Rapid ROI & Rapid User Adoption

ECM Renovation for Government

Phil RobinsonSVP, Business Development

phil@ziaconsulting.com

Gi LeeDirector, Solutions Engineering

glee@ziaconsulting.com

Today’s ECM Challenges

• Paper & People & Processes (3 P’s)• Costly, Inefficient Manual

Processing• Applications, Contracts, Invoices…

• Content Chaos• Unmanaged Content - email,

shared drives, “consumer” cloud sharing

• Concerns about Compliance/Security

Why Renovate?

The 3 C’s

• Reduce Costs

• Improve• Control &• Compliance

What is ECM Renovation?(Just) Two Takeaways

We Save You Money with Document Automation SolutionsWe Increase ECM User Adoptionwith EasyECM Solutions

Supported through:• Initial Consulting Engagements (ICE)• Zia Migration Services

Powered by:

Alfresco in information intensive industries

Government & Intelligence

Banking & Insurance

Manufacturing Media & Publishing

High Tech

Why Renovate?

The 3 C’s

1) Reduce Costs

We Save You Money (Rapid ROI) withZia’s Document Automation Solutions

• Any “Paper / Person-Centric” Process• Requirement for Supporting

Documents• Complex (Uncontrolled) Business

Process

• Federal / State / Local

• Application Processing – Benefits, Permits..

• Employee Onboarding• Contracts Management / Procurement• AP / Invoice Processing• And more…

ECM Automation Solutions – Where?

Zia Automation Solutions Deliver:

• ROI < 9 months.

• 50%+ increase in Productivity.

• Improved Constituent Satisfaction.

• Enhanced Compliance

• Actionable Analytics.

ECM Automation Solutions – Why?

3 Core Components: • Smart Repository • Smart Workflow • Enterprise Integration

Additional Components may include:• Secure Government Website/Portal• OCR-as-a-Service• Records Management• Zia OneView ™ - Actionable Analytics

ECM Automation Solutions - What?

• gFolder – docs + metadata

• Paper, Fax, Email Integration, User Uploads

• Enterprise Document Management• Version Control• Enterprise Search• Annotation (Markup) of Documents• “Document Assembly”

• Automated Records Management

How - Smart Repository

• Status – New, WIP, Complete

• Initiation of gFolder (Case)

• Routing – Review, Approve

• Classify Documents & Extract Data

• Declare Record

How – Smart Workflow

“Integration Inside” (In-Process Integration)

• Email Integration• Office / Google Docs• Critical Business Applications• ERP/Accounting• HCM and more…..

• Enterprise Integration• Point-to-Point• Enterprise Service Bus

How - Enterprise Integration

Additional Components:Document Automation

Solutions• Secure Government Website/Portal• OCR-as-a-Service (In-Process Capture™)• Within Repository• Within Business Process

• Simplified Records Management• Actionable Analytics• Reporting / BI Integration• Zia OneView ™

The Problem• Manually Create, Review, Approve • + “Wet” Signature• Costly, Slow, Lost Contracts

The Solution• Automated Workflow• Enterprise Integration• Electronic Signature

Case Study - City & County of Denver Contracts Automation

WHAT IS A SOLUTION ACCELERATOR?• Existing IP• Proven Methodology• Defined Integrations• Project Experience

Government Automation Accelerators• Application (Benefit/Permit) Processing• Employee Onboarding• Contracts Management / Procurement• AP / Invoice Processing

ZIA SOLUTION ACCELERATORS

Part 2:Control &

Compliance

• The Dropbox Problem• The Laptop Problem• Email is not ECM!

• The Sharepoint (RM) Problem

= The ECM User Adoption Problem

http://blogs.alfresco.com/wp/connected-enterprise-survey-results/

The ECM Tug of War

aka Why you need EasyECM

The ECM Tug of War

Users

• Easy to Learn• Easy to Use• Easy to Share• Email & Office Integration• Enterprise Search

Enterprise IT

• Secure• Compliant (RM)• Simple to Integrate• Flexible & Scalable• Upgradable

Introducing EasyECM

Increase Easy = Increase User Adoption of ECM =Improved Control & Compliance

Simple + Smart:• Collaboration• Business ProcessesConnected + Controlled:• Enterprise Integration• EasyRM

EasyECM Components

• Collaboration• Internal• External

• Business Processes• Simplified Workflow (Create, Review,

Approve)• Hidden Rules & Behaviors

• Enterprise Integration• Email & Office Tools• “Domain-Specific” (Legal, HR, Contracts)

• EasyRM

EasyECM + Case Managment

What are “Cases”?• Legal, HR, Applications, Contracts

Management…• Time-Based• Role-Based

= Many of our ECM Use Cases!

Introducing Alfresco Workdesk• Simplified UI• Powerful Business Processes• Future Proof

Business Roles & Dynamic Views

HR

Legal

Finance

Perso

naliza

tion

Busin

ess R

ole

s

AlfrescoContent Repository

Workdesk enables you to see the right content, at the right time, based on your business role.

Standard Alfresco Share web & mobile views

EasyECM Demo

Contracts Automation Solution Accelerator

The Results: Simple

No Training Required

That Work The Way I Do• Office Tools (Word & Adobe & Google)• Email

User Adopted (i.e. Dropbox/Email…)

The Results: Smart

Role Based• Highly Customized By Department and

Role

Rules & Behaviors• Process Without Workflow• Heavy Lifting Behind The Scenes

Upgrades Much Easier• UI is Configured, Not Customized

EasyECM Solution Accelerators

WHAT IS A SOLUTION ACCELERATOR?• Existing IP• Proven Methodology• Defined Integrations• Project Experience

Simple + Secure Government• Legal• Human Resources• Tax• Procurement (Contracts)

Corporate Functions

Legal

Human Resources

Tax

Accounts Payable

Procurement

So…

It’s Time to Move.

How do you get there?

Introducing ICE

InitialConsultingEngagements (ICE)

Fixed PriceFixed Duration

Based on methodology from 100+ successful Alfresco Projects!

What is ICE?

Three Levels• Departmental• Corporate• Enterprise

Three Phases• Discovery Process & Assessment• Technical Assessment• Roadmap & Project Management Plan

Zia Migration Services

• FROM: xxx

• TO: yyy

• WITH:• Proven Methodology• Proven Migration Tools

Your Point of Origin

• Legacy ECM / Sharepoint• Embedded or Vertical-

Specific ECM Systems• Email / File Share

Your Destination

• Your Data Center• Alfresco Cloud• AWS + Alfresco• Zia Managed Cloud• Other Cloud/Hosted

Options

MethodologyDiscovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Migration Methodology

Follow a framework

Plan, plan, test, plan, GO!

Understand the

strategic and tactical

implications of the

project

• Bulk migrate files, metadata, and versions

• Mirror on-disk file system folders and files

• No/minimal auditing support

• Lazy or “In Place” Migrations

• Virtual Repository used for discovery, framework, and migration of content and details

• Supports to/from many standard ECM systems with connectors

• High Volume migration platform

• Full featured user interface with framework for all steps in migration

• Comprehensive audit and reporting

Tools & Techniques

Bulk File Import & Open Source

Toolsets

Case Study: Millions of Documents

Volume of Data: Large, 25 million pdf documents

Changes to Documents: process needed to account for daily updates to data

Metadata & Properties: 15+ metadata fields to be preserved

Sources of Content: Lexis Nexis and legacy file systems

Target Location: Alfresco repository back-end; custom front-end

Document lifecycle: minimal support; only updates to documents

• Public e-filing of state, district and local court documents

• Tool used: Bulk file system import

Why Zia?

Zia Government Solutions• Document Automation• Easy ECM

Solution Accelerators• Application Processing• Employee Onboarding• Contracts Management• AP / Invoice Processing• Legal

Our Services• ICE• Migration ServicesOur Partnerships• Alfresco• Ephesoft• Carashoft (GSA)• and more….

Why Zia?

• Talk to Us / Talk to Our Customers• Enterprise Trial – Alfresco/Ephesoft

Renovation Roadshow - http://www.ecmrenovation.com/• Dallas – May 8th

• Denver – May 15th

• Chicago + more!

Learn More:• Resources - http://www.ziaconsulting.com/home/resources/• Webinars & Videos• Data Sheets & Brochures• Case Studies

What Next?

Questions?

Phil RobinsonSVP, Business Development

phil@ziaconsulting.com

Gi LeeDirector, Solutions Engineering

glee@ziaconsulting.com