1. Output and Report Management in ECM
Hossien Amehdi and Chris Zaugg
OPIN Systems
Alfresco Summit 2014 – London
October 9, 2014

2. OPIN Overview Content management software developers for 30 years
Only natively integrated ERM platform for Alfresco
Current product built on top of Alfresco
AIIM Certified consultants offering a full range of ECM services
PerfectFit™ Methodology

6. ERM’s focus on large, computer generated generational reports. RM
ECM’s focus on collaboration and versioning – the evolution of documents toward a single output.
ERM’s focus on large, computer generated generational reports. RM
IMAGES
WEB
ECM
Content Spectrum DM
ARCHIVES
Enterprise
Report Management
DAM

7. Combining ERM and traditional ECM components completes the ECM picture, allowing for a complete collaboration. A robust taxonomy can be created for search, records management and governance.
In addition, bringing ERM into ECM platforms together can save money on licensing, particularly if you have one physical report with unlimited customized views. Every viewer does NOT need a license on the software that generated the report. RM
IMAGES
WEB
ECM
Content Spectrum DM
ARCHIVES
DAM
ERM

8. ERM – Enterprise Report Management
Mainframe, printers, and Microfiche
COLD Solutions
IDAR
ERM
ERM integrated with ECM
ERM systems manage high-volume reports and computer generated output generated by core operational systems, package business software and report writer applications.
ERM products are now being increasingly integrated with ECM products.
Leading analysts now track ERM as a subcomponent of the ECM market.

9. So why is ERM different from DM?
ERM – Overview
So why is ERM different from DM? DM
ERM
Folder structure created by users
Automated capture and classification of documents
Documents have versions
Documents 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

10. Organizational Content
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)

11. Organizational Content
Large companies were asked: “Roughly what percentage of your corporate content exists in the form of enterprise reports?”
45% of these companies indicated that between 25-75% of all content fits into this category, indicating both a problem and an opportunity!
* Source: AIIM Market Intelligence White Paper
#of Employees:
1000 – %
5,001 – 25, %
>25, %

12. Organizational Content
* Source: AIIM Market Intelligence White Paper

13. Organizational Content

14. 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.

15. Semi-Structured Content
Mainframe legacy applications generating operational reports
Business software applications – SAP, PeopleSoft, Oracle BI Publisher, JD Edwards
Reporting applications such as Crystal Reports

16. Semi-Structured Content
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

17. Semi-Structured Content
Capture / Ingestion
Classify
Convert / Transform / De-normalize
Security and Bursting
Indexing – Metadata
Repository Services
Access, Find, Query and Search
Life Cycle Management
Notification and Distribution
Collaboration
Record Management

18. Report Bursting
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

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

20. 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 Profile Security ~ ~ ~
User 1
User 2
User 3
User n

21. ViziDex™
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.

22. ViziDex™
Direct Link

23. Alfresco with ERM Extension
Client Layer
Reveal Share AMP
Protocol and API Connections
Repository Layer
Reveal Repo AMP
Database
File System
Storage Layer

24. + 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

25. 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

26. ECM ? Records Management Document Management Digital Asset Management
Management
Web Content Management
Storage
ECM ?

27. ECM Records Management Document Management Digital Asset Management
Management
Web Content Management
Storage
ECM

28. Thanks for coming! Please don’t hesitate to contact us!
Hossien Amehdi
Chris Zaugg