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Streamlining Content Management Using Portal Technologies Laurence Hart Senior Systems Architect Infodata Systems

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Agenda <ul><li>Leveraging What You Know </li></ul><ul><li>The Role of the Enterprise Knowledge Portal </li></ul><ul><ul><li>Portlets </li></ul></ul><ul><ul><li>Portal Taxonomy </li></ul></ul><ul><li>Getting Started On The Journey </li></ul><ul><ul><li>Evolving the portal </li></ul></ul><ul><ul><li>Success factors </li></ul></ul><ul><li>Questions and Answers </li></ul>

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Problem <ul><li>How can we handle the glut of information? How do we process it, learn from it, and use it to accomplish the goals of the organization? </li></ul>

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Solution <ul><li>Create an Enterprise Knowledge Portal by integrating portal and enterprise content management technologies to accelerate knowledge capture and provide personalized access across a global enterprise. </li></ul>

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What is the EKP?

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Gartner’s Portal Framework Criteria <ul><li>Robust Search </li></ul><ul><ul><li>Structured repositories </li></ul></ul><ul><ul><li>Unstructured repositories </li></ul></ul><ul><li>Taxonomy support </li></ul><ul><li>Content management/aggregation </li></ul><ul><li>Personalization </li></ul><ul><ul><li>Individual </li></ul></ul><ul><ul><li>Role </li></ul></ul><ul><li>Application integration/development </li></ul>

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The Enterprise Knowledge Portal <ul><li>Provides access to existing information </li></ul><ul><li>Allows for the management of knowledge </li></ul><ul><ul><li>Creation </li></ul></ul><ul><ul><li>Collection </li></ul></ul><ul><ul><li>Organization </li></ul></ul><ul><ul><li>Distribution </li></ul></ul><ul><li>Takes knowledge and turns it into CONTENT </li></ul>

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Portlets <ul><li>Enable core application functionality in a portal </li></ul><ul><li>Access enterprise applications or the Internet </li></ul><ul><li>Follow the 95/5 rule </li></ul><ul><ul><li>5% of the application’s functionality </li></ul></ul><ul><ul><li>95% of the usage </li></ul></ul>

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Documentum eContent Portlets <ul><li>Core functionality provided </li></ul><ul><ul><li>Creation: Inbox, Workflow Status </li></ul></ul><ul><ul><li>Collection: My Docs, Inbox </li></ul></ul><ul><ul><li>Organization: Browse, Cabinet </li></ul></ul><ul><ul><li>Distribution: Search, My Favorites </li></ul></ul><ul><li>Custom portlets </li></ul><ul><li>Several vendors either have them or are building them: Plumtree, Epicentric </li></ul>

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Inbox Portlet

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Lessons Learned eContent Portlet

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The Portal Taxonomy <ul><li>A hierarchical directory of documents </li></ul><ul><ul><li>Browsable </li></ul></ul><ul><ul><li>Searchable </li></ul></ul><ul><li>Populated using two methods </li></ul><ul><ul><li>Manual creation </li></ul></ul><ul><ul><li>Automatic creation using a crawler </li></ul></ul>

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Two Taxonomies W D K 4 . 2

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Documentum In The Taxonomy <ul><li>How do we get content from Documentum into the Portal Taxonomy? </li></ul><ul><li>Manually…… </li></ul><ul><li>Automatically…… </li></ul>Hierarchical structure can be mirrored Classified when crawled Taxonomy Classification One step process Instant updates Imported Crawl Documentum directly Two step process Delayed updates Create when crawled Publish to the Intranet and crawl Timeliness Security Method

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The Documentum-Portal EKP Architecture <ul><li>Solid Architecture </li></ul><ul><ul><li>Distributed </li></ul></ul><ul><ul><li>Personalized </li></ul></ul><ul><ul><li>Secure </li></ul></ul><ul><li>Documentum </li></ul><ul><ul><li>eContent Services for Portals </li></ul></ul><ul><li>Portal Vendor </li></ul><ul><ul><li>Content Crawlers </li></ul></ul>

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Taking the EKP Journey

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It’s a Journey <ul><li>Define the vision and begin </li></ul><ul><li>Invest in your information – not just the technology infrastructure </li></ul><ul><li>Separate hype from reality </li></ul><ul><li>Evolve the EKP </li></ul><ul><ul><li>Start small and then grow </li></ul></ul><ul><ul><li>Deploy horizontally </li></ul></ul><ul><ul><li>Iterate deployment </li></ul></ul>

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Success Factors <ul><li>“ Quick-Hit” Approach </li></ul><ul><ul><li>Clearly demonstrate the benefits </li></ul></ul><ul><ul><li>Keep it simple </li></ul></ul><ul><ul><li>Six to eight weeks to first pilot </li></ul></ul><ul><li>Planning, Planning, Planning </li></ul><ul><ul><li>Get help </li></ul></ul><ul><ul><li>Define the schedule </li></ul></ul><ul><ul><li>Stick to the schedule </li></ul></ul><ul><ul><li>Budget for the evolution </li></ul></ul>

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Cataloging Knowledge <ul><li>Metadata Standards </li></ul><ul><ul><li>Tagging </li></ul></ul><ul><ul><li>Terminology </li></ul></ul><ul><li>Enterprise Taxonomy Definition </li></ul><ul><li>Lifecycle Management policy and standards </li></ul><ul><ul><li>Quality </li></ul></ul><ul><ul><li>Retention </li></ul></ul><ul><ul><li>Preservation </li></ul></ul>

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Security <ul><li>Keep everything in synch </li></ul><ul><ul><li>Users </li></ul></ul><ul><ul><li>Groups </li></ul></ul><ul><li>Design the Portal security model in conjunction with the repository models </li></ul><ul><li>Synchronize on a third party? </li></ul><ul><ul><li>NT security </li></ul></ul><ul><ul><li>LDAP </li></ul></ul>

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Build the Excitement! <ul><li>Users need to want to use the portal </li></ul><ul><li>Educate the users </li></ul><ul><ul><li>Pre-deployment campaign </li></ul></ul><ul><ul><li>Hit the advertised dates </li></ul></ul><ul><li>Add some FUNctionality </li></ul><ul><ul><li>Popular Comics </li></ul></ul><ul><ul><li>Sports Scores </li></ul></ul>

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Summary <ul><li>Accelerate content with an EKP </li></ul><ul><ul><li>Create, Collect, Organize, and Distribute </li></ul></ul><ul><ul><li>Personalize on a global scale </li></ul></ul><ul><li>Leverage Documentum into the Portal </li></ul><ul><ul><li>Portlets, crawlers </li></ul></ul><ul><ul><li>Check the level of integration </li></ul></ul><ul><li>It’s a journey </li></ul>

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Questions and Answers