A Enterprise Content Management 1 3112021 Melodie Beveridge

A Enterprise Content Management 1 3/11/2021 Melodie Beveridge

Benefits of ECM for SSA 2 3/11/2021 MB

Products We Evaluated • • • 3 3/11/2021 MB Alfresco Carbide Crown. Peak Groupee Hot Banana Joomla Metadot Share. Point Sitecore

We Compared • • • 4 3/11/2021 MB Security Ease of use Product compatibility Single sign on using LDAP Document lifecycle management Required 3 rd party plug-ins Features Scalability Cost Documentation

Open Source Evaluation Factors • A thriving community – A handful of lead developers, a large body of contributors, and a substantial--or at least motivated--user group offering ideas. • Disruptive goals – Does something notably better than commercial code. Free isn't enough. • Documentation – What good's a project that can't be implemented by those outside its development? • Employed developers – The key developers need to work on it full time. • A clear license – Some are very business friendly, others clear as mud. • Commercial support – Companies need more than email support from volunteers. Is there a solid company employing people you can call? 5 3/11/2021 MB

Issues We Found with Some Products • • • 6 3/11/2021 MB Limited security Outdated Not LDAP friendly Difficult to use/lacking documentation Glorified forums/blogs Dependence on proprietary software Poor quality support & customer interaction Lacking flexibility Limited customization Cost prohibitive

Share. Point vs. Alfresco 7 3/11/2021 MB

Share. Point • License fees are cost prohibitive • Users must have MS Office 2007 to get full functionality • Hard to use for admin • Limited to English out-of-the-box • Can configure it to permanently delete an area and all its files after a set period of inactivity • Difficult to customize and maintain • No product roadmap for the future • Microsoft does not use MOSS 2007 8 3/11/2021 MB

CMS Watch on Share. Point • The most value from enhanced Office integration will come to those enterprises concurrently upgrading to Office 2007. Customers on older versions of Office may find their usability mileage varies. • As with the previous version, ease of installation obscures difficulty in customization and ongoing maintenance; administrators can easily get in over their head. • Microsoft has not issued clear plans for subsequent releases. – Enterprise Portal Report, CMS Watch 9 3/11/2021 MB

CMS Watch on Share. Point cont. • “Microsoft has tried to go ‘enterprise’ in the impressive breadth of MOSS capabilities, but not necessarily in their depth and scalability. ” – Tony Byrne, CMS Watch founder • Microsoft’s all-important consulting channel will need substantial time to absorb and learn the tool. Experience with previous versions of Share. Point suggests that this learning process will be measured in years. – Enterprise Portal Report, CMS Watch 10 3/11/2021 MB

MOSS 2007 Licensing Costs • Servers Estimated Price – – Office Share. Point Server 2007 $4424 Office Share. Point Server 2007 for Search Standard $8213 Office Share. Point Server 2007 for Search Enterprise $57, 670 Office Forms Server 2007 $4424 • Client Access Licenses Estimated Price – – Office Share. Point Server 2007 Standard CAL $94 Office Share. Point Server 2007 Enterprise CAL $75 Office Forms Server 2007 CAL $54 Office Share. Point Designer 2007 $187 • Internet Facing Sites Estimated Price – Office Share. Point Server 2007 for Internet sites $40, 943 – Office Forms Server 2007 for Internet sites $22, 118 • To be licensed for the Enterprise Edition functionality of Office Share. Point Server 2007, both the Standard and Enterprise client access licenses are required. 11 3/11/2021 MB – office. microsoft. com / technet 2. microsoft. com

MOSS 2007 Costs for SSA • 12 MS Office 2007 Enterprise licenses (needed for full functionality of MOSS 2007) - $10, 500 • Office Share. Point Server 2007 for Search Enterprise - $57, 670 • Office Forms Server 2007 - $4424 • Office Share. Point Server 2007 Standard CAL - $94 • Office Share. Point Server 2007 Enterprise CAL - $75 • Office Forms Server 2007 CAL - $54 • Office Share. Point Designer 2007 - $187 • Office Share. Point Server 2007 for Internet sites - $40, 943 • Office Forms Server 2007 for Internet sites - $22, 118 Total Cost - $136, 075 12 3/11/2021 MB

Alfresco • • • No license fees Installs with Open. Office Easy to use at both user and admin levels 15 years experience with ECM Version 2. 0 contains 15 languages Deleted items stored in archive space store. – Admin can back-up and purge periodically. • Easy to customize and maintain • Product roadmap – Wiki. alfresco. com/wiki/Roadmap • Alfresco uses their own product for consumers to access their documents – http: //www. alfresco. com/community/register/? source=451%20 Gr oup%20 White%20 Paper 13 3/11/2021 MB

Info. World on Alfresco, a highly functional open source alternative to commercial enterprise CMSes, is also simple to install, use, and manage. Drag-and-drop eases uploading and managing documents. Users employ wizards to create rules that, for example, flow documents or automatically perform conversion tasks. The system includes advanced search and threaded discussions, is scalable, and provides portal integration. – Alfresco delivers an open CMS alternative, Info. World 14 3/11/2021 MB

CMS Wire on Alfresco This newest offering from Alfresco is poised to deliver “simple, standards-based, distributed search encompassing not only multiple Alfresco repositories but the Internet as well. Complementing that capability is the company’s content solution packaging mechanism, Alfresco Module Packaging (AMP). Alfresco 2. 0 also delivers an integrated content platform with the production release of Web Content Management and AMP-enabled Records Management. ” – Alfresco Updates Open Source ECM , by Cate O'Malley 15 3/11/2021 MB

CNET News. com on Alfresco "Alfresco's use of the GPL license for its Community Edition allows for potentially greater community contributions due to license familiarity and established standards, " he said. At the same time, Alfresco can continue "to focus on growing its Enterprise Edition business under a commercial license. " – Raven Zachary, 451 Group analyst 16 3/11/2021 MB

Alfresco About Company, Partners & Product 17 3/11/2021 MB

Alfresco Team • Original leading members from Documentum and Interwoven with 15 years experience in ECM – – John Newton – Co-Founder of Documentum John Powell – Former COO, Business Objects Dr. Ian Howells – Former VP Marketing, See. Beyond Kevin Cochrane – Former VP Web Content Management, Interwoven – Matt Asay – Founder and Organizer of the Open Source Business Conference (OSBC) – Former Documentum Java Web Development and Portal Team – Former Interwoven Team. Site and Open. Deploy Engineers 18 3/11/2021 MB

Alfresco Provides • • • 19 3/11/2021 MB Single sign-on using LDAP Custom security roles & permissions Out-of-the box ease of use Full document lifecycle management No proprietary tie-in Customizable Web content management Scalability Good customer support/documentation Multi-language content architecture

Alfresco Diversity 20 3/11/2021 MB

Alfresco Technologies Used • • • 21 3/11/2021 MB Java Spring Aspect-Oriented Framework ACEGI –Aspect-Oriented Security Framework My. Faces JSF Implementation Hibernate ORM Persistence Lucene Text Search Engine JLAN POI File Format Conversion PDFBox – PDF Conversion Open. Office j. BPM Rhino Java. Script engine

Alfresco Supported Interfaces • • • 22 3/11/2021 MB CIFS/SMB Microsoft File Share Protocol JSR-168 Portlet Specification JSR-127 Java Server Faces FTP Web. DAV Web Services REST JBoss Portal Life. Ray

Alfresco Web Content Supports • • Dream. Weaver Photo. Shop Eclipse Net. Beans HTML XSL CSS JSP Users can use their preferred tools when creating content 23 3/11/2021 MB

Alfresco Operates Using • Operating System – – Linux Mac. OS Unix Windows • Database – – My. SQL Oracle Microsoft SQL Server Any database supported by Hibernate • Application Server – JBoss Application Server – Apache Tomcat – J 2 SE 5. 0 (JRE 5. 0) 24 3/11/2021 MB

Alfresco 2. 0 Offers • Open search—standards-based search across multiple Alfresco content repositories and other RSS or Atom repositories including blogs and wikis • Web content management production release—simple and rapid import of existing Web sites with support for any content authoring or Web development tool • Alfresco Module Packaging (AMP)—complete content solutions to share globally across all repositories, includes code, content model, content and folder structures • AMP-enabled records management—develop and consistently distribute records management policies according to corporate rules through AMP. 25 3/11/2021 MB

Alfresco Enterprise Services • Support • Maintenance, Updates and Patch support • Customer Support – Problem Resolution, Compatibility and Migration Advice • Customer Portal – Information, Bug Tracking and Case Tracking • Performance Tuning Advice • Indemnity and Warranty 26 3/11/2021 MB

Companies using Alfresco • • • 27 3/11/2021 MB American Stock Exchange Boise Cascade H&R Block Harvard University Knight Ridder Digital Massachusetts Institute of Technology Pre. Visor Reed State of Louisiana State of Nebraska Swansea Housing Association UK Defence Academy

Company Buzz • Boise Cascade – “Alfresco offered the functionality of other Enterprise Content Management systems at a fraction of the cost. ” – “Alfresco’s ability to scale-out over a number of machines further reduces the Total Cost of Ownership. ” • Myron Blaine – System Architect, Boise Cascade • Knight Ridder Digital – “We believe Alfresco’s ground breaking architecture coupled with open source technologies will enable Knight Ridder Digital to create a scalable, flexible Web Content Management system that gives us great control over how we access and present our content. That is serving realtime, re-purposeable, contributions to our web sites on an internet scale”. • Dean Denhart, CTO – Knight Ridder Digital 28 3/11/2021 MB

Company Buzz cont. • Reed – “Alfresco takes ECM from the Client-Server World of the 90’s into the SOA, Web Services and Aspect Oriented World of Today” • Romain Sutton, Head of Technical Architecture - Reed Managed Services plc • State of Nebraska – “Open Source and Open Standards were critical to our decision. Alfresco was not only open source but supported key Government directions such as PDF, ODF and JSR 170” • Daren Gillespie – Network Administrator, Nebraska State Legislature 29 3/11/2021 MB

Company Buzz cont. • Swansea Housing Association – “We could clearly see the benefits of Alfresco over our existing system. We now have the ability to manage our process and workflows in ways we could only do after placing a call to our developers”. – “This represents a major opportunity to change and enhance the way we work. ” • Geoff Pettifor – Director of Development, Swansea Housing Association • UK Defence Agency – “Most staff are not prepared to learn a new interface to access a repository/document management system. Hence, the system needed to appear as a shared drive that could be simply accessed via Windows Explorer and MS-Office through “dragand-drop” and “Save-As” • Wing Commander Peter Edwards, CIO Defence Academy 30 3/11/2021 MB

Alfresco Technology Partners • • • JBoss Life. Ray My. SQL Novell Sugar. CRM – Complete listing of partners at www. alfresco. com/partners/ 31 3/11/2021 MB

Alfresco Ease of Use 32 3/11/2021 MB

Alfresco Set-Up • Chose the version to download from http: //dev. alfresco. com/downloads/ • Install Alfresco on your choice of operating systems • Start Alfresco – Default setting are: • Tomcat • Hibernate • Login as admin to create user accounts 33 3/11/2021 MB

Default Login Screen 34 3/11/2021 MB

SSA Custom Login Screen • Edited 3 files 35 3/11/2021 MB

Default Admin Screen 36 3/11/2021 MB

SSA Custom Admin Screen 37 3/11/2021 MB

Alfresco Security 38 3/11/2021 MB

39 3/11/2021 MB

Alfresco Security Includes • Security and User Management with Users, Groups and Roles – Custom roles are created by editing of permission. Definitions. xml file – Must restart Alfresco for new roles to appear • Document Level Security • Single Sign-On through NTLM or LDAP 40 3/11/2021 MB

Permissions for Spaces • Read. Properties – Read space properties • Read. Children – Read content within a space • Write. Properties – Update properties such as title, description, etc. • Delete. Node – Delete space • Delete. Children – Delete content & sub-spaces within a space • Create. Children – Create content within a space Sub-spaces may inherit permissions from their parent space using a checkbox 41 3/11/2021 MB

Permissions for Content Items • • Read. Content – Read file Write. Content – Update file Read. Properties – Read file properties Write. Properties – Update file properties such as title, description, etc. • Delete. Node – Delete file • Execute. Content – Execute file • Set. Owner – Set ownership on a content item Roles can be applied to individual content items 42 3/11/2021 MB

Default Roles & Permissions Role 43 3/11/2021 MB Permission Consumer Read spaces and content Editor Consumer + edit existing content Contributor Consumer + add new content Collaborator Editor + Contributor Coordinator Full Control

Alfresco Workflow 44 3/11/2021 MB

Alfresco Simple Workflow • Using Create Rules Wizard you – – – 45 3/11/2021 MB Identify spaces & set security on those spaces Define your workflow process Add workflow to content in those spaces Select email template & people to receive them Test the workflow process

Alfresco Advanced Workflow • Using JBPM (JBoss Business Process Management) engine Alfresco has two advanced workflows available out of the box – Advanced workflows allow for • • Multi-state definitions Removes restrictions to approve or reject exit transitions Defining parallel workflows Notion of task or assignment • Adhoc Task workflow – Assign tasks to colleagues on an ad-hoc basis • Review and Approve workflow – Assign tasks to colleagues for review and approval 46 3/11/2021 MB

Pending Assets Workflow 47 3/11/2021 MB

Adhoc Task Workflow 48 3/11/2021 MB

Review & Approve Workflow 49 3/11/2021 MB

Life. Ray Enterprise Open Source Portal Framework 50 3/11/2021 MB

Life. Ray Portal • Runs on all major application server, database, and operating system, rendering over 700 deployment combinations. • JSR-168 compliant • Out-of-the-box usability • Over 60 portlets prebundled • Over 20 community-contributed themes available • Only portal that can run in either application server or servlet container • Benchmarked as among the most secure portal platforms using Logic. Library's Logiscan suite 51 3/11/2021 MB

Life. Ray 4. 2 Features • Applicaton Servers – Glassfish – Pramati – Geronimo plugin • Security – JAAS Login Optional – LDAP User/Group Synchronization – Out-of-the-box Single Sign-On Integration (JA-SIG CAS) • UI / Usability – Enhanced Drag 'n Drop – AJAX Page Tab Management – Portlet Modality 52 3/11/2021 MB

Life. Ray 4. 2 Features cont. • Integration – j. BPM Workflow Engine Integration via Service. Mix – Alfresco Portlets • Content Item – Native Web Content – MS Office Document • Static List • Dynamic List • CMS – Document Library • Document Rating System • Shortcuts (link documents to other communities) 53 3/11/2021 MB

Life. Ray 4. 2 Features cont. • Portlets – – – – Enhanced Alfresco Content Sample Spring Sample Tapestry Sample Portal-Client Sample Permissions Search Engine Optimization Sample JSF Facelets Liferay Chat • Deprecate NFC Chat • Jabber Protocol • AJAX Enabled – Workflow • Workflow Designer Portlet • Liferay Journal Integration 54 3/11/2021 MB – – Google Maps Google Gadgets Google Ads Quick Note (Stickies)

Site. Scape's New ICEcorps Product • "Liferay was an obvious choice for ICEcorps because of its maturity and scalability, " said Andy Fox, Site. Scape's Chief Technical Officer. "We are excited about the opportunity to involve the Liferay community in our project. " • Also, unlike other proprietary portal solutions, Liferay Portal can run on any application server, database server and operating system. "Liferay Portal does not limit Site. Scape's ICEcorps audience to any particular technology stack, " added Fox. – Novell Teaming + Conferencing Uses Liferay Portal as Its Default Portal Platform, www. kotatv. com 55 3/11/2021 MB

Life. Ray Theme - Genesis 56 3/11/2021 MB

Life. Ray Theme - Breeze 57 3/11/2021 MB

Life. Ray Theme - Velocity 58 3/11/2021 MB

Alfresco & Life. Ray The Future of Schlumberger Spouses Association 59 3/11/2021 MB

Alfresco + Life. Ray = • 21 st century SSA ECM/WCM with – – – 60 3/11/2021 MB Common Repository RSS Mobile Web Open search AJAX Alfresco Module Packaging (AMP) Drag ‘n Drop interface Wikis Blogs Forums Personalized member pages

Advantages • Current & future advantages include – – Low cost Security Ease of use Access to thriving communities including • Developers • Contributors • User groups – Commercial support – Scalability – Documentation 61 3/11/2021 MB

Continuing the Project • Continue building an Alfresco – Life. Ray server on personal computer • Document which files are edited • Setting up a development server • Create customized modules and portlets • Review content on current SSA website 62 3/11/2021 MB

Questions? 63 3/11/2021 MB

Alfresco Easy Access to Alfresco Documents 64 3/11/2021 MB

Access Alfresco Documents Now • Go to http: //www. alfresco. com/community/register/? sourc e=451%20 Group%20 White%20 Paper • Register for access to white papers via Alfresco • Access the documents using the Alfresco interface 65 3/11/2021 MB

References • • • 66 3/11/2021 MB News. com Office. microsoft. com Technet 2. microsoft. com weblog. infoworld. com wiki. alfresco. com www. cmswatch. com www. cmswire. com www. crownpeak. com www. groupee. com www. hotbanana. com

References cont. • • www. industrialmedium. com www. infoworld. com www. joomla. org www. kotatv. com www. liferay. com www. metadot. com www. microsoft. com/sharepoint Shariff, M. , (2006). Alfresco. Birmingham-Mumbai: PACKT Publishing. • www. sitecore. com • www. softwaremedia. com 67 3/11/2021 MB

Alfresco Support Jason Hardin - Director of Inside Sales Alfresco (Open Source Enterprise Content Management) p. 801. 208. 9338 m. 801. 319. 4694 f. 801. 772. 2071 e. jason. hardin@alfresco. com Luis Sala - luis. sala@alfresco. com Director of Solutions Engineering Alfresco Software - www. alfresco. com Tel: +1. 415. 235. 5362 Fax: +1. 866. 879. 2550 UK: +44. 1628. 566. 129 68 3/11/2021 MB

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