ECM Essentials_IBM FileNet CM

© 2007 IBM Corporation

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IBM FileNet Content Manager (CM)

ECM Essentials

Presenter

Presentation Notes

Welcome to the IBM FileNet Content Manager course for ECM Essentials. As content volumes continue to rise, organizations recognize the need to adopt comprehensive, automated strategies to manage vital information. In order to maintain best practices and ward off complicated security and compliance traps, content management has truly become an invaluable ally.


Information Management software | Enterprise Content Management

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Learning Objectives

IBM FileNet Content Manager (CM) Definition

Business Challenges

Differentiators

Features and Benefits

Presenter

Presentation Notes

This course will provide you with a clear definition of IBM FileNet Content Manager (commonly abbreviated as CM) and give you a better understanding of business challenges that drive the need for content management. To see how IBM FileNet CM stacks up against other vendors’ solutions, we will also present key product differentiators. At the conclusion of this training, you should be able to easily identify how IBM FileNet Content Manager addresses customer concerns, including how particular product features help customers enhance productivity, reduce costs, improve service and support security and compliance initiatives. At the conclusion of the course, Knowledge Checkpoint questions will be provided to confirm that you are achieving these learning objectives. We have a lot to cover, so let’s get started!

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What is Content?

“It is the information that is setting up competitive differentiation, not specifically

products and processes. It is the information around both these things that creates a

competitive advantage.”

Presenter

Presentation Notes

Let’s start by defining what we mean by the term “content.” According to Gartner Research, content is the information that sets up competitive differentiation. Therefore, it is this information, around both products and processes, that enables competitive advantage.



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What is Content?Content drives business and enables better, faster decisions

Unstructured information– Both “static” and “dynamic”

– From scanned images and electronic documents to complex forms and even rich media

Structured and semi-structured information– From emails and instant messages to electronic forms, XML

and even business process data

Presenter

Presentation Notes

According to the analysts, it is obviously important; but what is content, exactly? Content is the information that drives business and enables better, faster decision making. Typically, information is “unstructured.” “Unstructured” information can be documents and other forms of data that are not easily stored and managed in a “structured” database. Unstructured information can be both “static” and “dynamic.” “Static content” is typically content, like scanned images, that does not change over time and for which new, revised versions are not required. Conversely, “dynamic” content is content, like Microsoft Word documents, that is changed and updated by users, thus requiring new versions to be maintained. In summary, “content” can really be any form of unstructured information, from scanned images and electronic documents to complex forms, contracts, reports, manuals and even rich media files (video and audio). However, more recently, the definition of content has been expanded to include even structured and semi-structured information. This information encompasses a full spectrum of possible formats, from emails and instant messages to electronic forms, XML and even data resulting from business processes.



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What is Content Management?More than document management– Diverse, growing set of content types and management required

Much more than simple storage and retrieval– Control and automate content creation, review, revision and

approval

– Serve content within business processes

– Work collaboratively across geographies

– Declare, retain and destroy records

– Control and audit access to information

– Transform and deliver information through multiple channels

Presenter

Presentation Notes

With a firm grasp on content, let’s explore the topic of content management. Content management was once viewed as synonymous with document management. However, as new content types and tools have emerged, content management is now understood to be much more powerful. Content management is ultimately about information access and control. It encompasses a diverse and (seemingly) constantly expanding set of content types and management capabilities required to meet today’s complex business information requirements. Content management allows organizations to: 1. Control and automate content creation, review, revision and approval processes 2. Proactively serve content within business processes 3. Work collaboratively across geographies 4. Declare, retain and destroy records 5. Control and audit access to information 6. Transform and deliver information through multiple channels In short, content management provides broad access to enable the reuse of content and avoid rework. Content management also ensures that decisions are well informed without compromising controlled access to proprietary information.



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Key Principles | Content Management

“Reuse” of existing content to drive efficiency

“Access” to the best information, across the enterprise

“Control” of information to ensure security, compliance

Content Management

AccessReuse Control

Presenter

Presentation Notes

With this in mind, let’s take a look at the key principles behind content management technology. Quite simply, content management is driven by three key tenets: reuse, access and control. In this sequence, the “reuse” of existing content drives efficiency and maximizes information sharing. Instantaneous “access” is permitted to the most current and accurate information, across the enterprise. Finally, comprehensive information “control” ensures that confidential information is secure and that compliance is maintained. IBM FileNet Content Manager provides comprehensive document and unstructured content management functionality that embodies these key principles.



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Lifecycle ManagementWorkflow & Routing

Library ServicesSearchArchive

Security & Access Management

Content Manager

“Core” Content Manager Capabilities

How we distribute work and

information

How we manage each piece of

content through its own unique lifecycle and

what rules and processes do we enforce at each

stage in the lifecycle

How we control access to critical

information

How we rapidly find and retrieve

information

How we logically organize and

browse information within

the repository

How we manage the storage and

archiving of information

Presenter

Presentation Notes

Key content management capabilities include: Lifecycle management: As content is created and shared throughout an organization, it typically goes through its own unique lifecycle. Content Manager incorporates core capabilities that allow users to define the behavior of each piece of content based on its stage. Some examples of content lifecycle stages include: draft, review, approve, publish and archive. Workflow and routing: IBM FileNet Content Manager also incorporates Out of the Box workflow and routing capabilities. Workflow and routing capabilities allow users to create simple business processes, or workflows, to manage the content creation, review, or approval process. As tasks are completed, the content item is automatically routed to the next step in the workflow, greatly enhancing productivity. Library services: Library services refers to how Content Manager manages content. Library services includes Content Manager’s ability to organize content in various folders and directories. Check-in and check-out functionality ensures that only one person at a time can make changes to a shared item. Comprehensive search: This sits at the core of Content Management. Search is the means by which content can be rapidly located and retrieved from a content management repository. Archiving: Many organizations ultimately archive content, moving it offline to a back-up storage medium. Archiving ensures that content does not clutter the system and make it difficult for users to easily find and retrieve the content required. Security and access management: This is key to content management. Security and Access Management can be broken down into two terms: “authentication” and “authorization.” Authentication is how one gains access to the system via logons and passwords. Authorization is how Content Manager controls access to individual content items based on the user’s permissions.


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Business Challenges

ECM Essentials

Presenter

Presentation Notes

To compete effectively, organizations are looking to enhance productivity and improve service to customers and partners. Simultaneously, organizations are interested in cutting costs and getting a grip on various security and compliance mandates. Let’s take a moment to better understand how a content management solution can help customers tackle their critical business challenges.



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Why is Content Management So Critical?

“… the management of information is now paramount, as there is no end in sight to the increasing volume and velocity of various types of content.”

Gartner, Inc.September, 2005

80% of corporate info is unstructured

Lesser info quality damages brand

Increasingly global, 24/7 operations

Renewed interest in information security, storage and retention

Content volumes rapidly increase…

Presenter

Presentation Notes

The fact is that 80% of all corporate information is unstructured and, without Enterprise Content Management, cannot be fully leveraged to benefit the business. Organizations know that inaccurate, incomplete or outdated information breeds a host of problems: increased costs, decreased productivity, noncompliance and security challenges, as well as poor customer service and partner relationships. With an established trend toward distributed work forces and increasingly global, 24/7 business operations, access to information across the enterprise is paramount. And, there is also renewed interest in information security, storage and retention due to an increased focus on corporate compliance and governance. All of these challenges will continue to mount as the volume of content rapidly increases.



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Business Drivers

Productivity & Performance Compliance Technology

StandardizationProcess optimization Basel II / Risk

ManagementStandards support

Customer service SEC 17a-4 Manageability

Reduction of costs Sarbanes-Oxley Reduction of vendors

Improved lifecycle management

Litigation Connectivity & interoperability

Systems integration Email & records Scalability and HA/DR

Presenter

Presentation Notes

The key business drivers for Content Manager – and, indeed, Enterprise Content Management – center around business productivity and performance, compliance, and technology or platform standardization. Business productivity and performance is a classic business driver for IBM FileNet Content Manager. Content Manager: Enables process optimization, empowering users to make fast, accurate business decisions through better access to information Improves customer service, informing both customers and customer service representatives Enhances productivity and drives down costs through better reuse of information Improves lifecycle management and speeds the time-to-market for new products and services And, connecting with existing business systems, provides superior, integrated sources of information for knowledge workers



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Business Drivers

Productivity & Performance Compliance Technology

StandardizationProcess optimization Basel II / Risk

ManagementStandards support

Customer service SEC 17a-4 Manageability

Reduction of costs Sarbanes-Oxley Reduction of vendors

Improved lifecycle management

Litigation Connectivity & interoperability

Systems integration Email & records Scalability and HA/DR

Presenter

Presentation Notes

Compliance is also a long-standing business driver for Content Manager that, with the Sarbanes-Oxley Act and other recent legislation, has again come to the forefront of customer buying behaviors: IBM FileNet has, for many years, enabled retail brokerages and securities companies to comply with SEC17a-4 requirements for maintaining trading information More recently, the Sarbanes-Oxley Act (also referred to as SOx) and the Basel II financial reforms have both caused an increased awareness and need for Content Management in managing critical compliance documentation And, with more and more frequent threats of litigation, as well as discovery actions involving email and corporate records, our customers are continuing to focus on Content Management from a compliance perspective. Finally, from an IT perspective, our customers are also turning their attention to the costs of managing and supporting multiple Content Management solutions. As a result, we are witnessing a desire to reduce the number of ECM vendors with whom they do business. Additionally, topics like support for technology standards, manageability and total cost of ownership, connectivity and interoperability, and scalability and high-availability/disaster recovery (HADR) are top of mind for our customers and their IT leadership.



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“To automate business processes, people and devices must have immediate access to structured and unstructured data. Human-oriented content (which includes word- processing files, presentations and rich media) comprises more than 80 percent of a company's information stores.”

Gartner, Inc.February, 2005

Opportunities for ROIProductivity– “Active Content”– Comprehensive lifecycle management

Cost Reduction– Integration with existing applications – Facile user interface

Customer Service– Integrated, automated publishing– Portal integration

Compliance– Controlled access to business information– Access tracking for audit

Presenter

Presentation Notes

With IBM FileNet Content Manager, there are many opportunities for ROI. For the first objective, productivity, IBM FileNet Content Manager provides robust capabilities that allow content to inform and drive business processes. This concept, known as “Active Content,” will be discussed more fully in just a moment. For now, it is important to understand that increased productivity results in increased performance, by employee, which, in turn, drives down the cost per transaction, resulting in significant cost savings for the organization. In many cases, these cost savings are realized by customers as they grow their business and revenue, without having to increase corresponding headcount. In many cases, productivity can be greatly enhanced by integrating IBM FileNet CM with an existing, legacy business system, allowing users to interact with both systems through a single, consolidated UI. We already have touched briefly on the subject of customer service. In this area, Content Manager provides greater visibility for users to “see what the customer sees” to provide faster, more absolute resolution of customer inquiries. Integrated and automated content publishing capabilities as well as portal integration help to bring superior customer service to life by pushing information directly to customers for self-servicing. Lastly, compliance can not be ignored as an opportunity to create substantial ROI through the avoidance of fines and penalties. With controlled access to critical business information, organizations can accurately track who has access to what information, and when. Comprehensive auditing and tracking capabilities also help to minimize discovery costs and business down time.


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Differentiators

ECM Essentials

Presenter

Presentation Notes

To this point, we have covered the basic elements of Content Manager and given some compelling reasons why content management technology is critical to the modern enterprise. But why choose IBM FileNet? Let’s lay out some points to clarify our advantage.



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Competitive Differentiators“IBM FileNet's P8 platform serves as the company's next- generation architecture, and P8's business process management (BPM) capabilities are the key technology that differentiates IBM FileNet from its competitors.”

Gartner, Inc.November, 2005

Content + process = “Active Content”

Out of the Box integration with IBM FileNet P8

Storage and platform agnostic

Content Federation Services

Integration with Microsoft SharePoint

Proven scalability and performance

Presenter

Presentation Notes

IBM FileNet’s unique combination of content and process enable what has been referred to as “Active Content,” wherein content is transformed from passive information into an active participant in business processes. This differentiating feature allows any piece of content to launch a business process, thereby ensuring informed and immediate responses to business events. Out of the Box integration with other IBM FileNet P8 suites is another key differentiating factor that organizations value for its long-term return. To maximize existing investments and safeguard future strategies, building on a proven platform is necessary. Storage and platform agnostic, Content Manager is able to work with other IBM FileNet products, as well as integrate with other vendor technologies.



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Competitive Differentiators“IBM FileNet's P8 platform serves as the company's next- generation architecture, and P8's business process management (BPM) capabilities are the key technology that differentiates IBM FileNet from its competitors.”

Gartner, Inc.November, 2005

Content + process = “Active Content”

Out of the Box integration with IBM FileNet P8

Storage and platform agnostic


Integration with Microsoft SharePoint

Proven scalability and performance

Presenter

Presentation Notes

Content Federation Services, an add-on product for Content Manager, extends this commitment to interoperability to other content management environments. Content Federation Services, or CFS, allows organizations to access information stored in legacy IBM FileNet content management solutions as well as non-FileNet content repositories. Content Manager also benefits from best-in-class integration with Microsoft Windows SharePoint Services and SharePoint Portal Server. And, finally, Content Manager’s proven scalability and performance makes it a standout solution for the



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Content + Process = “Active Content”

Loan Event / Change

Notification

Approve Change

Review & Release

Update Enterprise

Applications

Email Notification

Render & Deploy

Create Update

DeleteCheck-in

Check-out

PromoteDemote

LifecycleEventsLifecycle

Policies LifecycleActions

Version

Event-based architecture

Recognizes content related events, initiates automatic responses

Eliminates latency in business processes

Presenter

Presentation Notes

We have now mentioned “Active Content” several times. So, what is this concept that we call “Active Content?” “Active Content” is a term that IBM FileNet coined to describe how content and process work together in IBM FileNet P8 and Content Manager. As you know, at its heart, IBM FileNet P8 sits on top of an event-based architecture. This architecture allows IBM FileNet to identify and automatically respond to virtually any event or action as it occurs. For example, as an item of content is checked into IBM FileNet P8 or promoted through its lifecycle, these events can be captured and utilized to launch specific business processes that enable the organization to respond to the event. IBM FileNet P8 virtually eliminates the latency in business processes that results from workers waiting to realize that vital information has been received. With Active Content, IBM FileNet P8 is able to automatically identify when information has been received or updated and instantaneously route it to the right person for immediate action.



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IBM FileNet P8 Remote Content Connectors

Network FileSystems

Non-IBM FileNet Imaging and

Content Management Repositories

IBM FileNet P8 Enterprise Catalog Services

IBM FileNet P8 Content Federation Services

IBM FileNet P8 ImageRepositories

IBM FileNet P8 Content

Repositories

Presenter

Presentation Notes

As you can see, Content Federation Services enables customers to access content that resides in IBM FileNet image and content repositories, network file systems and even non-IBM FileNet imaging and content management repositories.



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Benefits | Content Federation Services

Single master metadata model– Not federated search and retrieval

Content appears as a native IBM FileNet P8 object

Native integration for Image Services

Any federated repository acts as an object store under IBM FileNet P8

Presenter

Presentation Notes

IBM FileNet’s approach to Content Federation provides a number of key benefits to our customers: First, IBM FileNet P8 houses the master metadata model for all content in the enterprise, allowing Content Manager to become the enterprise service for content management. Second, because IBM FileNet P8 assigns a native FileNet object to each federated content item, this content looks and acts like native IBM FileNet P8 content. And, third, users of both the legacy system – in this case Content Services – and IBM FileNet P8 maintain full access to the content. Our Content Federation Services for Image Services provides native integration between IBM FileNet P8 and Image Services, and does not rely on any third-party components. Further, fundamentally any federated content repository functions as simply another object store, or storage service, with IBM FileNet Content Federation Services.



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SharePoint Integration | 3 Integration ModulesWindows SharePoint Services (WSS) Integration, Transfer Agent– Shares content between SharePoint

and IBM FileNet P8

WSS Integration, Web Parts– Document & task management

portlets

SharePoint Portal Server (SPS), Search Integration– Protocol Handler– Scheduled synchronization between

SPS and IBM FileNet P8 or Content Services

Presenter

Presentation Notes

Microsoft SharePoint continues to gain wide adoption in many enterprise customers’ IT landscapes. There are three modules to be aware of when discussing our SharePoint relationship that cover both WSS and SPS integration. To begin, let’s define the acronyms. WSS stands for Windows SharePoint Services and SPS refers to SharePoint Portal Services. WSS Integration, Transfer Agent is a seamless desktop integration of SharePoint Services and IBM FileNet P8. In this unique scenario, SharePoint becomes an alternative contribution mechanism to IBM FileNet and enables the facile movement of documents and metadata into the P8 environment. The WSS integration is highly customizable and configurable and is designed to be transparent to users. SharePoint users can continue to use SharePoint in the same way they are accustomed while benefiting from IBM FileNet’s enterprise class content, process and compliance capabilities.



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SharePoint Integration | 3 Integration ModulesWindows SharePoint Services (WSS) Integration, Transfer Agent– Shares content between SharePoint

and IBM FileNet P8

WSS Integration, Web Parts– Document & task management

portlets

SharePoint Portal Server (SPS), Search Integration– Protocol Handler– Scheduled synchronization between

SPS and IBM FileNet P8 or Content Services

Presenter

Presentation Notes

WSS Integration, Web Parts provides additional search and document management functionality. IBM FileNet’s SPS integration extends the native indexing capability of the SharePoint Portal Server to IBM FileNet repositories. This saves time and increases accuracy for searches performed across multiple repositories and allows a single search from the SharePoint Portal across multiple document stores, including IBM FileNet. SPS Index Synchronization supports free text and metadata, and allows administrators to control what IBM FileNet P8 content is made available. Security is tightly mapped and controlled between the solutions.



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Office 2007 Integration Under Review

Office/SharePoint collaboration with IBM FileNet Content Manager– Middleware to support non-Microsoft platforms and

storage options

– IBM FileNet can serve non- Microsoft content

– IBM FileNet can store Office 12 content

WWF integration into IBM FileNet Business Process Management– Coordination with non- Microsoft process management

solutions

Office 12 Records Management with IBM FileNet DOD-certified Records Management

Presenter

Presentation Notes

IBM FileNet is also planning integration with pending Microsoft Office 2007 solutions. Office 2007, which will be available at the end of 2006 or early 2007, places even greater emphasis on SharePoint. The existing SharePoint integration is scheduled to be updated and extended to provide even greater interoperability and integration between IBM FileNet and Microsoft.


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Features and Benefits

ECM Essentials

Presenter

Presentation Notes

Say, for a moment, that you are a manager needing to enhance productivity and reduce costs to maintain your company’s competitive advantage. Perhaps you need to ensure that corporate and regulatory compliance behaviors are being adhered to despite users being stationed in disparate geographic locations. What CM features would be of interest to you? This section will address the four primary benefit areas and detail solution features that enable these benefits.



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Business Benefits

Enhance Productivity– “Active Content”

– Comprehensive lifecycle management

Reduce Costs– Integration with desktop applications and WebDAV

support

– Easy to use, fully customizable user interface

Presenter

Presentation Notes

The four categories we will discuss are productivity, costs, service and compliance. Event-driven architecture and “Active Content” are examples of Content Manager features that enhance productivity, as is comprehensive lifecycle management. We will describe these components in greater detail in just a moment. In the area of cost reduction, CM’s integration with desktop applications and WebDAV support reduces training costs and allows existing technology investments to be utilized to their full potential. In addition, the solution’s easy to use, fully customizable user interface allows speedy deployment.



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Business Benefits

Improve Customer Service– Integrated and automated content publishing

– Portal integration

Support Security and Compliance – Document security and access management

– Comprehensive auditing and tracking

Presenter

Presentation Notes

For organizations seeking to improve service strategies, integrated and automated content publishing, as well as portal integration, provide enhanced communication and self service options. Content Manager’s fine-grained document security and access management supports security and compliance initiatives. Should an inquiry arise, comprehensive tracking capabilities enable facile auditing.



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Key ECM Capabilities Address Business Drivers

Cost Reduction

Customer Service ComplianceProductivity

IBM FileNet Content Manager

AccessReuse Control

Presenter

Presentation Notes

As you can see, IBM FileNet Content Manager’s mantra of reuse, access and control helps to address these primary benefits. By reusing, organizations can enhance productivity. IBM FileNet Content Manager’s access also helps improve productivity, customer service and compliance. Control assists in compliance efforts and all of these benefits provide cost reduction opportunities. Let’s look at each benefit area more closely.



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Enhance Productivity

Permits immediate reactions to business events and enables driving activities to completion

Event-driven architecture and “Active Content”

Streamlines approval processes and reduces time-to-market

Out of the Box Workflow capabilities

Library Services support better, faster decisions

Comprehensive lifecycle management

Customer BenefitsFeatures

Presenter

Presentation Notes

Event-driven architecture and “Active Content” improves business agility and overall organizational efficacy by immediately reacting to internal and external business events. This drives activities to completion and enhances productivity significantly. Organizations are further empowered by IBM FileNet CM’s Out of the Box Workflow capabilities. This robust feature provides streamlined approval processes, reducing content publishing cycle times and time-to-market for new products, information and services. A third component of Content Manager’s productivity appeal is its comprehensive lifecycle management. IBM FileNet CM provides this and extensive Library Services for true enterprise-class content management, improving access to timely, accurate and complete information.



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Enhance Productivity

Efficient addition and management of new content

Document entry wizards

Enables customers to subscribe to and receive notifications of changes to content

Subscriptions and notifications


Presenter

Presentation Notes

Document entry wizards provide an efficient method for business users to add and manage new content while automatically assigning the correct metadata for object indexing and classification. Another productivity enhancing feature, subscriptions and notifications, enables customers to subscribe to and receive notifications regarding changes to content. This accelerates access to newly updated and potentially critical business information.



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Reduce Costs

Allows users to remain in common desktop productivity applications for nearly all of the document management needs

Integration with desktop applications and WebDAV support

Integrates enterprise applications in business processes

Highly flexible integration architecture

Integration with other enterprise applications for open architecture

Standards-based architecture

Speeds deployment and lessens training burden

Easy to use, fully customizable UI


Presenter

Presentation Notes

Integration with desktop applications and WebDAV support simplifies routine document management activities by allowing users to remain in familiar desktop productivity applications for nearly all of their document management needs. This, in turn, reduces training and integration costs and allows content owners to contribute directly with their integrated desktop authoring tool of choice (including Microsoft and others) and any application supporting WebDAV. Highly flexible and extensive integration architecture fully integrates enterprise applications in business processes and uses information captured and managed in these systems. This feature allows organizations to easily create and extend applications to make use of Content Manager’s information management capabilities. The solution’s standards-based architecture leverages the overall investment and provides flexible integration with other enterprise applications by leveraging industry standards (J2EE, XML for example)to support an open, expandable enterprise architecture. In addition, CM’s easy to use, fully customizable user interface allows faster deployment for clients with zero footprint. This provides a comprehensive, facile user interface for process, content and integration management.



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Improve Customer Service

Allows self service optionsEnterprise portal integration

Provides comprehensive, cross-platform access to unstructured information throughout the enterprise

Content Federation Services (Optional)

Reuses existing content to enable better communications with customers, across multiple delivery channels

Integrated and automated content publishing


Presenter

Presentation Notes

For organizations concerned with customer service, IBM FileNet Content Manager provides key ingredients for service optimization and subsequent improved customer and partner satisfaction levels. With optional Content Federation Services, organizations are allowed across the board, cross-platform access to unstructured information throughout the enterprise. This enables Customer Service Representatives access to complete, updated and accurate information to drive effective customer interactions. Representatives are thus able to see what the customer sees and furthermore, accomplish efficient “one and done” customer interactions. Native integrated and automated content publishing provides an easier and wider distribution, as well as consumption of content by reusing existing content and rendering it in multiple formats, including XML, HTML and PDF from virtually any source format. This enables more timely, frequent and inclusive communications with customers, across multiple delivery channels. Enterprise portal integration is another customer-focused feature that provides important self service opportunities. With this feature, customers can directly access critical information through secure enterprise portal environments by leveraging standards-based content management portlets.



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Support Security/Compliance

Supports authentication solutions and also provides object-level access control

Fine-grained document security and access management

Enables tracking and auditing of access to any object stored in the IBM FileNet P8 repository

Comprehensive audit and tracking capabilities


Presenter

Presentation Notes

As we have mentioned, Content Manager is also an important tool for maintaining compliance. With fine-grained document security and access management, IBM FileNet Content Manager supports a broad range of industry standard authentication solutions. It also provides control for object-level access over virtually all forms of business content, including documents, document versions and even annotations, thereby ensuring that confidential information is properly managed. Comprehensive audit and tracking capabilities is a feature of Content Manager that helps determine who had access to what information, and when. This functionality is critical for ensuring corporate compliance. To this end, CM provides comprehensive capabilities to track and audit access to any object stored in the IBM FileNet P8 repository.



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Case Study | Global Engineering CompanyFrom Panagon CS to P8 Content Manager– Reduced dependence on custom

coding

Traditional content management solution– Storage, control and liability

management

Documents are contractually obligated– Managing Documents Managing

Risk

Delivery of project documentation is critical

• Established in 1980• Headquartered in

Houston, Texas• EPC: Engineering,

Procurement and Construction

• Global organization with offices in Kuwait, France, China, Trinidad and Angola

• Seek to leverage automated systems and processes to achieve high quality, efficient project success

Presenter

Presentation Notes

Let’s take a look at a IBM FileNet customer to illustrate what we have learned. Established in 1980 with headquarters in Texas, this long-time customer focuses its business on engineering, procurement and construction. As the company has expanded, it has incorporated global operations in five countries outside the US. To enhance the quality and efficiency of its projects, the company saw the need to further automate its processes and empower its most vital asset, its information - or content. For this customer, implementing IBM FileNet Content Manager was an obvious choice. The company was able to easily migrate its existing content management solution to IBM FileNet Content Manager to take advantage of the P8 architecture and reduce dependency on custom coding. Although it looked forward to the solution’s new features, this company also needed to provide strong traditional content management capabilities. Storage, control and liability management were top of mind. As the number and type of documents produced for each project is traditionally contractually obligated, managing documents equated to managing risk and liability. As you can see, the effective and complete delivery of project documentation was a critical success factor for this customer.



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StructuralStructuralStructural

PipingPipingPiping

Case Study | One Company, Many ProjectsStaff organized by departments

Multiple projects with own cost, profitability and resource requirements

Project Controls Project Project

ControlsControls

ProcurementProcurementProcurement

Project Management

Project Project ManagementManagement

ElectricalElectricalElectrical

XML Manifest

XML Manifest

Project A

Project Project AA

Project B

Project Project BB

Project N

Project Project NN

Object Store 2 Object Store 2

Object Store 1 Object Store 1

D e p a r t m e n t s

DD ee pp aa rr tt mm ee nn tt ss

PES Organizational Management

PESPES OrganizationalOrganizational ManagementManagement

Presenter

Presentation Notes

Organizationally speaking, the staff was segmented and managed by departments. However, with complicated engineering work, multiple projects needed to interact across departments, with each project maintaining its own budgetary, revenue and resource requirements. This meant that each work item needed to be carefully tracked in order to properly analyze profitability and fulfill regulatory and contractual obligations.



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Case Study | Key Project RequirementsFormal and controlled document lifecycle– Rigid segregation of draft versions from issued revisions– Controlled content creation– Changing security and access requirements– On a per-project basis

Ability to cohesively manage multiple types of document content

Provide project-driven set-up, auditing, and reporting tools

SecuritySecurity

Draft Collaboration Checking Approval Revision Issue Draft Collaboration Checking Approval Revision Issue

Invited Group Invited Group

ISORestricted

ISORestricted

ISO Restricted

ISO Restricted

Open Communication

Open Communication

Project Team

Project Team

DisciplineDiscipline

Presenter

Presentation Notes

To accommodate the company’s formal and controlled document needs, rigid segmentation of draft versions from issued revisions needed to be implemented. Content creation required more consistent and formal controls but, with security and access requirements changing on a per-project basis, universal operational standards often could not be established. In identifying project requirements, the ability to cohesively manage multiple types of document content was at the top of the list. The company needed to adopt project-driven set up, auditing and reporting tools that could meet these challenges.



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Case Study | Architectural Comparison

FN Web Client(out of the box)

MDR(custom)

Web services

Web services MDR DLLMDR DLL

Panagon APIPanagon API

P-APIP-APIFileNet

DatabaseFileNet

Database

CSCS

TriggersMDRCheck-in

(revisions)

TriggersMDRCheck-in

(revisions)

Panagon CVL

Panagon CVL

SQL StatementsStored proceduresTable schema

ComponentsSecurity

Owner updateWIP / REL Relationship

structureFile/Folder CreationLoginDocument Number

FSFS

IP Network

ADOADO

MS SQL Server

ISS ServicesISS ServicesJava

Java

FSFSFSFS

http

MS IIS Server

FileNet Content Server

FN Web Client(out of the box)

MDR(custom)

Web services

Web services MDR DLLMDR DLL

Panagon APIPanagon API

P-APIP-APIFileNet

DatabaseFileNet

Database

CSCS

TriggersMDRCheck-in

(revisions)

TriggersMDRCheck-in

(revisions)

Panagon CVL

Panagon CVL

SQL StatementsStored proceduresTable schema

ComponentsSecurity

Owner updateWIP / REL Relationship

structureFile/Folder CreationLoginDocument Number

FSFS

IP Network

ADOADO

MS SQL Server

ISS ServicesISS ServicesJava

Java

FSFSFSFS

http

MS IIS Server

FileNet Content Server

FN Web Client

HTMLHTML

BEA Web LogicBEA Web Logic

FileNet CE Database

FileNet CE Database

FSFSSOAP/http

http

JSPJSP XMLXML JAVAJAVA

Java APIJava API

J2EE Web Application Server

Apache Web ServerApache Web Server

SOAP ListenerSOAP Listener

COM APICOM API

Content Engine ServicesContent Engine Services

Content Engine

Repository Structure


Document Creation

Document Creation

SecuritySecurity WorkflowWorkflow

WIP / REL Publish

WIP / REL Publish

Check-In RevisionsCheck-In Revisions

Document Number

Document Number

Multi-Doc Add

Multi-Doc Add File FolderFile Folder

LDAPLDAP

Active DirectoryActive

Directory

OLEDBOLEDB

TCP IP

MS SQL Server

FSFS

FN Web Client

HTMLHTML


FileNet CE Database

FileNet CE Database

FSFSSOAP/http

http


Java APIJava API




COM APICOM API


Content Engine



Document Creation

Document Creation


WIP / REL Publish

WIP / REL Publish


Document Number

Document Number

Multi-Doc Add


LDAPLDAP


Directory

OLEDBOLEDB

TCP IP

MS SQL Server

FSFS

FN Web Client

HTMLHTML


FileNet CE Database

FileNet CE Database

FSFSSOAP/httpSOAP/http

http


Java APIJava API




COM APICOM API


Content Engine



Document Creation

Document Creation


WIP / REL Publish

WIP / REL Publish


Document Number

Document Number

Multi-Doc Add


LDAPLDAP


Directory

OLEDBOLEDB

TCP IP

MS SQL Server

FSFS

Presenter

Presentation Notes

Understanding more about the company and its requirements, let’s now take a look at an architectural comparison to better see the difference between the company’s previous application and the current Content Manager implementation. The first diagram shows custom coding (security, file/folder creation, login, document numbering, SQL statements, stored procedures and table schema). As you can see, before Content Manager, quite a bit of manual work was required to provide the company with the desired capabilities and results. Now, let’s take a look at the architecture after P8 Content Manager was applied. Components that had been developed now came standard to the P8 solution, easing the customer’s development burdens and providing robust power and efficiency Out of the Box.



35

Case Study | Customer Testimonial

“… configure, not custom-build, a core application framework supporting our business process requirements.

In our opinion, IBM FileNet ‘read our minds’ with Content Manager.

Content Manager has freed us to focus our development energies on the bigger picture – data integration and work process integration – that provides us even greater ROI to our organization.”

Presenter

Presentation Notes

Before we conclude, let’s hear from the customer. According to this company, the implementation was an overwhelming success. In the customer’s own words: “We look to IBM FileNet to provide architectural features that allow us to configure, not custom-build, a core application framework supporting our business process requirements.” The customer goes on to say that, “In our opinion, IBM FileNet ‘read our minds’ with Content Manager. It provides an extremely flexible and powerful architecture that supports all of our commodity content management requirements. Through configuration, not custom-built.” Finally, this customer notes, “Content Manager has freed us to focus our development energies on the bigger picture – data integration and work process integration – that provides us even greater ROI to our organization.”



36

Knowledge Checkpoint



37

This concludes ECM Essentials: Content Manager. After completing:

1. ECM Essentials: Content Manager #2017852. ECM Essentials: Image Manager Active Edition #2017863. ECM Essentials: Team Collaboration Manager #2017874. ECM Essentials: Web Content Manager #201788

you will be ready to take the ECM Essentials: Content Exam CT5678T.

This concludes ECM Essentials: Content Manager. After completing:

1. ECM Essentials: Content Manager #2017852. ECM Essentials: Image Manager Active Edition #2017863. ECM Essentials: Team Collaboration Manager #2017874. ECM Essentials: Web Content Manager #201788

you will be ready to take the ECM Essentials: Content Exam CT5678T.

All IBM FileNet course materials, whether delivered as printed or electronic files, are protected by copyright. No part of this publication may be reproduced in any form by any means without prior written authorization of IBM. This publication is provided for educational purposes only. Any product specifications are subject to change without notice. ©Copyright 2007 FileNet, an IBM Company. All Rights Reserved.

Presenter

Presentation Notes

This concludes our ECM Essentials course on IBM FileNet Content Manager. To validate your learning, you may take the corresponding exam, ECM Essentials: Content. This exam will cover what you have learned in the Content Manager, Image Manager Active Edition, Team Collaboration Manager and Web Content Manager ECM Essentials courses so be sure you have completed all four trainings before you begin. Thank you for your time and attention!

ECM Essentials_IBM FileNet CM

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