doe-sr integrated business management using zia consulting fresh contracts and alfresco ecm
TRANSCRIPT
DOE-SR IBMS‘Integrated Business Management System’
Mike Mahon, President, [email protected]
Cell: 720.289.7424
Rob Scola, Director Fed Sales, [email protected]
Cell: 703.554.3753
Richard Im, Sr Solutions Eng, [email protected]
Office: 703.823.3387
Agenda
• Introductions
• Capture & Store Documents
• Retain or Preserve Records
• Business Process Management
• Collaborate on Content
• Case Studies, Mobile, & Innovation
• Executive Summary Review and Q & A
Who is Zia?A firm with deep technical expertise & strategic insight, coupled with our
Agile software methodology, provides numerous benefits to our customers:
Benefits
• Achieve ROI by delivering improved operational efficiencies
• Boost productivity by creating collaborative work environments
• Maintain access and control of information through the enterprise
• Allow employees to find the information they need, when they need it
• Increase end-user adoption
• Agile training by using Zia methodology and Rally tools
• Raving fan customers
Professional Qualifications• Highly-experienced, accredited senior staff consisting of Business Analysts, Enterprise Architects, Software Engineers and Data Architects
• Platinum Alfresco Professional Services & OEM Partner
• Platinum Ephesoft Partner
• Alfresco Partner of The Year Award for Best Project Implementation with Denver
• IBM Partner
Our Partners
Enterprise Content Management (ECM)
Enterprise 2.0 Solutions
Enterprise Mobile Applications
At its heart, our Agile-based methodology is centered on a close collaborative approach to maximizing value
for our customers. Constant client communication is necessary to ensure that each development iteration
addresses features with the highest business value, even if those features were unknown at the launch of the
project.
Zia’s Agile Solution Methodology
Mobile workforce enablement is an increasing trend for Zia’s enterprise customers. Zia’s Fresh Docs ECM
application is available for iPhone, iPad and Android platforms. The newly released Fresh Xpense application
is a simple expense and receipt capture tool for the iPhone that integrates with Xpenser.com.
The focus of technology should always be on people. Zia enables our customers to gain tremendous
competitive advantage by allowing their team to collaborate more effectively, respond more quickly to
changes, and make better decisions. Adopters of Enterprise 2.0 solutions will find they have a more
productive, engaged and informed team.
An ECM is a cultivation of knowledge -- one of the most valuable assets to any organization. A proper ECM system ensures
content has integrity through proper version control, allows producers to easily create content and publish it to a variety of
mediums, and it automates processes, streamlining the review, approval and distribution of content across an
organization. Zia's ECM offerings provide all of these benefits, and more, in a manner tailored to the client's business needs.
Service Offerings
Four Criteria for Picking
Enterprise Technology
Why choose Open Source & Open Standards?
Cost
Users Development and Support
Technical
Easy to Use
Integration with existing work ‘metaphors’
Secure
Developer Availability - XML and Spring
Open Source – leverage the work of others
Availability of qualified Professional Services
Direct Cost Savings
Socket-based Licensing
Built-in Web Service support
Indirect Cost Savings
Productivity
Simplicity
Perfect Fit for our Technical Goals
Features to solve our complex integration needs
Proven ability to Scale
Commodity Hardware
Support for Virtualization
Capture, Store and Records with Alfresco
and Kofax
The Paper Document Problem
• Many large organizations treat only the paper document as the official
record
• Paper has obvious problems
• Switching over to electronic documents and signatures is critical to stop
perpetuating the paper process.
• But, decades of paper documents (or more) must be dealt with as well.
• Scanning with OCR, enterprise application integration and automatic
electronic record generation is a must.
• Alfresco and Zia partner with Kofax for an integrated scanning solution
Kofax Capture - Create Batch (process multiple documents of the same type)
Validate meta data (OCR from image, entered by the user, queried from an
enterprise database, or any combination of these)
Scan Documents & Review Images
Verification(optional step to support double entry, supervisor verification)
Capture, Store and Records with Alfresco
and Ephesoft
A better alternative!
Intelligent Document Capture
• Content Classification and Separation
•No Separator Sheets, no Barcode
•Classify correspondence or letters
• Advanced Extraction
•Fixed Form or Free Form extraction
•Fuzzy Database-document matching
• Runs on Cloud and Data Centers:
•Web-based user interface
•Supports Cloud infrastructure
Intelligent Document Capture 2011
Old Way Ephesoft Way
License could cost $100K+ Zero Cost, No License Fees
Priced by images & users No limits on images and users
Proprietary Software
(Vendor Lock-in)
Open Source
(No Risks)
Fortune 1000 Fortune 50,000
99% Thick Client
1% Thin Client
100% Thin Client
100% Web Based
Runs only on Windows Runs on Windows, Linux, Oracle, IBM
Commercial OCR Commercial & Free OCR
Ephesoft in action
Loan
ApplicationTax Returns Claims Credit Card
Application
Letters or
Correspondence
Step 3. Classify incoming documents
Step 2. The system learns the categories
Step 1. Identify and collect samples
SSN
FEIN
SSN
DATE
Policy #
Claim ID
SSN
Date of Birth
Date
Account #
FaxPaper E-mail
Step 4. Extract required metadata
Release to Alfresco & Store in Records
Management System Overview
Release to AlfrescoThe documents which are not rejected will
be automatically uploaded to Alfresco
Result: Electronic RecordsMetadata and documents automatically entered in Alfresco
Next Step: Auto-Declare in RM System
Alfresco User View:Record Management System – Auto Declared Docs
Alfresco User View:Metadata from Ephesoft stored in RM System
Business Process Management with Fresh
Contracts
Business Process Management with Fresh Workflow:
What does it do?
Pre-packaged Workflow Processes
built into system
Securely Integrates with CRM &
Business Systems
Rules-driven Task Assignment &
Easily Customized Metadata
Dashboard of real-time view of all
contracts, cases and policies
Business Intelligence Integration
Electronic Signatures
Business Process Automation
Architecture
AlfrescoBusiness & CRM
Integration
Purchase Order
Bootstrap Workflow
Expenditure Contracts
5 Workflows
Revenue Contracts
4 Workflows
Scanned Paper
Signatures
Electronic Signatures
Requisition
Workflow Initiation Web Service
RFP Workflow
Start Advanced Workflow (Manual)
Alfresco Dashboard after receiving Requisition from
PeopleSoft (and taking ownership of a pooled task)
Now working the first task in RFX. Enter required data
Dashboard showing user-selected and system assigned
reviews
Contract Summary showing more details than can
effectively be shown on each task
PDF Generation Task
Attorney Signature taskAll signature tasks have two factor authentication:
network login + individual PIN
Fast forward through signature process to the very last task
Collaborate and Find Information
Site DashboardRecent activity, Project Status, Colleagues
Search ResultsSearch locations, sort by relevance, metadata and index information results
Workflow Tasks and Content Filters
Email Integration
Email Repository Location in Alfresco
First Project:
Contracting and Financial Records
• Alfresco, using Zia Consulting
• Exceeded results of all previous Document Management projects
• 12 weeks:
• No infrastructure established before project start
• Staff learned:
• New System
• New Methodology
• Real-time, automated, SOA interface with PeopleSoft
Status: Document Mgmt Functionality Implemented in 4 months
Repository Project:
Procure-to-Pay (P2P)
Business Problem:
Automate the City’s procurement processes in PeopleSoft
Paper-based, disconnected, minimal controls
Document Management Needs:
View Requisition, PO, Receipt & Contract/Financial Attachments WITHOUT breaking delivered PeopleSoft Functionality
View Invoices & Contracts
Technical Approach:
Creation of Multiple Repositories
FTP Connection for Requisition, PO, Receipt & Contract/Financial Attachments
CMIS Interface to View Invoices & Contracts
Status: Document Mgmt Functionality Implemented in 4 months
Current Project:
Contracting Automation
Business Problem:
Standardize process, improve efficiency, increase transparency Support automated contract requests, drafting, council handoff,
electronic signatures Allow city agencies to search for and retrieve information about in-
process requests and completed contracts
Document Management Needs:
Multiple Work Flows
Additional Web Service Integrations with PeopleSoft
Technical Approach:
Alfresco Advanced Workflow Custom Extensions:
Status: 9 Month Project
• Workflow Web Service
• Bootstrap Workflow
• Electronic Signature
• Rules-Driven Task Assignment
• Workflow Dashboard
• Oracle Business Intelligence
Mobile Case Management
A Real World Example of Engaging with Constituents
Mobile Case Management
What does it do?
Creates work ticket in PeopleSoft
Stores content in Alfresco
Notifies stakeholders of ticket status
changes
Secure communication via Oracle
Enterprise Service Bus (ESB)
Summary
Common Sense Decisions
Solutions that Work Zia brings expertise
Platinum Alfresco & Ephesoft partner
Alfresco brings cost-effective ECM/RM platform
Leverage products used in Implementation of Year
Open Source allows you to grow your business with predictable costs
Filing Records should be as easy as possible
Zia is PARTNERing with Alfresco & Kofax
Companies/Orgs need to do more with less
Image take from
Camandago.com
Questions & Answers:
Mike Mahon, President & CEO303.443.4004 x203
http://www.ziaconsulting.com/