1. technology and computing
2. software
3. databases

Output and Report
Management in ECM
Hossien Amehdi and Chris Zaugg
OPIN Systems
Alfresco Summit 2014 – San Francisco
September 25, 2014
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
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ECM’s focus on
collaboration and versioning
– the evolution of
documents toward a single
output.
RM
IMAGE
S
DM
WEB
ECM
Content
Spectrum
ARCHIVES
Enterprise
Report
Management
DAM
EMAIL
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ERM’s focus on large,
computer generated
generational reports.
RM
IMAGE
S
DM
WEB
ECM
Content
Spectrum
DAM
ERM
EMAIL
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ARCHIVES
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.
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.
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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 Automatically deleted or
kept forever
archived after life time
expiration
Most documents are created
by office applications
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Most documents are
computer generated output
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)
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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!
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* Source: AIIM Market Intelligence White Paper
Organizational Content
Enterprise Reports Usage
48%
Financial Planning / Risk management
42%
Customer Support via Support Staff
41%
Prouct Planning / Market Forecasting
34%
Legal Discovery / Research
22%
Customer Self Service
13%
Other
0%
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20%
* Source: AIIM Market Intelligence White Paper
40%
60%
Organizational Content
Content by Type
20%
40%
40%
Structured
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Unstructured
Semi-Structured
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.
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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
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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
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Semi-Structured Content
•
Capture / Ingestion
• Classify
• Convert / Transform / De-normalize
• Security and Bursting
• Indexing – Metadata
•
Repository Services
• Access
• Life Cycle Management
• Notification and Distribution
• Collaboration
• Record Management
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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
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Records
Management
Document
Management
Storage
Web Content
Management
ECM
?
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Email
Management
Digital Asset
Management
Records
Management
Document
Management
Storage
Web Content
Management
ECM
Email
Management
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Digital Asset
Management
Typical Document in an ECM Repository
Security Layer
Everyone with rights
to the document sees
the same document.
One document, many
static views.
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Typical Report in Reveal
Everyone with rights to
the report sees their
entitlement-specific
information.
Bursting Engine
~
One physical report.
Unlimited, virtual,
customized views.
User Profile Security
~ ~ ~
User 1
User 2
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User 3
®
User n
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.
™
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ViziDex
Direct Link
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™
Alfresco with ERM Extension
Reveal
Share
AMP
Client Layer
Protocol and API Connections
Reveal
Repo AMP
Database
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Repository Layer
Storage Layer
File System
+
 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
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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
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Thanks for coming!
Please don’t hesitate to contact us!
Hossien Amehdi
hossiena@opin.com
Chris Zaugg
chrisz@opin.com
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