File: Enterprise_Content_Management..PPT 1 Enterprise Content Management 2008 PPDM Association Fall...

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



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



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



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



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



History ofECM



Digital RevolutionText

Early word processor

Amazon Kindle

e-Books



Digital RevolutionImages



Information Explosion in Oil & Gas

Seismic data

Variousdocuments

Peta

byte

s of

data

Time

Well log data

Databases

High

High

Low

Low

Management Effort



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



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



What is content?



ECMLife Cycle Components

Deliver

Preserve

Capture

Store

Manage

Input

Destroy



Input

Data entry

Scanning

Electronic file creation

Marine seismic data acquisition



Capture



DeliverWorkstations

PDA

Communicationsnetwork

Printer

iPod



PreserveCD/DVD

MagneticTape

Cartridge

MagneticTape Reel

Preserving important documents



Store

Paper filesTo CD

Recordsstorage

Diskarray



Manage



DestroyShred

Physical Content

DeleteElectronic Content



BPM

Imaging

DM

Collaboration

Abbreviation Name

Imaging

Document Management

Business Process Management

Collaboration Tools

WCM Web Content Management

RM Records Management

ECMApplications



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




Improve productivity

Observe compliance

Reduce risk



In other words …

=



ECM Applicationsin Oil & Gas

Well file

Plant & facilities

Capital projects design & construction

Surface & mineral land contracts

Web content



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



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



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



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



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



Alignment



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



Wild speculationabout the Future of ECM - 1

Audio input/search & audio result sets

Graphic input & graphic result sets

Pattern matching to create result sets



Wild speculationabout the Future of ECM - 2

Visualization & virtual tours of info assets

Smarter document categorization

Convergence of holography, artificial intelligence and content repositories



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



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



Questions &Discussion

Can you helpmanage the flood

of documents?Pleasefill out

evaluationform



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



Information ValueOil & Gas Asset Life Cycle

PrimaryProduction

SecondaryProduction

Drilling

AbandonmentCompletion

Work-over

ReservoirCharacterization

Data



The “Too MUCHInformation Age”



Start recording more metadata

Why? Metadataenables search & retrieval



StructuredVs.

UnstructuredContinuum



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




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


Content Management Systems Review– www.cmsreview.com

– Excellent best practices section, vendor/product information

CMS Resources/Articles– www.cmsreview.com/Resources/Articles.html



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


Information Management Journal– www.arma.org/erecords/index.cfm?View=IMJ



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


opensourceCMS.com – www.opensourcecms.com



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




Bibliography- 6

Solving the Information Management Puzzle: A Lifecycle Approach– Babson Executive Education, May 2005


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



Major ECMVendors

EMC – Documentum

– www.documentum.com

FileNet Corporation

– www.filenet.com

OpenText - Livelink

– www.opentext.com

Vignette Corporation

– www.vignette.com



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



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



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



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



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



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



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



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



ECM Myths

The “One size fits all” myth

The Silver bullet myth

The tool myth

The project myth

The “Easy” myth



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.



Records Declaration

Document Record

Acc

ess

Act

ivit

y

Time

Corporately Owned

Author Owned



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

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