Lessons learned in SVBdocs

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1 ECM in WebCenter Lessons learned in SVBdocs Michel Vercruijsse WebCenter Developer, Sociale Verzekeringsbank Dinsdag 16 februari 2016 WebCenter Content en custom components 1

2 Lessons learned in SVBdocs Agenda 1. Introduction 2. What we ll see 3. Approach 4. Lessons learned 5. Q & A Template SVB 2

3 WhoamI? Template SVB 3

4 About SVB SVB or Social Insurance Bank has 110 years of history (Semi-government) Currently 15 regulations in social security (5M clients,18m people in database) Handles 34 B annually 3500 employees in 10 offices (300 IT staff). Template SVB 4

5 Lessons learned in SVBdocs Agenda 1. Introduction 2. What we ll see 3. Approach 4. Lessons learned 5. Q & A Template SVB 5

6 Problems SVB faced Unable to find correct documents(+7 miljoen) Quality of documents below standards Authorization unclear, lot of time and effort to grant/deny access to users A lot of redundancy: multiple copies of files spread everywhere No version control No abilitytoaudit Clean-up is manual: not time efficient! Non-compliant with Dutch law and internal regulations Template SVB 6

7 What sin itforthe users? Situation at the time: network drive ( I-schijf ) and DECOS More digital, less paper Organization not in control of documents for secundary processes Give more control to the users themselves Template SVB 7

8 Project goals According to Project Initiation Document: Compliancywithbusiness demands(authorisationstructure, security, version control, search) Compliancy with Dutch law: Archiefwet (mostly deals with records management) Andtoget therewe alsohad to: Usethe alreadypresent Oracle componentsat SVB, reusingas muchexistinginfrastructureandlicensingas possible(the intranet) Template SVB 8

9 And deliverables WorkingDocument Management System (DMS) / Record Management Application (RMA) Work processes in place, adjusted where needed End-user support Functional and application management in place Implementation plan for further rollout in company Template SVB 9

10 Notin scope Migratingexistingcontent Management of paper and offline archive(physical records) Specificsoft-andhardware neededtopresent different types of content such as audio, video and other forms of multimedia. Implementation of automated scanning Connecting other existing systems to SVBdocs Template SVB 10

11 Chosen solution Replace existing systems with WebCenter Content Introduction of dossiers WebCenter Content: Records (adapter) for Records Management WebCenter Portal for end-users WebCenter Content: Desktop for end-users although with limitations No new (ADF) Content UI, forthe time being. Template SVB 11

12 Short demo (byslides ) Template SVB 12

13 WebCenter Content Template SVB 13

14 WebCenter Content Template SVB 14

15 Integrated in Intranet Template SVB 15

16 Desktop Integration Template SVB 16

17 Whatis a Dossier? Template SVB 17

18 DossierComponent Template SVB 18

19 Customization in Portal Favorrites from WebCenter Content Document explorer No Upload No check-out No Upload Template SVB 19

20 Classification App Template SVB 20

21 Classification App Template SVB 21

22 Lessons learned in SVBdocs Agenda 1. Introduction 2. What we ll see 3. Approach 4. Lessons learned 5. Q & A Template SVB 22

23 Howdidwe do this? Agile Entire concept revolves around Dossiers, so a custom component (DossierComponent) Record Management Project considerations Template SVB 23

24 Things we would have liked to Investigated the new Content UI Disqualified due to limit customization options Two content servers consumed by one portal One for SVBDocs One for Intranet content Not possible due to the way WCC in integrated into Portal A number of not implemented requirements from PID Template SVB 24

25 Wat waren de valkuilen? - Combinatie product/organisatie impact SVBdocs / agile - Wisseling wacht: Dev, PM, Aan...? -Ervaring...? in SVB 'concessie processen' - Mix intern/extern + doel --> Focus meer op kennisoverdracht, minder op leuk bouwen! - Afbakening scope/project -Onbekendheid met RM: Niemand om mee te sparren en verschil tussen UCM/URM vaak onduidelijk ook in documentatie -Met RM ook: records vsadapter - Portal VS Content UI (customization?) - Developers moeten minder gretig zijn in bouwen, meer standaard functionaliteit "opleggen" -Twee content servers onder 1 portal - Last but not least: creëren draagvlak bij en ondersteuning van gebruikers Template SVB 25

26 Lessons learned Combination product / organization impact SVBDocs/ agile Changes in team Developers, Product Manager, Key users Experience. Notwillingto adjustprocessesto Out of the Box functionality Healthy mix of internal/ external knowledge but focus on knowledge transfer Be hard in scoping/ descoping Little knowledge of Records Management. No people to reflect Difference between UCM / URM hard to understand. Also documentation not clear Records management: records vs adapter WebCenter Portal VS Content UI (customization?) Developers should be less eager to build, use more OOTB functionality Inability to use multiple Content Servers in one Portal Last butnotleast: Makesureusers want to useitand support them. Template SVB 26

27 Questions? Template SVB 27

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