migrating to alfresco part ii: the “how” – tools & best practices for renovating your ecm...

ECM Migration &

Renovation Series

Mike Mahon – CEO [email protected]

Kristen Harris – Director ECM Solutions

[email protected]

Migrate to PART 1:

Last Time: ECM Renovation Agenda

Why migrate?

Do I have a problem? ECM today

What to do & not to do!

How much does it cost?

Renovation is critical

“Enterprises today are often faced with multiple content platforms

and repositories without an underlying strategy or technology to make

the data actionable. They need the ability to quickly and easily access

and repurpose information and make it available through self-service

channels.” Kenneth Chin, VP Gartner Research

The Challenge

Business = Governance Security Reliability Scalability Connected

Happy Users

Lower Costs

Future-proof

Mobile

Cloud

Users = Ease of Use

Collaboration Data with me

Enough BP Easier Job

Mobile

In case you missed PART 1:

http://www.alfresco.com/events/webinars/

moving-easyecm-migration-solutions-alfresco

http://www.ziaconsulting.com/migrate

to Migrate PART 2:

The “How” – Best Practices and Tools

A few case studies Breaking down the migration process Methodology

Tools & Techniques

The ROI

Met

hodo

logy

Discovery

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

Met

hodo

logy

Discovery

Extraction

Transformation

Workflow Creation

Content Migration

Auditing & Indexing

Final Verification

Business Drivers

Key Requirements

Content Info • Checklist

Discovery


Volume of Data Provides

guidance for runtime of migration

Volume of Data

Discovery


Changes to Documents

Need to manage and

support incremental migration?

Volume of Data


Discovery


Metadata & Properties

How critical is the data about the

data?

Volume of Data



Discovery


Sources of Content

Tool choice

and approach

Volume of Data



Sources of Content

Discovery


Target Location Readiness

of platform

Volume of Data



Sources of Content

Target Location

Discovery


Document lifecycle

Need for custom code?

Volume of Data



Sources of Content

Target Location

Document lifecycle

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Getting the right content

(and supporting details) from

source systems

Details: structure, metadata,

categories, lists, users, groups,

permissions, and other legacy

ECM functions

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Stage and map content and

details to preserve or

repurpose

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

What do we know about how

the content was being used?

1st validation of mapping and

serves as a critical checkpoint

Does it map to how the

content will be used?

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Target system preparations

completed (structure,

metadata, users, groups, etc.)

Insert / Load documents and

details into target ECM system

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Detailed audit trail of data

migration with error handling

and tracing

Ensure content can be found

and leveraged with indexing

Statistics and reporting

(how much do you require?)

Met

hodo

logy

Discovery

Extraction

Transformation

Business Rules

Content Migration

Auditing & Indexing

Final Verification

Review audit trail, errors, etc

Perform user validation and

testing

Plan and execute

decommissioning of legacy

systems

Experience & Methodology Are Critical! Assessment

Extrac-on

Valida-on/Cleanup

Taxonomy & Metadata Mapping

User, Roles, Permissions

Business Rules & Workflow

Migra-on

Final Valida-on

Trust & Transparency

Quick Iterations

Embrace Change

One Team

Case Study: Knowledge Base

Volume of Data: Relatively small < 20,000 documents

Changes to Documents: Critical to not disrupt in-process editing and workflows

Metadata & Properties: All content and properties in legacy database

Sources of Content: Internally developed legacy database solution

Target Location: Alfresco Share (with UI customization)

Document lifecycle: Business rules and workflow were central to process

•  Customer support portal/knowledge articles •  Tool used: open source and custom export/import

Case Study: Around the Enterprise

•  Information technology research and advisory company •  Enterprise ECM Renovation – removing legacy embedded ECM •  Tool used: various, depending on requirements

Volume of Data: Medium 500,000+ documents

Changes to Documents: Some critical integrations with ERP and other systems

Metadata & Properties: many legacy document types, rules, and properties

Sources of Content: Documentum, share drives

Target Location: Alfresco Share (with minimal UI customization)

Document lifecycle: Depended upon source being migrated

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

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

ROI: Getting Started Start with business justification Understanding & selling the ROI Don’t go it alone!

Assess Current Situa-on

Determine Costs (HW, people, storage)

Benefit to LOB Cost of Doing Nothing

Break it Down

Is It Expensive? Is it Risky?

Pricing Guidelines Es/mate as of January 2014

Small Medium Large XL

Number of Files <= 400,000 <= 2,000,000 <= 4,000,000 > 4,000,000

Number of Departments Involved <= 3 <= 8 <= 15 > 15

Number of Users Total <= 500 <= 1,000 <= 4,000 > 4,000

Number of Document Types <= 8 <= 15 <=25 > 25

Number of Workflows (number:average steps)

1:10 3:10 5:15 >

Number of Integra-ons <= 2 <= 4 <= 8 > 8

Dura-on 2.5 – 3 Months 3 – 4 Months 4 – 6 Months >>

Licensing $60,000 $120,000 $180,000 Custom

Services Cost $80K -‐ $120K $120K -‐ $240K $240K -‐ $360K Custom

Note: This is a sizing guideline, each variable is a lever that adjusts price. Please call for a free assessment & quote.

Find us on the Web: http://www.ziaconsulting.com/resources http://www.ziaconsulting.com/migrate

http://www.contentpeople.com

Renovation Roadshow 2014 Atlanta – Thursday, January 30th New York City – Wednesday, February 12th Silicon Valley - Tuesday, March 4th

Details can be found on: http://www.ecmrenovation.com/

What’s Next?

Mike Mahon – CEO [email protected]

Kristen Harris – Director ECM Solutions

[email protected]

Questions?

migrating to alfresco part ii: the “how” – tools & best practices for renovating your ecm...

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