Shared Web Services:
The New Frontier in Government
TASSCC Technology Education Conference
Austin, Texas
March 26, 2009
Bill Chambers – VP, Government Consulting Services
Objectives
The primary objective of this session is to discuss the use of content
management solutions deployed as a shared services platform;
collaboration solutions such as SharePoint; the integration required
between content and collaboration solutions; and the “virtualization” of
the government workforce through the use of collaboration and related
technologies
Specifically Doculabs will:
– Provide an overview of Doculabs
– Discuss trend in offering content and collaboration services as shared
services
– Provide State, Agency-Cluster, and Agency Case Studies
– Discuss best and worst practices
– Answer any and all questions
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© Doculabs 2008
About Doculabs
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© Doculabs 2008
About Doculabs
Introduction to Doculabs
Doculabs is a small business consulting firm providing services related to digitization
and process optimization/automation of documents and records. We offer consulting
services particularly to support paperless, electronic health record and process
optimization initiatives as well as compliance and records management programs.
Our services help the government lower costs, increase transparency while improving
inter-agency and inter-departmental communications in the government sector
Our engagements help clients leverage their existing ECM investments on a broader
enterprise basis through objective analysis and in-depth market knowledge. This
approach is based on our fundamental belief that in order to protect a client’s longterm interest, technology advisors should not be implementers.
Quick Facts
• Founded in 1993
• Headquartered in Chicago
• Privately held
• Delivered more than 800 ECM engagements
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© Doculabs 2008
Our Government Clients
Doculabs’ State and Local Government Clients
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Bay Area Air Quality Management
Bexar County, Texas
California Administrative Office of the
Courts
California Board of Equalization
California State Teachers Retirement
Systems
Central Arizona Project
Collier County, Florida
City of Amarillo
District of Columbia
Georgia Department of Revenue
Gwinnett County, Georgia
Lake County, Illinois
Los Angeles County
Los Angeles County, Information
Systems Advisory Board (Criminal
Justice Agencies)
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Miami-Dade County
Michigan Department of Transportation
Minnesota Department of Transportation
NYC Campaign Finance Board
NJ TRANSIT
Oneida Nation, Wisconsin
Orange County, California
Oregon Department of Transportation
Oregon Public Employees Retirement
System (OPERS)
San Antonio City Public Service
San Diego County
State of Florida
State of Michigan
Wisconsin Department of Transportation
© Doculabs 2008
Our Government Clients
Doculabs’ Federal Government Clients
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Department of Energy
Federal Reserve System
International Monetary Fund
NASA
National Association of Record Archives
Nuclear Regulatory Commission
Small Business Administration
Social Security Administration
United States Army Corps of Engineers
United States Sentencing Commission
Westinghouse Savannah River Project
© Doculabs 2008
Content and Collaboration as Shared Services
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© Doculabs 2008
Content and Collaboration as Shared Services
The Content and Collaboration Shared Services Concept
• Content Management and Collaboration
Infrastructure Hosted by Central IT
• Agency Clusters, Agencies, and departments use
hosted content management and collaboration
services as needed
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Case Management Applications
SharePoint Intranet and Collaboration
Email and Record Management
Document Capture and Storage
© Doculabs 2008
Content and Collaboration as Shared Services
What’s Required?
• Demand analysis and business case from state, agencies
and departments
• Centralized IT organization focused on shared services
• Enterprise Shared Services Architecture Model
• Vendor solutions standards
• Enterprise and agency-level taxonomy
• Effective and fair chargeback model
• And most importantly – Executive Management Support!
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© Doculabs 2008
Shared Services Case Studies
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© Doculabs 2008
State Shared Services Case Study
State Shared Services – District of Columbia
Keys to Success:
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Mayor’s Office support
ECM Strategy Across Twenty Key Agencies
ECM Shared Services staffing and infrastructure
Document standards, regulations, and policies Reviewed
Chargeback and financing Model
ECM Shared Services Reference Architecture
Deployment planning (by cluster and replicable application)
Enterprise and Agency-Level Taxonomy
Current Challenges:
– Resources and funding
– Focus on agencies with funding
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© Doculabs 2008
State Shared Services Case Study
Shared Services Target Application Architecture
ECM Target Application Architecture
JACCS
·
Portal / Single Sign-on
Document
Management (includes
light approval
workflows)
Records Management
IeDM
Manages MS
Office
documents
LTE Servers
Reports
·
·
·
·
Intranet Browser
Separate
Non-IeDM
Project
Intranet Browser
Intranet Browser
EAI Adapter
Integrated Justice Information
System (IJIS)
<DC Superior Court>
·
·
Child and Family Services Agency
User Interface
Existing Systems
·
Portal / Single Sign-on
Image Management
Document Management
Business Process
Management
HSMP
To
IeDM Adapters
(via EAI)
Crystal Reports
IeDM COTS Adapter
MS Office
EAI Adapter
Internet Quorum
IeDM COTS
Adapter
Digital Mail Room*
MS-Office
FileTrail
MCIS User Interface
·
·
ESB Adapter
IeDM
Manages
digitized case
file
documents
outside of
FACES
Benefits
Payroll
Pensions
Opus File Room Tracking System
·
·
·
Portal / Single Sign-on
Peoplesoft
Business Process
Management
Document Management
Forms Management
Image Management
·
·
·
IeDM Manages HR
and Employee file
documentation
external to
Peoplesoft
EAI Adapter
ESB Adapter
MS-Office
Digital Mail Room*
Internet Quorum
EAI Adapter
ESB Adapter
EAI Adapter
EAI Adapter
HR Records
IeDM COTS Adapter
To IeDM
(via EAI)
Internet Quorum
ESB Adapter
DHS Digital Mail
Room*
GIS-Centric Application: Parole
Portal / Single Sign-on
Image Management
Document
Management
Business Process
Management
HSMP
GroupWise
Correspondence
Management
(MS Access)
Internet Quorum
EAI Adapter
ESB Adapter
·
·
·
FACES User Interface
ESB Adapter
Digital Mail Room*
Internet Quorum
User Interface
ASMP Peoplesoft
FACES Case Management System
ESB Adapter
IeDM
Manages
digitized case
file
documents
outside of
MCIS
District Office of Personnel
Existing Systems
MCIS Case Management System
LTE Point of Sale devices
ESB Adapter
IeDM
Manages
digitized
documents
external to
JACCS
(DHS) Department of Human Services - MRDDA
User Interface
Existing Systems
JACCS Inmate Management
Intranet Browser
DC Lottery Board
User Interface
Existing Systems
Portal / Single Sign-on
Image Management
Document
Management
Intranet Browser
Department of Corrections
User Interface
·
·
·
Digital Mail Room*
EAI Adapter
Future HSMP Connections Preferred
Future HSMP Connections Preferred
User Interface
Encrypted
Encrypted
Encrypted
DISTRICT INTRANET
Human Services Modernization Program (HSMP)
Encrypted
District Department of Transportation
User Interface
Existing Systems
HSMP System
Portal / Single Sign-on
HSMP Client UI
Image Management
Document
Management
Forms Management
·
MS Office
IeDM Manages
digitized documents
and content external
to agency case
management
systems
Agency Case
Management System
Client Use Interface
(Agency specific)
Web-enabled Permitting System
Common Intake
ESB Adapter
Secure Data
Warehouse
Client Identification
Service
Intranet Browser
Intranet Browser
·
·
·
·
EAI Adapter
EAI Adapter
Enterprise Service Bus (Sonic ESB)
Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)
Agency Case Management
Systems
·
·
Portal / Single Sign-on
Business Process
Management
Document Management
Forms Management
Records Management
Image Management
·
·
·
·
Internet Quorum
Retrieve
documents
from IeDM
and Permitting
System (bidirectional)
MS Office
ESB Adapter
Scanning and Paper File Archival (done in Agencies or Outsourced)
This depiction illustrates best
practices for bulk image conversion
Digital Mail Room*
EAI Adapter
To Electronic Storage
Ad-hoc scanning
Scan when retrieved in bulk from master filing areas.
Execute OCR and ICR processes for improved accuracy
GIS-Centric Applications: Multiple
Less critical low-volume items
return to paper files after
scanning
Low volume Scanners
GIS-Centric Applications: Multiple
Master Boxes
Quality assurance of scan
quality and OCR accuracy
Paper Files
High-speed Document Scanners
(> $.10 / document)
Existing Systems
Apply Barcodes
(may be done in agencies)
To Electronic Storage
Office of Tax and Revenue
Paper Files
Paper Files
Department of Insurance, Securities, and Banking
Standard Laser Printers for barcodes
(< $.10 / document)
Intranet Browser
Portal / Single Sign-on
Image Management
Document
Management
Forms Management
·
IeDM Manages
paper and
electronic
documents
associated with
tax cases in ITS
system
MS Office
Integrated Tax System (ITS) - Mainframe
EAI Adapter
Data Source Index Integration
Document Management
EAI
Correspondence Tracking
Internet Quorum (IQ)
ESB
Internet Quorum
EAI
ESB Adapter
(All correspondence tracking to
migrate to IQ)
Tools and technologies that manage
and automates the execution of
business processes that involve
human
interaction.
Workflow
technology typically include design
tools for mapping out a workflow or
process definition (including its users,
steps, rules, and conditions), and a
workflow engine that executes the
workflow.
Required by 15+ Agencies
Required by 5+ Agencies
STAR System
Existing District Common Services
Imaging Management
Records Management
Tools and technologies supporting
the ability to index, manage, store,
and display document images.
Typically refers to the digitization of
paper documents and the indexing
and import of those images into a
managed repository for use in
business processes or for archival.
Tools and technologies for the management
of records to meet business, compliance,
audit and accountability requirements.
Records management systems provide the
ability to define a classification plan and
retention schedule for business records
(which can include documents, email, and
other file types), and to apply retention and
disposition rules to those records in
accordance with the organization’s records
management policies and procedures.
Records Management is driven by the
taxonomy and organization of documents.
Federated Catalog
Directory of all content
Microsoft Active Directory
Services
EAI Adapter
Business Process
Management
Tools and technologies supporting the
creation, update, and and management of
electronic documents (such as Microsoft
Office documents) in a secure repository.
Typically used to manage electronic
documents that may need to undergo
revisions or may have multiple versions
associated with them as they are used in a
business process. This area includes basic
document approval workflows that are part of
document creation.
Verity Liquid Office Forms
Custom Access /
SQL Server Applications
Digital Mail Room*
(Existing)
Core IeDM Components
Existing District Common Services
FileNet P-8 Image Services
(Will be part of District IeDM standard
solution set if FileNet is the standard)
GIS-Centric Application: Property Tax
User Interface
Existing Systems
IeDM Common Service Replaces FileNet
Panagon (Obsolete in Target Timeframe)
Siebel CRM (Standard)
·
·
·
·
·
·
Portal / Single Sign-on
Image Management
Document Management
IeDM stores
final results
and reports
from cases
and
investigations
IeDM Adapter
Magnum System
Portal / Single Sign-on
Plumtree (BEA)
To IeDM
(via EAI)
STAR User Interface
IeDM Adapter
Magnum User Interface
TeamMate User
Interface
Internet Quorum
Enterprise Search
FAST
EAI
Digital Mail Room*
EAI Adapter
ESB
(Existing)
ESB Adapter
Required by 2+ Agencies (greater
future need is anticipated)
Required by 11+ Agencies
TeamMate System
IeDM Adapter
Web Content Management
Dynamic Site Framework
EAI
(DSF)
Web Protocols
Intranet Browser
User Interface
Geographic Information
Systems
ESRI
Synchronization of
Directory Data
Microsoft ADAM LDAP
Implementation
Enterprise Data
Warehouse
DC STAT
ESB
Department of Employment Services
Core IeDM Infrastructure
Intranet Browser
User Interface
·
·
Portal / Single Sign-on
Document Management
Existing Systems
Desktop Scanning
Catalog Services
Security Services
IeDM Adapters
Services such as locating content,
check-in, check-out. Also services
for storage and retrieval of content.
Provides external LDAP
authentication interface and enforces
Role Based Access Control (RBAC)
COTS adapter for integration of
3rd Party Applications
Adapters include EAI, ESB, and
COTS adapters, such as Peoplesoft
and other packaged software
Adapters
Internet Quorum
IeDM Common Service Replaces FileNet
Panagon (Obsolete in Target Timeframe)
Workers
Compensation HCL
FileNet Front End
Workflow
IeDM Web Services
ESB Adapter
Northrop-Grumman
Accounting System
(Mainframe)
Unemployment
Insurance Only
EAI Adapter
·
·
·
·
Portal / Single Sign-on
Image Management (*UI & WC)
Document Management (UI & WC)
Business Process Management (UI
only)
Mainframe User
Interface
Index-level linkage
EAI Adapter
MS Office
User Interface
Existing Systems
Integration APIs
Wrappers and adapters to district standard
middleware
(SeeBeyond / Sonic)
Intranet Browser
Executive Office of the Mayor – Office of the Secretary
Internet Quorum
ESB Adapter
Publish Web Services Registry
Digital Mail Room*
Digital Mail Room*
Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)
EAI Adapter
* UI – Unemployment Insurance
WC – Workers Compensation
Orchestration
MS Office
DCAP Reimbursement
System
Desktop Scanning
·
·
Portal / Single Sign-on
Document Management
ESB Adapter
No additional
IeDM
components are
planned
Law Enforcement Records
Management System client
EAI Adapter
·
·
·
·
·
Portal / Single Sign-on
Lexis / Nexis
Image Management
Document
Management
Business Process
Management
Internet Quorum
Agency Workflow
DCCSES Child Support
Enforcement System
Digital Mail Room*
EAI Adapter
EAI Adapter
GIS-Centric Applications: Multiple
·
·
·
·
·
·
Portal / Single Sign-on
Forms Management
Image Management
Document Management
PSMP Permitting
PSMP Licensing
ESB Adapter
MS-Office
ProLaw Client
Desktop Scanning
InMagic Client
InMagic Law Library System
Internet Quorum
EAI Adapter
MS-Office
ESRI (GIS) Client
Digital Mail
Room*
ESB Adapter
PSMP Permitting
EAI Adapter
ESB Adapter
PSMP Licensing
EAI Adapter
Internet Quorum
ESB Adapter
ESB Adapter
Digital Mail Room*
ESB Adapter
IeDM
Manages
digitized
documents
external to
ProLaw and
DCCSES
Personnel Performance
Management System (PPMS)
Internet Quorum
Existing Systems
ProLaw Legal Case Management
Intranet Browser
TAMIS Personnel & Time Sheet
System
Replaced by ASMP
Intranet Browser
Intranet Browser
Portal / Single Sign-on
Document Management
DISTRICT INTRANET
SSMP Law Enforcement Records
Management System
Scalable: Add workstations and scanners as needed
DC Department of Consumer and Regulatory Affairs (DCRA)
User Interface
Existing Systems
ESB Adapter
PSMP Inspections
EAI Adapter
ESB Adapter
ESB Adapter
PSMP Vector Property Management
EAI Adapter
EAI Adapter
GIS-Centric Applications: Multiple
Web Services
Adapter
ESB Adapter
IeDM Common Service replaces FileNet Panagon (Obsolete
in target timeframe)
·
·
Document
Image Management
Management
To be replaced by IeDM
Common Service
The Digital Mail Room Concept
Encrypted
Office of the Attorney General
User Interface
Existing Systems
Millennium Document Management System
Translators
Encrypted
Encrypted
Metropolitan Police Department
User Interface
Existing Systems
Messaging
Intranet Browser
Executive Office of the Mayor – State Education Office
User Interface
Service Registry
Enterprise Service Bus (Sonic ESB)
Intranet
Browser
Encrypted
Service Management
· Portal / Single Sign-on
· Imaging Management
Scanners
To IeDM
Adapters
From a centralization perspective, it makes
sense to have some amount of mail
processed at the Central Mail Room, which
is currently managed by the Office of
Property Management. Categorization of
mail that does not require significant agency
subject matter expertise can be scanned an
indexed upon receipt, with other mail going
direct to the agencies.
The idea of a digital mail room is that
correspondence is received in a central place
in each agency, where any items of business
significance are scanned, indexed, stored,
and routed to the appropriate department.
This saves mail distribution costs and
eliminates the bulk of paper mail from the
workflow. Some agencies in the District,
such as DISB, are doing this today.
Office of Property Management
Central Mail Room
Digital Mail Room
Digital Mail Room
Digital Mail
Room sub-areas
To IeDM
Adapters
To Web
Services (via
EAI)
Version 1.3 © Doculabs, Inc. 2006
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(T) 312.433.7793
Suite 2300, Chicago, IL 60603 (F) 312.433.7795
info@doculabs.com
www.doculabs.com
© Doculabs 2008
© Doculabs, Inc. 2005
Sample Government Deliverables
Shared Services Deployment Plan
Sample County Government ECM Deployment Strategy
Deployment Schedule
Type
Name
Project Description
3Q 2005
4Q 2005
1Q 2006
2Q 2006
3Q 2006 and Beyond
Phase I
Case File Management Pilot
(Department of Human Services)
Repli
cable
Replicable
Appli
Applications
catio
ns
Contract File Management
Pilot
(Office of Contracting and Procurement)
Directive, Law, and
Regulation Management Pilot
(County Sheriff Department)
Enha
ncem
ent
of
Enhancement
Exist
of Existing
ing
Applications
Appli
catio
ns
E-forms Implementation Pilot
(Department of Consumer and Regulatory
Affairs)
Workflow Implementation
Pilot (Department of Employment
Services)
Federated Content
Repository Pilot (Department of
Insurance and Securities)
Taxonomy Development
Foundational
Foun
datio
Foundational
nal
Horiz
ontal
Appli
Horizontal
catio
Application
n
Deployment
Depl
oyme
nt
Verti
cal
Appli
Vertical
catio
Application
n
Deployment
Depl
oyme
nt
The need for case file management has been identified for several departments including a pilot for Department of Human Services and a
similar application for DCFS. The Department of Human Services pilot will help set the County standard for case file management.
Office of Contracting and Procurement was identified as an department with a need in this area, and a pilot that can succeed given technical
and operational readiness. This implementation will establish standards for other contract file management opportunities identified in the
County.
Multiple departments of the County have the need for this application, with County Sheriff Department being the leading candidate in
terms of readiness and need. This pilot is also a good first step toward implementing basic document management, leading to later case file
management applications.
This pilot involves implementing an e-forms solution within Department of Consumer and Regulatory Affairs to support improved
customer interaction. This project will serve as the first implementation of e-forms technology, which can then be implemented as a
standard more rapidly in other departments.
This project will upgrade Product A, adding workflow functionality and deploying it to a greater extent within Department of Employment
Services. This pilot will also be used for IT to gain experience implementing a more complex workflow application.
A federated repository that integrates ECM technologies with operational systems is important for improved efficiencies. Department of
Insurance and Securities will implement these concepts in such a way as to provide best practices for other departments to follow.
A solid taxonomy is key to implementing document-centric technologies such as ECM. Developing a taxonomy focusing on common
County and department cluster document classifications will assist in defining indexing requirements for the pilots, and ensure that a
common taxonomy and content categorization approach is being followed as pilot ECM applications are replicated in other departments.
Reference Architecture (RA)
Development
The ECM strategy project developed an initial high-level ECM RA. To manage and govern technology decisions moving forward, the
County should develop a comprehensive ECM RA, including portals, security, repositories, and other key areas.
Center for Shared Services
To support the complex set of ECM technologies, the County will develop this Center as a central point of knowledge, consulting services,
application support, and best practices that can be leveraged across all departments.
Enterprise Deployment
Planning
Evaluate the pilot and enhancement projects, and determine how to proceed with further rollouts across the County; draft the overall plan
based on current needs and resource availability.
Directive, Law, and
Regulation Management
After the pilot implementation at County Sheriff Department, the County Clerk would be the next logical candidate for implementation of
this application.
County Clerk, Office of Personnel, Office of the Attorney General – plus
other departments
File Storage and Retrieval
This application is general and broadly applicable to many departments, marking the first simple phase of ECM adoption. This rollout will
seek to leverage knowledge gained in directives and case and contract file management applications implemented previously.
County Clerk, Office of the Attorney General, County Sheriff Department,
Department of Employment Services, Department of Human Services
Phase II
Correspondence
Management
System D is the current standard for Correspondence Management in the County. If System D is determined to be a long-term strategic
platform, this initiative would focus on its further rollout. If System D is deemed non-strategic, correspondence management will be
implemented on the ECM solution standard.
Pilot Application rollout
within clusters
For applications that fill needs in multiple departments within a cluster, it makes sense to roll these out in parallel, taking advantage of
common processes, documents, and user bases; for example, rolling out case management in CFSA after Department of Human Services is
complete.
ECM Application rollout
within clusters
Contract management is a good example of an application that fills a need in multiple areas and is more portable than more context-specific
applications. Ongoing rollout out could be accomplished with minor changes to business rules and forms.
Office of the Attorney General, Office of Contracting and Procurement,
DCFS – plus other departments
Children, Youth, Families, and Elders – Case File Management
Contract File Management – Administration; Health and Social Services
Legend
Project Scope and Charter
Requirements / Backfile Analysis
Develop the project scope and charter, including costing
estimates for staff and consultant effort. Determine
milestone dates and rollout schedule.
Version
Sample
13
Develop detailed requirements for the application. Where
applicable, perform detailed analysis of existing content in
paper / electronic format to determine conversion effort.
Deployment Strategy – County Government
Page 1 of 2
© Doculabs, Inc. 2006
Solution Evaluation / Selection
As applicable to the solution, determine appropriate
software packages to apply to the specific problem, using
County standards.
Hardware / Software Implementation
Training, Maintenance, and Enhancements
Implement the solution using appropriate software selected
in the Solution Evaluation / Selection phase. Leverage
existing hardware, or acquire and deploy to new platforms
as necessary.
Roll out the solution to the operations and technical teams,
using custom or vendor training as appropriate. Maintain
the system and apply feature enhancements incrementally
as needed.
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(T) 312.433.7793 info@doculabs.com
Suite 2050, Chicago, IL 60606 (F) 312.433.7795 www.doculabs.com
© Doculabs 2008
State Shared Services Case Study
State Shared Services – State of Minnesota
• Content Management and Collaboration
Infrastructure Hosted by Central IT
• ECM Shared Services Staffing and Infrastructure
• Started in 2006
• Commerce and MNPERS are participants
• Still multiple agencies with multiple ECM systems
• Deployment Issues:
– Lack of agency business case and marketing
– No shared services chargeback model
14
© Doculabs 2008
County Shared Services Case Study
ECM Shared Services – Los Angeles County
Keys to Success:
• Developed an ECM Strategy and application demand across twentytwo key departments
• Identified specific ECM components that can be deployed as shared
services in multiple applications for multiple departments
• Completed an ECM shared services architecture model and conceptual
design using Microsoft SharePoint as a front end and another ECM
solution (as selected by department cluster) as the back-end
Current Challenges:
• Completing Board of Supervisors approval
• Acquiring funding for centralized IT shared services organization
• Developing centralized SharePoint expertise
15
© Doculabs 2008
County Shared Services Case Study
Shared Services Conceptual Design
6. Conceptual View
The graphics below depict a conceptual view of the various technologies of the two anticipated solution platforms, a collaboration tool (such as Microsoft SharePoint) and an ECM platform (such as Documentum). In addition, it shows five example applications which utilize those capabilities, most
notably Example #2, a GIS-like application; and a new application, the primary Case Management interface until PALMS is implemented, Example #3, Case Management. See page 6 for definitions of key terms.
DRP IT Infrastructure
Web Services / APIs
Example Application 1 –
e.g. Access Privilege
Example Application 3 – (e.g. Case Mgt)
Collaboration Platform
and Applications
Prior to PALMS, DRP may need to rely on a
more self-contained application “in” the new
ECM tools, utilizing a combination of
collaboration and ECM solutions.
Components of the DRP
solution set may still reside
outside of business
applications or ECM
solutions. Services such as
user access privilege is a
common example.
User Interface
Anticipate utilizing the user interface, team
collaboration business functionality, limited
workflow, and the repository for a near-term
store for documents and images (until it makes
sense to archive to the more robust platform)
from the collaboration solution.
Example Application 2 –
e.g. GIS
Line of Business
Application (e.g. GIS)
When most of the business
logic and value of the
application comes from nonECM functions, it is likely the
solution will just call ECM
client services, accessing
content, or perhaps some
additional metadata or some
specific ECM functionality
(appropriate metadata for a
document type; members of a
collaboration team, etc.).
User Interface
Web Services / APIs
Business Rules
Directory Services
3
1
Linked Content
Transaction Services and
Batch Processing
1
Business Rules and
Workflow
1
Directory Services
ECM Application Platform
and Applications
User Interface
2
Metadata Repository
Business Rules
1
2
1
Linked Content
Database (Data)
Directory Services
(Doc Type: ECM Service)
1
Metadata Repository
1
2
Legend
This is the preferred approach,
if this component is needed.
Proxy or secondary
approach
This approach acts as the proxy, calling
the functionality that exists somewhere
else in the environment. Or it could define
a solution that, for some purposes, maybe
the next-best solution than the preferred
solution, for some reason.
One-off or retiring interface
Only use this approach if alternatives
are not yet possible.
Business Rules and
Workflow
2
Metadata Repository
Linked Content
Web Services / APIs
Transaction Services and
Batch Processing
Temporary Content
Repository (<90 days)
Web Services / APIs
Leverage this approach
16
It will still be possible to create
specialized applications which have
little internal functionality and rely
on the major solution platforms
(collaboration and ECM) to deliver
the major functionality. This
example provides a web-based
search user interface, navigating
through available document folders.
User Interface
Directory Services
(Security: DRP Service)
Some applications, such as the
GIS applications, will rely only
on the ECM system to manage
linked content, such as digital
images. The GIS application
would presumably manage
everything else.
Example Application 4 – e.g.
Specialized Search
Simple User Interaction
(e.g. Folder View)
Content Repository
Linked Repository
(remote, offsite content)
Linked Repository (email)
© Doculabs 2008
Example Application 5 –
e.g. ECM-centric solution
Some applications will
leverage as much of the
native ECM suite of
functionality as possible,
from user interaction to
workflow to perhaps
leaving the core business
data in the standard
database engine. These
sorts of applications are
more common when the
application requires the
complete suite of ECM
services, and so is often
used only by the power
users of a given application.
This might include a
customized interface for the
counter staff, where they
need a number of
specialized functions that
other users do not.
These applications would
use the full stack of ECM
services.
County IT
Infrastructure
Records and Email
Management Services
Agency Cluster Shared Services Case Study
Agency Cluster Shared Services – LA County ISAB
• Information Systems Advisory Board (ISAB)
provides technology strategy and shared services
applications for all criminal justice departments
(including Superior Court, Sheriff, District Attorney,
Public Defender, Probation, Coroner)
• Implemented a case file scanning center as an
outsourced service
• Developing common ECM applications on the
shared services infrastructure
• ECM shared services architecture model
17
© Doculabs 2008
Agency Cluster Shared Services Case Study
Criminal Justice Shared Services Framework
Legend
Department 2
ECM
Imaging
Document
Management
Forms
DAM
System 1
Department 1
System 2
System 3
BPM
Workflow
System 15
BAM
Process Automation
Integration Services
ECM
I
BPM
WF
ECM
I
The ECM components include:
BPM
WF
Imaging (I)
Document Management (DM)
Electronic Forms (F)
Digital Asset Management (DAM)
DAM
WF
F
PA
Integration
DAM
ECM
I
BAM
BPM
WF
DM
F
PA
DAM
ECM
I
BAM
BPM
WF
Integration
DM
F
PA
DAM
Department 3
BAM
Integration
System 4
BAM
ECM
I
BPM
WF
DM
DM
F
PA
System 5
BAM
ECM
I
BPM
WF
DM
Document and Data Exchange
Department 8
ECM
I
BPM
WF
F
PA
Current /
Active
System 6
DM
F
ECM
I
BPM
WF
DM
F
PA
DAM
BAM
DAM
Integration
PA
BAM
ECM
I
BPM
WF
DM
F
PA
Current / Active
Development
ECM
I
BPM
WF
DM
F
PA
ECM
I
BPM
WF
DAM
DM
F
PA
DAM
Department 4
BAM
Integration
System 7
BAM
Integration
ECM
I
BPM
WF
Department 7
Department 6
System 11
System 9
ECM
I
DM
WF
F
PA
DAM
ECM
I
BPM
WF
DM
F
DAM
Department 5
BAM
PA
BAM
Integration
System 8
Integration
System 10
ECM
I
BPM
WF
DM
F
PA
Integration
DAM
BAM
ECM
I
BPM
WF
DM
F
PA
Integration
ECM
I
BPM
WF
DM
F
PA
DAM
BAM
Integration
18
BAM
Process and Content Management
System 14
Planned
Planned
DAM
Integration
System 12
Applications
BAM
SOA Based Services
BPM
Interfaces:
DAM
Integration
DM
F
PA
Integration
Applications being actively developed at the
beginning of this strategic planning cycle are
framed in blue, while applications to be actively
developed during a later stage of this strategic
planning cycle are framed in tan. The same
scheme applies for interfaces.
BAM
Integration
Integration Services is noted as a separate area.
The Blue and Green color scheme is used to
represent Existing or Active development vs.
Future planned development.
DAM
DAM
Integration
For each application, these ERA components are
shaded when these components are enabled in
specific applications, or left clear (white) for areas
not used in the application. This provides a view
of technology coverage across .
F
PA
Integration
System 13
Workflow (W)
Process Automation (PA)
Business Activity Management (BAM)
BPM
DM
System 16
The BPM components include:
§
§
§
F
PA
I
Integration
This diagram represents the target applications in
the justice agencies in . Each application is
presented with an abbreviated Enterprise
Reference Architecture (ERA) visual summary of
the core components in play in the application.
§
§
§
§
DM
ECM
© Doculabs 2008
DAM
BAM
DAM
BAM
Agency Cluster Shared Services Case Study
Agency Cluster Shared Services – LA County ISAB
Keys to Success:
– All criminal justice departments contributed money to
creating ISAB
– ISAB is its own entity with full time staff of management,
programmers, consultants, and support
– Success in finding supplemental outside funding
– Created their own long range systems plan
• Current Challenges
– Cooperation from the CA court system
– County Funding cuts
19
© Doculabs 2008
Agency Shared Services Case Study
Agency Shared Services – Oregon DOT
• State of Oregon has standardized on a single ECM vendor
and is building out the state-level infrastructure
• ODOT Concept of Operations developed for their shared
services organization
• Developed an ECM shared services architecture model
• Deployment planning (replicated applications)
• Enterprise and department-level taxonomy underway
• Implementing a Right-of-Way shared services application
for retrieval of all property documents which will be
incorporated into project collaboration applications
20
© Doculabs 2008
Agency Shared Services Case Study
Program Plan Roadmap: Project List
Milestone
4
of
4
ECM Strategic Roadmap
2. Roadmap Summary
ODOT could undertake numerous ECM-related projects in order to move to the future state. The chart below identifies nine projects that Doculabs recommends prioritizing. Six of these projects are foundational project to ensure success of the future state, and three projects are ECM services
or application implementations. The chart describes each project and highlights its strategic benefits, and relative cost. The project numbers in red are foundational projects, while those in green are ECM services or application implementations.
3
Governance
Structure
Development
4
ECM
Reference
Architecture
Development
5
ECM
Technology
Infrastructure
Upgrade
6
Portal and
Federated
Search
Services
Deployment
§ Implement portal and federated search technologies
§ Leverage experience from ROW project
§ Evaluate a Microsoft SharePoint/FileNet coexistence
§ Implement services for high-priority departments
7
E-forms and
Workflow
Services
Deployment
§ Implement e-forms and workflow for high-priority
§ Leverage experience from ROW project
§ Implement services for high-priority departments
8
Continued
Taxonomy
Development
§ Develop
9
Records
Management
Solution
Deployment
an agency and department-level taxonomy, focusing on those
departments with new ECM application rollouts
§ Support ease of use
§ Easily updatable and accessible directory
§ Support taxonomy and “end-in-mind” context
$
§ Develop
§ Consistent maintenance environment
§ Improve internal communications
§ Accelerate change
$
Microsoft SharePoint (MOSS 2007)
“solution packages” for portal and federated search services, and for
e-forms and workflow services
§ Technology
roadmap for all subsequent
services and applications
§ Develop
§ Consistent configuration and templates
§ Support content integration principles
§ Accelerate change
§ Implement
§ Base
§ Implement
§ Consistent maintenance environment
§ Content distribution and availability
enhancements to the core FileNet P8 platform (e.g. Email
Manager, Forms Manager, Business Process Manager, Records Manager)
base portal and federated search, and e-forms and workflow
solution packages
strategy
departments
the taxonomy for the remaining departments
§ Implement
the records management solution for the agency
(including integration with Email Manager and Content Manager
already implemented)
infrastructure and development platform
for all following services and applications
§ Support self-service
§ Support ease of use
§ Content distribution
§ Automate
and availability
additional processes at ODOT
§ Support ease of use
§ Easily updatable and accessible directory
§ Support taxonomy and “end-in-mind” context
comprehensive records
management functionality for the agency
enable discovery efforts to respond to
litigation or public record requests more
efficient
in
§ Create ECM reference architecture models to support the ECM Program
§ Determine fit for all ECM technologies (both FileNet P8 components and
$
rc
an ECM Program governance structure
$$$
$$
$$
$
§ Provide
§ Will
48 months
A
§ Develop
36 months
C
om
p
Pr M Re re
og an co he
ra ag rd ns
m em s iv
e
in e
Pl nt
ac
e
Taxonomy
Development
$
policies, procedures, and guidelines for the use of content
across ODOT
24 months
E
T nt
C axo erp
om n r
i
pl om se
et y
ed
2
§ Support taxonomy and “end-in-mind” context
§ Improve internal communications
§ Improve information management skills
§ Develop
12 months
hi EC
t
Pl ect M
ac ur
e e
1
Cost
Benefit
T
a ec
Pa nd hn
ck So olo
Pl ag luti gy
ac es on
e in
Description
E
K nt
e e
Ta y D rpr
xo ep ise
a
Pl nom rtm an
ac y e d
e in nt
ECM Project
Development
of Document
Policies and
Procedures
$$$
ODOT Program Plan Roadmap
Version
1.0
21
Page 2 of 2
July
2007
© Doculabs, Inc. 2007
200 West Monroe Street
(T) 312.433.7793
Suite 2050, Chicago, IL 60606 (F) 312.433.7795
info@doculabs.com
www.doculabs.com
© Doculabs, Inc. 2005
© Doculabs 2008
Agency Shared Services Case Study
Agency Shared Services – Oregon DOT
Keys to Success:
– Rapid standardizing on an ECM vendor
– Focused shared services group with years of experience
and working together
– State funding has been generous
– Focus on completing technical architecture and
taxonomy work before deploying agency-wide
applications
Current Challenges:
– Competition in resources from other projects
– Identifying shovel-ready projects for Recovery Act funds
22
© Doculabs 2008
Summary
23
© Doculabs 2008
Summary and Conclusions
Summary
• Content and Collaborative Shared Services is an
increasing trend in the government sector at all
levels
– Reduces hardware, software, training, and support costs
– Encourages collaboration within and between agencies
– Encourages and enhances sharing of information and
process optimization between agencies with more
efficient delivery of public services
24
© Doculabs 2008
Summary and Conclusions
Summary
• Success in implementing shared services is a result
of:
– Demand analysis and business case from state and
agencies
– Centralized IT organization focused on shared services
– Enterprise Shared Services architecture model
– Vendor solutions standards
– Enterprise and agency-level taxonomy
– Effective and fair chargeback model
– Stable funding source
25
© Doculabs 2008
Thank You
Contact Info:
Title
26
Bill Chambers
312-881-1645
bchambers@doculabs.com
© Doculabs 2008