ECM framework for Design, Implementation and Migration engagements
Deploy SharePoint solutions and implement strategy to capture, manage, store, preserve and deliver contents related to organizational process.
SAI professional services will deliver a framework to help clients make ECM investment decisions.
Maturity Model
SAI will assess the current business processes to provide a structured approach for building an ECM roadmap, in the context of an overall ECM vision. Business can be apply the model to audit and understand the current ECM state and also educate on the roadmap for maturing the enterprise capability.
Maturity model will be studied around the following major categories affecting the success of ECM deployments.
- People
- Process
- Technology
No trained users to manage contents
Basic understanding of contents life cycle by business users
Training to manage contents and systems
Management of ILM and content workflow
Advise business on continuous process improvements
No strategic alignment between business and IT
Department solutions for content management
Key business drivers understood by IT and business
IT is equipped to implement evolving business needs
Steering committee with business and IT sets strategy development
No defined process to manage contents
Ad hoc processes implemented as required
Process managed on a department or functional level
Enterprise wide BPM implemented interconnecting Systems and People
Dedicated process analysts for continuous improvements
Content inventory not available
Contents managed on department level
Enterprise wide content analysis available
Data repositories could be added following enterprise standards
Continuous review of data based on audit reports for regulatory compliance
No concept of classification
Content classification implemented
Global taxonomy and master data management implemented
Social tagging and Taxonomy governance available
No formal governance available and best practices scattered
Governance established and departments in charge to enforce policies
Governance distributed and widely followed across enterprise
Governance committee regularly updates policies based on business feedback
Content lifecycle not enforced
Archival as per user discretion. No formal procedures
Formal records management and archival requirements implemented
Enterprise wide records management policies, systems and infrastructure available
Information Life Cycle Management implemented and monitored
No formal policy and procedure
Regulatory requirements implemented on department level
Enterprise compliance is addressed by ILM policies
Internal audits for continuous enforcement of regulatory requirements
Governance, Regulatory and Compliance committee oversees enterprise requirements
Rudimentary search and data accessed by users' business knowledge
Search efficiency improved meta data and tagging
Search that works. Users can find and access data from any place, any device and any where
Federated search, results from multiple sources
Search becomes a service with personalization based on roles
Applications/
Integration
No system and any major investments
Department based initiatives managing contents and workflow
Systems integrated to provide centralized services
Continuous improvements for ECM based on business feedback
Adoptions of major technology innovations
Bare minimum with no formal review of contents and systems
Security localized to individual systems and no corporate policies on security
Records management enforced in content systems based on business
Centralized security procedures implemented to manage resources
Security implemented as centralized service providing authentication and authorization
User access of system not a priority or not available
Users provided access to contents and efficiency not a driving factor
Access of data from anywhere, any place and any time
Content delivery based on user persona and improved usability design
Continuous improvement of efficiency based on user feedback
The resulting roadmap will provide breakdown of current capabilities, desired business objectives, and process to obtain the final capabilities.
SharePoint Information Architecture
Initiative will encompass strategy, planning, technology direction, and architecture for a set of solutions that will satisfy the legal, compliance, and operational needs for the management of electronic documents in SharePoint. SAI will help clients define strategies to move this information into a well understood information lifecycle for all unstructured content and documents.
SharePoint structural design required to establish a comprehensive IA with associated information governance rules to ensure compliance with internal information management objectives will be developed.
SharePoint Capacity
SAI will review and implement SharePoint Logical and Physical architecture to realize ECM vision objectives. SharePoint platform will be extended to address the ECM gaps like managing the large files sizes in SQL databases. Following services will be delivered
- SharePoint Health Check based on a comprehensive audit of SharePoint environment
- Disaster Backup and Recovery planning to meet the SLA requirements set by business
- SharePoint SQL best practice education for increased user adoption like Database integrity checks, Performance tuning and monitoring, Schema object maintenance and System upgrades
Business Process Design
Business can have full control of document lifecycle, namely, Authoring, Review, Approve, Publish, Audit and Archive through Workflow built and delivered on SharePoint environment. Pre build workflow template for various department activities can be customized and implemented for rapid deployment
Forms engine can be extended to capture key information about documents and SAI Auto tagging solutions will allow Meta data capture with less user interaction.
ECM infrastructure will be delivered through SharePoint interface to take advantage of Collaboration capabilities and integration with Office tools.
SAI solution will extend the SharePoint ECM foundational capabilities and supplemental ECM requirements are provided by PageLight, SAI ECM family of products.
Consolidate ECM platform on SharePoint from legacy environments. Migration methodology will take advantage of PageLight, our migration tool and deliverables will include the following
- Content Analysis to recommend disposition plan.
- Meta data extraction from Content audit report.
- Migration roadmap to retire contents in legacy platform.
- Migration plan based on wave approach to transfer contents to SharePoint.
- Audit and validation of all contents migrated.
- Automatic tagging of contents during migration.
SAI will help consolidate ECM platform by migrating contents from SharePoint, Documentum and IBM FileNet.
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Enterprise Content Management