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File: Enterprise_Content_Management..PPT 1
Enterprise Content Management
IT Futures Briefing Presenters: Yogi Schulz & Declán Baker
Information technology related management consulting
Project management and systems development
Computing Canada & Calgary Herald columnist
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
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Enterprise Content Management
Declán Baker
Senior Business Consultant with CriticalControl Solutions
– Public company established in 1991 with offices in Vancouver, Calgary, Edmonton, Winnipeg and Regina
– Significant partner relationships with EMC Documentum and IBM
7 years consulting in ECM with focus on:
– Project management, Business Process Modeling
– Requirements definition & acceptance testing
– System deployments and change management
Implementation of Trango software for Technical Records
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Enterprise Content Management
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
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Enterprise Content Management
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
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Enterprise Content Management
History ofECM
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Enterprise Content Management
Information Explosion in Oil & Gas
Seismic data
Variousdocuments
Peta
byte
s of
data
Time
Well log data
Databases
High
High
Low
Low
Management Effort
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Enterprise Content Management
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
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Enterprise Content Management
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Enterprise Content Management
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: Derive benefit from information assets
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Enterprise Content Management
What is content?
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Enterprise Content Management
What is content?
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Enterprise Content Management
ECMLife Cycle Components
Deliver
Preserve
Capture
Store
Manage
Input
Destroy
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Enterprise Content Management
Input
Data entry
Scanning
Electronic file creation
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Enterprise Content Management
Capture
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Enterprise Content Management
DeliverWorkstations
PDA
Communicationsnetwork
Printer
iPod
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Enterprise Content Management
PreserveCD/DVD
MagneticTape
Cartridge
MagneticTape Reel
Preserving important documents
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Enterprise Content Management
Store
Paper filesTo CD
Recordsstorage
Diskarray
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Enterprise Content Management
Manage
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Enterprise Content Management
DestroyShred
Physical Content
DeleteElectronic Content
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Enterprise Content Management
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Enterprise Content Management
BPM
Imaging
DM
Collaboration
Abbreviation Name
Imaging
Document Management
Business Process Management
Collaboration Tools
WCM Web Content Management
RM Records Management
ECMApplications
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Enterprise Content Management
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
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Enterprise Content Management
ECM Business Drivers
Improve productivity
Observe compliance
Reduce risk
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Enterprise Content Management
In other words …
=
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Enterprise Content Management
ECM Applicationsin Oil & Gas
Well file
Plant & facilities
Capital projects design & construction
Surface & mineral land contracts
Web content
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Enterprise Content Management
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
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Enterprise Content Management
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Enterprise Content Management
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
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Enterprise Content Management
Kellogg Brown & RootECM Case Studies
Challenges Solution BenefitsHuge volumes of project documentation
Tedious, labour 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
File: Enterprise_Content_Management..PPT 31
Enterprise Content Management
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
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Enterprise Content Management
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
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Enterprise Content Management
Alignment
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Enterprise Content Management
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
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Enterprise Content Management
Wild speculationabout the Future of ECM - 1
Audio input/search & audio result sets
Graphic input & graphic result sets
Pattern matching to create result sets
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Enterprise Content Management
Wild speculationabout the Future of ECM - 2
Visualization & virtual tours of info assets
Smarter document categorization
Convergence of holography, artificial intelligence and content repositories
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Enterprise Content Management
Conclusions
ECM is delivering benefits today
ECM capability will grow in the near-term
Nexen stands before a significant opportunity to enhance value of ECM for its operations
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Enterprise Content Management
Recommendations
Improve the management of your personal documents
Use FileNet as opposed to the shared drive
Explore opportunities to implement ECM within your immediate area
Explore opportunities to implement ECM with your business customer
Presentations available at:S:\IT\Presentations
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Enterprise Content Management
Questions &Discussion
Can you helpmanage the flood
of documents?Pleasefill out
evaluationform
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Enterprise Content Management
1800, 250 - 6th Ave. S.W.Calgary, Alberta Canada T2P 3H7
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
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Enterprise Content Management
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
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Enterprise Content Management
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
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Enterprise Content Management
ECM Myths
The “One size fits all” myth
The Silver bullet myth
The tool myth
The project myth
The “Easy” myth
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Enterprise Content Management
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.
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Enterprise Content Management
Records Declaration
Document Record
Acc
ess
Act
ivit
y
Time
Corporately Owned
Author Owned
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Enterprise Content Management
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