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File: Enterprise_Content_Management..PPT 1
Enterprise Content Management
2008 PPDM Association Fall ConferencePresenter: Yogi Schulz
A Brief History ofElectronic Content Management
21 October 2008 Copyright © 2008 Corvelle Management Consultants
RetrievalPhysicalStorage
Scanning
Creation
ElectronicStorage
File: Enterprise_Content_Management..PPT 2
Enterprise Content Management
Yogi SchulzBiography
President of Corvelle Consulting
Information technology related management consulting
Microsoft Canada columnist & CBC Radio host
PPDM Association board member
Industry presenter:
– Project World - 4 years
– CIPS Informatics - 7 years
– PMI - Information Systems SIG - 2 years
– Convergence - 4 years
– PPDM Association - several years
File: Enterprise_Content_Management..PPT 3
Enterprise Content Management
DefinitionLife CyclesApplications
PresentationOutline
Presentation Objectives
Enterprise ContentManagement (ECM) Description
ECM Business Drivers
ECM Best Practices
ECM Future
Conclusions & Recommendations
Questions & Answers
Explain ECMin an oil & gas industry
context
File: Enterprise_Content_Management..PPT 4
Enterprise Content Management
PresentationObjectives
Better understand the factors that are driving adoption of enterprise content management (ECM)
Recognize how ECM can bring value to the oil and gas industry
Better understand likely trends in ECM
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Enterprise Content Management
Is ECM important to business?
An estimated $600 to $800 billion is spent on document management by US companies each year
4 trillion paper documents are currently stored in the US
1 billion photocopies are made each day
An average of 19 copies are made of each individual document
PPDM can Help
File: Enterprise_Content_Management..PPT 6
Enterprise Content Management
History ofECM
File: Enterprise_Content_Management..PPT 7
Enterprise Content Management
Digital RevolutionText
Early word processor
Amazon Kindle
e-Books
File: Enterprise_Content_Management..PPT 8
Enterprise Content Management
Digital RevolutionImages
File: Enterprise_Content_Management..PPT 9
Enterprise Content Management
Information Explosion in Oil & Gas
Seismic data
Variousdocuments
Peta
byte
s of
data
Time
Well log data
Databases
High
High
Low
Low
Management Effort
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Enterprise Content Management
Information Explosion Challenges
Swamped by increasing amounts of information
Impossible to manage information efficiently and cost effectively
Difficult to discriminate between junk and gems
Finding data is like looking for a needle in haystack
Mean millionson a major capital project
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Enterprise Content Management
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Enterprise Content Management
Enterprise Content ManagementDefinition
“Enterprise Content Management (ECM) is the technologies used to Capture, Manage, Store, Preserve, and Deliver content and documents related to organizational processes.”
AIIM definition
Goal: Maximize value from information assets
File: Enterprise_Content_Management..PPT 13
Enterprise Content Management
What is content?
File: Enterprise_Content_Management..PPT 14
Enterprise Content Management
What is content?
File: Enterprise_Content_Management..PPT 15
Enterprise Content Management
ECMLife Cycle Components
Deliver
Preserve
Capture
Store
Manage
Input
Destroy
File: Enterprise_Content_Management..PPT 16
Enterprise Content Management
Input
Data entry
Scanning
Electronic file creation
Marine seismic data acquisition
File: Enterprise_Content_Management..PPT 17
Enterprise Content Management
Capture
File: Enterprise_Content_Management..PPT 18
Enterprise Content Management
DeliverWorkstations
PDA
Communicationsnetwork
Printer
iPod
File: Enterprise_Content_Management..PPT 19
Enterprise Content Management
PreserveCD/DVD
MagneticTape
Cartridge
MagneticTape Reel
Preserving important documents
File: Enterprise_Content_Management..PPT 20
Enterprise Content Management
Store
Paper filesTo CD
Recordsstorage
Diskarray
File: Enterprise_Content_Management..PPT 21
Enterprise Content Management
Manage
File: Enterprise_Content_Management..PPT 22
Enterprise Content Management
DestroyShred
Physical Content
DeleteElectronic Content
File: Enterprise_Content_Management..PPT 23
Enterprise Content Management
File: Enterprise_Content_Management..PPT 24
Enterprise Content Management
BPM
Imaging
DM
Collaboration
Abbreviation Name
Imaging
Document Management
Business Process Management
Collaboration Tools
WCM Web Content Management
RM Records Management
ECMApplications
File: Enterprise_Content_Management..PPT 25
Enterprise Content Management
Document or Records Management?
Document and record similarities:
– Useful or interesting information
– Variety of hard copy and electronic media
Records are different:
– Content tends to be more static
– Business event or transaction
– Event or transaction has legal or business significance
– Records are intended to be memorialized
File: Enterprise_Content_Management..PPT 26
Enterprise Content Management
ECM Business Drivers
Improve productivity
Observe compliance
Reduce risk
File: Enterprise_Content_Management..PPT 27
Enterprise Content Management
In other words …
=
File: Enterprise_Content_Management..PPT 28
Enterprise Content Management
ECM Applicationsin Oil & Gas
Well file
Plant & facilities
Capital projects design & construction
Surface & mineral land contracts
Web content
File: Enterprise_Content_Management..PPT 29
Enterprise Content Management
Long LakeECM Case Studies
Challenges Solution Benefits
Large volumes of project documentation
Distributed project team
Transition to operations
Collaboration with partners and contractors
FileNet Panagon
Document Management
Web Services interface
Single place to look for all issued documentation from EPC
Faster access to construction drawings & specifications
1,000+ users in Calgary, Edmonton, Long Lake
File: Enterprise_Content_Management..PPT 30
Enterprise Content Management
Petro-Canada
ECM Case Studies
Challenges Solution BenefitsSupplement ERP with relevant info
Easier access to info for mobile workforce
Effective communications
Manage electronic records & compliance
EMC Documentum
Document management with SAP integration
Standard web publishing standards
Records Management
Accelerated business processes
Improved records management
Reduced costs
Increased quantity & quality of Intranet info
Provided foundation for future opportunities
File: Enterprise_Content_Management..PPT 31
Enterprise Content Management
Kellogg Brown & RootECM Case Studies
Challenges Solution BenefitsHuge volumes of project documentation
Tedious, labor intensive paper based processes
Lengthy production times for Construction handovers
EMC Documentum
Single repository for all project documentation
User access based on department, role & project stage
Engineering document approval workflow
30% reduction in review & approval cycle
Up to 5% reduction in engineering man-hours
Increased productivity through document reuse
Improved project quality
File: Enterprise_Content_Management..PPT 32
Enterprise Content Management
BPECM Case Studies
Challenges Solution Benefits
> 2 million invoices annually
< 30% originate electronically
Invoices processed across 27 divisions
Invoices paid from 65 legacy systems
Average 12 copies per invoice
FileNet Panagon
Imaging software
Application connector for SAP
Achieved quicker than expected ROI
Decreased A/P staff by 65%
Improved control and management of financial information
File: Enterprise_Content_Management..PPT 33
Enterprise Content Management
Best Practices for ECM
ECM is a lifestyle, not a project
Ownership & Sponsorship
Think strategically, act tactically
Validate the technology choice
Don’t forget governance
Communicate and educate
File: Enterprise_Content_Management..PPT 34
Enterprise Content Management
Alignment
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Enterprise Content Management
ECMNear-term Future
Integrated suite of tools
Continuing vendor consolidation
Open source content management
Adoption of API standards
Unified access point for information assets
Multilingual support with dynamic translation
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Enterprise Content Management
Wild speculationabout the Future of ECM - 1
Audio input/search & audio result sets
Graphic input & graphic result sets
Pattern matching to create result sets
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Enterprise Content Management
Wild speculationabout the Future of ECM - 2
Visualization & virtual tours of info assets
Smarter document categorization
Convergence of holography, artificial intelligence and content repositories
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Enterprise Content Management
Conclusions
ECM is delivering benefits today
ECM capability will grow in the near-term
E&P companies stand before a significant opportunity to enhance value of ECM
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Enterprise Content Management
Recommendations
Improve the management of your personal documents
Use document management system as opposed to the shared network drive
Explore opportunities to implement ECM within your immediate area
Explore opportunities to implement ECM with your business customer
Presentations available at:www.ppdm.org
File: Enterprise_Content_Management..PPT 40
Enterprise Content Management
Questions &Discussion
Can you helpmanage the flood
of documents?Pleasefill out
evaluationform
File: Enterprise_Content_Management..PPT 41
Enterprise Content Management
1800, 250 - 6th Ave. S.W.Calgary, Alberta Canada T2P 3H7
Phone: (403) 249-5255E-mail: [email protected]
Web: www.corvelle.com
President of Corvelle Consulting
Information technology related management consulting
Microsoft Canada columnist & CBC Radio host
Industry presenter
PPDM Association board member
Enterprise ContentManagement
Yogi Schulz
File: Enterprise_Content_Management..PPT 42
Enterprise Content Management
Information ValueOil & Gas Asset Life Cycle
PrimaryProduction
SecondaryProduction
Drilling
AbandonmentCompletion
Work-over
ReservoirCharacterization
Data
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Enterprise Content Management
The “Too MUCHInformation Age”
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Enterprise Content Management
Start recording more metadata
Why? Metadataenables search & retrieval
File: Enterprise_Content_Management..PPT 45
Enterprise Content Management
File: Enterprise_Content_Management..PPT 46
Enterprise Content Management
StructuredVs.
UnstructuredContinuum
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Enterprise Content Management
Bibliography- 1
About Enterprise Content Management (ECM)– www.aiim.org/about-ecm.asp
The Adobe intelligent document architecture – www.adobe.com/enterprise/ida.html
AIIM – The ECM Association– www.aiim.org/index.asp
Analysis, Selection, and Implementation Guidelines Associated with Electronic Document Management Systems (EDMS)
– http://www.aiim.org/documents/standards/arp1-2006.pdf
ARMA International – www.arma.org
Assured Records Management: Establish and Maintain a New Level of Performance– Cohasset Associates, February 2005
– www.emc.com/analyst/analystview.jsp?id=223&c=US&l=en
– www.emc.com/analyst/analystview.jsp?id=268&c=US&l=en
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Enterprise Content Management
Bibliography- 2
Best Practices for Deployment– customernet.documentum.com/resources/best.htm
– customernet.documentum.com/resources/index.htm#best
Bridging the content gap– David Yockelson, Meta Group, 09 Nov 2004
– www.itworldcanada.com/Pages/Docbase/ViewArticle.aspx?id=idgml-33923fb9-b9b9-4cae&Portal=252cc78a-a947-4072-84be-f50cac8ec48e&s=108297
A Business Case for Document and Imaging Processing– Frost & Sullivan, May 2005
– www.emc.com/analyst/analystview.jsp?id=254&c=US&l=en
Content Management Systems Review– www.cmsreview.com
– Excellent best practices section, vendor/product information
CMS Resources/Articles– www.cmsreview.com/Resources/Articles.html
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Enterprise Content Management
Bibliography- 3
The Electronic Migration: End User Chemists’ Expectations Revisited– Describes the transition from paper scientific journals to more online journals
– http://www.infonortics.com/chemical/ch02/files/nitsche.pdf
Enterprise Content Management Systems– A European resource for Content Management Systems and Solutions
– www.contentmanager.eu.com/
Five Steps to More Valuable Enterprise Data– http://www.dataflux.com/Resources/thank-you.asp?a=dl&rid=129
Gartner: Magic Quadrant for Enterprise Content Management, 2005– www.hummingbird.com/magicquadrant
Information Lifecycle Management in the Upstream Oil and Gas Industry
– IDC, June 2005
– www.emc.com/analyst/analystview.jsp?id=265&c=US&l=en
Information Management Journal– www.arma.org/erecords/index.cfm?View=IMJ
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Enterprise Content Management
Bibliography- 4
JSR-170: What's in it for me?– www.cmswatch.com/Feature/123
– www.intranetjournal.com/articles/200511/ij_11_08_05a.html
The Jury is Out on Microsoft's ECM Plan – Michael Pastore, 11/8/2005
Mambo - content management system– www.mamboserver.com
Massively Scalable NAS – Pre-Empting Tomorrow’s Data Overload with Today’s Technology
– http://www.zdnet.co.uk/i/s/ads/whitepapers/hp/Extremewp.pdf
Metadata: Bringing Order and Value to Reference Information – ESG, June 2005
– www.emc.com/analyst/analystview.jsp?id=258&c=US&l=en
opensourceCMS.com – www.opensourcecms.com
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Enterprise Content Management
Bibliography- 5
OSCOM - The international association for Open Source Content Management
– www.oscom.org
Paper Cut: The True ROI of Document Management– Info-Tech Advisor: Research Note, October 14, 2008
– http://www.infotech.com/ITA/Issues/20081014/Articles/PaperCutTheTrueROIofDocumentManagement.aspx?WT.itrg_ch=sp
Plone - content management system– plone.org
Records/Info Management– www.arma.org/rim/index.cfm
Seizing the Brass Ring: Challenges and Opportunities Offered by Mobilizing Content
– IDC, January 2005
– www.emc.com/analyst/analystview.jsp?id=217&c=US&l=en
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Enterprise Content Management
Bibliography- 6
Solving the Information Management Puzzle: A Lifecycle Approach– Babson Executive Education, May 2005
– www.emc.com/analyst/analystview.jsp?id=321&c=US&l=en
The Structured-Unstructured Information Continuum– www.dmgrc.com/dmg/weblog/index.php?itemid=25
What is a record?– www.kahnconsultinginc.com/library/articles.htm
What Is Enterprise Content Management?– www.documentum.com/getting_started/what_is_ecm.htm
– Pages also includes links to additional resource reports
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Enterprise Content Management
Major ECMVendors
EMC – Documentum
– www.documentum.com
FileNet Corporation
– www.filenet.com
OpenText - Livelink
– www.opentext.com
Vignette Corporation
– www.vignette.com
File: Enterprise_Content_Management..PPT 54
Enterprise Content Management
Vignette
EMC
FileNet
Vendor Strengths
Records managementbusiness process management
Digital imagingbusiness process management
Web contentmanagement
Weaknesses
Documentum overshadowed byEMC's strong storage-focus
Web content managementcollaboration
Low credibility outside ofWeb content management
Open TextDigital imaging
records managementMyriad of components are
poorly integrated
Major ECM Vendors Summary Assessment
File: Enterprise_Content_Management..PPT 55
Enterprise Content Management
Significant ECMVendors
Hummingbird
– www.hummingbird.com
IBM Content Management
– www-306.ibm.com/software/info/people/content/en/it/index.jsp
Interwoven
– www.interwoven.com
Stellent
– www.stellent.com
File: Enterprise_Content_Management..PPT 56
Enterprise Content Management
ECM Business Drivers
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Enterprise Content Management
ECM Tool Evolution
The Content Management Hype Cycle
Technology Trigger
Peak of Inflated Expectations
Trough of Disillusionment
Slope of Enlightenment
Plateau of Productivity
Maturity
Visibility
Less than two years
Two to five years
Five to ten years
Key: Time to Plateau
As of June 2003
Document Management
Document Imaging
WCM
Digital Asset Management
Records Management
Taxonomies
COLD, IDARS, DOM
E-Forms JSR170
File: Enterprise_Content_Management..PPT 58
Enterprise Content Management
Information Explosion
How much content are we generating each year?
5 Exabytes of information created in 2002
92% of this content stored in hard drives
800 MB per person
400,000 Terabytes of email
File: Enterprise_Content_Management..PPT 59
Enterprise Content Management
Vendor Consolidation
FileNet: Shana Corporation, eGrail
OpenText: Eloquent, IXOS
Documentum: TrueArc, eRoom
EMC: Documentum, Legato, Captiva
IBM: Informix, Tarian Software, Cross Access, Green Pasture Software, Alphablox, Venetica, SRD, Ascential Software
File: Enterprise_Content_Management..PPT 60
Enterprise Content Management
ECM Business Drivers
File: Enterprise_Content_Management..PPT 61
Enterprise Content Management
Indicators of exploding data volumeIT Analyst projections
IDC reports storage capacity growing 36% year-over-year to 181.6 petabytes shipped during the second quarter of 2003
Gartner Group IT infrastructure expenditure changes:
– 1998 - 75% CPU, 25% storage
– 2003 - 25% CPU, 75% storage
Real-time survey:Who is regularly running out of disk space?
Explo
ding v
olum
es o
f dat
a
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Enterprise Content Management
Indicators of exploding data volume Seismic data
Measure ofGrowth
1982 1987 1992 1997 2002
AcquiredTracesPer Sq Km
24,000 32,000 48,000 72,000 120,000
AverageCenterG Bytes
1 10 100 1,000 35,000
AverageCenterG Flops
0.01 0.1 1 100 2,000
ComputeTechnology
PhoenixVAX
VAXConvexIBM MFIBM RS
IBMFijitsuCrayIntel
IBM SPSGI
IBM SPPC Cluster
StandardProcessingTechnologies
FK FilterNMO
FKDemultipleDMO
FKDemultiple3D DMO
RadonPSTM
SRMEKPSTMKPSDMAnisotropy
Explo
ding v
olum
es o
f dat
a
File: Enterprise_Content_Management..PPT 63
Enterprise Content Management
0
20
40
60
80
100
120
1 2 3
MB
Indicators of exploding data volume Well log data
60
40
20
0
100
80
1980 1990 2000
MB/trip
LIS/BIT
LIS
DLIS
Explo
ding v
olum
es o
f dat
a120
File: Enterprise_Content_Management..PPT 64
Enterprise Content Management
ECM Myths
The “One size fits all” myth
The Silver bullet myth
The tool myth
The project myth
The “Easy” myth
File: Enterprise_Content_Management..PPT 65
Enterprise Content Management
Document Mgt or Records Mgt?
Document Management Records Management
Allows documents to be modified and to exist in several versions to enhance productivity.
Prevents records from being modified.
May allow documents to be deleted by their authors.
Prevents records from being deleted except in certain strictly controlled circumstances.
May include some retention controls. Must include rigorous retention controls.
May include a document storage structure, which may be under the control of users.
Must include a rigorous records classification scheme, maintained by the Administrator.
Intended primarily to support day-to-day use of documents for ongoing business.
Supports day-to-day work, but is intended as a secure repository for meaningful business records.
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Enterprise Content Management
Records Declaration
Document Record
Acc
ess
Act
ivit
y
Time
Corporately Owned
Author Owned
File: Enterprise_Content_Management..PPT 67
Enterprise Content Management
ECM is not a project …
Dell Reaches Goals, Shuts Down
Business
After 18 years of striving, Dell Computer finally reached its long-stated goal to be the worldwide leader in computing systems Monday and promptly ceased operations