Enterprise Content Management
Glenys V. Reid
Project Manager
Office of the Chief Information Officer Government of Victoria
Wednesday May 12, 2004 Melbourne
28 June, 2004 2
Overview
•
Strategic Context – Office of the CIO
•
Information Management Issues
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
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
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
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
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
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.
28 June, 2004 9
IT in 21
stCentury Government
•
Internal
- Efficiency and Productivity
– Standardise
– Centralise
– Consolidate
– Integrate
– Rationalise
•
External
- Improved service delivery
– Citizen-centric
– Accessibility
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.*
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 ManagementEnlightened
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
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 media • Web content (HTML, XML, JSP, ASP) • Catalog content • Templates (XSL) • Databases • External applications • Commerce 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 media • Web content (HTML, XML, JSP, ASP) • Catalog content • Templates (XSL) • Databases • External applications • Commerce transactions
28 June, 2004 13
Compelling Reasons for Change
A Strategic Enterprise approach is needed to
manage Victorian Government mission
critical information into the 21
stCentury.
Business Cases and Technologies for
separate solutions are converging
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
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 t28 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.
28 June, 2004 17
Records and Documents 250+ linear kilometres of paper files on shelves
Web Content 191 websites
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
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
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.
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
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
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
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);
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
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
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 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,
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:
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.
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
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
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
Questions
????
THANK YOU
Glenys V. Reid Project Manager
Office of the Chief Information Officer Government of Victoria
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
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