

- Improved service delivery

– Citizen-centric

– Accessibility

(10)

28 June, 2004 10

Information Management

If you are not managing your content (i.e.

information) you are not managing your

business…*

AND

If you are not managing your information,

then the ROI on that investment will be

minimal.*

(11)

What Is Content Management?

Need to Address Technology Architecture Creation/capture Delivery/collaboration Access/security Archive/offline Globalization/discovery Syndication Publish/push Web Services Domains Unstructured: DM, KM, WCM,IM Structured: Databases, RM/DM catalogue & content Management

Enlightened

Applications link all major Content stores - collaboration,

Seamless Technology architecture, Standards driven,

Integrated, not “bolted-on”

Controlled Chaos

Controlled Chaos

Content Free

Content Free--forfor--AllAll

Content Content Management Management Is Comprehensive Is Comprehensive

(12)

28 June, 2004 12

Content Management Segmentation

Content Types

Content Types

Unstructured Content

Unstructured Content Semi-structured

Content

Semi-structured

Content Structured ContentStructured Content

File-based

Document level

Element level

Images and graphics

Rich mediaWeb content (HTML, XML, JSP, ASP)Catalog contentTemplates (XSL)DatabasesExternal applicationsCommerce transactions Content Types Content Types Unstructured Content

Unstructured Content Semi-structured

Content

Semi-structured

Content Structured ContentStructured Content

File-based

Document level

Element level

Images and graphics

Rich mediaWeb content (HTML, XML, JSP, ASP)Catalog contentTemplates (XSL)DatabasesExternal applicationsCommerce transactions

(13)

28 June, 2004 13

Compelling Reasons for Change

A Strategic Enterprise approach is needed to

manage Victorian Government mission

critical information into the 21

st

Century.

Business Cases and Technologies for

separate solutions are converging

(14)

28 June, 2004 14

The ECM Future

“We believe that enterprise content

management (ECM) environments are

likely to become as ubiquitous and as

pervasive a part of a company’s enterprise

application infrastructure in the coming few

years as database management systems

have been over the past two decades.”*

* Understanding the Strategies of Major Enterprise Content Management Suppliers – Patricia Seybold Group November 2003

(15)

28 June, 2004 15

ECM Landscape

Enterprise Content Management End-to-end Integration Repository Management Publishing and Delivery Contribution and Editing Workflow Library Services Leg acy Do cum ents Pri nts trea ms Off ice Do cum ents Gra ph ics and Imag es Web Co nte nt Tem pla tes Th ird -Par ty / Str uct ure d Ric h M edia Ap plic atio n Co de W e b C onte n t M a na ge me nt T ra d it io n a l E D M S D ig it a l A s s e t M a n a g e m e n t Enterprise Content Management End-to-end Integration Repository Management Publishing and Delivery Contribution and Editing Workflow Library Services Integration Repository Management Publishing and Delivery Contribution and Editing Workflow Library Services Leg acy Do cum ents Pri nts trea ms Off ice Do cum ents Gra ph ics and Imag es Web Co nte nt Tem pla tes Th ird -Par ty / Str uct ure d Ric h M edia Ap plic atio n Co de W e b C onte n t M a na ge me nt W e b C onte n t M a na ge me nt T ra d it io n a l E D M S T ra d it io n a l E D M S D ig it a l A s s e t M a n a g e m e n t D ig it a l A s s e t M a n a g e m e n t

(16)

28 June, 2004 16

The Business Problem

• Current technical solutions across government to

facilitate Information Management of:

– Web content;

– Documents; and

– Records

are increasingly unable to cope with the demands.

• Digital and Hard copy information within and across

Departments and lead agencies is not being effectively controlled or managed in the Digital Age.

(17)

28 June, 2004 17

Records and Documents 250+ linear kilometres of paper files on shelves

Web Content 191 websites

(18)

28 June, 2004 18

Current WoVG Context

Systems

– 18 Web Content

– 9 Document and Records – 11 Ministerials & Briefings

17 Potential RFT’s 2004-2005

– RFT expense – $2.7 million+

– Procurement “Vendor’s Rule” - $22.9m+

Consolidation Savings

(19)

28 June, 2004 19

Mission Critical Information Examples

Documents

• Ministerials and Briefings

• Legislation and Cabinet

• WoVG and Major Project Files

• Contracts and Tenders

• Business Agreements

• Web Pages or Archived websites

• Emails Records

• Client

• Financial

• HR

• Registrations and Licenses

(20)

28 June, 2004 20

Business Drivers for “ECM”

Departments are struggling with “content” integration across

system silos;

Collaboration is hindered due to embedded technologies

with divergent architectures and standards;

Requirements for:

– Global discovery and re-use; – Standardised taxonomies; – Cost avoidance;

– Efficiencies in authoring and versioning;

– Ability to impose accountability regimes over content stores and divergent formats.

Market for integrated web, records and document

management is maturing, and will continue to mature over the next three to five years;

Trend is away from niched solutions;

• External and client facing interaction should be aligned with internal process management;

• Stand alone systems ‘value detract’ through lack of

standardisation, limited collaboration, cost of integration / replacement.

(21)

28 June, 2004 21

ECM Objective

Immediate

Strategic “enterprise” Product Solution for Web,

Document and Records Management

Long Term

Enterprise approach to business information, data

taxonomies and information management principles.

Business knowledge capital to be shared across

Departmental silos

(22)

28 June, 2004 22

ECM Scope

Departments Lead Agencies

Education & Training Vic Police Human Services Vic Roads

Infrastructure State Revenue Office (SRO) Innovation, Industry and Regional

Development

Environmental Protection Authority(EPA)

Justice Primary Industry Premier & Cabinet Sustainability& Environment

Treasury & Finance Victorian Communities

(23)

28 June, 2004 23

ECM Project Timeframes 2004

Strategic Procurement Plan April-May

WoVG Requirements April-May

• RFT Development May-June

• RFT to market July

• Policy and Standards Development July

• Governance July

• RFT Evaluation September-October

• Target Architecture October

• Dept. Business Case October

• Implementation Plan November

• Contract/s signed December

Note: Intention is to have procurement project complete by December 2004 with implementation beginning no later than February 2005

Optimistically 5-6 months Realistically 7-8 months

(24)

28 June, 2004 24

ECM Project Deliverables

WoVG

ECM Requirements

– Common, Web, Document and Records

WoVG

RFT and Evaluation

WoVG

ECM Enterprise Solution, Products and

Services

– A single “industrial strength” WoVG shared services ECM solution procured by OCIO for ten departments+ four agencies;

– Pick list of niche products for smaller agencies;

– Miscellaneous tools (discovery, report, audit, migrate and analyse);

(25)

28 June, 2004 25

ECM Deliverables (contd.)

Target Architecture

(final form post product selection)

Governance, Policies & Standards

Business Case

(for each Department to assess “value add”)

Implementation Plan

(26)

28 June, 2004 26

RFT Procurement Options

Option 1 - Vendor’s Rule

Option 2 - Standards – Federated approach

Option 3 - ECM Desktop – De-centralised

Option 4 - ECM Desktop – Centrally shared

Option 4

•Best Practice

•Most Preferred

(27)

28 June, 2004 27

Proposed ECM Desktop components*

Web Content Management

– Authoring, Publishing, Version Management – Renditioning

– Workflow Collaboration – Process Automation

Document & Record Management

– Office & Email integration – VERS compliance

– Process Automation

Enterprise

Discovery & Reporting

ECM

eLearning

Component

(28)

28 June, 2004 28

ECM Enhanced Functions

New requirements

– Streaming of video and audio – talking heads – management & production?

– Graphical Information System overlays (roads, halls, mobile coverage etc)

– Digital imaging – speed cameras, security cameras,

Recent feature advances

– ECM - not just WCM, Collaboration environments, – Better structured data management (issues,

incidents, results, records etc), – Digital Asset Mgt,

(29)

28 June, 2004 29

ECM Enhanced Functions… (contd)

Miscellaneous tools

– Enterprise search –

desktop/intranet/content management

system,

– Report creation for information

management,

– Web site reporting:

• Traffic, response times, pathways, error rates

– WMF project identifies requirements

• Quality and structure,

– Content Management:

(30)

28 June, 2004 30

Information Architecture

ECIA CoP

Enterprise Content Information Architecture Community of Practise 25+ members from 11 Depts/Agencies

Objectives

–Agree a common glossary of terms (vocabularies) for use in document and record management processes.

–Improve the strategic alignment of VERS, WoVG ECM and the IA for all departments and agencies.

–Agree on classification hierarchies (thesaurus) that can be implemented by departments and agencies in new content system deployments

–Promote a common Information Architecture model relating to core governance processes that can be used by departments and agencies.

(31)

28 June, 2004 31

Resourcing

• Project Manager

Business Analyst

Technical Architect

Project Officer

RFT/Evaluation/Procurement

– Probity Auditor – Scope Manager

– WoVG RFT Development & Procurement – Legal/Contract Development

(32)

28 June, 2004 32

Governance

ICT Strategy Board

eGovernment ICT Committee

Senior Executive Executive

Executive Reference Group

Project Board Chair Senior Executives Senior Supplier Senior Expert Observers Project Assurance

Shown for context only

OCIO Programme Manager Project Manager CM Senior Expert Experts Senior Project Support

Expert Reference Group Expert Experts

Project Team

Project Manager

Project Support

Supplier

Expert Reference Group

OHE Senior Expert Experts Project Manager Project Support Supplier

Expert Reference Group

WMF

Senior

Expert Experts

•Project Board – same for ECM/OHE/WMF •Executive Reference Board

•WoVG Expert Reference Groups •Web Content

•Document and Records •Technical Architecture

(33)

28 June, 2004 33

Change Management – the hard bit!

“At the heart of change management lies

the change problem, that is, some

future state to be realized, some current

state to be left behind, and some

structured, organized process for

getting from the one to the other”

©Fred Nickols 2000

(34)

Questions

????

THANK YOU

Glenys V. Reid Project Manager

Office of the Chief Information Officer Government of Victoria

(35)

28 June, 2004 35

ECM Cost Model - In Scope

• VERS integration for all systems

• For each department

– Scoping/ product selection – Business Analysis, Design – Training & Change Mgt – System configuration

• Test data & directory • System Build

• Desktop Integration • System implementation

• Hardware including scanners • Software licenses

• Workflow & Search/Discovery • Scanning software

– Business Support

• Project management

(36)

28 June, 2004 36

ECM Cost Model - Out of Scope

• Departmental costs for – network capacity upgrades – specific customisation

– existing system integration (TRIM, etc)

– SOE desktop variances beyond defined supported versions – Buried data retrieval

– Local data quality management/rectification – Existing Web, DM/RM data migration

References

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