enovation solutions - alfresco project collaboration portal - breakfast briefing 27-mar-2012
TRANSCRIPT
Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie
delivering a complete solution
Introduction to Enovation’sProject Collaboration Portal
Today’s Agenda Introduce the Project Collaboration Portal
About Enovation Solutions
Explain the solution Ciaran Walsh
Demo how it works Ciaran Walsh
RCSI case study Luke Feeney
Q & A
Enovation Solutions Irish Solutions Integrator 2000 founded by our current management
teamDeliver complex projects through the
provision of on-site professional expertise2003 – adopted Open Source products2012 market leader having built significant
expertise in large scale project delivery across • eLearning, • Document Management and • Content Management solutions
Enovation Solutions – Our CapabilitiesDevelopment & Support of Open Source
products for• Training and Education sectors
– Moodle, Mahara, Drupal …– Moodle Partners in Ireland and France
• Document and Content Management – Alfresco, Drupal
Web Hosting (either outsourced / on-site managed)
Application SupportCustomisation Integration
Training Consultancy – Product/Tool Selection,
Solution Design
Strong relevant experience of Java Technology
The largest dedicated team working on Open Source Technology Solutions in Ireland• Qualified professionals, • Active contributors to open source
Unique in Ireland in terms of the breath of applications we support
Personal commitment from Enovation Directors to the quality of software we deliver
Enovation Solutions – Our Expertise
Implementation skills & experience of the delivery management Team
Key delivery roles • Technical PM • Technical Lead• IT Manager
Common denominator, all • Passionate about software development • Active contributors to blogs & forums • Research and advise on new technologies• With Enovation for at least 5 years
Enovation Solutions – Our People
Clients in Ireland, UK, France, Belgium, Spain, Switzerland, US
100+ Moodle clients & elearning solutions (100,000 active users)• Aer Lingus Ryanair VHI• GAA RCSI PaddyPower• A&L Goodbody FAS TCD• DCU Garda Síochána (Irish Police)• CEPOL – European Police Training College (UK)• International Trade Commission (UN – Geneva)• World Customs Org.(Brussels)
Alfresco Clients • RCSI Three Irl Meath CoCo TCD ‘Cromwell
Letters’ Professional Services (a representative sample)
• Dublin Airport Authority Bank of Ireland Group Allied Irish Bank
• Aviva KPMG Spencer Stuart
Enovation Solutions – Our Clients
The Project Collaboration Portal
A project’s success – excellent communication and collaboration between teams & stakeholders
Type of collaboration & communication • Review plans, M.I. and reports • Make documents available for review by a
secure user group – authorised personnel • Give limited read / write access• Store and back up for a defined period (may be
dictated by legislation)• May need some integration with other systems.• Adhere to security, compliance, regulatory and
privacy requirements of the sector inline with business or project specifics
Why Projects Collaborate
ECM – the term to describe a formalized means of organizing and storing a project or
organisation’s documents and other contentWhy?
• Governance• Retention• Compliance • Email / Audit Trail / Traceability• Any business decision • Uniquely identified records / documents
Pillars of Enterprise Content Management
Combining Project and ECM
Project – Stakeholders &
teams working together
CommunicateShare InformationDelivery success
Collaboration Governance
Document storeRetention
Uniquely identify
ALFRESCO
Implementing the Project Collaboration Solution
Support &Maintain
Why Choose Alfresco? Open source alternative for Enterprise
Content and Document management (ECM)
Alfresco Community Edition (Free)Personalised by projectExtended services including
• Integration• Workflow• Rules & actions• Migrations • Theming
We address these weaknesses by offering a complete End2End solution to an open source ECM package
Strengths Global traction (55 countries) Increases penetration in
enterprise customers Stable platform for social and
ECMs Strong in standards (CMIS) &
integrations (Drupal, Joomla, Google docs, and Lotus)
Alternative to Sharepoint, Documentum
Single server, Total cost of ownership
Weaknesses Technical competence
required to manage the implementation
Potential costs of implementation and development may negate the lower cost of entry
Relies on integrators with ERP and CRM systems
Gartner Report Magic Quadrant 2010 for ECM Analysis of Alfresco
Rapid Deployment Full outsourced managed environment (On or
Off site) Limited need for in-house IT resources Depending on functionality – site can be up
and running within a matter of days/weeks Low cost – high capability Training provided Advice & workshops on implementation
Ultimately a cost effective easy to implement solution
Why Enovation’s Solution offering
Managed Hosting means System is hosted in Enovation’s managed
cloud hosting environment or on equipment hosted in client site
Cloud environment supports rapid deployment and flexible server capacity
Server is monitored, secure, patched and backed up
Application software is maintained An issue tracking system is utilised with
reports on support usage
Project Collaboration Portal
Ciaran Walsh
The Problem I can’t find the information I need!
• Project documentation distributed across multiple locations
Which document is the right one?• Multiple (often conflicting) versions of documents sent
via emailWhy was this change made?
• No way to capture decision processes or discussions I can’t easily share info and collaborate
with my team and other project stakeholders!• Especially with virtual teams and inter-organisation
projects
The Answer: Project Collaboration Portal Shared Document Library with Access Controls Document Version Control and Version History Document Comments and Project Discussions Document Searching and Tagging Review and Approve Documents using Workflows Project Data Lists, Calendars, Blogs and Wikis Integrates with Microsoft Office and/or Google
Docs Email Integration Available Anywhere Anytime
Shared Document LibraryShared Document Library for all project
documentationSingle location where everyone can find
the definitive versions of documentsAccess controls to manage who can
upload, change, and read documentsPreview of document contents in the web
browser
Version Control and Version HistoryDocument Locking ensures only one user
can edit a document at a time, preventing conflicting changes
View current and all previous versions of a document using the document’s Version History
Revert to an older version of a document if necessary
Document Comments andProject DiscussionsCapture the discussions and feedback
around document changes using threaded comments attached to the document
Document the decision making processes and other conversations using general project discussions
Document Searching and TaggingSearch for the information you need using
Full Text Search of the contents of Microsoft Office, Open Office, and PDF documents
Tag documents by subject area or other classification relevant to your project
Browse the Document Library for any content classified by specific tags
Review and Approval WorfklowsAssign documents to a user for their
review and approvalGroup approvals and user pools are also
supportedWorkflow dashboard shows all your
assigned tasks
Data Lists, Calendars, Blogs and WikisTrack To-Do lists and Agenda items using
Data ListsShare important dates and events with the
project team in the CalendarShare project updates and other news in
the BlogCollaboratively document and share
relevant project information in the Wiki
Microsoft Office & Google DocsView documents and upload new versions
directly from Microsoft Office programs using the SharePoint protocol
Edit documents directly in the web browser using Google Docs integration – no additional software required on your PC
Email IntegrationStore project emails in the Document
Library from Outlook and other email clients
Use email aliases for folders in the Document Library to automatically capture email conversations
Notify team members by email of new or amended documents in the Document Library
Available Anywhere AnytimeAccessible to all project team members via
a web browser anywhere they have Internet access
Available at any timeSecurely hosted and maintained on
Enovation’s proven hosting infrastructure
Advanced CustomisationsComplex document library permissionsAdvanced workflow definitions Integration with Active Directory/LDAP
user accountsCustomised Themes
Examples from our Clients
RCSI – Luke will describe
Three Ireland
Meath County Council
Trinity College Dublin – Cromwell’s Letter Project
Three Ireland – National Broadband SchemeRepository for sharing documents between
Three Ireland and the Department of Communications, Energy and Natural Resources (DCENR)
Documents relate to reporting on the implementation and rollout of the National Broadband Scheme
Review and approval workflows implemented including email notifications and reminders
Meath County Council – N2 BypassCollaboration site for the N2 Bypass
planning process, hosted on servers in MCC, managed by us remotely
External experts invited to site, contribute their relevant documents
Additional training for MCC staff to support local admins
MCC have created other collaboration sites for internal use only for specific projects
TCD History Department – Cromwell’s LettersCollaboration site set up for the
Cromwell’s Letters project, hosted on Enovation’s cloud hosting infrastructure
Users from TCD, Cambridge, other locations in the UK and USA
Custom permissions implemented in the Document Library to reflect the division of labour between the researchers
Workflow used for review/approval process
Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie
delivering a complete solution
Solution Demonstration
Ciaran Walsh
Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie
delivering a complete solution
RCSI’s Experience
Luke Feeney
RCSI Case Study
Luke Feeney, RCSI
Online learning portal - Moodle Professional ePortfolio - Mahara Online Secure Document Management -
Alfresco Online CRM - Sugar CRM Flash based e-learning - Articulate & iSpring
How do we use technology?
The Challenge
Dubai
Bahrain
Jordan
Share/access SecureDocument control
Staff Clients
global collaboration
Slide 40RCSI Institute of Leadership: Developing blended learning...
always on
Building solidfoundations
Slide 42RCSI Institute of Leadership: Developing blended learning...
into our operations& our culture…
embedded
The Solution -
? Selection process
? Why Alfresco? Why Enovation…
Create
Communicate
Collaborate
Shared document library
Secure & managed No emailing of
documents Version control Protected managed
process
Collaboration
Compelling advantage…
Example: Accreditation:
Convinced external reviewers to move to paperless process.
Dedicated secure area for each reviewer with all relevant documents.
Short “User Manual” for each reviewer developed by RCSI
Working with Enovation Consultancy Deployment Training Speed of
implementation
Implementation
Our next steps?Crawl, walk, runWorkflow forIntegration with MoodleLeverage potential of Alfresco
Any questions
Enovation Solutions Ltd The Friary, Bow Street, Dublin 7 www.enovation.ie
delivering a complete solution
Questions & Answers