How To Implement GroupWise ® Document Management Gregg Hinchman Consultant Hinchman Consulting Jerry Winkel Novell Escalation Engineer Novell, Inc.

Speakers Gregg A. Hinchman  Former Novell employee  Hinchman Consulting Jerry Winkel  Novell employee since 1993  Escalation Engineer

Vision…one Net A world where networks of all types—corporate and public, intranets, extranets, and the Internet—work together as one Net and securely connect employees, customers, suppliers, and partners across organizational boundaries Mission To solve complex business and technical challenges with Net business solutions that enable people, processes, and systems to work together and our customers to profit from the opportunities of a networked world

Session Outline Introduction Planning Document Management System (DMS) design Pilot Implementation Training Maintenance Summary

Introduction Impetus for session (the Motive) Agency goals Why GroupWise ® wins Agency’s future plans Current status of the DMS project What is GroupWise DMS? What DMS IS... What DMS is NOT... Questions

Introduction: Impetus for Session (the Motive) Customer implementing GroupWise DMS State environmental agency 1,000+ users Documents scattered on floppies, local drives and servers Access to permits by users and public Environmental permits were not organized Customers required to visit multiple sites in order to review permits

Introduction: Agency Goals Create a system that provides “one stop shopping” for permits Allow users and the public to find the permits they need rather than visiting multiple offices Increased security Stop intellectual property leaks Stop information “hording”

Introduction: Why GroupWise Wins Users already know GroupWise Integration with applications WebAccess/WebPublisher Cost and ROI Fast document retrieval Security and access control Activity logging Workflow Paperless—“The Greening of the Government”

Introduction: Agency’s Future Plans Focus on electronic storage Imaging solutions for existing paperwork  ViewWise— Workflow  MetaStorm—

Introduction: Current Status of the DMS Project 21 libraries 250+ users trained 8,000 documents stored Why 21 libraries for only 8,000 documents?

Introduction: What Is GroupWise DMS? Document Management is a storage system that utilizes indexing to retrieve documents This includes managing the creation, revision, review, storage, and ultimate disposition of documents

Introduction: GroupWise DMS IS... A paradigm shift Fast way to access documents Easy to learn and use ISO 9000-friendly

Introduction: GroupWise DMS Is NOT… A database Shared folders File names and directories

Introduction: Questions Set the clock for 5 minutes

Planning Factors to consider GroupWise health

Planning: Factors to Consider The cost of a DMS Is GroupWise DMS a solution? Is our GroupWise system healthy? Resources required Technical expertise

Planning: GroupWise Health Health check  Current issues  Pending operations  Current design adequate  Does your current design have room for growth?

Planning: GroupWise Health Optimal Design Primary Domain Secondary Domain GWIA Domain WebAccess Domain WebAccess GWIA DMS Post OfficePost Office Libraries Librarians Users Distribution Lists All connections TCP/IP = Direct connection DMS Groups Inbox

Planning: GroupWise Health (cont.) Tuning  GroupWise sizing recommendations (TID )  Compaq GroupWise capacity and planning document ender/1,1027, ,00.htm

DMS Design Centralized vs. decentralized libraries Dedicated vs. non-dedicated indexing Dedicated DMS vs. non-dedicated post office Customizing libraries Demo time DMS administration Questions

DMS Design: Centralized Libraries Corporate office Remote office Remote Users Remote office GroupWise library Home office GroupWise library Users at remote offices access GroupWise across WAN links Users at remote offices access libraries across WAN links No GroupWise servers at this location All libraries are physically located in the corporate offices All GroupWise servers are in this location

DMS Design: Decentralized Libraries Corporate office Remote office Remote users Remote office GroupWise library Home office GroupWise library Users at corporate offices access GroupWise locally Users at corporate offices access libraries locally and across WAN links GroupWise servers at this location Local libraries are physically located at the corporate offices Users at remote offices access GroupWise locally Users at remote offices access libraries locally and across WAN links GroupWise servers at this location Local libraries are physically located at the remote offices Corporate users

DMS Design: Indexing Non-dedicated Indexing Scenario One Server Post Office 1—POA 1 GroupWise Mailboxes GroupWise Library QuickFinder index (/qfinterval-4) QuickFinder Base Offset (/qfbaseoffset-18) Message database Active messaging DMS storage areas DMS libraries DMS databases QuickFinder Delete old IDX and INC files (/qfdeleteold) GroupWise Server Dedicated Indexing Scenario Two Server Post Office 1—POA 1 GroupWise Server 1 GroupWise Server 2 Post Office 1—POA 2 GroupWise Mailboxes GroupWise Library QuickFinder index (/qfinterval-0) No massage database No active messaging (/nomf) No client connectivity (/notcpip) No QuickFinder index (/noqf) Message database DMS storage areas DMS libraries DMS databases QuickFinder level set (/qflevel=1) QuickFinder Delete old IDX and INC files

DMS Design: Post Offices Messaging Post Office GroupWise Server 1 GroupWise Server 2 Document Management Post Office GroupWise Mailboxes GroupWise Libraries Librarian Accounts DMS Groups QuickFinder index (/qfinterval-4) QuickFinder Base Offset (/qfbaseoffset-18) Message database Active messaging No DMS storage areas No DMS libraries No DMS databases QuickFinder Delete old IDX and INC files (/qfdeleteold) QuickFinder index (/qfinterval-0) No message database DMS storage areas DMS libraries DMS databases QuickFinder Level Set (/qflevel=1 QuickFinder Delete old IDX and INC files (/qfdeleteold) GroupWise Server 2 Document Management Post Office GroupWise Libraries Librarian Accounts DMS Groups GroupWise Mailboxes QuickFinder index (/qfinterval-4) QuickFinder Base Offset (/qfbaseoffset-18) Message database Active messaging DMS storage areas DMS libraries DMS databases QuickFinder Delete old IDX and INC files (/qfdeleteold) Dedicated Document Management Post Office Non-Dedicated Document Management Post Office

DMS Design: Customizing Libraries Departmental approach Document property page Custom property fields Lookup tables Document types GroupWise objects Rights

DMS Design: Demo Time

DMS Design: DMS Administration Document Management Administrative Hierarchy Librarian 1 account (external entity) Library 1 Library 2 Library 3 Administrative Assistant Office Manager Network Administrator The administrative assistant uses their GroupWise account when using DMS The office manager uses their GroupWise account when using DMS The network administrator does NOT have Librarian rights to ANY libraries The administrative assistant uses “Librarian 1” account ONLY when performing Librarian duties for library 1 DMS administrator account (external entity) The office manager uses the “DMS Administrator” account ONLY when performing Librarian duties for all libraries

DMS Design: Questions 10 minutes on the clock, please

Pilot Defining the pilot Building the pilot Evaluation

Pilot: Defining a Pilot Get support from management  Share the purpose  Share the DMS features and abilities  Financial goals Create the pilot plan  Start and stop dates  Resources needed  Training requirements  “Go-Live” date  Evaluation standards  Success and failure markers

Pilot: Building a Pilot Pilot within current GroupWise system  The setup  Pros  Cons Stand-alone pilot  The setup  Pros  Cons

Pilot: Evaluation—Lessons Learned “A mistake is a Buddhist gift.” Learn from it Seek criticism Pilot user evaluations Review evaluations and make changes

Implementation Extending the pilot Following a plan Meeting of the minds (Managers and decision makers) Meeting of the minds—the sequel Questions

Implementation: Extending the Pilot Management “buy in” Create a DMS roll out plan Start a revolution Add another department or user group Train your help desk

Implementation: Follow the Plan Be flexible with the design Stick to your guns

Implementation: Meeting of the Minds—Managers and Decision Makers Discuss and define DMS Performs needs analysis Customization of libraries

Implementation: Meeting of the Minds—“the Sequel” Review DMS How do they envision their library? Needs of the department Libraries needed Lookup tables Spelling and naming count Assigning librarians Groups Defining new document types Writing policies and procedures

Implementation: Questions 5 minutes, please

Training Building a training system Training the masses

Training: Building a Training System Training within the current GroupWise system  The setup  Pros  Cons A stand-alone training system  The setup  Pros  Cons

Training: Training the Masses Administrators  DMS resources Document Management with GroupWise 5.5—Danita Zanre Training Manuals—Write Librarians Help desk personnel End users

Maintenance Archiving/deleting documents Scheduled procedures  Daily  Weekly Fixing problems

Maintenance: Please Do Not… Delete and recreate your NGWGUARD.DB Archive documents Mix documents from different libraries into a single document storage area

Summary DMS limits Recommendations Questions summary

Summary: DMS Limits Theoretical limits  4 billion documents per library  255 libraries per post office Real-world limitations  Speed of backup software  Time spent indexing  Maintenance summary

Summary: Recommendations Use dedicated DMS post office Spend the time and money to train your users Create policies and guidance documents for DMS Stick with the real world limits to ensure manageability Be flexible in design, but rigid in implementation