1. هندسة تصميم المؤسسة الإلكترونية تجربة جامعة الملك فهد للبترول والمعادن الهواري غوثي و د. جار الله الغامدي كلية علوم و هندسة الحاسب الآلي جامعة الملك فهد للبترول والمعادن شعبان 1425ه

2. Electronic Enterprise Architecture KFUPM Experience Mr. Lahouari Ghouti and Dr. Jarallah Al-Ghamdi College of Computer Science and Engineering KFUPM University September 2004

3. Content Management? What is it? Do Academic Institutions Need It?

4. Academic E-Business?

5. E-Business Drivers Cut costs Improve customer service 24x7 access to services Streamline administration Electronic service delivery Doing more with less Regulatory compliance (Saudi Strategic IT Plan?)

6. Moving to E-Business? Corporate Intranet - content management E-Commerce / B2C / E-forms / content and process management /multiple channels E- Business / B2B - content and process management / collaborative commerce E-service delivery / E-Learning (KFUPM Leadership)

7. Information Management: Platforms

8. Document Management Semi structured or unstructured data Capture/creation Organize, manage and store Search and retrieve Process Distribute

9. Document Management From imaging to active document management From simple to compound documents From document to content management Move to Web standards and platforms From two tier client server to n tier thin client – Browser – Middleware - Back End servers

10. Document & Data Capture Scan & Digitize Paper & Index Images Intelligent Document Capture Paper & Electronic Forms Processing Distributed Capture via Intranet/Internet Increased use of PDF, HTML and XML Templates for document/content creation E-mail capture and management

11. Document and Data Capture Workflow Balance resources with packaged software

12. Content Management Separate content from display/presentation Markup content – SGML; HTML; XML Focus on publishing content to Intranet/Internet/Mobile Devices Tools to control content production Content templates to standardise content Tools to transform content into Web formats

13. Content Management Tools to automate content approval process Tools to automate content delivery Tools for Web site design Tools to customize/personalize content Tools to monitor content usage Tools to manage/archive content

14. Knowledge Management Basic content management functions plus. Portal access to internal/external content Corporate memory/knowledge base Auto classify and full text retrieval Knowledge mapping and visualization People matching Process analysis and KM

15. Electronic Records Management Document / content management plus. Declaration (capture and freeze record) Classification (corporate file plan) Disposition (retain vital records and manage controlled disposal of non vital records) Manage electronic and analogue records

16. Electronic Records Management Corporate wide implementation Active document / content management and long term folder management File Plan; Folder; Folder Part; Record/ Document/Content Procedures’ standards???

17. Business Process Management Tools

18. Process Modeling Simple - Complex. Costing; Simulation; Support for IDEF 0

19. Why Redesign the Process? Ensure processes meet business objectives Take control of the way you work Impose consistency Facilitate re-organization and multi-skills Break down Faculty barriers Build on move to electronic information Prioritize for E-business

20. Integration for Information & Work Management

21. Keys to Success

22. Electronic Records Management Corporate wide implementation Active document / content management and long term folder management File Plan; Folder; Folder Part; Record/ Document/Content Procedures’ standards???

23. IT Infrastructure Review Client/server hardware/software? LAN and WAN bandwidth E-mail/messaging systems? Database engines and development tools? Desktop applications? Internet/Intranet/Extranet? Document management standards? Administration packages?

24. Business Case? Costs Tactical Benefits Strategic Benefits Cost Benefit Analysis

25. Costs Hardware and software Development Support

26. Tactical Benefits Productivity improvement Competitive gain Space savings Cost savings Improved cash flow Lower cost per student and better quality

27. Strategic Benefits Improved customer service Improved visibility and image Improved quality Increase market share Regulatory compliance Improved information management Attract high caliber staff

28. Is it Worth the Efforts? Unlock your information assets! Control paper and electronic processes Platform for e-business

29. Case Studies

30. Deployment of IT Systems Traditional Approach Mission & Vision Business Line A Process A1 Process A2 IT Appl. A1 IT Appl. A2 Business Line Z Process Z1 Process Z2 IT Appl. Z1 IT Appl. Z2

31. Traditional Approach Drawbacks Reviews by US agencies and departments have shown that: “Attempting to build major systems without first completing an enterprise architecture often results in systems that are duplicative, not well integrated, unnecessarily costly to maintain and interface, and do not effectively optimize mission performance". (CIO-Architecture Guide)

32. Information at KFUPM A New Definition information Recognition of information as a strategic resource to realize the vision and mission of an Enterprise, Identifying the priority Business areas which can be greatly served by exploiting information asset, Periodic assessments of the enterprise’s progress towards its target environment, Alignment with the enterprise’s strategic plan.

33. Information at KFUPM A New Definition Information is more than data: Information = Data + context (business functions) Context – Bussiness Functions (Functional View)

34. Enterprise “Information” Architecture Enterprise Information Architecture In Short Enterprise Architecture Emphasis on Global View (Sharing Information) and, Functional perspective (Business Lines) information What information is needed to support the business?

35. Enterprise Architecture Enterprise Architecture (EA) is a strategic information asset base, which defines: mission (function) The mission (function), information The information necessary to perform the mission, technologies The technologies necessary to perform the mission.

36. EA Answers to ??? information What information is needed to support the business? applications What IT applications are needed to provide information? technology What technology is needed to support the applications?

37. EA Frameworks There are four candidate frameworks. These frameworks are: The Zackman’s EA Framework, Department of Defense (DoD) Command, Control, Communications, Computer, Intelligence, Surveillance and Reconnaissance (C4ISR) Architecture Framework, Treasury Enterprise Architecture Framework (TEAF), Federal Enterprise Architecture Framework (FEAF).

38. EA Development Process

39. EA Process An Example Infrastructure Organizational Functional Information How, Where & When What, How Much & How Frequently Who & Why Enabler

40. IT Strategic Planning

41. Scientific Council Academic Promotion: At KFUPM University, the academic promotion takes time and requires redundant processes  Lack of interest!!! Automate the process: Solution “home-made” Java- XML based solution!!!

42. E-Learning Online Courses Content Development Enrolment Efficiency Time-Space Flexibility

43. E-Learning: Some Examples ICS 202 Course Data Structures: Effort 3 months + 9000 development hours. Automate the process: Most of the CCSE and Engineering courses have ONLINE versions!!!! KFUPM Orientation program: English 001 and 002  Cost 780 SAR per student  1.326.000 SAR Benefits: Brand new computer lab every semester Course coverage from 40 hours to 15 hours. More students’ enrollment  Community Colleges’ English program same as KFUPM Orientation program.

44. E-Learning: Some Examples Student activity monitoring!!!! Time spent on each lecture + number of log ins per day/week/month/semester. Statistical study of student participation in forums, chat rooms. “Virtual” Office hours.

45. Vice-Rectorship for Academic Affairs Student Petition: Design the process of E-Petitioner. Workflow: Student Affairs  Academic Chairman  Academic Dean  Vice-Rector Academic Affairs. Benefits: Improved student performance!!!

46. Academic Departments Paperless course file: Home-made system using Oracle 9i + Java Technology + XML. Course Content Development Monitoring.

47. Central Services Office Archive Systems  The Central services archive occupies about 10 rooms in the Administration Building (Famous KFUPM Building 21). Automated archiving  Instant Benefits 11 Million Riyals!!!

48. Registrar’s Office Student Records: Archiving + DMS system. First Choice: ArabDOX Cost 200.000 SAR Final Choice: Hamming Bird system  Free License!!!

49. KFUPM Expertise

50. Patens filed in the area of document security. Patents filed in the area of document/imaging authentication. Ongoing work in multimedia document management/workflow/security/authentication. Published research work in International Referred journal and Conference proceedings such as IEEE/IEE/ACM.

51. Electronic Enterprise Architecture: KFUPM Experience Mr. L. Ghouti and Dr. J. Al-Ghamdi EDoc Forum Riyadh September 20-21 2004 Thank you! Feel free to contact: ghouti@ccse.kfupm.edu.sa Questions? Talk Slides Will Be Available at: http://www.ccse.kfupm.edu.sa/~ghouti/