Streamlining Content Management Using Portal Technologies Laurence Hart

Streamlining Content Management Using Portal Technologies Laurence Hart Senior Systems Architect Infodata Systems

Agenda Leveraging What You Know l The Role of the Enterprise Knowledge Portal l – Portlets – Portal Taxonomy l Getting Started On The Journey – Evolving the portal – Success factors l Questions and Answers

Problem How can we handle the glut of information? How do we process it, learn from it, and use it to accomplish the goals of the organization?

Solution Create an Enterprise Knowledge Portal by integrating portal and enterprise content management technologies to accelerate knowledge capture and provide personalized access across a global enterprise.

What is the EKP?

Gartner’s Portal Framework Criteria l Robust Search – Structured repositories – Unstructured repositories Taxonomy support l Content management/aggregation l Personalization l – Individual – Role l Application integration/development

The Enterprise Knowledge Portal l Provides access to existing information l Allows for the management of knowledge – Creation – Collection – Organization – Distribution l Takes knowledge and turns it into CONTENT

Portlets l Enable core application functionality in a portal l Access enterprise applications or the Internet l Follow the 95/5 rule – 5% of the application’s functionality – 95% of the usage

Documentum e. Content Portlets l Core functionality provided – Creation: Inbox, Workflow Status – Collection: My Docs, Inbox – Organization: Browse, Cabinet – Distribution: Search, My Favorites l Custom portlets l Several vendors either have them or are building them: Plumtree, Epicentric

Inbox Portlet

Lessons Learned e. Content Portlet

The Portal Taxonomy l. A hierarchical directory of documents – Browsable – Searchable l Populated using two methods – Manual creation – Automatic creation using a crawler

Two Taxonomies WDK 4. 2

Documentum In The Taxonomy l How do we get content from Documentum into the Portal Taxonomy? l Manually…… l Automatically…… Method Security Taxonomy Classification Publish to the Intranet and crawl Create when crawled Classified when crawled Two step process Delayed updates Crawl Documentum directly Imported Hierarchical structure can be mirrored One step process Instant updates Timeliness

The Documentum-Portal EKP Architecture l Solid Architecture – Distributed – Personalized – Secure l Documentum – e. Content Services for Portals l Portal Vendor – Content Crawlers

Taking the EKP Journey

It’s a Journey l Define the vision and begin l Invest in your information – not just the technology infrastructure l Separate hype from reality l Evolve the EKP – Start small and then grow – Deploy horizontally – Iterate deployment

Success Factors l “Quick-Hit” Approach – Clearly demonstrate the benefits – Keep it simple – Six to eight weeks to first pilot l Planning, Planning – – Get help Define the schedule Stick to the schedule Budget for the evolution

Cataloging Knowledge l Metadata Standards – Tagging – Terminology Enterprise Taxonomy Definition l Lifecycle Management policy and standards l – Quality – Retention – Preservation

Security l Keep everything in synch – Users – Groups l Design the Portal security model in conjunction with the repository models l Synchronize on a third party? – NT security – LDAP

Build the Excitement! l Users need to want to use the portal l Educate the users – Pre-deployment campaign – Hit the advertised dates l Add some FUNctionality – Popular Comics – Sports Scores

Summary l Accelerate content with an EKP – Create, Collect, Organize, and Distribute – Personalize on a global scale l Leverage Documentum into the Portal – Portlets, crawlers – Check the level of integration l It’s a journey

Questions and Answers