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EMC User Group Presentation

Presented By : COSI Consulting

New York, NY

13th October 2011

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Contents

1 1

Company Overview

Session 1 :: ECM Center Of Excellence in Financial Institutions

Session 2 :: Simplifying Access to Documentum

Case Study - Deploying to a diverse community at a large Investment

Bank

Case Study – Improving user adoption via dynamic folder structures at a

Private Equity Firm

Q & A

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Company Overview

COSI was founded by a team of professionals with 20-plus years of

combined experience in Strategizing and Implementing Content

Management Solutions at leading Fortune 500 companies.

COSI is a niche provider of Content Management Services and

focuses primarily in this area thus building and growing its specialty

over time.

Our corporate culture encourages innovation and creative problem

solving which is proven by our continued investment in products and

solutions.

We have presence in the US, Europe and Asia with offices in NY, NJ,

VA, London and Chennai.

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Selected Clients

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Key Differentiators

4

Financial Services

SME

Establishing Content Management Strategy by adopting the overall corporate strategy

Establishing top-management sponsorship, corporate governance, cross business

involvement and preparing a common vision ECM Strategy

Global Deployments

COE

Framework

Expertise in different areas of financial services such as Brokerge, Retail, Consumer &

Investment Banking, Insurance, Investment Services and Hedge Funds

Understanding of compliance and legal mandates within Financial Services

Analyzing, designing and delivering globally distributed content management models with

BOCS

Validate and analyze architecture to ensure optimal design

Standard templates to predict application performance using network variables

Expertise in architecting and building ECM based Centers of Excellence

Reusable templates to assist in cost allocation, resource allocation and manage global

change processes

Reusable solution framework built for several business processes to ensure rapid

deployment

Integration and delivery framework helps us to deliver reliable and repeatable results

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Session 1 :: ECM Center Of Excellence in Financial Institutions

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Overview Most individual business units within an organization have identical document and content management needs.

However, due to various reasons, individual units have historically embarked on their „own‟ initiatives to manage

their content resulting in duplicated efforts.

COE is an initiative to identify the common components across the business units and to build them out as services

that can be maintained centrally and shared by various business units.

COE

Organization (Governance,

Roles . . .)

People (Technical, Support)

Business practices (SOPs, SLAs, Contracts . . .)

Technology (Software, Storage . . .)

Influencing Factors:

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Envisioned State Enterprise Content Management

External view

Records Management Output Management Collaboration

Internal view

Workflow &

Lifecycle Management

Document Imaging

and Integration

Content Publishing

& Distribution

Center of Excellence

Processes & Operations Infrastructure & Services People & Partnerships

Management processes

Resource

Delivery

Knowledge

Measurement

Lifecycle definition

End-to-end RM

End-to-end DM

Operations

Service support

Cost Allocation (charge back)

Infrastructures

Defined architecture

Reusable components

Tools, templates

Stable platforms

Services

Records management

Document storage and

management

Document integration

BPM and collaboration

Content distributions

People

Delivery team

SMES and architects

Business champions

Support specialists

Help desk

Partnerships

Vendor partnership

Internal partnership

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Critical Success Factors

Understand, Define and Communicate the scope of the Shared Service Platform

The scope can grow and expand over a period of time

Clearly Define the Scope of Shared Services

Identify the existing applications that will migrate to the platform and prepare a

transition plan

Establish a Transition Strategy and Migration Plan

Establish SLA‟s that are at par with those of external vendors

Document processes and guidelines for new applications to get on to the platform

Establish SLAs, Processes, Standards and Guidelines

Perform an impact analysis to determine the Cost Vs Benefit

Define a charge-back model to address a diverse user population

Perform Financial Analysis to quantify the Benefits vs. Cost

Identify the key stake holders and define their roles

Create an ECM Steering committee to decide on cross divisional issues

Clearly Identify Ownership and Governance Model

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Key Benefits

Enable potential sharing and cross-selling across business units

Encourage a “client-centric” view of information

Provide consistent compliance and legal policy implementation

Improve overall productivity by automating processes and reducing development time

for new applications

Improved Business Agility

Consolidate technology and support components

Streamline vendor contracts across the enterprise and promote volume and scale

discounts

Improve reusability and eliminate redundancy and duplicated efforts

Lowered Total Cost Of Ownership (TCO)

Build a central team of experts (SMEs)

Research new tools and technologies to continuously improve service

Provide proactive support

Increased Support and Shortened Response Time

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Session 2 :: Simplifying Documentum (Case Studies)

Case Study 1: Implementation of Documentum as a Shared

Drive at a Global Investment Bank

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Key Challenges

Diverse and distributed user communities

Need for seamless integration with the standard client desktop builds

Support for key capabilities like binders, multiple imports and exports

Maintain links between files especially Excel spreadsheets within and outside the

repository

Provide easy interface to Sharepoint and other legacy DMS if required

Ensure accessibility from Citrix environments

Potential deployment to all employees – about 60,000 world wide

A large investment bank has multiple Document Management Systems including a

home-grown custom system. Their primary objective is to build an ECM Shared

Service and provide an integrated desktop experience to all colleagues. Some of

the key challenges faced are:

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Solution Overview

Rich, seamless interface extending familiar Windows Explorer and Microsoft Office

to offer DMS features

Low to zero client footprint

Support Multi-tenancy

Standards-based architecture that leverages web services for lower TCO

Provides framework to access to multiple DMS repositories via lettered drive

mapping

Provides Value added features such as Binders, Offline Synchronization, Smart

Folders etc

Leverages key EMC capabilities such as caching (BOCS)

Next releases to support CMIS and allow Self Provisioning capabilities

COSI reviewed the challenges and requirements with the client and resolved it by

exposing Documentum as a shared drive. The iDocs initiative within the firm

leverages COSI’s Insight tool to provide the following:

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Solution Implementation

Insight is currently implemented to convert 1000 users who are using a custom DMS

application. This application supports 14 communities with common DMS needs but

different document types and processes User navigates to the shared drive

and access the repository

SSO and seamless integration with

windows authentication

Select a File in the Share

Click right menu and custom options

open up

Multiple repository can be mapped to

a single drive or a separate drive to

each repository

Given the compatibility with CMIS –

any CMIS compatible DMS can be

mapped to it

Content can be viewed easily between

the repositories that are enabled

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Solution Implementation

Search is integrated with Windows explorer and allows user to perform attributes or full

text search directly from their desktop.

Search is fully configurable and a

quick search is provided on top

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Key Benefits

• Increased user adoption - requires one less tool for the users to be

trained on

• Continued use of a Shared drive except that it will now be more

powerful and secure with added DMS capabilities

• Improved productivity via integration with Office, Outlook and support for linked

files

• Self provisioning model allows rapid standardized deployment

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Session 2 :: Simplifying Documentum (Case Studies)

Case Study 2: Enabling attribute based dynamic folders for

a large Private Equity Firm

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Business Need

Different departments, groups and roles navigating different folder structures

Constant new and changing requirements for new navigation options and folder

redistribution

Support existing Webtop users while exploring other simpler options

Low maintenance, fast deployment and easy upgrade

Role based attribute list, document order

A large private equity firm is deploying Documentum to support the content

management needs across the firm. The proposed solution should support the

following business needs:

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Implementation of Smart Folder

CORE DOCUMENTUM FOLDER STRUCTURE

Human

Resources

EMPLOYEE1

EMPLOYEEE2

Finance

Invoices

Vouchers

Vouchers

Smart

Folder 1

BY Business

Unit

By Entity

Entity 2

Entity 1

Sub Entity

Smart

Folder 2

BY Business

Unit

BU 2

BU 1

Finance

Folder 1

By Vendor

B

A

B1… Bn

AP Folder 2

BY Year

Year 2

Year 1

SMART FOLDER REPRESENTATION

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Implementation of Smart Folder

COSI implemented a dynamic folder structure that is driven by attributes. This

folder structure can be implemented in webtop and provide seamless access to

users.

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Implementation of Smart Folder

COSI implemented a dynamic folder structure that is driven by attributes. This

folder structure can be implemented in webtop and provide seamless access to

users.

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Contact Information

www. cosiconsulting.com

For More information, please visit