IT Futures Briefing Presenters Yogi Schulz Decln Baker

IT Futures Briefing Presenters: Yogi Schulz & Declán Baker Enterprise Content Management Scanning Electronic Physical Storage Retrieval Creation 30 November 2005 Copyright © 2005 Corvelle Management Consultants File: Enterprise_Content_Management. . PPT 1

Management Consultants Yogi Schulz Biography Enterprise Content Management r President of Corvelle Management Consultants r Information technology related management consulting r Project management and systems development r Computing Canada & Calgary Herald columnist r PPDM Association board member r Industry presenter: – Project World - 4 years – CIPS Informatics - 7 years – PMI - Information Systems SIG - 2 years – Convergence - 4 years – PPDM Association - several years File: Enterprise_Content_Management. . PPT 2

Declán Baker Enterprise Content Management r Senior Business Consultant with Critical. Control Solutions – Public company established in 1991 with offices in Vancouver, Calgary, Edmonton, Winnipeg and Regina – Significant partner relationships with EMC Documentum and IBM r 7 years consulting in ECM with focus on: – Project management, Business Process Modeling – Requirements definition & acceptance testing – System deployments and change management r Implementation of Trango software for Technical Records File: Enterprise_Content_Management. . PPT 3

Presentation Outline Enterprise Content Management r Presentation Objectives r Enterprise Content Management (ECM) Description r ECM Business Drivers r ECM Best Practices r ECM Future r Conclusions & Recommendations r Questions & Answers Definition Life Cycles Applications Explain ECM in an oil & gas industry context File: Enterprise_Content_Management. . PPT 4

Presentation Objectives Enterprise Content Management r Better understand the factors that are driving adoption of enterprise content management (ECM) r Recognize how ECM can bring value to the oil and gas industry r Better understand likely trends in ECM File: Enterprise_Content_Management. . PPT 5

History of ECM Enterprise Content Management File: Enterprise_Content_Management. . PPT 6

Information Explosion in Oil & Gas Petabytes of data Enterprise Content Management Time Seismic data Low Well log data Low Databases High Various documents High Management Effort File: Enterprise_Content_Management. . PPT 7

Information Explosion Challenges Enterprise Content Management r Swamped by increasing amounts of information r Impossible to manage information efficiently and cost effectively r Difficult to discriminate between junk and gems r Finding data is like looking for a needle in haystack File: Enterprise_Content_Management. . PPT 8

Enterprise Content Management File: Enterprise_Content_Management. . PPT 9

Enterprise Content Management Definition Enterprise Content Management “Enterprise Content Management (ECM) is the technologies used to Capture, Manage, Store, Preserve, and Deliver content and documents related to organizational processes. ” AIIM definition Goal: Derive benefit from information assets File: Enterprise_Content_Management. . PPT 10

What is content? Enterprise Content Management File: Enterprise_Content_Management. . PPT 11

What is content? Enterprise Content Management File: Enterprise_Content_Management. . PPT 12

ECM Life Cycle Components Enterprise Content Management Input Capture Deliver Manage Store Preserve Destroy File: Enterprise_Content_Management. . PPT 13

Input Enterprise Content Management Data entry Scanning Electronic file creation File: Enterprise_Content_Management. . PPT 14

Capture Enterprise Content Management File: Enterprise_Content_Management. . PPT 15

Workstations Deliver Enterprise Content Management Communications network PDA i. Pod Printer File: Enterprise_Content_Management. . PPT 16

CD/DVD Preserve Enterprise Content Management Magnetic Tape Cartridge Magnetic Tape Reel Preserving important documents File: Enterprise_Content_Management. . PPT 17

Store Enterprise Content Management Records storage Paper files To CD Disk array File: Enterprise_Content_Management. . PPT 18

Manage Enterprise Content Management File: Enterprise_Content_Management. . PPT 19

Shred Physical Content Destroy Enterprise Content Management Delete Electronic Content File: Enterprise_Content_Management. . PPT 20

Enterprise Content Management File: Enterprise_Content_Management. . PPT 21

ECM Applications Enterprise Content Management Abbreviation Imaging Name Imaging BPM Business Process Management DM Document Management RM Records Management WCM Collaboration Web Content Management Collaboration Tools File: Enterprise_Content_Management. . PPT 22

Document or Records Management? Enterprise Content Management r Document and record similarities: – Useful or interesting information – Variety of hard copy and electronic media r Records are different: – Content tends to be more static – Business event or transaction – Event or transaction has legal or business significance – Records are intended to be memorialized File: Enterprise_Content_Management. . PPT 23

ECM Business Drivers Enterprise Content Management r Improve productivity r Observe compliance r Reduce risk File: Enterprise_Content_Management. . PPT 24

In other words … Enterprise Content Management = File: Enterprise_Content_Management. . PPT 25

ECM Applications in Oil & Gas Enterprise Content Management r Well file r Plant & facilities r Capital projects design & construction r Surface & mineral land contracts r Web content File: Enterprise_Content_Management. . PPT 26

Long Lake ECM Case Studies Enterprise Content Management Challenges Large volumes of project documentation Distributed project team Transition to operations Collaboration with partners and contractors Solution File. Net Panagon Document Management Web Services interface Benefits Single place to look for all issued documentation from EPC Faster access to construction drawings & specifications 1, 000+ users in Calgary, Edmonton, Long Lake File: Enterprise_Content_Management. . PPT 27

Enterprise Content Management File: Enterprise_Content_Management. . PPT 28

Petro. Canada ECM Case Studies Enterprise Content Management Challenges Solution Benefits Supplement ERP with EMC Documentum relevant info Document Easier access to info management with for mobile workforce SAP integration Accelerated business processes Effective communications Reduced costs Manage electronic records & compliance Standard web publishing standards Records Management Improved records management Increased quantity & quality of Intranet info Provided foundation for future opportunities File: Enterprise_Content_Management. . PPT 29

ECM Case Studies Kellogg Brown & Root Enterprise Content Management Challenges Huge volumes of project documentation Tedious, labour intensive paper based processes Lengthy production times for Construction handovers Solution EMC Documentum Single repository for all project documentation Benefits 30% reduction in review & approval cycle Up to 5% reduction in engineering man-hours User access based on Increased productivity department, role & through document reuse project stage Improved project quality Engineering document approval workflow File: Enterprise_Content_Management. . PPT 30

ECM Case Studies BP Enterprise Content Management Challenges > 2 million invoices annually < 30% originate electronically Invoices processed across 27 divisions Invoices paid from 65 legacy systems Solution File. Net Panagon Imaging software Application connector for SAP Benefits Achieved quicker than expected ROI Decreased A/P staff by 65% Improved control and management of financial information Average 12 copies per invoice File: Enterprise_Content_Management. . PPT 31

Best Practices for ECM Enterprise Content Management r ECM is a lifestyle, not a project r Ownership & Sponsorship r Think strategically, act tactically r Validate the technology choice r Don’t forget governance r Communicate and educate File: Enterprise_Content_Management. . PPT 32

Alignment Enterprise Content Management File: Enterprise_Content_Management. . PPT 33

ECM Near-term Future Enterprise Content Management r Integrated suite of tools r Continuing vendor consolidation r Open source content management r Adoption of API standards r Unified access point for information assets r Multilingual support with dynamic translation File: Enterprise_Content_Management. . PPT 34

Wild speculation about the Future of ECM - 1 Enterprise Content Management r Audio input/search & audio result sets r Graphic input & graphic result sets r Pattern matching to create result sets File: Enterprise_Content_Management. . PPT 35

Wild speculation about the Future of ECM - 2 Enterprise Content Management r Visualization & virtual tours of info assets r Smarter document categorization r Convergence of holography, artificial intelligence and content repositories File: Enterprise_Content_Management. . PPT 36

Conclusions Enterprise Content Management r ECM is delivering benefits today r ECM capability will grow in the near-term r Nexen stands before a significant opportunity to enhance value of ECM for its operations File: Enterprise_Content_Management. . PPT 37

Recommendations Enterprise Content Management r Improve the management of your personal documents r Use File. Net as opposed to the shared drive r Explore opportunities to implement ECM within your immediate area r Explore opportunities to implement ECM with your business customer Presentations available at: S: ITPresentations File: Enterprise_Content_Management. . PPT 38

Questions & Discussion Enterprise Content Management Please fill out evaluation form Can you help manage the flood of documents? File: Enterprise_Content_Management. . PPT 39

Enterprise Content Management Consultants 1800, 250 - 6 th Ave. S. W. Calgary, Alberta Canada T 2 P 3 H 7 Phone: (403) 249 -5255 E-mail: Yogi. Schulz@corvelle. com Web: www. corvelle. com Information technology related management consulting Project management and systems development Computing Canada & Calgary Herald columnist PPDM Association board member File: Enterprise_Content_Management. . PPT 40

Start recording more metadata Enterprise Content Management Why? Metadata enables search & retrieval File: Enterprise_Content_Management. . PPT 41

Enterprise Content Management File: Enterprise_Content_Management. . PPT 42

Enterprise Content Management Structured Vs. Unstructured Continuum File: Enterprise_Content_Management. . PPT 43

Information Value through the Asset Life Cycle Enterprise Content Management Secondary Production Primary Production Reservoir Characterization Work-over Drilling Da ta Completion Abandonment File: Enterprise_Content_Management. . PPT 44

Bibliography -1 Enterprise Content Management r About Enterprise Content Management (ECM) – www. aiim. org/about-ecm. asp r The Adobe intelligent document architecture – www. adobe. com/enterprise/ida. html r AIIM – The ECM Association – www. aiim. org/index. asp r ARMA International – www. arma. org r Assured Records Management: Establish and Maintain a New Level of Performance – Cohasset Associates, February 2005 – www. emc. com/analystview. jsp? id=223&c=US&l=en – www. emc. com/analystview. jsp? id=268&c=US&l=en File: Enterprise_Content_Management. . PPT 45

Bibliography -2 Enterprise Content Management r Best Practices for Deployment – customernet. documentum. com/resources/best. htm – customernet. documentum. com/resources/index. htm#best r Bridging the content gap – David Yockelson, Meta Group, 09 Nov 2004 – www. itworldcanada. com/Pages/Docbase/View. Article. aspx? id=idgml-33923 fb 9 b 9 b 9 -4 cae&Portal=252 cc 78 a-a 947 -4072 -84 be-f 50 cac 8 ec 48 e&s=108297 r A Business Case for Document and Imaging Processing – Frost & Sullivan, May 2005 – www. emc. com/analystview. jsp? id=254&c=US&l=en r Content Management Systems Review – www. cmsreview. com – Excellent best practices section, vendor/product information r CMS Resources/Articles – www. cmsreview. com/Resources/Articles. html File: Enterprise_Content_Management. . PPT 46

Bibliography -3 Enterprise Content Management r Enterprise Content Management Systems – A European resource for Content Management Systems and Solutions – www. contentmanager. eu. com/ r Gartner: Magic Quadrant for Enterprise Content Management, 2005 – www. hummingbird. com/magicquadrant r Information Lifecycle Management in the Upstream Oil and Gas Industry – IDC, June 2005 – www. emc. com/analystview. jsp? id=265&c=US&l=en r Information Management Journal – www. arma. org/erecords/index. cfm? View=IMJ r JSR-170: What's in it for me? – www. cmswatch. com/Feature/123 r The Jury is Out on Microsoft's ECM Plan – Michael Pastore, 11/8/2005 – www. intranetjournal. com/articles/200511/ij_11_08_05 a. html File: Enterprise_Content_Management. . PPT 47

Bibliography -4 Enterprise Content Management r Mambo - content management system – www. mamboserver. com r Metadata: Bringing Order and Value to Reference Information – ESG, June 2005 – www. emc. com/analystview. jsp? id=258&c=US&l=en r opensource. CMS. com – www. opensourcecms. com r OSCOM - The international association for Open Source Content Management – www. oscom. org r Plone - content management system – plone. org File: Enterprise_Content_Management. . PPT 48

Bibliography -5 Enterprise Content Management r Records/Info Management – www. arma. org/rim/index. cfm r Seizing the Brass Ring: Challenges and Opportunities Offered by Mobilizing Content – IDC, January 2005 – www. emc. com/analystview. jsp? id=217&c=US&l=en r Solving the Information Management Puzzle: A Lifecycle Approach – Babson Executive Education, May 2005 – www. emc. com/analystview. jsp? id=321&c=US&l=en r The Structured-Unstructured Information Continuum – www. dmgrc. com/dmg/weblog/index. php? itemid=25 r What is a record? – www. kahnconsultinginc. com/library/articles. htm r What Is Enterprise Content Management? – www. documentum. com/getting_started/what_is_ecm. htm – Pages also includes links to additional resource reports File: Enterprise_Content_Management. . PPT 49

Major ECM Vendors Enterprise Content Management r EMC – Documentum – www. documentum. com r File. Net Corporation – www. filenet. com r Open. Text - Livelink – www. opentext. com r Vignette Corporation – www. vignette. com File: Enterprise_Content_Management. . PPT 50

Major ECM Vendors Summary Assessment Enterprise Content Management Vendor EMC File. Net Open Text Vignette Strengths Weaknesses Records management Documentum overshadowed by business process management EMC's strong storage-focus Digital imaging business process management Web content management collaboration Digital imaging records management Myriad of components are poorly integrated Web content management Low credibility outside of Web content management File: Enterprise_Content_Management. . PPT 51

Significant ECM Vendors Enterprise Content Management r Hummingbird – www. hummingbird. com r IBM Content Management – www-306. ibm. com/software/info/people/content/en/it/index. jsp r Interwoven – www. interwoven. com r Stellent – www. stellent. com File: Enterprise_Content_Management. . PPT 52

ECM Business Drivers Enterprise Content Management File: Enterprise_Content_Management. . PPT 53

ECM Tool Evolution Enterprise Content Management The Content Management Hype Cycle Visibility Key: Time to Plateau Less than two years Taxonomies Two to five years E-Forms JSR 170 Five to ten years Records Management Document Imaging WCM Digital Asset Management COLD, IDARS, DOM As of June 2003 Technology Trigger Peak of Inflated Expectations Trough of Disillusionment Maturity Slope of Enlightenment Plateau of Productivity File: Enterprise_Content_Management. . PPT 54

Information Explosion Enterprise Content Management How much content are we generating each year? r 5 Exabytes of information created in 2002 r 92% of this content stored in hard drives r 800 MB person r 400, 000 Terabytes of email File: Enterprise_Content_Management. . PPT 55

Vendor Consolidation Enterprise Content Management r File. Net: Shana Corporation, e. Grail r Open. Text: Eloquent, IXOS r Documentum: True. Arc, e. Room r EMC: Documentum, Legato, Captiva r IBM: Informix, Tarian Software, Cross Access, Green Pasture Software, Alphablox, Venetica, SRD, Ascential Software File: Enterprise_Content_Management. . PPT 56

ECM Business Drivers Enterprise Content Management File: Enterprise_Content_Management. . PPT 57

Indicators of exploding data volume IT Analyst projections of da t a Enterprise Content Management IDC reports storage capacity growing 36% year-over-year to 181. 6 petabytes shipped during the second quarter of 2003 r Gartner Group IT infrastructure expenditure changes: vo lu m es r in g – 1998 - 75% CPU, 25% storage pl od – 2003 - 25% CPU, 75% storage Ex Real-time survey: Who is regularly running out of disk space? File: Enterprise_Content_Management. . PPT 58

Indicators of exploding data volume Seismic data Ex pl od in g vo lu m es of da t a Enterprise Content Management File: Enterprise_Content_Management. . PPT 59

Indicators of exploding data volume Well log data Enterprise Content Management vo lu m 80 od in g 60 0 LIS Ex pl 40 20 DLIS es of da t a 120 MB/ trip 100 LIS/BIT 1980 1990 2000 File: Enterprise_Content_Management. . PPT 60

ECM Myths Enterprise Content Management r The “One size fits all” myth r The Silver bullet myth r The tool myth r The project myth r The “Easy” myth File: Enterprise_Content_Management. . PPT 61

Document Mgt or Records Mgt? Enterprise Content Management Document Management Records Management Allows documents to be modified Prevents records from being and to exist in several versions to modified. enhance productivity. May allow documents to be deleted by their authors. Prevents records from being deleted except in certain strictly controlled circumstances. May include some retention controls. Must include rigorous retention controls. May include a document storage structure, which may be under the control of users. Must include a rigorous records classification scheme, maintained by the Administrator. Intended primarily to support day- Supports day-to-day work, but is to-day use of documents for intended as a secure repository for ongoing business. meaningful business records. File: Enterprise_Content_Management. . PPT 62

Records Declaration Enterprise Content Management Access Activity Document Author Owned Record Corporately Owned Time File: Enterprise_Content_Management. . PPT 63

ECM is not a project … Enterprise Content Management Business After 18 years of striving, Dell Computer finally reached its long-stated goal to be the worldwide leader in computing systems Monday and promptly ceased operations Dell Reaches Goals, Shuts Down File: Enterprise_Content_Management. . PPT 64