ECM in WebCenter Lessons learned in SVBdocs

Transcription

1 ECM in WebCenter Lessons learned in SVBdocs Michel Vercruijsse WebCenter Developer, Sociale Verzekeringsbank Woensdag 28 september 2016 SVB 1

2 Lessons learned in SVBdocs Agenda 1. Introduction 2. Why ECM, why SVBdocs? 3. Approach 4. Lessons learned, our pitfalls 5. Q & A SVB 2

3 Who am I? 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). SVB 4

5 Problems SVB faced Unable to find documents users are searching for (+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 ability to audit Clean-up is manual: not time efficient! Non-compliant with Dutch law and internal regulations SVB 5

6 What s in it for the 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 6

7 Project goals According to Project Initiation Document: Compliancy with business demands (authorisation structure, security, version control, search) Compliancy with Dutch law: Archiefwet (mostly deals with records management) And to get there we also had to: Use the already present Oracle components at SVB, reusing as much existing infrastructure and licensing as possible (the intranet) Template SVB 7

8 And deliverables Working Document 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 8

9 Not in scope Migrating existing content Management of paper and offline archive (physical records) Specific soft- and hardware needed to present different types of content such as audio, video and other forms of multimedia. Implementation of automated scanning Connecting other existing systems to SVBdocs SVB 9

10 Chosen solution Replace existing systems with WebCenter Content 11g 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, for the time being. SVB 10

11 Short demo (by slides ) SVB 11

12 WebCenter Content SVB 12

13 WebCenter Content SVB 13

14 WebCenter Portal 14

15 Desktop Integration 15

16 Hoe did we do this? Agile Entire concept revolves around Dossiers, so a custom component (DossierComponent) Records Management Project considerations ECM@SVB 16

17 What is a Dossier? ECM@SVB 17

18 DossierComponent 18

19 Customization in Portal 19

20 Classification App 20

21 Classification App 21

22 What were the technical pitfalls? Standard product without matching organisational processes Implementing Agile/Scrum URM is an unknown product Records Component VS Records Adapter Portal VS Content UI (customization?) Developers should be less eager to build! Two content servers: one portal Building two applications at the same time instead of focusing on one Bigger focus on DIS No customization for DIS Customization in WCC might cause problems when patching Bugs that lead to Service Requests or sometimes Enhancement Requests 22

23 And what were the organisational pitfalls? Constant changes in team SVB was unexperienced in implementing DMS of this magnitude Mix internal/external consultants: wrong focus Parameters of project changed during and after its course Users need to be guided into this User support needs to be of a high standard: users expect this Managing expectations! What are end-user benefits? Not enough top-down support Extra functionalities expected which were not in scope of project 23

24 And now? Digital meetings Electronic/digital signature Workflows 12C Cloud Mobile 24

25 Questions? 25