Top Reasons to Upgrade to IBM FileNet (Ulrich Leuthner) · Planning For Your Success – Top Reasons to Upgrade to IBM FileNet P8 Ulrich Leuthner, ECM GoToMarket and Strategy ASEAN

1© 2007 IBM Corporation

Planning For Your Success – Top Reasons to Upgrade to IBM FileNet P8

Ulrich Leuthner, ECM GoToMarket and StrategyASEAN ECM Summit, August 26, 2008


Information Management Software | Enterprise Content Management

© IBM Corporation 2007. All Rights Reserved.

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Agenda

What is new with P8?– Business Process Manager

– Content Manager

– Workplace XT

– Capture ADR

– Basic Content Services

– Intelligent Archiving

– IBM Classification Module

Customer Imperatives


IBM FileNet Business Process Manager



What’s new in FileNet BPM 4.0.2?

– Modeling with Visio

– Interoperability with WebSphere tools • WebSphere Business Modeler Integration • WebSphere Services Registry and Repository (WSRR)

Integration



BPMN based Process Modeling in MS Visio

Enable and empower business and non-technical users to model business processes that are direct input to process applications

Provide a common process language for both business & IT

XPDLXPDLBPMNBPMN

MappingMapping



WebSphere Business Modeler with FileNet BPM

WebSphere Business Modeler can export its process model to FileNet XPDLFileNet Process Designer imports the process file

XPDL



88

Common Service Registry and Repository with WSRR for both FileNet BPM and Web Sphere BPM

WSRR

P8 Process Designer

Web Sphere Integration Developer

Web Sphere Business Modeler

P8 BPM Config Console

Browse WSRR for WPS or P8 BPM processes, as well as other services

Processes created in WID or P8 Process Designer can be exposed as services and published to WSRR for

use with the other process engine


IBM FileNet Content Manager



FileNet Content Manager 4.0.1

Improved Security Inheritance Model

Support for ADAM directory service provider– Microsoft® Windows® Active Directory Application Mode

Platform Support– WebSphere 6.1

– JBoss 4.1

– DB2 9.x

– Multiple Content Engines on a Single Application Server



What’s Possible With Content Manager

Performance– Ingestion > 4M docs/hour

– Retrievals > 6.3M docs/hour

– 8 hour day = 32M docs ingested + 50M docs retrieved



Improved Security Inheritance Model

OLD Inheritance Method: Static – ACLs physically copied to each object

NEW Inheritance Method: Dynamic – ACL assembled when the object is accessed

The security inheritance model no longer relies on physically copying security ACL entries from one object to another.



Security Inheritance – Basic Use Cases

Filing a document in a folder – Document can inherit additional ACL entries from the folder

Creating a sub folder– Sub folder can inherit additional ACL entries from the parent

folder.

Create annotation– Annotation can inherit additional ACL entries from the

document.



Inherit Security using Security Proxy Property

Example – Allow auditors to view documents associated with the company, ACME

Security Inheritance – Advanced

Invoicesclass

Owner: RecordsModify Content: Accounting

Companiesfolder

XYZ Co

ACME

Focus Insurance

Read: Auditing

Invoice# 2345678Security Proxy: ACME

Invoice# 2345675Security Proxy ACME

Owner: RecordsModify Content: AccountingRead: Auditing

Invoice# 3234564Security Proxy: XYZ Co.

Owner: RecordsModify Content: Accounting


Workplace XT



IBM FileNet Workplace XT 1.1.1

Drag and Drop– Inter-application

• Add a document from Windows– Intra-application

• Move a document to a different folder

Search Templates

File Tracker• Keeping track of checkouts

Records Manager support



Drag and Drop – Inter-Application

Enabled via Site Preference – General Settings –Application



Drag and Drop – Inter-Application



Drag and Drop – Intra-Application



Search Template Integration



File Tracker Integration

Added Open File default under Site Admin– Allows setting of default “Open” behavior

Added Access Role for File Tracking– Allows role based access to File Tracking



File Tracker Integration



Records Manager Integration



Workplace XT Update Coming Soon…

Saving of Multiple Advanced Searches

Export Content Properties

New Add Wizard and Properties Page



Saving of Multiple Advanced Searches

Define Advanced Searches…

Define Advanced Searches…

Save as a named search…

Save as a named search…

Access it from the My Searches section…

Access it from the My Searches section…

Delete or Rename as needed

Delete or Rename as needed



Export Content PropertiesExport Properties…Export Properties…

Specify number of content item properties to export

Specify number of content item properties to exportSpecify additional

properties to exportSpecify additional

properties to export

Export to CSVExport to CSV

Export Properties available on folders,

searches, store searches and search

templates

Export Properties available on folders,

searches, store searches and search

templates



New Add Wizard and Properties PageNew simple Add Wizard for

adding content (Site Preference available to use old style)

New simple Add Wizard for adding content

(Site Preference available to use old style)

New style is also available for Properties page

New style is also available for Properties pageNew controls for all property typesNew controls for all property types


IBM FileNet Capture ADR 5.2



Key Capabilities in Capture ADR 5.2

New document separation capabilities: – identify boundaries between multiple

semi/unstructured documents in a single batch, replacing the traditional process of inserting separator pages.

Sophisticated classification technologies include: image, text, advanced text, rules-based and template-based.

New Document Review Module– Quickly and easily review documents prior to ensure correct

classification and separation



Design Components

Integrated Model Development– Classification and SeparationDocument Set Management– Powerful import utility – Document collection– Create module building & test sets from document

collectionDocument Set Visualization– Number of document types– Distribution of Documents– Quality of input documentsAssisted Document Cleanup– Automatic finding of misclassified pages– No need for SME to check every documentsAutomated model building– Classification– Separation


Basic Content ServicesIBM QuickrMicrosoft SharePoint



BCS and ECM – Why Integrate?

SharePoint– Enhanced team productivity through collaboration

– Consistent user experience

– Reduced training costs

– Easier access and discovery

FileNet P8– Discipline and controls (e.g. retention and compliance)

– Business process management

– Central management (e.g. archival and backup)

– Scalability



What is it?:– Collection of Web Parts which allow end users to interact with documents in

FileNet Content Manager directly from the SharePoint browser UI

Why?:– Merges basic document management capabilities with the Microsoft

collaborative user experience – Real-time access of P8 content from SharePoint

Capabilities:– View/Browse/Search– Check in/out– Upload document– Edit– Edit properties– Delete– Personal Inbox (workflow tasks)

IBM FileNet Connector for SharePoint Web Parts V2.1

SharePoint



IBM FileNet Connector for

SharePoint Web Parts V2.1

Accessing IBM FileNet P8 documents leveraging the

full SharePoint user experience, e.g. document

“drop down” menus



IBM FileNet Connector for SharePoint Document Libraries V2.1

SharePoint

What is it?:SharePoint is the initial authoring environment for content, however content will ultimately be swept into and accessed from the IBM FileNet P8 repository.

Why?:Provides basic content services and collaboration, but customers need a secure and centrally managed repository which will ensure corporate accountability

Businesses need to store their high value content in a central repository, however provide a seamless and automated way for content to transition into an ECM repository

Capabilities:SharePoint-created content is moved into and managed by the ECM repository;and deleted from SharePoint

Retention of created-by, modified-by metadata

“Sweeping" of pre-existing SharePoint site content

Automatic SharePoint child site discovery

Central Configuration Utility with common repository

Use Scenario #1



Transformation

Engine

Behavior Rules and Profiles

DocClass

FilePlan

BPM

Content Manager, BPM &

Records Manager

Connector Operation

Monitors MOSS07 Libraries

FileNet P8 ECM

Applies Rules and Profiles

SharePoint Portal Server

Search

WSS Documents

FileNet P8

Internet / Intranet

Exchange

Windows SharePoint Services

Team SiteTeam Site

Browse P8 docs

Work on P8 tasks

Other P8 Web Parts…

FileNet Event Handler

Document Library



FileNet Connectors for SharePoint v2.2 Planned ContentConnector for SharePoint Web Parts v2.2 highlights– P8 BPM Public Queues

– Launch P8 BPM Workflow

– Stored searches

– Column sorting

– Column filtering

Connector for SharePoint Document Libraries v2.2 highlights

– Remote deployment

– Move and retain link (“stubbing”)

– Records management integration

– Migrate server configuration (e.g. from test to production)

– Move or copy entire SharePoint version tree



Teamspaces can include various components for facilitating team collaboration, such as Tasks,

Events, Discussion Forums, Blogs, Feeds, Wikis…

…and of course, Document Libraries to enable users to work with team documents



IBM BCS & ECM Integration Plans 2008 & Beyond

Addressing specific use cases to start (2008)…– Move content from Lotus Quickr to ECM to

leverage RM, BPM, archiving– Manually or via scheduled “sweep”Enable Lotus Quickr connectors to talk directly to ECM back-end– Single access point and experience for all content—Lotus Quickr

and ECMView feeds of ECM content within Lotus Quickr UI– Incorporate ECM content into Lotus Quickr applicationsFuture use cases addressed in subsequent releases– Search ECM content from within Lotus Quickr– Archiving to ECM with dual access (from both ECM and Lotus

Quickr UI)


Archiving Strategy



File SystemsEmail

SharePointEmail

SharePointInstant

MessagesFile Systems

Desktop

IBM ECM(P8 or CM8)

RecordsManagement

Legal Discovery

and Analytics

Enterprise Compliance VisionIntegrated Platform AddressingAll Compliance Issues

IBMClassification

Module

Integrated Content

Archiving



Symphony Intelligent Archive Vision Leveraging FileNet and IBM – Taking Archiving To The Next Level

TaskConnectors

Target ConnectorsEngineSource Connectors

Available Now / This YearFuture

1 2 3

MESSAGING / EMAIL• Microsoft Exchange• Lotus Domino• Novell GroupWise• Instant Messaging• Other PST and NSF content• IM and other messaging via 3rd party

FILE SYSTEMS• Microsoft File System• Desktops• Other File Systems

OTHER• Microsoft SharePoint• Panagon Image Services• Panagon Content Services• IICE Connector Support• Backup Tapes and Other

CUSTOM • API Support

INTERNAL TASKS• Copy / Move / Delete / Stub• Records Declaration• De-Duplication• Classification Rules

EXTERNAL TASKS• ICM Direct Integration• Rendering / Encryption• System Lookups• 3rd Party Rules / Policy Mgt• Other Tasks Planned

CUSTOM TASKS• API Support• Partner Apps

IBM NATIVE• P8• CMv8• Panagon Image Services• Panagon Content Services•CUSTOM / OTHER• API Support• IICE Connector Support



FileNet Email Manager & Records Crawler 4.0.0 & .1

New architecture based on “Symphony” engine– Task connectors for greater flexibility– Customer accessible API– More complex message handling optionsExchange 2007Exchange Custom PropertiesNew user experience for manual archivingDe-duplicationFileNet P8 4.0 supportIBM DB2 database support===================================================Records Crawler Only:– IBM Content Manager Ver. 8 support


IBM Classification Module



Where do I start?

We’ve got terabytes of content in multiple unmanaged locations all over the enterprise.

We’ve been managing our content without classifying it for a few years now.

The lawyers have to review over 1M electronic documents for their case.

Organizing the explosion of unstructured content becomes critical:



Your Key First Step: Automating Daily Content-based Decisions with IBM Classification Module

What is it?– Automatically classifies documents and emailsBenefits– Save users’ time. Automate mundane, content-sensitive

decisions, regardless of ECM application.– Improve Productivity and Reduce Risk. Execute consistent

methods of organization and automate content-based decisions in BPM

– Handle Digital Landfills. Apply intelligent archive practices to unmanaged silos.

– Rapid ROI on Your ECM Investment. Accelerate adoption of ECM in your enterprise

Capabilities– Combines text classification via statistical analysis with

rule-based approaches– Adaptive learning provides high accuracy, specific to your

enterprise– Integrated to IBM ECM architecture in applications such as

Records Crawler for CM8 or P8 based customers

IBMClassification

Module

Auto ClassifyExtract MetadataAdaptive LearningTaxonomy Proposer



Leveraging the Full Context

Exclusively rule based approaches, whether using metadata or thebody of the content, are “too coarse” and don’t take the full context of

the text into account



Example ECM Content Flow:

1) Pre-ingestion Filtering2) Post-ingestion Categorization

RecordsManagement

KnowledgeManagement

BusinessProcess

Document Class:Marketing

Document Class:Legal

Document Class:Finance

Document Class:Research & Development

. . .

Review &Audit

IBMClassification

Module

FileShares

BasicContentServices



Example ECM Content Flow:

ReclassificationFolder:Finance/Accounting

Folder:Finance/SEC Filings

Folder:Finance/Staff Meetings

Folder:Finance/Quarterly Earning Reports

. . .

Review &Audit

IBMClassification

ModuleFolder:Finance





ECM Strategy Principles & Assumptions

Content– Any content implying a flexible content model– Anywhere – across different types of repositories– Everyone – Address content services for different users Management– Proactively provision services to manage content where and when it is

created and manipulated by business tools– Reactive capability to selectively bring content anywhere under control

after it has been created– An enterprise content management service for content-enabled

applicationsEnterprise– For all users in the Enterprise– Maximize Repurposing of Enterprise IT Infrastructure– Enterprise Scalability, Availability, Accessibility, Maintainability, …




Create Centers of Excellence for BCS, ECM and BPM

Establish ECM Shared Services deployment models

Develop expertise in Content Enabled Vertical Applications development and delivery

Develop expertise in Records Management, Compliance related auditable business processes

Set standards for storage management policies and archiving …take back control of your “digital landfills”

Create an ECM business case and ROI calculation capability

Combination of skills: business analysts, SME for business and technology, project & change management experts



Create Centers of Excellence for BCS, ECM and BPM

Best Practices Manual or Forum

Lessons Learned Catalog or Forum

Strategy Guiding Principles

Content Management Maturity Model

ECM Marketechture Model

ECM Shared Service Delivery Framework

ECM Technology Reference Architecture Model

Information on Demand Reference Architecture Model



IBM is in a leadership position with tools to help customers deal with content, process and compliance business problems…

Leader in BPM, Compliance, Imaging, Report Management, Federated Records Management and Collaboration

Leader in Content Integration/Federation

Leader in Scalability

Best ECM Vision and Strategy

Broadest ECM Product Line

Broadest Partner Solution Portfolio

Largest Customer Base

Most Customer Choice & Flexibility

Deepest Commitment to Customer Success


Information Management Software | Enterprise Content ManagementIBM Information On Demand 2008

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Managers, IT Professionals, ECM

professional and Developers

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