WebCenter Content & Portal Methodology Deep Dive with Case Studies
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WebCenter 101: Web Development Techniques, WebCenter Architecture and Real World Solutions
Jason ClarkinBrian “Bex” Huff
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Speakers
Jason Clarkin• President, Bezzotech• WebCenter consultant and architect for 12+ years
Brian “Bex” Huff• Chief Software Architect, Bezzotech• Former developer on WebCenter product line
Visit Slideshare for the most recent version of this presentation:• http://www.slideshare.net/bexmex
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Visit our Booth
Visit us at booth #1280 (Next to Oracle)
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Other Sessions of Interest
Case Study: How one of the largest school districts in the country is going digital (Content and Portal)
• Mon, Apr 8, 2013 (5:00 PM – 6:00 PM)• Mile High Ballroom 4D
Integrating ADF Mobile with WebCenter (Portal and Content)• Wed, Apr 10, 2013 (11:00 AM - 12:00 PM) • Mile High Ballroom 4C *
Save the Planet! Or, at least streamline and reduce paper through Workflow & Digital Signatures.
• Wed, April 10 (4:15 pm - 5:15 pm)• Mile High Ballroom 4D
Seamless Integrations between Site Studio and WebCenter Sites• Thu, Apr 11, 2013 (11:00 AM - 12:00 PM)• Mile High Ballroom 4D
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Agenda
WebCenter Overview
WebCenter Content Case Study
WebCenter Portal Case Study
Unified Solution Tips & Tricks
Portals and Content
WebCenter Portal: A single place where users can interact with the content, systems, people, and processes that they need to do their jobs
• Portals do not organize the information – they generally reveal when information is not organized
• Used mainly for intranets, and extranets
WebCenter Content: addresses content integrity and eliminates manual processes related to unstructured content
• Drives content on intranets, extranets, and web sites
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WebCenter Overview
The User Engagement Platform for Social Business
• One Integrated Product Suite -Sites, Portal, Social, Content
• Transforming Organizations to Social Business - Improve Business Agility, Increase Customer Loyalty, Enhance User Productivity, Seamless Access to the Right Information
• Architected together to Connect People and Information -Desktop/Mobile/Tablet, Search, Gadgets, Application Integration, SaaS/Cloud
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WebCenter Overview: Content (ECM)
ECM focuses on “unstructured” information• Emails, Microsoft Office documents, videos, web sites
Covers the entire life cycle• Capture it, define it, tag it• Find it, convert it, deliver it• Use it, re-use it, enrich it• Secure it, retain it, destroy it
Improves communication efficiency
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WebCenter Overview: Content (ECM)
PublishRetain
Filter
Search
Create
Capture
VersionIndex
Cleanse
Archive
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WebCenter Content: A Pragmatic Strategy
Movement beyond “point solutions” • Avoid department-centric solutions• Think strategically about enterprise interoperability• Act tactically to address specific needs
Its not just about technology• Its about a culture of information sharing.• It’s about dedication to a “single source of truth”
Its about making content manageable!
Strategic vs Tactical ECM
Strategic ECM systems• Enterprise-wide• Infrastructure level• Used for Active, Transactional, and Historical data
Tactical ECM systems• Makes one specific department better at one thing• Leads to content silos• Remember: these exist for a very good reason!
A pragmatic strategy must support both
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Steps in Pragmatic ECM
1. Create a “Center of Excellence”
2. Asses your environment
3. Assess your business needs
4. Consolidate content into strategic repositories
5. Federate control to tactical repositories
6. Bring structured and unstructured strategies together
7. Plan for the future
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1) Create a “Center of Excellence”
Multi-departmental group• Stay close to the needs of the users.• Requires support from senior executives.
Information sharing is a political mine field• There is job security in hoarding information.• People do not want to change their habits, or lose control of their data.
Necessary for enterprise-wide initiatives• Without executive buy-in, ECM will not be widely adopted.
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Center of Excellence Breakdown
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Project 1 Project 2 Project 3
Executive Steering Committee
Program Mgmt. Office
• Business Analysts• Developers
• Program Manager• Enterprise, Infrastructure, Solution, and Information Architects
• Records Managers
• Business Analysts• Developers
• Business Analysts• Developers
2) Assess Your Environment
Determine number of unstructured systems• Could number in the hundreds!• Label as strategic, tactical, or replaceable
Examples:• Shared file systems and FTP servers• Digital Archives• Department specific content / collaboration systems• Legacy websites and web applications• Enterprise Apps: Siebel, Lotus Notes• Hosted systems: Salesforce.com, Gmail, Facebook
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Label Existing Systems
Strategic:• ECM systems with the features you need• Easy interoperability
Tactical:• Insufficient for a strategic infrastructure.• Too useful to replace.• Not cost-effective to re-implement required features.
Replaceable:• Not many features: low cost, low complexity
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Tactical, Strategic, or Replaceable?
17Consolidation ROI
Eas
e of
C
onso
lida
tion
Shared File Systems
Legacy Imaging
HighLow
Low
High
ERP Doc Store
Email System
Web Applications
CRM Doc Store
DepartmentalRepositories
Web Content Mgmt.
Tactical
Replaceable
Legacy Doc. Mgmt.
Media Library
3) Assess Your Business Needs
Design based on current state, and future goals• What are the pain points?• Automation? Auditing? Access?
Design multiple solutions• Bare minimum (cheapest)• Best practice (expensive)• Goldilocks (just right!)
Design a sensible deployment plan• Proof of concepts for some of the trickier integrations• Phase 1: vanilla system that works, minimal customization• Phase 2: custom deployments and integrations• Phase 3: roll-out to prove business value• Phase 4: expand to meet other business needs
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4) Consolidate Strategic Repositories
Migrate from replaceable into strategic system• High-value content in one central repository for easy re-use• Significantly reduces cost and complexity
Extend strategic repository to other applications• Active: Web applications, portals• Transactional: Imaging and process management• Historical: email archives, digital archives
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Strategic Repository for you Enterprise
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ERP SystemERP SystemERP SystemERP System
CRM SystemCRM SystemCRM SystemCRM System
Email ServersEmail ServersEmail ServersEmail Servers
Web ApplicationsWeb ApplicationsWeb ApplicationsWeb Applications
Enterprise Applications Infrastructure Content Applications
Media LibraryMedia LibraryMedia LibraryMedia Library
Imaging SystemImaging SystemImaging SystemImaging System Web ContentWeb ContentWeb ContentWeb Content
Enterprise Service Bus (core services)
WebCenter Content
Imaging & Process Management (I/PM)
DocumentManagement
DocumentManagement
RecordsManagement
RecordsManagement
BPM Document Capture
Oracle Strategic ECM System
Direct SOA forSpecializedServices
Oracle Database
Consolidation Tools
Enterprise Service Bus• Server to server orchestration with BPEL workflows
Enterprise connectors, managed attachments• For EBS, PeopleSoft, and Siebel
Standards-compliant ECM interfaces • CMIS, JSR 170, RSS, WebDAV
Custom Integrations• SOAP, Archiving Services, Java API
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5) Federate to Tactical Repositories
Tactical systems exist for a reason!• Helps one department do their tasks more efficiently• Too useful to eliminate, too expensive to consolidate
Pragmatic ECM does not punish tactical systems• It offers federation tools to extend the repository• Helps makes your content manageable
Get control over content, wherever it is• Centralized policies, federated repositories
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Federation Tools
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Oracle Federated ECM Services
SharePointSharePointSharePointSharePoint
MS SQL DBMS SQL DB
Multiple Instances
Tactical SystemsTactical SystemsTactical SystemsTactical Systems
ContentContentRepositoryRepository
Multiple Instances
Universal RecordsManagement (URM)
Secure EnterpriseSearch (SES)
Federation Tools
Universal Records Management• Custom “adapters” run in remote systems• Enforces retention and destruction policies
Secure Enterprise Search• Single, secure place to search for content anywhere• Group and display results differently, depending on the user
WebCenter Portal• Use as a front-end to hard to use back-end systems• Pagelet Producer (Ensemble), Business Mashups• Use existing or custom portlets
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6) Unify Your Strategies
Blurred line: unstructured vs. structured content
Unstructured apps need structured content• Should consume structured services
Structured apps need unstructured content• Should consume unstructured content services
Extract structure from unstructured content• Keywords, metadata, taxonomy, controlled thesaurus
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Unification Tools
Imaging and Process Management• Brings scanned images to enterprise apps
Business Intelligence Publisher• Generate reports, put into ECM, then on web sites
Siebel Files Replacement
Business Analytics and Data Mining Tools• Imagine data mining your email archives…
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7) Plan for the Future
Need 3-year plans for ECM
Technology is changing rapidly• New tools, new integrations, new migrations• Consolidation may be a better option in the future.
Content is being created faster and faster• Need to frequently assess storage and findability
Think strategically, implement tactically
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Case Study: WebCenter Content: Public School
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One of the largest school districts in the country:• 600 public school facilities in a major metropolitan area.• 100’s of Facility Projects each year• Terabytes of data being generated and stored…somewhere
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Case Study: WebCenter Content: The Challenge
Document distribution to General Contractors
Manually intensive workflow process
Multiple sets of the same document living on desktops, file shares, personal computers
Unable to find the documents.
External departments didn’t had access to some of the key documents like floor plans, emergency plans etc.
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Case Study: WebCenter Content: Solution Overview
Centralize the Repository• File Systems• E-Business Suite• Primavera
Develop an Enterprise Metadata Model• Core Metadata• Shared “Generic” Metadata
Provide Interfaces that work for users, instead of creating more work
• Desktop Integration Suite• Websites• Portals
Develop an agile workflow solution
Content Migration
Case Study: WebCenter Content: Project Hurdles
Clearly defining previously manual workflows
User Adoption Getting over the “Change”
Normalizing User Data• Internal Users• External Users
Syncing Metadata Across Applications
Content Migration
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Case Study: WebCenter Content: Project Outcomes
1 Central Repository for Content• Single “Source of Truth” for Users and Applications
Automation of Manual Workflow Steps• Emailing, FTP'ing, Snail Mailing
Web-viewable Plans, Drawings, Spreadsheets on Mobile devices in the field
External Users (Contractors, Architects, PM’s, etc.) being able to submit and review important project documents
Consolidation of more than 3 Terabytes of Content
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WebCenter Overview: Portal
A portal application integrates information, people, and processes across organizational boundaries
Tools:• Documents, Pages, Wikis, Mashups• Reports, Search, Email, Discussions• Personalization, Collaboration, Activity Streams• Application Integration, Security
The three A's still apply:• Automation, Access, Auditing• Each feature in the portal should do one of them!
Portals and Content
Portal: A single place where users can interact with the content, systems, people, and processes that they need to do their jobs
Portals do not organize the information – they generally reveal when information is not organized
Content Management: addresses content integrity and eliminates manual processes related to unstructured content
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Portal Goals
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Navigation
Documents
Social
Business Intelligence
Transactions
Search
Go from this: To this:
Global Chrome – Template – Navigation – Search – Corp. Identity
PortletsThird Party
Business Intelligence Portlet
Content Integration / Task Flow
Content Integration / Task Flow
Pagelet
Polls Task Flow
RSS Task Flow
News Third Party
Useful Links Task Flow
Typical Portal Components
Different Tools for Different Users
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BUSINESS USER USER IT DEVELOPERIT DEVELOPER
• Easily compose business solutions
• Respond to business needs
immediately
• Surface enterprise applications to
create custom mash-ups
• Target mobile devices and tablets
• Broad choice of frameworks
(ADF, Spring)
• Leverage business user
assembled scenarios
• Build reusable components
• Robust management and
rapid upgrade cycles
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WebCenter Portal Approach
A portal can be used to make almost anything• Implementation plans vary significantly
1.Determine the type of portal
2.Determine audience and business needs
3.Determine technical needs
4.Determine user experience needs
5.Roll out in phases
1) Determine Type of Portal
Executive Dashboard• Business intelligence, reporting
Collaboration• Blogs, wikis, enterprise search
Intranet• Content, navigation, maps, people
Self-service• Commonly used forms
Enterprise Integrations• SOA, ReST, Business Mashups
Web publishing• Not usually the best use of a portal
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2) Determine Audience and Business Needs
Define audience, and key players• External Customers• External Partners• Internal Employees• Executives
All have different goals, agendas, and success criteria• Users: want all content and apps in one place• IT: wants a system that's easy to scale, fits with current infrastructure• Business: wants better channels to customers, partners, with clear ROI
Gather needs on every major area• Processes, Features, Content• Define Vision, and final metrics for success• Workflow, Security, and Resource planning
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2) Determine Audience and Business Needs, cont.
Who ultimately will be using the portal?• What roles do they play?• Will they require training, or incentives to use it?
What does the audience need?• What information do they need to find more quickly?• What content do we wish to “push” to the audience?• What processes do we need to make simpler?
What do we need to integrate with?• Security, workflow, enterprise applications
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3) Determine Technical Needs
Based on business needs, determine technical requirements• Business to Customers Dot Com site
• Internet Site: portal not fully utilized, usually overkill
• Business to Business• External partners? Need an extranet portal!
• Business to Employee• Intranet Portal
Content and application inventory• What do we need, and how do we connect to it?• Can we use an pre-built portlet, or an existing API?• Good excuse for a POC or two…
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3) Determine Technical Needs, cont.
Resource inventory• What skillsets do we have, and what do we need?• Will we need training, or a partner to help us build it?• Be sure to onboard people only once you know you can keep them busy!
Evaluation of tools• Do the existing portlets satisfy your needs?• Security, performance, managability of portal?
Design a plan to achieve success criteria• Quality assurance, user acceptance testing• Post go-live support and administrative maintenance
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Common Portal Components
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4) Determine User Experience Needs
Gather company logos, colors, generate style guide• Ensure creative resources understand the business reason for specific
features
Design information architecture• For content-centric portals, navigation and labels are critical• Ensure users are comfortable with structure and design
Follow usability patterns for proper UX• Good idea: follow Oracle UX functional design patterns• Bad idea: let developers do whatever they want!
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Fusion Applications
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Embedded Embedded AnalyticsAnalytics
Rich, Unified User Rich, Unified User ExperienceExperience
Enterprise Enterprise Application Application IntegrationIntegration
Contextual E2.0 Contextual E2.0 ServicesServices
Business Business Process Process
IntegrationIntegration
Accounting & Accounting & Financial Financial Mgmt InfoMgmt Info
Use Design Patterns for Advanced UX
Oracle spent a lot of time & money on enterprise UX• How should we display a person in an org chart?• How should we display complex graphs and patterns?• Where do users eyeballs go first on a page?
ADF Functional Design Patterns• http://www.oracle.com/technetwork/topics/ux/applications/gps-1601227.ht
ml
Even if you don’t use ADF, same rules apply• Every pattern has been tested in a lab for maximum effectiveness• Don’t violate a pattern without a great excuse
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5) Roll Out in Phases
Not always possible, but it has lower risk
A portal’s usefulness is directly dependent on the number of other applications it replaces
• Lots of pressure to GO BIG, or not at all• Better to find a way to get success metrics with smaller systems• Then add new systems as you win converts
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Case Study: Fortune 200 Company
Global E-Commerce site for one of their divisions
Portal integrated multiple enterprise applications• E-Business Suite• Enterprise Search• Product Information Management• Oracle Access Manager (OAM)• Oracle Internet Directory (OID)• Active Directory (internal employees)• Custom administrative portlets• Oracle WebCenter Content
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Case Study: WebCenter Portal: The Challenge
Localization• Ensure users only saw products available in their locale• Ensure users saw the right content for that product
Enterprise Application Integration• EBS integration: SOA, API, or data dump?
Back-end administrative dashboards• Create email templates, events, course materials
E-Commerce Site• Inventory, prices per locale, or per specific contract• Navigation, hierarchy, and product suggestion critical
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Case Study: WebCenter Portal: Solution Overview
Portal was used to create administrator dashboards
Portal used to connect to EBS• Custom apps used AJAX to call back to a custom servlet
Content was rendered and cached• Custom RIDC calls for maximum flexibility/performance• Smaller sites could have use Content Presenter
Custom Portal/Content spiders for enterprise search• Needed to avoid performance issues with multilingual site• Need one collection per locale, not all content is translated
Secure every application with OAM/OID• Sync Active Directory to OID to get SSO for the site
Case Study: WebCenter Content: Project Hurdles
Existing EBS system could not handle the entire load• SOA / API / dynamic queries could not be supported for whole site
Global search-engine optimization• Must have 100% control over the URLs: tough with Portals
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Case Study: WebCenter Content: Project Outcomes
For EBS, used Portal to get data dump of most content• E-Commerce used direct calls
Custom Apache/Portal integration for friendly URLs• Translate a URL to a page/section• Custom servlet to do the redirect without changing URL
Launched on time and (barely) under budget• Customers/partners loved the new look and feel
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Tips: Get the Most of Existing Functionality
Avoid custom code when possible
Make customizations future-proofed
Many OOTB, pre-built portlets
Many OOTB UCM components that you’ve never have heard of
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Tips: Integration Best Practices
Avoid “tight” integrations• Never connect client apps directly to back end enterprise apps• Middleware is there for a reason!
Lightweight integrations are usually best• Exceptions for performance and managability• Need cost-benefit analysis before doing anything tightly coupled
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Tips: Security and SSO
Portal and Content support most SSO applications• But: beware of home-built SSO solutions!• Never as safe as the creators would think• Easy to integrate with some systems, impossible with others
Focus on a growable security model
Use security to secure, not organize!
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The Company: http://bezzotech.com
The Blog: http://bexhuff.com
The Mail: info@bezzotech.com
The Tweets: @bex
Questions?
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