DTS-Gartner Technology Day Presentation 09-21-2007

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Today’s Agenda9:00 – 9:05 Welcome

Dennis Dearbaugh, Deputy Director of Operations, DTS

9:05 – 10:30 Say Goodbye To Content ManagementDebra Logan, Gartner Research VP

10:30 – 10:45 BREAK

10:45 – 11:00 Benefits of Online Print View SolutionsAlan CriswellComputer Operations Manager, Gold Camp, DTS

11:00 – 11:15 EDD Case Study: CA-ViewKathy Maloney, Staff Information Systems Analyst, EDD

11:15 – 11:30 Contra Costa County Case Study: JES2FTP Dave Campbell, Information Systems Programmer/AnalystContra Costa County Auditor - Controller's Office

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Introduction

• Welcome!

– Dennis DearbaughDTS Deputy Director of Operations

– Presentation Slides will be available on the DTS website soon.

– Please complete your Evaluation Surveys!

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DTS Focus on Performance

Two areas of performance:– Cost Performance

• Technology is getting cheaper – our rates should reflect that

– Operational Performance• Relies on people, process and technology• IT was always important, but not always measured• Today, we are benchmarking/measuring• Very stringent SLAs

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DTS Eye on Innovation

• Technology is changing every day.

• You are the ones transforming government through innovation.

• We are your utility to help make it happen.

• These Technology Days are to support this process.

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DTS Events• We’ve seen over 1,000 of you at our events in the last year!

– Technology Days (like today)• We consider this a service in itself

We also host…..

– Customer Forums• To interface directly with you

– User Groups• To establish regular work groups across

organizations

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Upcoming EventsOctober 4

DTS Customer Billing ForumDTS Training & Event Center

October 17-18

DTS Sixth Annual IT Security Awareness FairDTS Training & Event Center

October 26

Natural Modernization Strategies Information ForumSacramento Convention Center

View the DTS Event Calendar at:

http://www.dts.ca.gov/calendar/




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Introducing…..

Debra Logan

Gartner Research VP

Notes accompany this presentation. Please select Notes Page view. These materials can be reproduced only with official approval from Gartner. Such approvals may be requested via e-mail—[email protected].

Say Goodbye to Content Management

Debra Logan

Vice President

Say Goodbye to Content Management…As If We Ever Really Knew It

• Centralized, proprietary repositories

• Monolithic systems

• Best of breed vendors

• Dedicated, thick clients

• Document focus

• Licensed software

• Federated repositories

• Services-oriented architectures

• BCS from infrastructure vendors

• Web 2.0-based, rich clients

• Component management

• Alternative business models:- Software as a service

- Open source

The Paradigm is Shifting. . . Has Your Strategy Shifted With It?

1990s-2006 2007 and Beyond

Key Issues

1. How will content management technologies and architectures mature and change?

2. How can organizations best leverage Web 2.0 and other emerging technologies in their content management infrastructure?

3. What approaches can organizations take to satisfy their content management requirements?

Technology Trigger

Peak ofInflated

Expectations

Trough of Disillusionment Slope of Enlightenment Plateau of

Productivity

Time

Visibility

Years to mainstream adoption:

less than 2 years 2 to 5 years 5 to 10 years more than 10 yearsobsoletebefore plateau

As of July 2007

Web Content Management

XML-Enabled Database Management Systems

XML-Aware Editors

Enterprise Content Management Suites

Web-Based Distributed Authoring and VersioningE-Forms

Records ManagementDigital Rights ManagementWikis

E-Mail Archiving

JSR 168/286

Web 2.0 Workplace TechnologiesXML Rendering

JSR 170/283

Open Document Format for Office Applications (OpenDocument)

Content Integration

Office Open XML File FormatsBasic Content Services

Content-Enabled Vertical Applications

Content Analytics

E-Discovery Software

Open Source Content Management

Enterprise Information Management

Workplace-Enhanced Business Applications

Information-Centric Infrastructure

XQuery

Data Federation/EII

Hype Cycle for Content Management, 2007

Basic Content Services: Will Be a Common Element of the Future Workplace

Basic content services (BCS): Basic document library services, imaging, document collaboration, document routing and Web publishing capabilities. Priced for mass deployment.

The mass adoption of BCS represents a significant technical and market discontinuity.

Action Item: Prepare now for BCS in your strategy.

Basic Content Services and ECM

• Enterprise content management systems can work with BCS tools to create a multilayer content solution.

• Users can work in a familiar desktop environment, using BCS as a local/tactical workspace and "parking lot," with content portable to an ECM system.

ECM• Enterprise Taxonomy• Enterprise Information Access• Business Process Management• E-Business Web Content Management• Content Integration• Records Management• Document Composition• Content Transformation

BCS• Workgroup Collaboration• Enterprise/Departmental Portal• Subscriptions and Notifications• Desktop Integration with MS Office• Drag and Drop File Submission• Indexing and Search• Information Worker Productivity

Tools• Web editing and publishing

Top Content-Centric Business Problems

• Loan origination• Litigation support• Claims processing• Case management• Contracts management• Correspondence management• Regulatory compliance• Policies and operating procedures• Project team support• Brand awareness• Employee self service

CEVA is For Process Workers, WEBA is for Knowledge and Web Workers

For information involved with a core business process

• Define business rules, use these in the process/ applications

• Use templates, workflow; automate where you can

• Make IM part of the role/function of process owners and people working in the process

• Train, monitor performance and act on results

Embedded in the business process

CEVA: Content-Enabled Vertical Applications

WEBA: Workplace-Enhanced Business Applications

For information handled by people outside a core business process

• Make information management explicit in requirements for each job/role

• Define simple, usable policies; communicate and support these across the enterprise

• Create truly useful guides, templates, examples

• Make linkages to information management systems easy and transparent

• Train, monitor performance and act on results

Embedded in the employee's job or role

CEVA

WEBA

Collaborative Forms Processing as CEVA

Greater than 75% of business processes depend on forms,and with forms servers, they become runtime and even offlineclients for multiple application databases

CONTEXTBEST PRACTICES

DOMAIN EXPERTISECERTIFICATION

ECM systems need to be able to process XML content at a granular level…

ECM and XML: The Need to Go Granular

NameSSNDOBAcct#

NameSSNDOBAcct#

[Web]

XML-Authoring ToolsArbortext Epic, Blast Radius XMetaL, Document Sciences xPression, Metavante CSF, Thunderhead, In.vision Xpress, (IBM) PureEdge 8x, Adobe LifeCycle, Microsoft InfoPath

XML-Authoring ToolsArbortext Epic, Blast Radius XMetaL, Document Sciences xPression, Metavante CSF, Thunderhead, In.vision Xpress, (IBM) PureEdge 8x, Adobe LifeCycle, Microsoft InfoPath

User input can trigger automaticcontent processing

Levels of XML processability

by ECM repositories

XML Aware Repositories• Process XML tags• Generate content• Interact• Multichannel

XML Aware Repositories• Process XML tags• Generate content• Interact• Multichannel

Consumers Influence the Industry

Whadaya

got?

Rich Media

Tagging

BCSWikis

Podcast

SaaS

Hosted Content

Blogs

• Consumers driving economy• Technology not just for geeks• Consumers adopt cutting-edge

technology first- Gaming consoles drive hardware- PDAs, cell phones,

instant messaging (IM)

• Business adoption follows- Social Networking- IM

• Enterprise to consumer inhibitors - Legal concerns- Privacy concerns- Security risks- Loss of control

Web 2.0

The User Interface Brings Context to Content

• Resumption of client wars

• Two major vendors plus Adobe/Macromedia in between many small players

• Ajax most popular approach

Microsoft OS

Browser Plug-in

Anyone Can Be a Web Publisher: Understand the Benefits and Risks

• Wikis — An alternative to shared-file servers.- Enable shared authorship

- Can contain all kinds of object types (for example, programming code, video, images, and so on)

- Include authoring, collaboration and storage facilities

• Blogs — Open Web authorship to everyone. - Usually deal with transient content (musings, ideas)

- Marketing activity

Consumer-led channels increase users' but reduce enterprise control over content. Risks are multiplied.

Action Item: Establish and enforce governance policies.

Reliable?Trusted?

Is The Time Ripe for Microcontent?Content

Blogs

Music

E-Mail

E-Books

Video

Photographs

Documents

Stock Tickers

News

Processes RSS/Podcast

ASCII/Unicode

Ajax

.mpeg

ShockWave

.jpeg

Waveform.ra .rm .rv

Flash

.gif .pdf

.mov

Sign Language

.midi

ODFBraille

HTML

.mp3ATOM

RealPlayer

iTunes

Flash

QuickTime

MediaPlayer

XM Player

Mplayer

Shoutcast

@Podder

Juice

RSS Reader

Reader

Jaws

Closed Captioning

Change

Interface

Active PolicyManagement

• Orchestria

• Nextlabs

Content Indexing/Classification/Valuation

• Kazeon• Njini• StoredIQ

Promising Technologies on the Horizon

Text/Content Analytics

• Attenex

• ClearForest• Autonomy

ConsCons

ProsPros

Alternative Business Models to Licensed Software Emerge — Are They for You?

Hosted Solutions, SaaS, Open Source, Embeddable

Content Repositories

Faster time to value

Lower infrastructure costs

No upfront license costs

Less application complexity

Reduced vendor lock-in

End-user pull

Ease of use

Innovative capabilities

Intellectual property concerns

Uncertain cost picture

Address tactical needs

Immature offerings

Integration/interoperability

Security breeches

Cost of migration

General compliance

Architectural compliance

Vendor viability and reliability

Getting Content Management Catered: Hosted Options Are Growing

Availability Timeline: 2000 2002 2004 2006 2008 2010

Capture

Image Archive

Web Content Management

E-mail Archiving

Document Collaboration

Records ManagementDocument

ManagementCEVAs

The Universe of Open-Source Expands but Acceptance is Limited

Wikis

BusinessIntelligence

Content Management

E-mail/Calendar

Collaboration

Workflow

Blogs

E-learning

PortalsSearch

Recommendations

Develop a CM strategy before buying technology.

Strongly consider deploying BCS universally to all knowledge workers.

Evaluate how XML-enabled content processes will increase efficiency and deliver business results.

Take advantage of evolving richer user interfaces for content consumption and multichannel output.

Consider hosted models if time and cost are key decision factors.

Examine CEVA opportunities for critical content-centric business processes.

Notes accompany this presentation. Please select Notes Page view. These materials can be reproduced only with official approval from Gartner. Such approvals may be requested via e-mail—[email protected].

Say Goodbye to Content Management

Debra Logan

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Benefits of Online Print View Solutions….

Alan Criswell

Computer Operations Manager

DTS Gold Camp Campus

CA-View History at EDD

By Kathy Maloney

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Initial CA-View ImplementationJanuary 1989

Reasons for Decision Large volume of job listings Handling was time consuming Lack of physical storage space

Technician Training 4 commands 10 mins

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Initial CA-View Implementation January 1989

Benefits Job status at a glance

No need to page thru job listings Retrieve information quickly Reduced clerical workload

No hard copies to file & maintain More time spent on technical functions

Reduced paper, printing & mailing costs

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First Report Database Built September 1992

Reasons For Decision Hard copy reports often lost Customers moving to outlying areas Large volume reports Searching thru reports was tedious Lack of storage space Data was transposed

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Technician Training Print reports for customers Training guide created later 2 hrs each session Customer Training View, load, add comments & print Customer guide created Traveled throughout CA to train 200

customers (some Area Administrators) 4-6 hrs each session

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Benefits Access reports faster & more directly Less hard copy reports to file, maintain,

recreate, reprint or route Reports printed only if needed

No transposition of data Auditors happy

Data could not be changed

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CA-Deliver Database Built August 1994

Reasons For Decision Customers dissatisfied with 8 character limitation on

report names Customers desired only portions of some reports

Implementation Database had to be built 45 days

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Technician Training None

Customer Training Programmers given overview of coding

requirements Customer guide updated

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Benefits Reports could have more detail

Up to 13 characters in report name Special characters (DIS36R01-01)

(DIS36R01-02)

(DIS36R01-03) Could be stacked Route slips could be added

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CA-DocView Purchased 1995

Reason For Decision Customers needed to import report data

into other documents

Implementation Off-shelf software (no coding)

Manually load onto PCs 2 hrs

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CA-DocView Purchased 1995

Customer Training 1 hr

Benefits Customers able to download reports to

PC Import to other Microsoft documents

like Excel and Word

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Advanced Function Presentation (AFP) Implemented 1995

Reasons for Decision Customers spent a lot of time looking up & copying forms from microfiche reader to

resend to claimants/employers Copies did not always look like the copies that were originally sent out

Customers spent even more time explaining why the forms looked different

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Reasons for Decision Customers spent a lot of time requesting reprints when copies couldn’t be

located on microfiche Programmers and Technicians spent even more time recreating and

processing the reprints

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Implementation Study Coding Loading software Getting software to work together 4 mos Same time as DocView

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Customer Training None

Customers informed of new capability

Benefits Customers able to reprint forms that look exactly like the original, fast and

easily from CA-View

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EDD’s CA-View Environment Today

Eight Databases 1-Job listings 1-Various reports 1-Large volume reports, specific system 1-Program releases 1-Authorization Center information 1-Production forms (AFP overlay) 2-Specific forms (AFP overlay)

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CA-View Administrator Duties Monitor database space usage Train customers Restore & delete reports Resolve problems

Work with DTS personnel, Help Desk personnel, customers who use the reports, Programmers, Technicians, Release Analysts & RACF Administrator

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CA-View Administrator Duties Add reports

Review release packages for notification of new/changed reports Retention period must be defined for tape and disk (1 day to 75 years) Decide if CA-Deliver should be used Make sure coding is correct

Test and implement new CA-View version

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CA-View and Disaster Recovery

Current Version Creates 2 backups tapes every night We create only a weekly disaster offsite tape

If disaster where we lose the Cannery mainframe, could only give customers data as of our last weekly backup

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CA-View and Disaster Recovery

New Version Creates 3 backup tapes every night

Earmarks 1 of those tapes for Disaster Offsite storage Will give customers same service at Disaster Recovery location as they have now

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EDD Recommends CA-View

Have used successfully since 1989

Recommend it to other departments

Look forward to implementing new version and exploring its added features

[email protected]

Contra Costa County Case Study: JES2FTP (CASI Software)

Dave CampbellIS Programmer/AnalystAuditor-Controller's Office,Contra Costa County

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Our Problem

30+ year old legacy G/L system Paper reports taking days to print

and deliver to users Information nearly out-of-date

before it reached our customers! Report distribution costly and time-

consuming

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Our Solution: Web-based Report Distribution

Legacy reports are now converted to PDF with JES2FTP and posted to our Intranet site

Reports are also emailed to users as attachments or links

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Intranet site:

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Sample reports page:

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Sample report:

9/21/2007

Benefits of Web-based Report distribution

Cost savings: 4¢ per page for print vs. ½¢ per page for JES2FTP PDF

Labor savings: no sorting, mailing, filing, distributing, etc.

More timely: printing on paper takes hours - PDF conversion takes minutes

9/21/2007

Benefits of Web-based Report distribution

Process is automatic: PDF reports are ready for viewing by 5am

More functionality: reports can be indexed and searched, and individual pages printed as needed.

Easy Retrieval: PDF reports can be freely copied or printed; “lost” reports can always be retrieved

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Components of our Web-based Reporting System

JES2FTP: converts mainframe reports into PDF files and FTP’s to our Intranet server.

IIS/ASP: active server pages (ASP) code provides navigation & links to display the PDF reports

Mailer program: emails PDF reports (as links or attachments)

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JES2FTP Flowchart

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What does JES2FTP do?

Takes reports from the mainframe Standard line report data from JES or sequential

files Converts them to a variety of formats

Text, RTF, HTML and PDF Spreadsheet ready data (Comma delimited, XML)

Split them into sub-reports Save portions to different files and directories

Delivers them via FTP ‘Web-enables’ print contents

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Step 1: “Split” & post reports

Reports are “split” into separate PDF files

Filename based on report # + date

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JES2FTP Script statements to break reports into separate PDF files and build the filename:

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Reports on server:

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Step 2: Web-delivery of reports

ASP code to build link to report:

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HTML code must also be updated each month to make the reports available.

JES2FTP automatically updates the drop-down box on the Monthly Reports page

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Script for Drop-down box:

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Resulting web page:

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Other JES2FTP features

Multi-level PDF bookmarks Graybar and forms overlays Email notification that reports are

ready (including link to reports) Creates compressed (“zip”) files Encryption and password protection

of PDF and zip files

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Other JES2FTP features

Converts report or text files to CSV (or Excel) format

Converts report to HTML pages and posts to the web

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Single-level bookmarks

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Multi-level bookmarks

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Forms Overlay

We download form 1099-MISC from the IRS website

We convert copy “C” using prephost.exe and upload to the JES2FTP forms overlay library

We print our 1099-MISC copy “C” forms to PDF

Saves $$, and is much easier to locate and reprint 1099’s

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1099-MISC Forms Overlay

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“Zip” compression

JES2FTP is used to compress and download the 1099 reporting files for transmitting electronically to the IRS F.I.R.E. System

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Email notification

JES2FTP emails programmer whenever 1099’s are produced:

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Security & Privacy Features

PDF reports can be encrypted and password protected They stay encrypted, even if the user forwards or

saves them Supports both RC4 and AES encryption Can apply User and Owner Passwords

Owner Password restricts changing file User Password restricts viewing/access

Restrict client-side operations, such as printing and copy

Personal information can be ‘masked’ from the reports without modifying source application using scripts

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Convert Report to CSV (Excel)

In addition to PDF, reports can ALSO be converted to comma-separated values (CSV) format

Report data can be easily manipulated in EXCEL

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Report 1055 in PDF format:

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Report 1055 in CSV format:

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Script to extract CSV file

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Convert report to HTML

PROBLEM: how to show public where their property tax dollars go, based on their tax rate area

SOLUTION: using JES2FTP, convert each page of the Tax Rate Area report to an HTML document and FTP to our website

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TRA Factor lookup screen

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JES2FTP-generated page

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Script to build TRA pages

9/21/2007

Thank you for attending!

For more information, please contact Dave Campbell at (925)

646-2158 / [email protected] For information about JES2FTP,

please go to http://www.casisoft.com

mailto:[email protected]

http://www.casisoft.com/

http://www.casisoft.com/

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Thank You!

• Please complete your surveys.

• Look for future events here: http://www.dts.ca.gov/calendar/

• See you next time!


