1. File: Enterprise_Content_Management..PPT 1 Enterprise Content Management 2008 PPDM Association Fall Conference Presenter: Yogi Schulz A Brief History of Electronic Content Management 21 October 2008 Copyright © 2008 Corvelle Management Consultants Retrieval Physical Storage Scanning Creation Electronic Storage

2. File: Enterprise_Content_Management..PPT 2 Enterprise Content Management Yogi Schulz Biography r President of Corvelle Consulting r Information technology related management consulting r Microsoft Canada columnist & CBC Radio host r PPDM Association board member r Industry presenter: –Project World - 4 years –CIPS Informatics - 7 years –PMI - Information Systems SIG - 2 years –Convergence - 4 years –PPDM Association - several years

3. File: Enterprise_Content_Management..PPT 3 Enterprise Content Management Definition Life Cycles Applications Presentation Outline r Presentation Objectives r Enterprise Content Management (ECM) Description r ECM Business Drivers r ECM Best Practices r ECM Future r Conclusions & Recommendations r Questions & Answers Explain ECM in an oil & gas industry context

4. File: Enterprise_Content_Management..PPT 4 Enterprise Content Management Presentation Objectives r Better understand the factors that are driving adoption of enterprise content management (ECM) r Recognize how ECM can bring value to the oil and gas industry r Better understand likely trends in ECM

5. File: Enterprise_Content_Management..PPT 5 Enterprise Content Management Is ECM important to business? r An estimated $600 to $800 billion is spent on document management by US companies each year r 4 trillion paper documents are currently stored in the US r 1 billion photocopies are made each day r An average of 19 copies are made of each individual document PPDM can Help

6. File: Enterprise_Content_Management..PPT 6 Enterprise Content Management History of ECM

7. File: Enterprise_Content_Management..PPT 7 Enterprise Content Management Digital Revolution Text Early word processor Amazon Kindle e-Books

8. File: Enterprise_Content_Management..PPT 8 Enterprise Content Management Digital Revolution Images

9. File: Enterprise_Content_Management..PPT 9 Enterprise Content Management Information Explosion in Oil & Gas Seismic data Various documents Petabytes of data Time Well log data Databases High Low Management Effort

10. File: Enterprise_Content_Management..PPT 10 Enterprise Content Management Information Explosion Challenges r Swamped by increasing amounts of information r Impossible to manage information efficiently and cost effectively r Difficult to discriminate between junk and gems r Finding data is like looking for a needle in haystack Mean millions on a major capital project

11. File: Enterprise_Content_Management..PPT 11 Enterprise Content Management

12. File: Enterprise_Content_Management..PPT 12 Enterprise Content Management Enterprise Content Management Definition “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: Maximize value from information assets

13. File: Enterprise_Content_Management..PPT 13 Enterprise Content Management What is content?

14. File: Enterprise_Content_Management..PPT 14 Enterprise Content Management What is content?

15. File: Enterprise_Content_Management..PPT 15 Enterprise Content Management ECM Life Cycle Components Manage Input Destroy

16. File: Enterprise_Content_Management..PPT 16 Enterprise Content Management Input Data entry Scanning Electronic file creation Marine seismic data acquisition

17. File: Enterprise_Content_Management..PPT 17 Enterprise Content Management Capture

18. File: Enterprise_Content_Management..PPT 18 Enterprise Content Management Deliver Workstations PDA Communications network Printer iPod

19. File: Enterprise_Content_Management..PPT 19 Enterprise Content Management Preserve CD/DVD Magnetic Tape Cartridge Magnetic Tape Reel Preserving important documents

20. File: Enterprise_Content_Management..PPT 20 Enterprise Content Management Store Paper files To CD Records storage Disk array

21. File: Enterprise_Content_Management..PPT 21 Enterprise Content Management Manage

22. File: Enterprise_Content_Management..PPT 22 Enterprise Content Management Destroy Shred Physical Content Delete Electronic Content

23. File: Enterprise_Content_Management..PPT 23 Enterprise Content Management

24. File: Enterprise_Content_Management..PPT 24 Enterprise Content Management BPM Imaging DM Collaboration AbbreviationName Imaging Document Management Business Process Management Collaboration Tools WCMWeb Content Management RM Records Management ECM Applications

25. File: Enterprise_Content_Management..PPT 25 Enterprise Content Management Document or Records Management? r Document and record similarities: –Useful or interesting information –Variety of hard copy and electronic media r 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

26. File: Enterprise_Content_Management..PPT 26 Enterprise Content Management ECM Business Drivers r Improve productivity r Observe compliance r Reduce risk

27. File: Enterprise_Content_Management..PPT 27 Enterprise Content Management In other words … =

28. File: Enterprise_Content_Management..PPT 28 Enterprise Content Management ECM Applications in Oil & Gas r Well file r Plant & facilities r Capital projects design & construction r Surface & mineral land contracts r Web content

29. File: Enterprise_Content_Management..PPT 29 Enterprise Content Management Long Lake ECM Case Studies ChallengesSolutionBenefits 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

30. File: Enterprise_Content_Management..PPT 30 Enterprise Content Management Petro- Canada ECM Case Studies ChallengesSolutionBenefits Supplement 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

31. File: Enterprise_Content_Management..PPT 31 Enterprise Content Management Kellogg Brown & Root ECM Case Studies ChallengesSolutionBenefits Huge volumes of project documentation Tedious, labor 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

32. File: Enterprise_Content_Management..PPT 32 Enterprise Content Management BP ECM Case Studies ChallengesSolutionBenefits > 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

33. File: Enterprise_Content_Management..PPT 33 Enterprise Content Management Best Practices for ECM r ECM is a lifestyle, not a project r Ownership & Sponsorship r Think strategically, act tactically r Validate the technology choice r Don’t forget governance r Communicate and educate

34. File: Enterprise_Content_Management..PPT 34 Enterprise Content Management Alignment

35. File: Enterprise_Content_Management..PPT 35 Enterprise Content Management ECM Near-term Future r Integrated suite of tools r Continuing vendor consolidation r Open source content management r Adoption of API standards r Unified access point for information assets r Multilingual support with dynamic translation

36. File: Enterprise_Content_Management..PPT 36 Enterprise Content Management Wild speculation about the Future of ECM - 1 r Audio input/search & audio result sets r Graphic input & graphic result sets r Pattern matching to create result sets

37. File: Enterprise_Content_Management..PPT 37 Enterprise Content Management Wild speculation about the Future of ECM - 2 r Visualization & virtual tours of info assets r Smarter document categorization r Convergence of holography, artificial intelligence and content repositories

38. File: Enterprise_Content_Management..PPT 38 Enterprise Content Management Conclusions r ECM is delivering benefits today r ECM capability will grow in the near-term r E&P companies stand before a significant opportunity to enhance value of ECM

39. File: Enterprise_Content_Management..PPT 39 Enterprise Content Management Recommendations r Improve the management of your personal documents r Use document management system as opposed to the shared network drive r Explore opportunities to implement ECM within your immediate area r Explore opportunities to implement ECM with your business customer Presentations available at: www.ppdm.org

40. File: Enterprise_Content_Management..PPT 40 Enterprise Content Management Questions & Discussion Can you help manage the flood of documents? Please fill out evaluation form

41. File: Enterprise_Content_Management..PPT 41 Enterprise Content Management 1800, 250 - 6th Ave. S.W. Calgary, Alberta Canada T2P 3H7 Phone: (403) 249-5255 E-mail: YogiSchulz@corvelle.com Web: www.corvelle.com President of Corvelle Consulting Information technology related management consulting Microsoft Canada columnist & CBC Radio host Industry presenter PPDM Association board member Enterprise Content Management Yogi Schulz

42. File: Enterprise_Content_Management..PPT 42 Enterprise Content Management Information Value Oil & Gas Asset Life Cycle Primary Production Secondary Production Drilling Abandonment Completion Work-over Reservoir Characterization Data

43. File: Enterprise_Content_Management..PPT 43 Enterprise Content Management The “Too MUCH Information Age”

44. File: Enterprise_Content_Management..PPT 44 Enterprise Content Management Start recording more metadata Why? Metadata enables search & retrieval

45. File: Enterprise_Content_Management..PPT 45 Enterprise Content Management

46. File: Enterprise_Content_Management..PPT 46 Enterprise Content Management Structured Vs. Unstructured Continuum

47. File: Enterprise_Content_Management..PPT 47 Enterprise Content Management Bibliography - 1 r About Enterprise Content Management (ECM) –www.aiim.org/about-ecm.asp r The Adobe intelligent document architecture –www.adobe.com/enterprise/ida.html r AIIM – The ECM Association –www.aiim.org/index.asp r Analysis, Selection, and Implementation Guidelines Associated with Electronic Document Management Systems (EDMS) –http://www.aiim.org/documents/standards/arp1-2006.pdf r ARMA International –www.arma.org r Assured Records Management: Establish and Maintain a New Level of Performance –Cohasset Associates, February 2005 –www.emc.com/analyst/analystview.jsp?id=223&c=US&l=en –www.emc.com/analyst/analystview.jsp?id=268&c=US&l=en

48. File: Enterprise_Content_Management..PPT 48 Enterprise Content Management Bibliography - 2 r Best Practices for Deployment –customernet.documentum.com/resources/best.htm –customernet.documentum.com/resources/index.htm#best r Bridging the content gap –David Yockelson, Meta Group, 09 Nov 2004 –www.itworldcanada.com/Pages/Docbase/ViewArticle.aspx?id=idgml- 33923fb9-b9b9-4cae&Portal=252cc78a-a947-4072-84be- f50cac8ec48e&s=108297 r A Business Case for Document and Imaging Processing –Frost & Sullivan, May 2005 –www.emc.com/analyst/analystview.jsp?id=254&c=US&l=en r Content Management Systems Review –www.cmsreview.com –Excellent best practices section, vendor/product information r CMS Resources/Articles –www.cmsreview.com/Resources/Articles.html

49. File: Enterprise_Content_Management..PPT 49 Enterprise Content Management Bibliography - 3 r The Electronic Migration: End User Chemists’ Expectations Revisited –Describes the transition from paper scientific journals to more online journals –http://www.infonortics.com/chemical/ch02/files/nitsche.pdf r Enterprise Content Management Systems –A European resource for Content Management Systems and Solutions –www.contentmanager.eu.com/ r Five Steps to More Valuable Enterprise Data –http://www.dataflux.com/Resources/thank-you.asp?a=dl&rid=129 r Gartner: Magic Quadrant for Enterprise Content Management, 2005 –www.hummingbird.com/magicquadrant r Information Lifecycle Management in the Upstream Oil and Gas Industry –IDC, June 2005 –www.emc.com/analyst/analystview.jsp?id=265&c=US&l=en r Information Management Journal –www.arma.org/erecords/index.cfm?View=IMJ

50. File: Enterprise_Content_Management..PPT 50 Enterprise Content Management Bibliography - 4 r JSR-170: What's in it for me? –www.cmswatch.com/Feature/123 –www.intranetjournal.com/articles/200511/ij_11_08_05a.html r The Jury is Out on Microsoft's ECM Plan –Michael Pastore, 11/8/2005 r Mambo - content management system –www.mamboserver.com r Massively Scalable NAS – Pre-Empting Tomorrow’s Data Overload with Today’s Technology –http://www.zdnet.co.uk/i/s/ads/whitepapers/hp/Extremewp.pdf r Metadata: Bringing Order and Value to Reference Information –ESG, June 2005 –www.emc.com/analyst/analystview.jsp?id=258&c=US&l=en r opensourceCMS.com –www.opensourcecms.com

51. File: Enterprise_Content_Management..PPT 51 Enterprise Content Management Bibliography - 5 r OSCOM - The international association for Open Source Content Management –www.oscom.org r Paper Cut: The True ROI of Document Management –Info-Tech Advisor: Research Note, October 14, 2008 –http://www.infotech.com/ITA/Issues/20081014/Articles/PaperCutTheTrueROIofDocumentManage ment.aspx?WT.itrg_ch=sp r Plone - content management system –plone.org r Records/Info Management –www.arma.org/rim/index.cfm r Seizing the Brass Ring: Challenges and Opportunities Offered by Mobilizing Content –IDC, January 2005 –www.emc.com/analyst/analystview.jsp?id=217&c=US&l=en

52. File: Enterprise_Content_Management..PPT 52 Enterprise Content Management Bibliography - 6 r Solving the Information Management Puzzle: A Lifecycle Approach –Babson Executive Education, May 2005 –www.emc.com/analyst/analystview.jsp?id=321&c=US&l=en r The Structured-Unstructured Information Continuum –www.dmgrc.com/dmg/weblog/index.php?itemid=25 r What is a record? –www.kahnconsultinginc.com/library/articles.htm r What Is Enterprise Content Management? –www.documentum.com/getting_started/what_is_ecm.htm –Pages also includes links to additional resource reports

53. File: Enterprise_Content_Management..PPT 53 Enterprise Content Management Major ECM Vendors r EMC – Documentum –www.documentum.com r FileNet Corporation –www.filenet.com r OpenText - Livelink –www.opentext.com r Vignette Corporation –www.vignette.com

54. File: Enterprise_Content_Management..PPT 54 Enterprise Content Management Vignette EMC FileNet VendorStrengths Records management business process management Digital imaging business process management Web content management Weaknesses Documentum overshadowed by EMC's strong storage-focus Web content management collaboration Low credibility outside of Web content management Open Text Digital imaging records management Myriad of components are poorly integrated Major ECM Vendors Summary Assessment

55. File: Enterprise_Content_Management..PPT 55 Enterprise Content Management Significant ECM Vendors r Hummingbird –www.hummingbird.com r IBM Content Management –www-306.ibm.com/software/info/people/content/en/it/index.jsp r Interwoven –www.interwoven.com r Stellent –www.stellent.com

56. File: Enterprise_Content_Management..PPT 56 Enterprise Content Management ECM Business Drivers

57. File: Enterprise_Content_Management..PPT 57 Enterprise Content Management ECM Tool Evolution The Content Management Hype Cycle Technology Trigger Peak of Inflated Expectations Trough of Disillusionment Slope of Enlightenment Plateau of Productivity Maturity Visibility Less than two years Two to five years Five to ten years Key: Time to Plateau As of June 2003 Document Management Document Imaging WCM Digital Asset Management Records Management Taxonomies COLD, IDARS, DOM E-Forms JSR170

58. File: Enterprise_Content_Management..PPT 58 Enterprise Content Management Information Explosion How much content are we generating each year? r 5 Exabytes of information created in 2002 r 92% of this content stored in hard drives r 800 MB per person r 400,000 Terabytes of email

59. File: Enterprise_Content_Management..PPT 59 Enterprise Content Management Vendor Consolidation r FileNet: Shana Corporation, eGrail r OpenText: Eloquent, IXOS r Documentum: TrueArc, eRoom r EMC: Documentum, Legato, Captiva r IBM: Informix, Tarian Software, Cross Access, Green Pasture Software, Alphablox, Venetica, SRD, Ascential Software

60. File: Enterprise_Content_Management..PPT 60 Enterprise Content Management ECM Business Drivers

61. File: Enterprise_Content_Management..PPT 61 Enterprise Content Management Indicators of exploding data volume IT Analyst projections r IDC reports storage capacity growing 36% year-over-year to 181.6 petabytes shipped during the second quarter of 2003 r 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? Exploding volumes of data

62. File: Enterprise_Content_Management..PPT 62 Enterprise Content Management Indicators of exploding data volume Seismic data Exploding volumes of data

63. File: Enterprise_Content_Management..PPT 63 Enterprise Content Management Indicators of exploding data volume Well log data 60 40 20 0 100 80 198019902000 MB/ trip LIS/BIT LIS DLIS Exploding volumes of data 120

64. File: Enterprise_Content_Management..PPT 64 Enterprise Content Management ECM Myths r The “One size fits all” myth r The Silver bullet myth r The tool myth r The project myth r The “Easy” myth

65. File: Enterprise_Content_Management..PPT 65 Enterprise Content Management Document Mgt or Records Mgt? Document ManagementRecords 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.

66. File: Enterprise_Content_Management..PPT 66 Enterprise Content Management Records Declaration DocumentRecord Access Activity Time Corporately Owned Author Owned

67. File: Enterprise_Content_Management..PPT 67 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