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What’s Next for Life Sciences and Enterprise Content

Management June 25th, 2008

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Agenda

• TSG Background• “What’s next” Client Examples and Best

Practices

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TSG Background

• TSG founded in 1996 as content management solutions consulting firm

• Global 2000 clients across Pharmaceutical, Financial Services, High tech and Manufacturing

• Offices in Chicago and Kansas City• 90% of our Work involves Documentum

– 35 trained Documentum consultants– Coordinate Midwest Documentum User Group (www.mwdug.com)– Active in all Momentum/EMC World events– Active in Documentum Certification Programs and Beta’s

• Partial Major Client List;– Life Sciences: – Other Clients:

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ECM Consultants – How TSG is different

• Majority of clients are mature Implementers– Have installed out of the box– Looking for innovative solutions for “What’s Next” or “What’s missing”

• Long-Term Relationship Model– Not expensive (but not cheap) resources– Focus on “Hire and Train” rather than just “Hire”– Mix of on-site and off-site development– Small projects but consistent resources across projects

• Many clients leverage us only part-time• Open Source

– Provide software but share in an Open Source model rather than commercial software model– Can provide jump start for “what’s next” without having to purchase software

• Innovative Solutions Examples– Development in Microsoft and Java Environments– Web Services (Services Orientated Architectures)

• Sharepoint/Portal Integrations– Open Source Alternatives

• Forms/Workflow, PDF Manipulation, Migration…– Viewing Alternatives

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TSG Open Source for Documentum/Alfresco - FAQ

• Why Open Source?– Commercial Model not viable for consulting firms– Promote our brand of services by giving away

great software• How Open Source

– Take “what’s next” solutions for clients– Rework to be generic– Use at new clients– Release to all as Open Source– Incorporate client and third party thoughts into

source

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So “What is next” for Life Sciences and Enterprise Content Management

• Consumer Application• Validation Impacts• Dynamic Workflow• Extranet access• Migration• Service Orientated Architecture (SOA)• High Performance Interface• Sharepoint Connectivity• Dynamic Property Display

• Time permitting – software selection Best Practices

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Consumer Application

• Spend lots of effort building a robust interface for authors and approvers…

• But often it is too much for people just looking to view and print (typically a majority of the user community)

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Consumer Application – Best Practices

• Develop quick application outside of repository for access to content and data

• Synchronization with content management to keep both systems up to date

• Benefits– High Performance - Significantly reduce time spent retrieving

documents– Simplified interface reduces training– Reduce load, both processing and licensing, on main

document management system– Independent of Content Management releases– Provide business continuity

• Clients –

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Consumer Application

Demo

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Business Continuity

Main Docbase Consumer InterfaceDatabase and File Server

Publish Job Publish

`

`

Consumers

1st Tier Continuity(Consumer Interface available even if Main system is down)

Site 1Local Host

Site 2Local Host

Main System

`

Site 1 Users

`

Site 2 Users

Copy

Copy

2nd Tier Continuity(Site Users have access to local

copy of Data and Content)

OpenSource

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Validation Impacts

• Most efforts – validation effort is the majority of project costs (40% - 60% average TSG client)

• System developed with user requirements but user requirements change over time– Changes that require revalidation are very expensive– Complex validation means long delay between releases

• Dissatisfied Users– Complex validation can mean trying to add “as much as

possible” to current release – impact to cost

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Best Practices for Validation – Configurable Applications

• Write system and system documentation to allow for configuration updates (not validation)– Add a new document type– Add a new property– Search and Search Results configurations– Update Forms – Update Workflow Templates or Rules

• Develop system to allow for configurable changes (no code)

Demo

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Workflow: Culture Challenge

Why do we roll-out Document Managementfunctionality quickly but workflow takes so much time?

• Unlike document management where some can use the system and get benefits, workflow requires all to use the system to achieve the business process benefit– Everyone needs to be in the process or it slower than

manual process– Everyone has to embrace the process or could back-slide

into quick needs going paper– Everyone has to complete the process accurately or

reliability of the system will be questioned.

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Workflow Challenges

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Workflow Best Practices

• To address complexity – make workflow process simpler– Simplify Workflow Creation

• Reduce number of user decisions• Build intelligence in the system rather than in the user• Allow workflow to change and adapt easily with business

process without having to have the user change and adapt

– Simplify Workflow Approval• Inbox• Approval

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Best Practices Workflow Example – Change Request

• Challenges– How do I fill this form out?– Form is complex… trying to handle multiple

situations– Who needs to approve?– Where is the form at in the process?– What do I approve – form or attached documents?– Frequent changes to the form

• Solution– Build on a configurable framework to enable

changes to business logic without revalidation

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Change Request - Configurable Form

• A “Forms Wizard” to Complete the Form (i.e. TurboTax)– System will generate the form when

finished– System would make sure correct fields

populated– Simplified user interface to reduce training

and improve data entry

Demo

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Change Request - Configurable Workflow

• A “Dynamic Workflow” to build the routing from the data on the form– Reduce need of user to “pick” or “build” a

workflow template– Reduce user decisions

• Form determines routing• Consistency in approval and business policies• Reduced errors and rerouting

Demo

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Change Request – Robust Approval Interface

• A Robust Approval Interface– Seeing all data to make approve/reject

decision– Seeing additional functional

• Delegate• Reassign

– Seeing customized approval• Discipline

Demo

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Active Wizard

• Combines Form and Workflow– Simplify Workflow Creation

• Reduce number of user decisions• Build intelligence in the system rather than in the user• Allow workflow to change and adapt easily with business

process without having to have the user change and adapt– Simplify Workflow Approval

• Inbox• Approval

– Certified by Documentum and supports both 5.x and 6.x• Clients Include:

– – Additional large clients by end of 2008

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Extranet for Documentum

• E-Submissions Example– e-Submissions leverages third-party medical

writers and medical investigators (CRO)– Current issues being faced when dealing with third

party authors:• Lack of an audit trail of third party activity and actions• Confidential documents residing in third party email

accounts and local hard drives• Third party authors not utilizing the latest e-Submission

document templates• The need to email documents to third party authors• The need to send hard copies of documents• The need to scan-in hard copy signature pages

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Extranet – Client Example

Standards, Templates, Processes Site 1

Site 2

Publishing COERepository

To Regulatory AgenciesStandards, Templates, Processes

CRO

Data Import

Extranet Application

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Infrastructure – Extranet

AbbottAuthor

Firewall

Web Server&

Docbase

Extranet Application

External3rd Party

User

DMZ Citrix

Internal Citrix

e-Submissions

Internal Citrix

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Extranet – Best Practices

• Should be included in Content Management Vision– External Users– Internal Users working remotely

• Simplified Interface– Reduce Training and risk of Errors

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Migration – Not a One Time Thing

• Initial Load– From a file system– From a database

• Ongoing– Add a new business application– On Going Bulk Loads

• Seen often for submission systems

– Future Upgrades– Consolidate due to Acquisitions/Mergers

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Best Practice – Migration Infrastructure

• Consistent (validated) tool for migrating one-time as well as ongoing migrations

• Configurable to adapt to new document types and data sources

• Simple to allow user to repeat the process for ongoing migration needs

• Able to apply business logic throughout the migration process

• Should be able to address failed documents/data that did not migrate

• Should evaluate with overall content management decisions

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Migration Example

Content&

XML index file

e-Subs Docbase

Validate & import

Staging Area

Migration Utility

export

1. Accept input from multiple sources and formats (Data Staging)2. Import data into Documentum in a batch approach3. Allow for configurable business rules to be applied to the

imported batch

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OpenMigrate

• OpenMigrate– Certified by EMC in September of 2006

• Released for D6– Multiple Implementations including:

• • • • • • • • • • Others shortly…..

– Demos and Source Code available from our website

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Service Orientated Architecture (SOA)

• Common ECM Pain Points– Upgrade multiple places (server and application)– Support and Maintenance– Duplication of code and business logic– Hard to ensure standards and best practices– Testing

• Benefits of Web Services (SOA)– Allows development of re-usable logic– Installed in a single location, accessible to multiple applications– Reduces upgrade effort– Reduces testing effort– Reduces support and maintenance effort– Platform independent

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TSG Web Services for Documentum Architecture

Login

1a(login

credentials)

1b(store ticket and Dctm

Session Mgr)

2f(query results)

3a(ticket, doc id)

3d(content,

properties)

2d(query criteria)

1c (ticket)

2a(ticket, query criteria)

DFC

Content Server / Docbase

Web Application

Documentum Web Services

SOAP Implementation

2e (DQL)

Authentication Service

ContentService

QueryService

DctmSession Factory

DctmQuery Factory

Query Results

Quer

y Cr

iteria

Document View

Prop

ertie

s

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Benefits of TSG Web Services

• Separation from Documentum– Web Services are not installed in docbase– Application can be developed with no reference to DFC or DQL– Reduced need for Documentum trained developers

• Ability to provides additional functionality not available with Documentum Web Services– Open Source– Example – calls to other systems, audit trails, autonumbering…..

• Support between Documentum releases due to DFC ties rather than BOF or WDK (5.1, 5.2.5, 5.3, 6.0, ???)

• Available in both .NET and Java Platforms (REST Now available)

• Clients – …• Demos and Downloads on our Website

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Why the need for a High Performance Interface for Content Management Applications?

• Typical Content Management Interface is built as a “one size fits all”– Either focused on library or collaboration– High Functionality requires training to correctly use– Business process requires consistent taxonomy/foldering – cost of

an error is high• Business needs quick access to simplified capabilities

– Inbox Access– Dual Document Display without having to size/position windows– Ability to quickly add or read Folder Notes– Quick list of “what to do next” actions

• Business needs simplified interface to realize business benefits (transaction throughput and reduced errors)– Insurance, Accounts Payable, Legal

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Typical Content Management Interface

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TSG Client Examples - Inbox

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TSG Client Example - Interface

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TSG Client Example - Double Pane View

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How are clients building High Performance Interfaces for content management?

• Best practice – isolation of content management system specifics from application– Library Calls or Web Services (Todd add more as necessary)– Allows development flexibility

• No need for Alfresco/Documentum developers for application• Consistent Support with other Web Development effort

• Develop system to allow for configurable changes (no code)– Can use for one application but can configurable for

additional applications• Add a new document type• Add a new property• Search and Search Results configurations

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Sharepoint Integration

• Microsoft is a major player– More and more integration with Office Suite– Significant price point with Sharepoint for

Microsoft customers– Issues with portal versus ECM

• Which one is Sharpoint – is it both?

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Two Approaches

• Sharepoint as ECM Tool• Sharepoint as Portal

– With connectivity to ECM Tool

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Sharepoint/Documentum Integration - Portal

• Oil and Gas Customer• Reviewed Documentum Offering

– Vorsite• Reviewed Wingspan Offering• Developed Open Source SOA approach

leveraging OpenContent

• Results can be found on TSG Web site as well as Whitepaper

Demo

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Properties on Documents

• Typical paper based method is to add properties in header/footer of word document– Version, Effective Date, Title, Status

• With Content Management, these items are also managed systematically as properties (attributes) on the document as well

• Compliance and usability issues if the attributes in the repository differ from the attributes on the document– How to add things over time on document like approval date

or electronic signature signoff?

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Best Practice - Dynamic Properties Display

• User does not enter properties within the document.• System automatically generates header, footer,

watermark for viewed content– Simple

• Dynamically display property values on document• Can include signature elements as well

– Advanced Features• Controlled Printing• Generation of Master Batch Record• Complex Rules used to determine which watermark to display• Multiple page sizes

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Dynamic Properties: Client Example

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PDF Aqua Alternative

• PDF Aqua Issues– Own Servers– Difficult Support– License Fees– Long term concern about development

• Software Alternatives– Multiple consulting firms developing– Open Source PDF Manipulation with iText– TSG has implemented Open Overlay at J&J, APP and

Astellas– Software and Demo on our website

Demo

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Trends affecting ECM

• Big get bigger– Documentum bought by EMC and dominate within the industry– IBM buys FileNet– Niche Players (Novasoft, OpenText) fading

• Sharepoint and SAP– Microsoft is a major player– SAP is other that we see in this area– Minimal concern regarding Oracle/Stellant

• Extranet options– To support both remote workforces as well as third-party relationships

• Open Source– Could be the disruptor, as add-ons to other repositories or as the

repository itself • Minimal internal IT development efforts

– Looking for configurable COTS approach or outside vendors (outsource)

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Software Selection

• Requirements Gathering– Develop list of requirements– Develop weighting for requirements

• % based rather than point system• Let the data lead the group to the solution

• Scoring– Review potential solutions– Work with users on weightings– Entire Group should agree on weightings

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Software Selection: Example – Novasoft versus Documentum

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Best Practice - Content Management Software Selection

• Items To Focus On– Future Vision– Ability to fulfill their vision– Back End Architecture – how will the application be

constructed?• Items of Less Importance

– Look and feel of current interface– Specific functionality requirements

• Key - HOW YOU USE THE DATA– Don’t let seasoned sales reps and a sharp interface

influence your decision• Interface will change over time• Interface was least important for Abbott Diagnostic

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Questions/Follow Up

• Dave Giordano– 312-372-7777 x221– daveg@tsgrp.com

• Ellen Ryan– 312-372-7777 x256– ellenr@tsgrp.com