output and report management in ecm hossien amehdi and chris zaugg opin systems alfresco summit 2014...
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Output and Report Management in ECM
Hossien Amehdi and Chris ZauggOPIN Systems
Alfresco Summit 2014 – San Francisco
September 25, 2014
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OPIN Overview• Content management software
developers for 30 years • Only natively integrated ERM
platform for Alfresco• Current product built on top of
Alfresco• AIIM Certified consultants offering
a full range of ECM services• PerfectFit™ Methodology
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IMAGES
DM
RM
WEB
ARCHIVES
DAM
EnterpriseReport
Management
ECMContent
Spectrum
ECM’s focus on collaboration and versioning – the evolution of documents toward a single output.
ERM’s focus on large, computer generated generational reports.
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IMAGES
DM
RM
WEB
ARCHIVES
DAM
ERM
ECMContent
Spectrum
Combining ERM and traditional ECM components completes the ECM picture, allowing for a complete collaboration. A robust taxonomy can be created for search, records management and governance.
In addition, bringing ERM into ECM platforms together can save money on licensing, particularly if you have one physical report with unlimited customized views. Every viewer does NOT need a license on the software that generated the report.
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• ERM systems manage high-volume reports and computer generated output generated by core operational systems, package business software and report writer applications.
• ERM products are now being increasingly integrated with ECM products.
• Leading analysts now track ERM as a subcomponent of the ECM market.
ERM – Enterprise Report ManagementMainframe, printers,
and Microfiche
COLD Solutions IDAR ERM
ERM integrated with ECM
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So why is ERM different from DM?ERM – Overview
DM ERM
Folder structure created by users
Automated capture and classification of documents
Documents have versions
Documents have generations
Documents are created at anytime by anyone for any purpose
Generations are created as part of the business process
Documents are modified by the user
No changes to generations / compliance requirement
Can be deleted by the user or kept forever
Automatically deleted or archived after life time expiration
Most documents are created by office applications
Most documents are computer generated output
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Content may be categorized as follows:•Structured*•Database data – machine generated data residing in relational databases
•Unstructured*•Human created content using applications such as Microsoft Office
•Semi-Structured*• Computer generated output – mostly reporting software typically run automatically on a regular schedule
* Source: AIIM (Association for Image and Information Management)
Organizational Content
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Large companies were asked: “Roughly what percentage of your corporate content exists in the form of enterprise reports?”
Organizational Content
* Source: AIIM Market Intelligence White Paper
• 45% of these companies indicated that between 25-75% of all content fits into this category, indicating both a problem and an opportunity!
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Organizational Content
* Source: AIIM Market Intelligence White Paper
Other
Customer Self Service
Legal Discovery / Research
Prouct Planning / Market Forecasting
Customer Support via Support Staff
Financial Planning / Risk management
0% 10% 20% 30% 40% 50% 60%
13%
22%
34%
41%
42%
48%
Enterprise Reports Usage
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20%
40%
40%
Content by Type
Structured Unstructured Semi-Structured
Organizational Content
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Semi-Structured Content
Semi-structured content is computer generated output produced to be viewed and/or printed and is presented in a way that is designed to be read by humans. Typically these are paginated reports containing normalized data.
Examples:• Daily, Weekly, Monthly, Quarterly, Annual, and Ad-
hoc Production Reports• Statements, Invoices, Remittance Advice, Purchase
Orders, etc.
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Semi-Structured Content
• Mainframe legacy applications generating operational reports
• Business software applications – SAP, PeopleSoft, Oracle BI Publisher, JD Edwards
• Reporting applications such as Crystal Reports
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• Content Definition / Introduction• Identification / Recognition• Sample upload• Layout definition, security, retention,
rules
• Content Acquisition• Spool File – Virtual Printer• Disk File – Folder Monitoring, FTP and
Manual Upload• Programming – Scripting or API
Semi-Structured Content
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• Capture / Ingestion• Classify• Convert / Transform / De-normalize• Security and Bursting• Indexing – Metadata
• Repository Services• Access• Life Cycle Management• Notification and Distribution• Collaboration• Record Management
Semi-Structured Content
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Bursting is the process of taking a single report (typically a large report) and securing it based on values found for one or more fields on each page of the report. Examples include, customer name, id, number, account, department, division, invoice, purchase order, etc. Two Main Methods:• Physical Bursting• Virtual Bursting
Report Bursting
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Records Manageme
nt
Document Manageme
nt
Digital Asset
Management
Email Manageme
nt
Web Content
Management
Storage
?
ECM
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Records Manageme
nt
Document Manageme
nt
Digital Asset
Management
Email Manageme
nt
Web Content
Management
Storage
ECM
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Typical Document in an ECM Repository
Security Layer
Everyone with rights to the document sees the same document.
One document, many static views.
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Typical Report in Reveal®
Everyone with rights to the report sees their entitlement-specific information.
One physical report. Unlimited, virtual, customized views.
Bursting Engine
User 1 User 2 User 3 User n
~User Profile Security
~ ~ ~
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ViziDex™ also known as Visual Indexing, is a process in which report content is parsed and the content data is de-normalized for data analysis purposes. This de-normalized data can be easily displayed in a grid format on UIs, exported to databases, Excel and other applications. ViziDex™ can be leveraged for context sensitive search, data query, filtering, sorting and other functions.
ViziDex™
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Direct Link
ViziDex™
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Alfresco with ERM Extension
Client Layer
Repository Layer
Protocol and API Connections
Reveal Share AMP
Reveal Repo AMP
Database File SystemStorage Layer
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Automatic Capture
Automatic Classification
Handle any format (e.g. postscript, PCL, AFP, PDF, EBCDIC, etc.)
Generational Management
Ingestion by Parsing
Pinpoint Security (e.g. by page)
Indexing and Search
Automatic life cycle Management
Vital Statistics
ViziDex
Data Query
+
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Bringing ERM and ECM TogetherBenefits
• Centralized Repository and single UI for unstructured and semi-structured content
• Lower cost of ownership
• Increase Productivity
• Leverage Alfresco’s features and functionalities on your production reports and leverage ERM features such as ViziDex on your ECM content
• Better User Experience
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Thanks for coming!Please don’t hesitate to contact us!
Hossien Amehdi [email protected]
Chris [email protected]