Seamless Records Management Integration Into Your Case Management Solution

David Miller, Director of Technology, ArmediaJames Bailey, President of Armedia

Agenda• About Armedia• About Armedia Case Management• Definition of Problem/Opportunity• Demonstration of Solution• Q & A

Company Profile

Who We Are

Armedia is a systems

integration firm that

specializes in Enterprise

Content Management

solutions for the Federal

Government and

commercial customers.

Armedia provides full

software development

lifecycle services, as well

as virtualization and

cloud services.

Collectively, Armedia staff

has multiple Alfresco

certifications and has

successfully delivered

dozens of Alfresco

projects for government

clients

• Armedia was founded in 2002• We are approximately 100 consultants and growing• We are headquartered in Atlanta, GA, with offices in Vienna, VA

(Washington, DC), and Huntsville, AL

• Armedia is an 8(a)/SDB certified, Veteran Owned business

• Armedia has earned CMMI Level 3 appraisal

• Armedia is vendor neutral, but has strong ECM partnerships with major leading providers

• Alfresco Platinum Partner and Certified Training Partner • Member of EMC Documentum’s C3P program

• Armedia holds a Top Secret facility security clearance with over40 Top Secret-cleared employees.

• Armedia has been the recipient of numerous awards including:• Alfresco Americas 2013 Federal Partner of the Year• Stevie award (The Well Project)• InfoWorld 100 Best Website of the Year (The Well Project)• Inc. 5000- 2008, 2010, 2011, 2013

Case Management Experience

"If we didn’t have

Armedia working on this,

we would have failed."

"We got to market in 110

days. A serious feather in

Armedia’s cap is that we

started in March and

went live in June."

"We were pleased with

Armedia’s response to our

urgent call, their

understanding of the

Pharma Industry, and

their ability to quickly

stabilize and update our

document management

system."

Source: Aligned Action

LLC | Independent

Market Research for

Armedia LLC

• Federal Bureau of Investigation • Virtual Case File• Sentinel

• Federal Conference – Army Strong Bond• OPM Federal Investigative Services• Food and Drug Administration• Consumer Product Safety Commission• Consumer Financial Protection Bureau• DHS United States Citizenship

and Immigration Services• Housing and Urban Development• National Science Foundation• Washington Headquarters Services

About Armedia Case Management

What is Armedia Case Management?

• Case Management Framework• Manage Cases• Manage Case Participants• Manage Tasks• Manage Documents/Records• Workflow• Full Text Search• Reporting• Security / Audit

• Seamless User Experience (developed with user in mind)• Intuitive• Progressive Disclosure

• Mobile friendly

“We were attracted to Armedia’s full lifecycle

expertise in content management and proven track record, particularly since we not only needed technical implementation

skills but also strategy and direction on choice of

platform and migration of content. We are pleased

with the progress we have made toward a system

that more fully meets the needs of our member

associations.”

Dan Hicks, NOLHGA’s Manager of Information

Systems.

Case

Management

Creation and

management of cases

are easier than ever.

• Ability to create and adjudicate complaints

• Convert approved complaints to full cases

• Advanced filtering• Quick views

Task

Management

It’s so easy to “get

things done”.

• Tasks are designed to encourage the user to clear their workload

• Easy to mark complete, reassign, etc.

Business

Process

Management

Streamlined workflow

to drive efficiency.

• We’ve taken our research and created an easy approach for collaboration and approval.

Document

Management

Armedia Case

Management

integrates with many

ECM repository to

include Alfresco, EMC

Documentum,

FileNet, and Microsoft

SharePoint.

• SOA-based architecture• Services exposed at

RESTful APIs• Document and Records

Management support through integration

• Directory Services integration

• On-premise or Cloud deployment

Spring Security

Presentation Layer

Integrated Portal Dashboard Extensible UI Admin Control Panel

Spring MVC / REST Services

Enterprise Service Bus

Authentication

Authorization

Data Access Control

Workflow Services

Document /Case lifecycle

Business Activity, Rules

Dashboard Queries/Alerts

Reports /Queries

Full Text Search

3rd Party Application Integration Services

Enterprise Repository Databases E-mail User Directory

CMIS RM APIs FTP MQ File MSMQ JDBC JMS SMTP/IMAP LDAP

Audit S

ervices

Smart PhonesWeb Browsers

Armedia Case Management - Architecture

Armedia Case Management Process

Overview - DEMO

The Compliance Problem

Integration

“We are very pleased with the end results

and the team was great and easy to

work with. They were professional and

knowledgeable and helping us achieve

our main goal of improving efficiency

for county employees to better serve and inform the citizens

and business partners of the Gwinnett

County.”

Denise Kenson, Enterprise Solutions

Strategy-Web Architect Manager

for the Gwinnett County government.

Problem Statement

• Compliance with Presidential Memorandum on Managing Federal Government Records

• Compliance with paperless initiatives

• Compliance with retention policies

• Desire not to have staff concerned about retention

• Desire for efficient compliance via automation

OPM Document Approval and RMA Integration - DEMO

OPM Imaging

System

Manages all images

for security clearance

investigations.

About the OPM Application

• Stores and manages all document images collected for every federal security clearance investigation performed by OPM (over 90% of all clearance investigations)

• Everyone in this room that has a federal security clearance has a case file and document images in this OPM application -- your records are being managed by Alfresco

Document

Approval

“Electronic Pre-

Review Process”:

labelled “ePRP” in the

user interface

OPM Document Approval Scenario

• Document received about a subject+Stored separately from approved case

images; restricted access control

• User reviews the document+List and summarize adverse information+Remove inappropriate pages per

business rules

• User approves the document+Now listed with other official case

documents+Now under RMA control

Armedia Case ManagementAlfresco RMA Integration –

Technical Overview

Technical

Overview

“We are very pleased with the solution that Armedia provided us.

Their ability to deliver a custom cloud-based

solution within weeks enabled us to

immediately scale our business and increase

production.”

- Steve Davis, President of

FederalConference.com.

What Just Happened?

• The OPM application:+Split the approved document into a

releasable image (sent to the requesting agency) and a non-releasable image

• The Enterprise Service Bus:+Chose the RMA category folder based

on business rules+Orchestrated Alfresco service calls

• Alfresco+Stored the split images+Created, filed, and completed the

records

Business Rules

Isolated to one part

of the ESB flow

How Does the ESB Choose the Category Folder?

• The set-rma-params ESB flow converts the incoming approved document properties into RMA parameters+ document type => category folder (retention

policy)+ case number => record folder+ agency => originating organization+ etc.

• Clearly the set-rma-params flow is specific to OPM business rules; must be updated to support other organizations

• set-rma-params may be pushed to a business rules engine in the future

• Otherwise the RMA integration is generic and can be reused for any customer

Alfresco RMA Integration

• Enterprise Service Bus Main Flow

Alfresco RMA Integration

The Takeaway

Has this 30 minutes

been worth it?

So What?

• If you need to seamlessly integrate your applications and your records repository -

• If you need to automate your business processes or your case files -

• If you need to leverage your structured and unstructured information to make mission decisions:

Armedia + Alfresco = Smart + Simple!

Thank YouCome and see us at the table outside for more information!

www.armedia.com

James BaileyPresident - Armedia(m) +1.213.925.2584(o) +1.703.272.3270(f) + 1.703.935.3030James.Bailey@armedia.com

David MillerDirector of Technology - Armedia(m) +1.703.517.3430(o) +1.571.261.8640(f) +1.703.935.3030David.Miller@armedia.com