CONFIDENTIAL EMC User Group Presentation Presented By : COSI Consulting New York, NY 13 th October 2011
Jan 25, 2015
CONFIDENTIAL
EMC User Group Presentation
Presented By : COSI Consulting
New York, NY
13th October 2011
CONFIDENTIAL
Contents
1 1
Company Overview
Session 1 :: ECM Center Of Excellence in Financial Institutions
Session 2 :: Simplifying Access to Documentum
Case Study - Deploying to a diverse community at a large Investment
Bank
Case Study – Improving user adoption via dynamic folder structures at a
Private Equity Firm
Q & A
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Company Overview
COSI was founded by a team of professionals with 20-plus years of
combined experience in Strategizing and Implementing Content
Management Solutions at leading Fortune 500 companies.
COSI is a niche provider of Content Management Services and
focuses primarily in this area thus building and growing its specialty
over time.
Our corporate culture encourages innovation and creative problem
solving which is proven by our continued investment in products and
solutions.
We have presence in the US, Europe and Asia with offices in NY, NJ,
VA, London and Chennai.
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Key Differentiators
4
Financial Services
SME
Establishing Content Management Strategy by adopting the overall corporate strategy
Establishing top-management sponsorship, corporate governance, cross business
involvement and preparing a common vision ECM Strategy
Global Deployments
COE
Framework
Expertise in different areas of financial services such as Brokerge, Retail, Consumer &
Investment Banking, Insurance, Investment Services and Hedge Funds
Understanding of compliance and legal mandates within Financial Services
Analyzing, designing and delivering globally distributed content management models with
BOCS
Validate and analyze architecture to ensure optimal design
Standard templates to predict application performance using network variables
Expertise in architecting and building ECM based Centers of Excellence
Reusable templates to assist in cost allocation, resource allocation and manage global
change processes
Reusable solution framework built for several business processes to ensure rapid
deployment
Integration and delivery framework helps us to deliver reliable and repeatable results
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Session 1 :: ECM Center Of Excellence in Financial Institutions
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Overview Most individual business units within an organization have identical document and content management needs.
However, due to various reasons, individual units have historically embarked on their „own‟ initiatives to manage
their content resulting in duplicated efforts.
COE is an initiative to identify the common components across the business units and to build them out as services
that can be maintained centrally and shared by various business units.
COE
Organization (Governance,
Roles . . .)
People (Technical, Support)
Business practices (SOPs, SLAs, Contracts . . .)
Technology (Software, Storage . . .)
Influencing Factors:
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Envisioned State Enterprise Content Management
External view
Records Management Output Management Collaboration
Internal view
Workflow &
Lifecycle Management
Document Imaging
and Integration
Content Publishing
& Distribution
Center of Excellence
Processes & Operations Infrastructure & Services People & Partnerships
Management processes
Resource
Delivery
Knowledge
Measurement
Lifecycle definition
End-to-end RM
End-to-end DM
Operations
Service support
Cost Allocation (charge back)
Infrastructures
Defined architecture
Reusable components
Tools, templates
Stable platforms
Services
Records management
Document storage and
management
Document integration
BPM and collaboration
Content distributions
People
Delivery team
SMES and architects
Business champions
Support specialists
Help desk
Partnerships
Vendor partnership
Internal partnership
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Critical Success Factors
Understand, Define and Communicate the scope of the Shared Service Platform
The scope can grow and expand over a period of time
Clearly Define the Scope of Shared Services
Identify the existing applications that will migrate to the platform and prepare a
transition plan
Establish a Transition Strategy and Migration Plan
Establish SLA‟s that are at par with those of external vendors
Document processes and guidelines for new applications to get on to the platform
Establish SLAs, Processes, Standards and Guidelines
Perform an impact analysis to determine the Cost Vs Benefit
Define a charge-back model to address a diverse user population
Perform Financial Analysis to quantify the Benefits vs. Cost
Identify the key stake holders and define their roles
Create an ECM Steering committee to decide on cross divisional issues
Clearly Identify Ownership and Governance Model
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Key Benefits
Enable potential sharing and cross-selling across business units
Encourage a “client-centric” view of information
Provide consistent compliance and legal policy implementation
Improve overall productivity by automating processes and reducing development time
for new applications
Improved Business Agility
Consolidate technology and support components
Streamline vendor contracts across the enterprise and promote volume and scale
discounts
Improve reusability and eliminate redundancy and duplicated efforts
Lowered Total Cost Of Ownership (TCO)
Build a central team of experts (SMEs)
Research new tools and technologies to continuously improve service
Provide proactive support
Increased Support and Shortened Response Time
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Session 2 :: Simplifying Documentum (Case Studies)
Case Study 1: Implementation of Documentum as a Shared
Drive at a Global Investment Bank
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Key Challenges
Diverse and distributed user communities
Need for seamless integration with the standard client desktop builds
Support for key capabilities like binders, multiple imports and exports
Maintain links between files especially Excel spreadsheets within and outside the
repository
Provide easy interface to Sharepoint and other legacy DMS if required
Ensure accessibility from Citrix environments
Potential deployment to all employees – about 60,000 world wide
A large investment bank has multiple Document Management Systems including a
home-grown custom system. Their primary objective is to build an ECM Shared
Service and provide an integrated desktop experience to all colleagues. Some of
the key challenges faced are:
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Solution Overview
Rich, seamless interface extending familiar Windows Explorer and Microsoft Office
to offer DMS features
Low to zero client footprint
Support Multi-tenancy
Standards-based architecture that leverages web services for lower TCO
Provides framework to access to multiple DMS repositories via lettered drive
mapping
Provides Value added features such as Binders, Offline Synchronization, Smart
Folders etc
Leverages key EMC capabilities such as caching (BOCS)
Next releases to support CMIS and allow Self Provisioning capabilities
COSI reviewed the challenges and requirements with the client and resolved it by
exposing Documentum as a shared drive. The iDocs initiative within the firm
leverages COSI’s Insight tool to provide the following:
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Solution Implementation
Insight is currently implemented to convert 1000 users who are using a custom DMS
application. This application supports 14 communities with common DMS needs but
different document types and processes User navigates to the shared drive
and access the repository
SSO and seamless integration with
windows authentication
Select a File in the Share
Click right menu and custom options
open up
Multiple repository can be mapped to
a single drive or a separate drive to
each repository
Given the compatibility with CMIS –
any CMIS compatible DMS can be
mapped to it
Content can be viewed easily between
the repositories that are enabled
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Solution Implementation
Search is integrated with Windows explorer and allows user to perform attributes or full
text search directly from their desktop.
Search is fully configurable and a
quick search is provided on top
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Key Benefits
• Increased user adoption - requires one less tool for the users to be
trained on
• Continued use of a Shared drive except that it will now be more
powerful and secure with added DMS capabilities
• Improved productivity via integration with Office, Outlook and support for linked
files
• Self provisioning model allows rapid standardized deployment
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Session 2 :: Simplifying Documentum (Case Studies)
Case Study 2: Enabling attribute based dynamic folders for
a large Private Equity Firm
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Business Need
Different departments, groups and roles navigating different folder structures
Constant new and changing requirements for new navigation options and folder
redistribution
Support existing Webtop users while exploring other simpler options
Low maintenance, fast deployment and easy upgrade
Role based attribute list, document order
A large private equity firm is deploying Documentum to support the content
management needs across the firm. The proposed solution should support the
following business needs:
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Implementation of Smart Folder
CORE DOCUMENTUM FOLDER STRUCTURE
Human
Resources
EMPLOYEE1
EMPLOYEEE2
Finance
Invoices
Vouchers
Vouchers
Smart
Folder 1
BY Business
Unit
By Entity
Entity 2
Entity 1
Sub Entity
Smart
Folder 2
BY Business
Unit
BU 2
BU 1
Finance
Folder 1
By Vendor
B
A
B1… Bn
AP Folder 2
BY Year
Year 2
Year 1
SMART FOLDER REPRESENTATION
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Implementation of Smart Folder
COSI implemented a dynamic folder structure that is driven by attributes. This
folder structure can be implemented in webtop and provide seamless access to
users.
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Implementation of Smart Folder
COSI implemented a dynamic folder structure that is driven by attributes. This
folder structure can be implemented in webtop and provide seamless access to
users.
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Contact Information
www. cosiconsulting.com
For More information, please visit