Welcome to
“Does Your Company
Know What It Knows?”
Terry Weaver
“The World Is Flat”
Thomas L. Friedman – Best-Selling Author
Global Competition -- Textiles

US Strategy

– Low-cost Labor
– Low-cost Machinery
• 50 year life
• Rebuilt 3-4 times
– Quality “Inspected In”
China’s Strategy
– Ultra Low-cost Labor
– Best Available Machinery
•
•
•
•
•
Italian, German, Japanese
State-of-the-Art
Digitally Controlled
10x Quality
1/10 Scrap
– World-class Quality Systems
– Government Funded
“If HP knew what HP knows, we
would be 3 times as profitable”
Lew Platt -- CEO Hewlett Packard
Types of Information


Structured
Unstructured
– Sales/Marketing
– Numerical
COMPETITOR • Customer/prospect contact
– Financial
• Competitive intelligence
THEFT
• Product Data
– Operations
• Orders
• Shipments
• Billings/Receivables
?

–
Transitory
– Phone
– E-mail
– Fax
–
–
–
• Presentations
Product Development & Production
• Drawings (ACad, Pro-E)
• Photos
• Code (CAD/CAM/CIM, Source)
• Manufacturing Instructions
Policies/Procedures
Document Management
Investor Relations
Observations
• Most systems investments have been
focused on STRUCTURED
(numerical/quantitative) information.
• Today’s challenge is in the collection,
organization, and retrieval of
UNSTRUCTURED and TRANSITORY
information (Enterprise-wide Knowledge)
Unstructured Information
 Company’s
core competencies, collective
know-how, and strategic advantage
 Rarely
supported by systems to manage
unstructured information or to support the
workflows that require it
 Primary
owners, contributors, and users are
Knowledge Workers
Therefore,
Best-in-class organizations are building
Systems to collect, organize, and make
available Enterprise-wide Knowledge
to those who need it most
. . to drive Revenues and Profits
Quality
(better)
Cost
(Cheaper)
Management Dimensions
Assembling an
Enterprise-wide
Knowledge Base
An Enterprise-Wide Knowledge Base
What is it?
 Key
Characteristics
– Available to all authorized users
• Desktop
• Mobile -- anytime, anyplace
– Transparent -- consistent for all users
– Secure
"WYNIWYG" (What You Need Is What You Get)
Knowledge
Management
Digital Asset
Management
“DAM”
• An average of $8,200 per person per year is
spent on file management activities which
include searching, verification, organization,
back-up and security
• Creative professionals spend an average of
1 out of every 10 hours of their time on file
management
• Searches alone account for a full third
of that time!
Digital Asset
Management
for Smaller Companies
“Right-now” Options

File Management Strategies
CAUTION!!
– Central File Server – ALL the Company’s Digital Files
•
•
• Shared Folders & Personal Folders
Do
not abdicate this project to an IT professional!
• Training
• It’s free
• Inspection
You’ll
get far better results with a person who
• Reminders
• It doesn’t require an
• Understands your administrative
processes
IT
pro
to
do
– Local (PC) File Synchronization – “Take it with you”
• Understands
your
workflowsall the
• Built
into Windows 2000
andoperations
XP • It eradicates
• Anytime,
Anyplace
• Is a proficient
MS-Windows
user
“excuses”
for saving
locally
vs.
• The technology is not the issuefiles
or the
challenge
centrally
“Right-now” Options

File Management Strategies
– Central File Server – ALL the Company’s Digital Files
•
•
•
•
Shared Folders & Personal Folders
Training
Inspection
Reminders
– Local (PC) File Synchronization – “Take it with you”
• Built into Windows 2000 and XP
• Anytime, Anyplace
– Collaborative Workspaces
• IBM Domino (Lotus Notes) – Still “best in class”
• SharePoint (MS) – Comes with MS Small Business Server 2003
– Ray Ozzie (Notes, Groove)
– Online collaboration
– Check-in/Check out for Anytime, Anyplace
“Right-now” Options

File Management Strategies
– Central File Server – ALL the Company’s Digital Files
•
•
•
•
Shared Folders & Personal Folders
Training
Inspection
Reminders
– Local (PC) File Synchronization – “Take it with you”
• Built into Windows 2000 and XP
• Anytime, Anyplace
– Collaborative Workspaces
• IBM Domino (Lotus Notes) – Still “best in class”
• Share Point (MS) – Comes with MS Small Business Server 2003
– Ray Ozzie (Notes, Groove)
– Online collaboration
– Check-in/Check out for Anytime, Anyplace
• Saves the file to the SharePoint server,
just like a local or network drive
• Others can see your work and add
theirs
• “Rollback” option allows retrieval of
past versions, if necessary
More “Right-now” Options

E-mail/Calendar/Schedule + Collaboration Strategy
– IBM Domino (Lotus Notes)
•
•
•
•
•
•
Email centralization + SHARED ADDRESS BOOK
Contact Management (3rd party)
Shared Calendar/Scheduling
• Either available as a 3rd party Shared
Collaborative Workspaces
Service (Web-based)
Portals – Customer/Supplier/Employee Access
Replication
“Anytime,
Anyplace”
for mobile
users
• –Both
Synch
with PDA’s,
Blackberry,
etc.
– Microsoft Exchange (comes with MS Small Business Server 2003)
•
•
•
•
Email centralization + SHARED ADDRESS BOOK
Contact Management (3rd party or Outlook Contact Manager)
Shared Calendar/Scheduling
SharePoint
– Collaborative Workspaces
– Portals – Customer/Supplier/Employee Access
• Synchronization – weak, but workable
More “Right-now” Options

Fax/Phone Strategy
– Fax
•
•
•
•
Fax Server – send and receive faxes electronically
Outbound – works like Email
DID Fax – everyone has a personal fax number
Delivered by Email (Anytime, Anyplace)
– Phone
• Voice over Internet Protocol (VOIP)
• Company becomes a single phone system
– Multi-Location
– Remote/Work-at-Home Employees
VoIP Solution Sets:
Toll Bypass and IP Telephony
PBX
PBX
IP WAN
Router/GW
Router/GW
Toll Bypass
IP Telephony
Call Control
Cluster
Router/GW
IP WAN
Router/GW
Router/GW
Seamless IP Telephony
23
More “Right-now” Options

Backup Strategy – Critical to every DAM strategy
– Tape
• Oldest and worst
– Storage Area Network (SAN)
• Usually higher first cost
• Usually lower total cost of ownership (TCO)
– 3rd-party, Web Based
• Right now
• Zero first cost
• OFFSITE

Disaster Recovery –Also critical to every DAM strategy
– Consider Fire, Water (flood or domestic), Hurricane, Tornado,
Earthquake, Chemical Spill – what WOULD you do?
Types of Information

Structured
– Numerical
– Financial
– Operations
• Orders
• Shipments
• Billings/Receivables

Transitory
– Phone
– E-mail
– Fax

Unstructured
– Sales/Marketing
• Customer/prospect contact
• Competitive intelligence
• Product Data
• Presentations
– Product Development & Production
• Drawings (ACad, Pro-E)
• Photos
• Code (CAD/CAM/CIM, Source)
• Manufacturing Instructions
– Policies/Procedures
– Document Management
– Investor Relations
. . to drive Revenues and Profits
Quality
(better)
Cost
(Cheaper)
Management Dimensions
“Does Your Company
Know What It Knows?”