Ministry of Justice

Israeli Ministry of Justice: Providing Various EMC Documentum-Based Solutions Using One Shared Framework

Presented by: Ronnen Brunner, CIO

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Agenda

> The ministry of Justice in brief

> The Challenges

> SOA as the solution for MOJ

> How does Documentum fit in ?




60 seconds on The Ministry of Justice

> Over 35 different, disintegrated departments– including State Attorney; Civilian Legal Aid; Public

Defender; Land Settlement Registration; Chief Government Appraiser; National Center for Mediation; Companies Registrar; Patent, Designs, and Trademark Registrar; Information Storehouse Registrar; and Council of Chartered Accountants

> 140 Information Systems, some distributed, significant technology variance

> 3000 employees, 35 departments, 40 locations, serving 6.8M constituents and 250,000 businesses




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Ministry of Justice – State of Israel




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Business and Technology Pain Points

> High TCO

> Dynamic legislation demands IT flexibility

> Politics may cause changes in organization, either merger of another unit or separation of an existing one

> Most of the units were created to support specific laws, which mean that each system is very unique and has very little, if any, resemblance to other systems




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… Some more Challenges

> Long cycle time from Initiation to production

> High costs of development ‘From Scratch’ systems

> Each system is completely unique, thus, requires proprietary solution

> Inability to respond quickly to changes

> No standardization




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Business and Technology Challenges

> Consolidation

> Standardization

> Transform large number of units from disadvantage to advantage

> Re-use of services

> Lower TCO

> Do more with less

> Achieve agility




SOA as the Solution

> Build systems as a collection of components

> Use your infrastructure and appli-structure as much as possible

> Re-Use services

> Focus on business needs more then on technology

> Allow revolutionized evolutions as parts of legacy systems can be replaced

> Decide on infrastructure based on the horizontal needs of the organization

> Start small

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The Value of a General Business Platform – The SOA approach

SOA at the Ministry of Justice will make these buzz-

words a reality

> Agility, Scalability, Robustness

> Do more with less

> Time to Market

> One Size fits all

> Lower TCO

> Reusable Assets




Infrastructure Layers C

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ECMBI

DWH

ETL

EAI

Enterprise Portal

WF

State Attorney

Land Registration Legal Aid




Another look at ECM

Can we grab the rope in both ends?

Archives• Large Volumes• Large Files• Mostly Read

Office Management• Incoming/Outgoing

mail• Small Volumes• Small Files• Simple Read/Write




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The Value of a General Business Platform

Documentum’ advantages

> Documents are the common outcome from all units

> One integrated platform – yet fully modular for flexible implementation

> Application integration becomes easier and simpler

> Much better content management then any custom made solution for content

> Lower the risk

> Allow for a dynamic solutions as product continues to evolve over time




Currently 3 Types of ECM Solutions

> Services

> Webtop based applications

> Custom applications based on WDK




1. ECM Services

> Framework of ECM services for the different applications:

– e.g. State Attorney, Land Registration and all other applications serving

> (Planned) Web Services for variety of document management options. D6 DFS & self-developed WS.

> (Exists) URL for simple services such as opening a specific document.

– Example: to open a Mortgage document using a specific value of object_name: http://moj-apps4:8080/docservices/component/inlineview?docType=moj_mortgage_doc&attrNames=object_name&attrValues=2007000001

> The goal: to create ONE framework that serves all units and applications despite the versatility of needs

1 framework – multiple applications




2. Webtop based Applications DoCenter-Files

> Purpose: Allow direct access to scanned documents

> Will be used temporarily by old applications that can’t use Web-Services.

> DoCenter-Files include:

– Improved Webtop interface

– Each unit works with its own types of folders and documents.

– XML based Application-Generator

> Elapsed time for building a new application: 3 days

> First phase – 11 applications

1 framework – multiple applications




Sources of Documents

> On-going files scan

> On-Going incoming and outgoing letters, fax, e-mails

> MASSIVE scanning of historic files.

– Started 18 months ago, with several hundred millions documents left to scan.

– Examples:• Land Registration: 73 TB

• Patents Bureau: 130 GB

• Legal Aid: 1.3 TB

• Registrar of Pledge: 900 GB

• Administrator General & Official Receiver: 1.4 TB

• Etc.

– The scanned documents are loaded automatically to Documentum using XML-Applications




DoCenterFiles | State Attorney, Search Screen

Search by attributes

This screen does not exist in Webtop and is generated by our XML Application-Generator

Tools – new folder, new binder, new doc, scan, import, 1 level up




DoCenter-FilesAuditors’ Council Search Result | Folders List

Search string

Back to search screen

Search result - list of folders

Many folders –> no browse tree

Webtop Screen. Columns generated automaticaly by our XML Application-Generator




DoCenter-FilesLand Assesment – New folder

Customized 1-step screen for creating folders / documents




DoCenterFiles | Scan a Document into Webtop

Scanning options: zoom-in, zoom-out, rotate, etc.

Java Applet for scanning based on JTwain libraries




3. Custom WDK based Applications DoCenter | Office

> Purpose: Managing incoming and outgoing letters> Main functions:

– Wise templates– Reply to sender– Easy search– Reminders– Contacts management– Handling cycle (using the BPM engine)– Connecting documents– DCO integration for easy filing of incoming mails– and much more…

> UI based on Webtop - heavily customized. Clean design.> Used by main chambers and offices including CEO

Same application for all units




DoCenterOffice | Main Window

browse tree

Press for search

MailContactsTasks




DoCenterOffice | Search Window Opened

Search area




DoCenterOffice | Document’s Meta-Data

Attachment

Reminder

Subject

Unique ID

Contacts




DoCenterOffice | Contacts’ Selection

Search internal or external contacts

Categorize: to/from/cc

Choose contacts from Search results




DoCenterOffice | Contacts Search

Search by first letter

Search by fields




Documentum Team at MOJ

> Development team

> Project Managers / System Analysts

> Training / Support team

> System Administrators

> Total: 15 employees



Presentations will be

available on the Momentum

Monaco Website

www.momentumeurope.com




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Ministry of Justice

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