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© 2013 DLI.tools Inc. and Innovative Ideas Unlimited, Inc.
Injecting Social Juice to the Power Grid: A Case Study on Social, Gadgets, Documents, Cloud, and the Solutions Used at an Electric Utility Company
Arif Jaffer, DOCOVADaniel Lieber, IIUI
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© 2013 DLI.tools Inc. and Innovative Ideas Unlimited, Inc.
IamLUG 2013 Sponsors
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IamLUG 20132
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Who we are
3
Arif Jaffer, Vice President of Sales, DLI.tools Inc.
Developers of DOCOVA ECM
@arifmjaffer
Mobile: 905 818 2744
Office: 289 374 0045 x247
Email: [email protected]
Daniel Lieber, President, Innovative Ideas Unlimited, Inc.
Developers of Records Manager Express and IIUI Migration tools
@danlieber
Mobile: 617 510 0460
Office: 781 246 0370 x202
Email: [email protected]
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IamLUG 20134
The Customer
• Customer is an Ontario based Electric Utility Company
Serves large geographic area including major cities and
surrounding suburbs and farms (85,425 customers)
Interacts regularly with other Ontario utilities and US utilities
Responsible for distribution of electricity and
servicing/maintenance of power line infrastructure
Management services company providing management and
logistics support to local government and oversight boards.
Mission: “To provide safe and reliable hydro and water at just
and reasonable rates”
• Stated Need: Compliance with Document Management
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IamLUG 20135
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Industry Issues in the Utility Sector
• Formal records control is necessity
• Systems must be adaptive and flexible
• Avoidance of financial and regulatory risks for
documents and records
Collection
Retention
Versioning
Destruction
• For example, the destruction of records too early can
lead to regulatory fines and compliance issues; retaining
records longer than required inserts preventable risks
into any disclosure or discovery request.
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IamLUG 2013
Why did they contact us?
Risk mitigation and better compliance enforcement for
corporate documents and records success at other Ontario
utilities
Referred to DOCOVA+RME by existing utility customer
Reminder: Never underestimate the value of a happy
customer!
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IamLUG 20138
Customer Initially Identified Business Problems
Inefficient approach to document and records management
Versioning
Use of transitory and official documents/records
Existing “Email is a Document Management Strategy”
Cultural Mindset
Unacceptable compliance risks
Inconsistent information management rules, standards and
policies
Improve Collaboration/Knowledge Capture
Generational change of workforce is imminent
Project Management Office
Needs effective, easy to use project management solution
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IamLUG 20139
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 201310
Call to action
• Document Management/Records Management
Necessary, but was not considered a “burning need”
Would require a great deal of support throughout the
enterprise
Might require board approval
Could become extremely urgent, without notice, if specific
compliance failure was identified
• Project Management
PMO office was already looking at Microsoft SharePoint/Project
Impacted Document Management solution since projects
produce lots of documents
Projects were actively being setup and conducted
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IamLUG 2013
Competition: Let’s Talk about SharePoint
• Customer already owned basic licenses of MS
SharePoint
• Customer already owned licenses to MS Project
• PMO already had sandbox implementation of MS
Office360
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IamLUG 2013
AIIM: Industry Paper on SharePoint
• The SharePoint Puzzle – adding the missing pieces
• http://www.aiim.org/Research-and-
Publications/Research/Industry-Watch/SharePoint-2012
• “Swiss army knife of corporate IT departments, promising
collaboration, team and project management, electronic content
management (ECM), intranets and portals, records management,
and more - straight out-of-the-box, and with over 70% of
organizations having deployed SharePoint in some form”
• “Many would argue that the sheer volume of 3rd party add-ons
highlight that SharePoint is nothing more than a Swiss army knife:
a platform that requires users to plug-in “industry-strength” tools
from external suppliers in order to achieve the performance,
functionality and robustness required.”
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IamLUG 2013
AIIM: Key Findings
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IamLUG 2013
AIIM: SharePoint Requires Extensive, Expensive Services
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IamLUG 201315
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Choosing the Project Management solution
• Needed to be on the IBM stack
• Needed to sufficiently different from MS Project
• Needed to have cloud, social, mobile as part of it’s
message to coincide with the existing solution set of
DOCOVA and RME
• Needed to be designed to utilize a file store outside of
the application
• Multiple Products/Vendors considered…
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IamLUG 2013
Choosing the Project Management solution
• Needed to be on the IBM stack
• Needed to sufficiently different from MS Project
• Needed to have cloud, social, mobile as part of it’s
message to coincide with the existing solution set of
DOCOVA and RME
• Needed to be designed to utilize a file store outside of
the application
• Recommended: ProjectExec
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IamLUG 2013
Solution Set and Sales Support
• IBM-based Solution Set Included
DOCOVA – Sold and supported by DLI.tools
IIUI Records Manager Express – Sold and supported by IIUI
DOCOVA.net – Hosted by Prominic.net
ProjExec – Sold and supported by Trilog Group
IBM Connections – Sold and supported by Castlebreck with
help from IBM
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IamLUG 2013
Urgency! (e.g. How to make us work harder and faster)
• Customer selects informally our solution set but
determines there is an urgent need
Must Deploy Now!!!
• The PMO office needs to begin collaborating with a
group of outside contractors
Do not want to use the Microsoft Office360 instance since it
would require training
• Solution: DOCOVA.net about to be launched
First customer to use DOCOVA on our public cloud
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IamLUG 2013
Cloud Options
• Public – Start here to deploy quickly
DOCOVA.net available now
• Private – Somewhat likely to go here eventually
Can work with Prominic.net or other cloud providers
• Hybrid – Very likely to go here eventually
Allows for very flexible movement of content
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IamLUG 2013
Purchase
• Purchased and deployed IBM Connections for ProjExec
• Purchased DOCOVA On-premises and Cloud
• Purchased Records Manager Express
• Decided to trial ProjExec to ensure PMO office
acceptance
PMO office still liked what Microsoft Project could do
Did not know if the entire company should have licenses of
ProjExec
Needed time to absorb what it meant to be a social organization
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IamLUG 201322
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Integration – DOCOVA and IIUI Records Manager Express
• Proven integration
Notes Browser Plugin
XPages
• Native to DOCOVA
• Rules-based records declaration
No user interaction required!
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IamLUG 2013
Integration – DOCOVA and Prominic.net
• DOCOVA.net
Public cloud instances
Fast, easy sign-up and deployment
No commitment required
• Other cloud deployment models available
Private
Hybrid
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IamLUG 2013
Integration – DOCOVA and Castlebreck
• Developed an Open Social Gadget between IBM
Connections and DOCOVA
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IamLUG 2013
Integration – DOCOVA and Castlebreck
• Developed an Open Social Gadget between IBM
Connections and DOCOVA
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IamLUG 2013
Integration – DOCOVA and Castlebreck
• Developed an Open Social Gadget between IBM
Connections and DOCOVA
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IamLUG 2013
Integration – Trilog ProjExec and IBM Connections
• ProjExec and Connections
Social Project Management Add-on for IBM Connections
Existing/Proven
Award-winning
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IamLUG 2013
Integration – Keys to Success
• Partners working in harmony results in customer benefit
• Partners who recognize each other’s strengths and
complimentary skills
• Reciprocal benefits
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IamLUG 201330
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Problems Solved!
• Document Management
• Records Management
• Project Management
• Compliance
• Deployment Speed (Urgency)
• Integration
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IamLUG 201332
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Where Customer is today…
• Deployments Completed
ProjExec
IBM Connections
DOCOVA.net
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IamLUG 2013
Where Customer is today…
• Deployments Completed
ProjExec
IBM Connections
DOCOVA.net
• Deployments In Progress…
On premises DOCOVA
IIUI Records Manager Express
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IamLUG 2013
Where Customer is today…
• Deployments Completed
ProjExec
IBM Connections
DOCOVA.net
• Deployments In Progress…
On premises DOCOVA
IIUI RME
• Business results
Happy Project Management users
Improved Processes35
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IamLUG 2013
Customer Future…
• Grow deployments
Connections adoption and utilization by all users
Project Management usage and valid data
Compliance concerns addressed
Consistent business process improvements
• Model for other utilities
Regional consolidation in progress
Business processes are streamlined
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IamLUG 201337
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 2013
Take-aways (Things to learn from)
• Understand your Problems
Identify Stakeholders
Manage Expectations
• Great Solutions = Great Results
• Right Partners = Great Results
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IamLUG 2013
Take-aways (Things to learn from)
• Understand your Problems
Identify Stakeholders
Manage Expectations
• Great Solutions = Great Results
• Right Partners = Great Results
39
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IamLUG 201340
Resources
• www.docova.com
Main DOCOVA site
• iiui.com
Records Management and Migration tools
• triloggroup.com
ProjExec Project Management
• prominic.net
Hosting provider
• castlebreck.com
Ontario-based services provider
• aiim.org
ECM industry community
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IamLUG 201341
What We’ll Cover …
• Who we are
• Business Problem Identification
• Call to Action
• Vendor Selection
• Integration Issues
• Problems Solved
• Customer Status
• Lessons Learned
• Questions
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IamLUG 201342
Follow Up
How to contact us:
Arif Jaffer, [email protected]
Daniel Lieber, [email protected]