Output and Report Management in ECM Hossien Amehdi and Chris Zaugg OPIN Systems Alfresco Summit 2014 – San Francisco September 25, 2014

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OPIN Overview Develop Enterprise Report Management Software Consulting Services for ECM Implementation Current product built on top of Alfresco Commercial license and support PerfectFit™ Methodology Only natively integrated ERM platform for Alfresco

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ECM Content Spectrum

opin.com/summit14 ERM Evolution Mainframe, printers, and Microfiche COLD Solutions IDARERM ERM integrated with ECM

opin.com/summit14 ERM started out as a technology called "COLD" based on laser discs. ERM systems manage high-volume reports and computer generated output generated by core operational systems, package business software and report writer applications.COLD ERM products are now being increasingly integrated with ECM products. Leading analysts now track ERM as a subcomponent of the ECM market. ERM – Enterprise Report Management

opin.com/summit14 So why is ERM different from DM? ERM – Overview DMERM Folder structure created by users Automated capture and classification of documents Documents have versionsDocuments have generations Documents are created at anytime by anyone for any purpose Generations are created as part of the business process Documents are modified by the user No Changes to generations / compliance requirement Can be deleted by the user or kept forever Automatically deleted or archived after life time expiration Most documents are created by office applications Most documents are computer generated output

opin.com/summit14 Content may be categorized as follows: Structured* Database data – machine generated data residing in relational databases Unstructured* Human created content using applications such as Microsoft Office Semi-Structured* Computer generated output – mostly reporting software typically run automatically on a regular schedule * Source: AIIM (Association for Image and Information Management) Organizational Content

opin.com/summit14 Large companies were asked: “Roughly what percentage of your corporate content exists in the form of enterprise reports?” Organizational Content * Source: AIIM Market Intelligence White Paper 45% of these companies indicated that between 25-75% of all content fits into this category, indicating both a problem and an opportunity!

opin.com/summit14 Organizational Content * Source: AIIM Market Intelligence White Paper

opin.com/summit14 Organizational Content

opin.com/summit14 Semi-Structured Content Semi-structured content is computer generated output produced to be viewed and/or printed and is presented in a way that is designed to be read by humans. Typically these are paginated reports containing normalized data. Examples: Daily, Weekly, Monthly, Quarterly, Annual, and Ad-hoc Production Reports Statements, Invoices, Remittance Advice, Purchase Orders, etc.

opin.com/summit14 Main Sources: Mainframe legacy applications generating operational reports Business Software Applications – Oracle BI Publisher, PeopleSoft, JD Edwards, SAP Reporting Applications such as Crystal Reports Semi-Structured Content

opin.com/summit14 Content Definition / Introduction Identification / Recognition Sample upload Layout definition, security, retention, rules Content Acquisition Spool File – Virtual Printer Disk File – Folder Monitoring, FTP and Manual Upload Programming – Scripting or API Semi-Structured Content

opin.com/summit14 Capture / Ingestion Classify Convert / Transform / De-normalize Security and Bursting Indexing – Metadata Repository Services Access Life Cycle Management Notification and Distribution Collaboration Record Management Semi-Structured Content

opin.com/summit14 Bursting is the process of taking a single report (typically a large report) and securing it based on values found for one or more fields on each page of the report. Examples include, customer name, id, number, account, department, division, invoice, purchase order, etc. Two Main Methods: Physical Bursting Virtual Bursting Report Bursting

opin.com/summit14 Records Management Document Management Digital Asset Management Management Web Content Management Storage ? ECM

opin.com/summit14 Records Management Document Management Digital Asset Management Management Web Content Management Storage ECM

opin.com/summit14 Typical Document in an ECM Repository Security Layer Everyone with rights to the document sees the same document. One document, many static views.

opin.com/summit14 Typical Report in Reveal ® Everyone with rights to the report sees their entitlement-specific information. One physical report. Unlimited, virtual, customized views. Bursting Engine User 1 User 2 User 3 User n ~ User Profile Security

opin.com/summit14 ViziDex ™ also known as Visual Indexing, is a process in which report content is parsed and the content data is de-normalized for data analysis purposes. This de-normalized data can be easily displayed in a grid format on UIs, exported to databases, Excel and other applications. ViziDex ™ can be leveraged for context sensitive search, data query, filtering, sorting and other functions. ViziDex ™

opin.com/summit14 Direct Link ViziDex ™

opin.com/summit14 Alfresco with ERM Extension Reveal Share AMP Reveal Repo AMP

opin.com/summit14 Automatic Capture Automatic Classification Handle any format (e.g. postscript, PCL, AFP, PDF, EBCDIC, etc.) Generational Management Ingestion by Parsing Pinpoint Security (e.g. by page) Indexing and Search Automatic life cycle Management Vital Statistics ViziDex Data Query

opin.com/summit14 Bringing ERM and ECM Together Benefits Centralized Repository and single UI for unstructured and semi-structured content Lower cost of ownership Increase Productivity Leverage Alfresco’s features and functionalities on your production reports and leverage ERM features such as ViziDex on your ECM content Better User Experience