shared web services: the new frontier in government tasscc technology education conference austin,...

Shared Web Services:The New Frontier in Government

TASSCC Technology Education Conference

Austin, Texas

March 26, 2009

Bill Chambers – VP, Government Consulting Services

© Doculabs 20082

Objectives

Specifically Doculabs will:– Provide an overview of Doculabs

– Discuss trend in offering content and collaboration services as shared services

– Provide State, Agency-Cluster, and Agency Case Studies

– Discuss best and worst practices

– Answer any and all questions

The primary objective of this session is to discuss the use of content management solutions deployed as a shared services platform;

collaboration solutions such as SharePoint; the integration required between content and collaboration solutions; and the “virtualization” of the government workforce through the use of collaboration and related

technologies

© Doculabs 20083

About Doculabs

© Doculabs 20084

Introduction to Doculabs

Doculabs is a small business consulting firm providing services related to digitization and process optimization/automation of documents and records. We offer consulting services particularly to support paperless, electronic health record and process optimization initiatives as well as compliance and records management programs.

Our services help the government lower costs, increase transparency while improving inter-agency and inter-departmental communications in the government sector

Our engagements help clients leverage their existing ECM investments on a broader enterprise basis through objective analysis and in-depth market knowledge. This approach is based on our fundamental belief that in order to protect a client’s long-term interest, technology advisors should not be implementers.

Quick Facts• Founded in 1993• Headquartered in Chicago• Privately held• Delivered more than 800 ECM engagements

About Doculabs

© Doculabs 20085

Doculabs’ State and Local Government Clients

• Bay Area Air Quality Management • Bexar County, Texas• California Administrative Office of the

Courts• California Board of Equalization • California State Teachers Retirement

Systems• Central Arizona Project • Collier County, Florida• City of Amarillo • District of Columbia • Georgia Department of Revenue • Gwinnett County, Georgia • Lake County, Illinois• Los Angeles County• Los Angeles County, Information

Systems Advisory Board (Criminal Justice Agencies)

• Miami-Dade County• Michigan Department of Transportation• Minnesota Department of Transportation • NYC Campaign Finance Board• NJ TRANSIT• Oneida Nation, Wisconsin• Orange County, California • Oregon Department of Transportation• Oregon Public Employees Retirement

System (OPERS)• San Antonio City Public Service• San Diego County • State of Florida • State of Michigan • Wisconsin Department of Transportation

Our Government Clients

© Doculabs 20086

Doculabs’ Federal Government Clients

• Department of Energy • Federal Reserve System• International Monetary Fund • NASA• National Association of Record Archives• Nuclear Regulatory Commission • Small Business Administration• Social Security Administration • United States Army Corps of Engineers• United States Sentencing Commission • Westinghouse Savannah River Project

Our Government Clients

© Doculabs 20087

Content and Collaboration as Shared Services

© Doculabs 20088

The Content and Collaboration Shared Services Concept

• Content Management and Collaboration Infrastructure Hosted by Central IT

• Agency Clusters, Agencies, and departments use hosted content management and collaboration services as needed– Case Management Applications– SharePoint Intranet and Collaboration– Email and Record Management– Document Capture and Storage


© Doculabs 20089

What’s Required?

• Demand analysis and business case from state, agencies and departments

• Centralized IT organization focused on shared services• Enterprise Shared Services Architecture Model• Vendor solutions standards• Enterprise and agency-level taxonomy• Effective and fair chargeback model• And most importantly – Executive Management Support!


© Doculabs 200810

Shared Services Case Studies

© Doculabs 200811

State Shared Services – District of Columbia

Keys to Success:– Mayor’s Office support– ECM Strategy Across Twenty Key Agencies– ECM Shared Services staffing and infrastructure– Document standards, regulations, and policies Reviewed– Chargeback and financing Model– ECM Shared Services Reference Architecture– Deployment planning (by cluster and replicable application)– Enterprise and Agency-Level Taxonomy

Current Challenges:– Resources and funding– Focus on agencies with funding

State Shared Services Case Study

© Doculabs 200812

Shared Services Target Application Architecture


Portal / Single Sign-onPlumtree (BEA)

ECM Target Application Architecture

Core IeDM Components

Business Process Management

Tools and technologies that manage and automates the execution of business processes that involve human interaction. Workflow technology typically include design tools for mapping out a workflow or process definition (including its users, steps, rules, and conditions), and a workflow engine that executes the workflow.

© Doculabs, Inc. 2005 120 South LaSalle StreetSuite 2300, Chicago, IL 60603

(T) 312.433.7793(F) 312.433.7795

[email protected]

Version 1.3 © Doculabs, Inc. 2006

Document Management

Tools and technologies supporting the creation, update, and and management of electronic documents (such as Microsoft Office documents) in a secure repository. Typically used to manage electronic documents that may need to undergo revisions or may have multiple versions associated with them as they are used in a business process. This area includes basic document approval workflows that are part of document creation.

Imaging Management

Tools and technologies supporting the ability to index, manage, store, and display document images. Typically refers to the digitization of paper documents and the indexing and import of those images into a managed repository for use in business processes or for archival.

Records Management

Tools and technologies for the management of records to meet business, compliance, audit and accountability requirements. Records management systems provide the ability to define a classification plan and retention schedule for business records (which can include documents, email, and other file types), and to apply retention and disposition rules to those records in accordance with the organization’s records management policies and procedures. Records Management is driven by the taxonomy and organization of documents.

Web Content ManagementDynamic Site Framework

(DSF)

Correspondence TrackingInternet Quorum (IQ)

(All correspondence tracking to migrate to IQ)

Integration APIs

Wrappers and adapters to district standard middleware

(SeeBeyond / Sonic)

Catalog Services

Services such as locating content, check-in, check-out. Also services for storage and retrieval of content.

Microsoft Active Directory Services

Microsoft ADAM LDAP Implementation

Scanning and Paper File Archival (done in Agencies or Outsourced)

Paper Files

Paper Files

Paper Files

Standard Laser Printers for barcodes(< $.10 / document)

High-speed Document Scanners(> $.10 / document)

Master Boxes

Low volume Scanners

Existing District Common Services

Enterprise SearchFAST

Web Protocols

ESB

EAI

Federated CatalogDirectory of all content

Security Services

Provides external LDAP authentication interface and enforces Role Based Access Control (RBAC)

IeDM Adapters

COTS adapter for integration of 3rd Party Applications

IeDM Web Services

MessagingService Registry TranslatorsOrchestration Service Management

Publish Web Services Registry

Core IeDM Infrastructure

Enterprise Service Bus (Sonic ESB)

To Electronic Storage

Adapters

Existing District Common Services

ESB

Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)

Scan when retrieved in bulk from master filing areas.Execute OCR and ICR processes for improved accuracy

Apply Barcodes (may be done in agencies)

To Electronic Storage

DISTRICT INTRANET

DISTRICT INTRANET

Ad-hoc scanningLess critical low-volume items

return to paper files after scanning

Enterprise Service Bus (Sonic ESB)

Enterprise Application Integration Layer (Sun SeeBeyond / CAPS)

· Portal / Single Sign-on· Document Management

Millennium Document Management System

MS Office

Internet Quorum

User Interface Existing Systems

Intra

net B

rows

er

Executive Office of the Mayor – State Education Office

ESB Adapter

EAI Adapter

Document Management Image Management

TAMIS Personnel & Time Sheet System

Replaced by ASMP

To be replaced by IeDM Common Service

DCAP Reimbursement System

Desktop Scanning


SSMP Law Enforcement Records Management System

Law Enforcement Records Management System client

ESB Adapter

Personnel Performance Management System (PPMS)


Intra

net B

rows

er

Metropolitan Police Department

Internet Quorum

ESB Adapter

EAI Adapter

EAI AdapterNo additional IeDM components are planned

· Portal / Single Sign-on· Lexis / Nexis· Image Management· Document

Management· Business Process

Management

ProLaw Legal Case Management

MS-Office

IeDM Manages digitized documents external to ProLaw and DCCSES

InMagic Client

ProLaw Client

ESB Adapter

DCCSES Child Support Enforcement System

ESB Adapter

InMagic Law Library System


Intra

net B

rows

er

Office of the Attorney General

Internet Quorum

ESB Adapter

EAI Adapter

· Portal / Single Sign-on· Forms Management· Image Management· Document Management· PSMP Permitting· PSMP Licensing

IeDM Com

mon Service replaces FileNet Panagon (Obsolete

in target timefram

e)

MS-Office

ESRI (GIS) Client

PSMP Permitting

ESB Adapter


Intra

net B

rows

er

DC Department of Consumer and Regulatory Affairs (DCRA)

EAI Adapter

PSMP Vector Property Management

ESB AdapterEAI AdapterWeb Services

Adapter

To Web Services (via

EAI)

Internet Quorum

ESB AdapterEAI Adapter

PSMP Licensing


To IeDM(via EAI)

· Portal / Single Sign-on· Business Process

Management· Document Management· Forms Management· Records Management· Image Management

Web-enabled Permitting System

Retrieve documents from IeDM and Permitting System (bi-directional)

Internet Quorum

User Interface

Intra

net B

rows

er

District Department of Transportation

ESB Adapter

EAI Adapter

EAI Adapter

MS Office

· Portal / Single Sign-on· Peoplesoft· Business Process

Management· Document Management· Forms Management· Image Management

Opus File Room Tracking System

IeDM Manages HR and Employee file documentation external to Peoplesoft

Internet Quorum

User Interface

Intra

net B

rows

er

District Office of Personnel

ESB Adapter

EAI Adapter

EAI Adapter

ASMP Peoplesoft

HR Records

Payroll

Benefits

Pensions

IeDM COTS Adapter

· Portal / Single Sign-on· Image Management· Document

Management· Business Process

Management· HSMP

FACES Case Management System

MS-Office

IeDM Manages digitized case file documents outside of FACES

GroupWise Correspondence

Management (MS Access)

FACES User Interface

ESB Adapter


Intra

net B

rows

er

Child and Family Services Agency

Internet Quorum

ESB Adapter

EAI Adapter

· Portal / Single Sign-on· Image Management· Document Management· Business Process

Management· HSMP

MCIS Case Management System

MS-Office

IeDM Manages digitized case file documents outside of MCIS

FileTrail

MCIS User Interface

ESB Adapter

Crystal Reports

IeDM COTS Adapter


Intra

net B

rows

er

(DHS) Department of Human Services - MRDDA

Internet Quorum

ESB Adapter

EAI Adapter

DC Lottery Board

· Portal / Single Sign-on· Document

Management (includes light approval workflows)

· Records Management

MS Office

IeDM Manages MS Office documents LTE Servers

Internet Quorum


Intra

net B

rows

er

ESB Adapter

EAI Adapter

IeDM COTS Adapter

LTE Point of Sale devices

Reports


Management

JACCS Inmate Management

JACCS

IeDM Manages digitized documents external to JACCS

ESB Adapter

Integrated Justice Information System (IJIS)

<DC Superior Court>

EAI Adapter

Internet Quorum

SeparateNon-IeDM

Project


Intra

net B

rows

er

Department of Corrections

EAI Adapter

ESB Adapter

EAI Adapter

· Portal / Single Sign-on· HSMP Client UI· Image Management· Document

Management· Forms Management

HSMP System

MS Office

IeDM Manages digitized documents and content external to agency case management systems

ESB Adapter


Intra

net B

rows

er

Human Services Modernization Program (HSMP)

EAI Adapter

Agency Case Management System Client Use Interface

(Agency specific)

Common Intake

Agency Case Management Systems

Client IdentificationService

Secure Data Warehouse


Management· Forms Management

Integrated Tax System (ITS) - Mainframe

MS Office

IeDM Manages paper and electronic documents associated with tax cases in ITS system

Internet Quorum


Intra

net B

rows

er

Office of Tax and Revenue

EAI Adapter

ESB Adapter

EAI Adapter

Siebel CRM (Standard)

FileNet P-8 Image Services(Will be part of District IeDM standard solution set if FileNet is the standard)

Custom Access / SQL Server Applications


MS Office

Internet Quorum


Intra

net B

rows

er

Executive Office of the Mayor – Office of the Secretary

ESB Adapter

EAI Adapter

Desktop Scanning

Data Source Index Integration

· Portal / Single Sign-on· Image Management (*UI & WC)· Document Management (UI & WC)· Business Process Management (UI

only)

IeDM Common Service Replaces FileNet Panagon (Obsolete in Target Timeframe)

Mainframe User Interface

Workers Compensation HCL FileNet Front End

Workflow

Northrop-Grumman Accounting System

(Mainframe)Unemployment Insurance Only

User InterfaceExisting Systems

Intra

net B

rows

er

Department of Employment Services

Internet Quorum

ESB Adapter

EAI Adapter* UI – Unemployment InsuranceWC – Workers Compensation

EAI Adapter

· Portal / Single Sign-on· Image Management· Document Management

IeDM Common Service Replaces FileNet Panagon (Obsolete in Target Timeframe)

STAR User Interface

STAR System

User InterfaceExisting Systems

Intra

net B

rows

er

Internet Quorum

EAI Adapter

ESB Adapter

IeDM Adapter

Department of Insurance, Securities, and Banking

Magnum User Interface

TeamMate User Interface

IeDM stores final results and reports from cases and investigations

TeamMate System

IeDM Adapter

Magnum System

IeDM Adapter

Agency Workflow

To IeDM(via EAI)

To IeDM Adapters

(via EAI)

Digital Mail Room*

GIS-Centric Application: Parole

GIS-Centric Applications: Multiple

Digital Mail Room*(Existing)

GIS-Centric Application: Property Tax

Digital Mail Room*

Digital Mail Room*

Digital Mail Room*

DHS Digital Mail Room*

Future HSMP Connections Preferred Future HSMP Connections Preferred

Digital Mail Room*

Digital Mail Room*


Digital Mail Room*

(Existing)

Digital Mail Room*

Index-level linkage


PSMP Inspections


Digital Mail Room*

Desktop Scanning

Digital Mail Room*


Digital Mail Room*

En

cryp

ted

Encrypted

Encrypted Encrypted

En

cryp

ted

Encrypted

Encrypted

En

cryp

ted

The Digital Mail Room Concept

Scalable: Add workstations and scanners as needed

· Portal / Single Sign-on· Imaging Management

Intra

net

Brow

ser

The idea of a digital mail room is that correspondence is received in a central place in each agency, where any items of business significance are scanned, indexed, stored, and routed to the appropriate department. This saves mail distribution costs and eliminates the bulk of paper mail from the workflow. Some agencies in the District, such as DISB, are doing this today.

Scanners

Office of Property Management

Central Mail Room

To IeDM Adapters

From a centralization perspective, it makes sense to have some amount of mail processed at the Central Mail Room, which is currently managed by the Office of Property Management. Categorization of mail that does not require significant agency subject matter expertise can be scanned an indexed upon receipt, with other mail going direct to the agencies.

To IeDM Adapters

Digital Mail RoomDigital Mail RoomDigital Mail

Room sub-areas

This depiction illustrates best practices for bulk image conversion

Quality assurance of scanquality and OCR accuracy

Synchronization of Directory Data

Verity Liquid Office FormsEAI

Adapters include EAI, ESB, and COTS adapters, such as Peoplesoft

and other packaged software

Required by 15+ Agencies Required by 5+ Agencies Required by 11+ AgenciesRequired by 2+ Agencies (greater

future need is anticipated)

EAI

EAI

Geographic Information Systems

ESRI

Enterprise Data WarehouseDC STAT

ESB

© Doculabs 200813

Shared Services Deployment Plan

Sample Government Deliverables

Deployment Schedule

ECM Application rollout within clusters

Contract management is a good example of an application that fills a need in multiple areas and is more portable than more context-specific applications. Ongoing rollout out could be accomplished with minor changes to business rules and forms.

Pilot Application rollout within clusters

For applications that fill needs in multiple departments within a cluster, it makes sense to roll these out in parallel, taking advantage of common processes, documents, and user bases; for example, rolling out case management in CFSA after Department of Human Services is complete.

Correspondence Management

System D is the current standard for Correspondence Management in the County. If System D is determined to be a long-term strategic platform, this initiative would focus on its further rollout. If System D is deemed non-strategic, correspondence management will be implemented on the ECM solution standard.

File Storage and RetrievalThis application is general and broadly applicable to many departments, marking the first simple phase of ECM adoption. This rollout will seek to leverage knowledge gained in directives and case and contract file management applications implemented previously.

Directive, Law, and Regulation Management

After the pilot implementation at County Sheriff Department, the County Clerk would be the next logical candidate for implementation of this application.

Enterprise Deployment Planning

Evaluate the pilot and enhancement projects, and determine how to proceed with further rollouts across the County; draft the overall plan based on current needs and resource availability.

Center for Shared ServicesTo support the complex set of ECM technologies, the County will develop this Center as a central point of knowledge, consulting services, application support, and best practices that can be leveraged across all departments.

Reference Architecture (RA) Development

The ECM strategy project developed an initial high-level ECM RA. To manage and govern technology decisions moving forward, the County should develop a comprehensive ECM RA, including portals, security, repositories, and other key areas.

Taxonomy DevelopmentA solid taxonomy is key to implementing document-centric technologies such as ECM. Developing a taxonomy focusing on common County and department cluster document classifications will assist in defining indexing requirements for the pilots, and ensure that a common taxonomy and content categorization approach is being followed as pilot ECM applications are replicated in other departments.

Federated Content Repository Pilot (Department of

Insurance and Securities)

A federated repository that integrates ECM technologies with operational systems is important for improved efficiencies. Department of Insurance and Securities will implement these concepts in such a way as to provide best practices for other departments to follow.

Workflow Implementation Pilot (Department of Employment

Services)

This project will upgrade Product A, adding workflow functionality and deploying it to a greater extent within Department of Employment Services. This pilot will also be used for IT to gain experience implementing a more complex workflow application.

E-forms Implementation Pilot (Department of Consumer and Regulatory

Affairs)

This pilot involves implementing an e-forms solution within Department of Consumer and Regulatory Affairs to support improved customer interaction. This project will serve as the first implementation of e-forms technology, which can then be implemented as a standard more rapidly in other departments.

Directive, Law, and Regulation Management Pilot

(County Sheriff Department)

Multiple departments of the County have the need for this application, with County Sheriff Department being the leading candidate in terms of readiness and need. This pilot is also a good first step toward implementing basic document management, leading to later case file management applications.

Contract File Management Pilot

(Office of Contracting and Procurement)

Office of Contracting and Procurement was identified as an department with a need in this area, and a pilot that can succeed given technical and operational readiness. This implementation will establish standards for other contract file management opportunities identified in the County.

Phase I

ReplicableApplicatio

ns

Enhancement of

Existing

Applicatio

ns

Horizontal Applicatio

n Deployme

nt

Vertical

Applicatio

n Deployme

nt

Foundational

Legend

Sample County Government ECM Deployment Strategy

Deployment Strategy – County Government

Page 1 of 2

Version Sample © Doculabs, Inc. 2006

Phase II

Case File Management Pilot (Department of Human Services)

The need for case file management has been identified for several departments including a pilot for Department of Human Services and a similar application for DCFS. The Department of Human Services pilot will help set the County standard for case file management.

Type Name Project Description 3Q 2005 4Q 2005 1Q 2006 2Q 2006 3Q 2006 and Beyond

County Clerk, Office of Personnel, Office of the Attorney General – plus other departments

County Clerk, Office of the Attorney General, County Sheriff Department, Department of Employment Services, Department of Human Services

Office of the Attorney General, Office of Contracting and Procurement, DCFS – plus other departments

Children, Youth, Families, and Elders – Case File Management

Contract File Management – Administration; Health and Social Services

ReplicableApplications

Enhancement of Existing

Applications

Horizontal Application Deployment

Vertical Application Deployment

Foundational

Project Scope and Charter

Develop the project scope and charter, including costing estimates for staff and consultant effort. Determine milestone dates and rollout schedule.

Requirements / Backfile Analysis

Develop detailed requirements for the application. Where applicable, perform detailed analysis of existing content in paper / electronic format to determine conversion effort.

Solution Evaluation / Selection

As applicable to the solution, determine appropriate software packages to apply to the specific problem, using County standards.

Hardware / Software Implementation

Implement the solution using appropriate software selected in the Solution Evaluation / Selection phase. Leverage existing hardware, or acquire and deploy to new platforms as necessary.

Training, Maintenance, and Enhancements

Roll out the solution to the operations and technical teams, using custom or vendor training as appropriate. Maintain the system and apply feature enhancements incrementally as needed.

Foundational

200 West Monroe StreetSuite 2050, Chicago, IL 60606

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© Doculabs 200814

State Shared Services – State of Minnesota

• Content Management and Collaboration Infrastructure Hosted by Central IT

• ECM Shared Services Staffing and Infrastructure• Started in 2006• Commerce and MNPERS are participants• Still multiple agencies with multiple ECM systems• Deployment Issues:

– Lack of agency business case and marketing– No shared services chargeback model


© Doculabs 200815

ECM Shared Services – Los Angeles County

Keys to Success:• Developed an ECM Strategy and application demand across twenty-

two key departments• Identified specific ECM components that can be deployed as shared

services in multiple applications for multiple departments• Completed an ECM shared services architecture model and conceptual

design using Microsoft SharePoint as a front end and another ECM solution (as selected by department cluster) as the back-end

Current Challenges:• Completing Board of Supervisors approval • Acquiring funding for centralized IT shared services organization• Developing centralized SharePoint expertise

County Shared Services Case Study

© Doculabs 200816

Shared Services Conceptual Design

County Shared Services Case Study

The graphics below depict a conceptual view of the various technologies of the two anticipated solution platforms, a collaboration tool (such as Microsoft SharePoint) and an ECM platform (such as Documentum). In addition, it shows five example applications which utilize those capabilities, most notably Example #2, a GIS-like application; and a new application, the primary Case Management interface until PALMS is implemented, Example #3, Case Management. See page 6 for definitions of key terms.

Web Services / APIs

Business Rules and Workflow

Metadata Repository

Temporary Content Repository (<90 days)

Linked Content

Transaction Services and Batch Processing

Directory Services

Collaboration Platform and Applications

Web Services / APIs

Business Rules

Simple User Interaction (e.g. Folder View)

User Interface

User Interface

Web Services / APIs

Metadata Repository

Database (Data)

Business Rules

User Interface

Linked Content

Line of Business Application (e.g. GIS)

Directory Services

Web Services / APIs

Business Rules and Workflow

Metadata Repository

Content Repository

Linked Repository (remote, offsite content)

Transaction Services and Batch Processing

Directory Services(Doc Type: ECM Service)

ECM Application Platform and Applications

User Interface

Only use this approach if alternatives are not yet possible.

One-off or retiring interface

This approach acts as the proxy, calling the functionality that exists somewhere else in the environment. Or it could define a solution that, for some purposes, maybe the next-best solution than the preferred solution, for some reason.

This is the preferred approach, if this component is needed.

Proxy or secondary approachLeverage this approach

Legend

Directory Services(Security: DRP Service)

DRP IT Infrastructure

Example Application 3 – (e.g. Case Mgt)

Prior to PALMS, DRP may need to rely on a more self-contained application “in” the new

ECM tools, utilizing a combination of collaboration and ECM solutions.

Anticipate utilizing the user interface, team collaboration business functionality, limited

workflow, and the repository for a near-term store for documents and images (until it makes sense to archive to the more robust platform)

from the collaboration solution.

Example Application 2 – e.g. GIS

When most of the business logic and value of the

application comes from non-ECM functions, it is likely the

solution will just call ECM client services, accessing

content, or perhaps some additional metadata or some specific ECM functionality (appropriate metadata for a

document type; members of a collaboration team, etc.).

Some applications, such as the GIS applications, will rely only on the ECM system to manage linked content, such as digital images. The GIS application

would presumably manage everything else.

Example Application 1 – e.g. Access Privilege

Components of the DRP solution set may still reside

outside of business applications or ECM

solutions. Services such as user access privilege is a

common example.

Example Application 4 – e.g. Specialized Search

It will still be possible to create specialized applications which have little internal functionality and rely on the major solution platforms (collaboration and ECM) to deliver the major functionality. This example provides a web-based search user interface, navigating through available document folders.

Linked Content

Example Application 5 – e.g. ECM-centric solution

Some applications will leverage as much of the native ECM suite of functionality as possible, from user interaction to workflow to perhaps leaving the core business data in the standard database engine. These sorts of applications are more common when the application requires the complete suite of ECM services, and so is often used only by the power users of a given application. This might include a customized interface for the counter staff, where they need a number of specialized functions that other users do not.

These applications would use the full stack of ECM services.

Linked Repository (email)

Records and Email Management Services

County IT Infrastructure

1

2

1

1

2

1

1

1

2

2

3

1

6. Conceptual View

© Doculabs 200817

Agency Cluster Shared Services – LA County ISAB

• Information Systems Advisory Board (ISAB) provides technology strategy and shared services applications for all criminal justice departments (including Superior Court, Sheriff, District Attorney, Public Defender, Probation, Coroner)

• Implemented a case file scanning center as an outsourced service

• Developing common ECM applications on the shared services infrastructure

• ECM shared services architecture model

Agency Cluster Shared Services Case Study

© Doculabs 200818

Criminal Justice Shared Services Framework


Department 8

Department 7Department 6

Department 5

Department 4

Department 3

Department 2

Department 1

Legend

Integration Services

ECM

ImagingDocument

Management Forms DAM

BPM

Workflow Process Automation BAM

This diagram represents the target applications in the justice agencies in . Each application is presented with an abbreviated Enterprise Reference Architecture (ERA) visual summary of the core components in play in the application.

The ECM components include:

§ Imaging (I)§ Document Management (DM)§ Electronic Forms (F)§ Digital Asset Management (DAM)

The BPM components include:

§ Workflow (W)§ Process Automation (PA)§ Business Activity Management (BAM)

Integration Services is noted as a separate area.

For each application, these ERA components are shaded when these components are enabled in specific applications, or left clear (white) for areas not used in the application. This provides a view of technology coverage across .

The Blue and Green color scheme is used to represent Existing or Active development vs. Future planned development.

Applications being actively developed at the beginning of this strategic planning cycle are framed in blue, while applications to be actively developed during a later stage of this strategic planning cycle are framed in tan. The same scheme applies for interfaces.

System 7

Integration

ECM I DM F DAM

BPM WF PA BAM

System 11

Integration

ECM I DM F DAM

BPM WF PA BAM

System 12

Integration

ECM I DM F DAM

BPM WF PA BAM

System 15

Integration

ECM I DM F DAM

BPM WF PA BAM

Current / Active

PlannedInterfaces:

System 9

Integration

ECM I DM F DAM

BPM WF PA BAM

System 3

Integration

ECM I DM F DAM

BPM WF PA BAM

System 2

Integration

ECM I DM F DAM

BPM WF PA BAM

System 1

Integration

ECM I DM F DAM

BPM WF PA BAM

System 8

Integration

ECM I DM F DAM

BPM WF PA BAM

Document and Data Exchange

SOA Based Services

Integration

ECM I DM F DAM

BPM WF PA BAM

Process and Content Management

Integration

ECM I DM F DAM

BPM WF PA BAM

System 16

Integration

ECM I DM F DAM

BPM WF PA BAM

Applications PlannedCurrent / Active

Development

System 13

Integration

ECM I DM F DAM

BPM WF PA BAM

System 10

Integration

ECM I DM F DAM

BPM WF PA BAM

System 14

Integration

ECM I DM F DAM

BPM WF PA BAM

System 6

Integration

ECM I DM F DAM

BPM WF PA BAM

System 5

Integration

ECM I DM F DAM

BPM WF PA BAM

System 4

Integration

ECM I DM F DAM

BPM WF PA BAM

© Doculabs 200819

Agency Cluster Shared Services – LA County ISAB

Keys to Success:– All criminal justice departments contributed money to

creating ISAB– ISAB is its own entity with full time staff of management,

programmers, consultants, and support– Success in finding supplemental outside funding– Created their own long range systems plan

• Current Challenges– Cooperation from the CA court system– County Funding cuts


© Doculabs 200820

Agency Shared Services – Oregon DOT

• State of Oregon has standardized on a single ECM vendor and is building out the state-level infrastructure

• ODOT Concept of Operations developed for their shared services organization

• Developed an ECM shared services architecture model • Deployment planning (replicated applications)• Enterprise and department-level taxonomy underway• Implementing a Right-of-Way shared services application

for retrieval of all property documents which will be incorporated into project collaboration applications

Agency Shared Services Case Study

© Doculabs 200821

Program Plan Roadmap: Project List


ECM Strategic Roadmap

© Doculabs, Inc. 2005 200 West Monroe StreetSuite 2050, Chicago, IL 60606

(T) 312.433.7793(F) 312.433.7795

[email protected]

ODOT Program Plan Roadmap

Page 2 of 2

Version1.0 © Doculabs, Inc. 2007

Milestone of 44

July2007

2. Roadmap Summary

ODOT could undertake numerous ECM-related projects in order to move to the future state. The chart below identifies nine projects that Doculabs recommends prioritizing. Six of these projects are foundational project to ensure success of the future state, and three projects are ECM services or application implementations. The chart describes each project and highlights its strategic benefits, and relative cost. The project numbers in red are foundational projects, while those in green are ECM services or application implementations.

Description CostECM Project

4

5

2

3

1

Benefit

Development of Document Policies and Procedures

Taxonomy Development

Governance Structure

Development

ECM Reference

Architecture Development

ECM Technology

Infrastructure Upgrade

$

$

$

$$$

$

§Support taxonomy and “end-in-mind” context§ Improve internal communications§ Improve information management skills

§Support ease of use§Easily updatable and accessible directory§Support taxonomy and “end-in-mind” context

12 months

Technolo

gy

and S

olutio

n

Packa

ges in

Place

$$6

9

8

7 $$

$

$$$

Continued Taxonomy

Development

Portal and Federated

Search Services

Deployment

Records Management

Solution Deployment

E-forms and Workflow Services

Deployment

§Develop policies, procedures, and guidelines for the use of content across ODOT

§Develop an agency and department-level taxonomy, focusing on those departments with new ECM application rollouts

§Develop an ECM Program governance structure

§Create ECM reference architecture models to support the ECM Program§Determine fit for all ECM technologies (both FileNet P8 components and Microsoft SharePoint (MOSS 2007)

§Develop “solution packages” for portal and federated search services, and for e-forms and workflow services

§ Implement enhancements to the core FileNet P8 platform (e.g. Email Manager, Forms Manager, Business Process Manager, Records Manager)

§ Implement base portal and federated search, and e-forms and workflow solution packages

§Develop the taxonomy for the remaining departments

§ Implement portal and federated search technologies§Leverage experience from ROW project§Evaluate a Microsoft SharePoint/ FileNet coexistence strategy § Implement services for high-priority departments

§ Implement the records management solution for the agency (including integration with Email Manager and Content Manager already implemented)

§ Implement e-forms and workflow for high-priority departments§Leverage experience from ROW project § Implement services for high-priority departments

§Consistent maintenance environment§ Improve internal communications§Accelerate change

§Technology roadmap for all subsequent services and applications

§Consistent configuration and templates§Support content integration principles§Accelerate change

§Base infrastructure and development platform for all following services and applications

§Consistent maintenance environment§Content distribution and availability

§Support ease of use§Easily updatable and accessible directory§Support taxonomy and “end-in-mind” context

§Support self-service§Support ease of use§Content distribution and availability

§Provide comprehensive records management functionality for the agency

§Will enable discovery efforts to respond to litigation or public record requests more efficient

§Automate additional processes at ODOT

24 months 36 months 48 months

Enterp

rise

Taxonom

y

Comple

ted

ECM

Archite

cture

in

Place

Enterp

rise

and

Key D

epar

tmen

t

Taxonom

y in

Place

Compre

hensi

ve

Record

s

Man

agem

ent

Progra

m in

Pla

ce

© Doculabs 200822

Agency Shared Services – Oregon DOT

Keys to Success:– Rapid standardizing on an ECM vendor– Focused shared services group with years of experience

and working together– State funding has been generous– Focus on completing technical architecture and

taxonomy work before deploying agency-wide applications

Current Challenges:– Competition in resources from other projects– Identifying shovel-ready projects for Recovery Act funds


© Doculabs 200824

Summary

• Content and Collaborative Shared Services is an increasing trend in the government sector at all levels– Reduces hardware, software, training, and support costs– Encourages collaboration within and between agencies– Encourages and enhances sharing of information and

process optimization between agencies with more efficient delivery of public services

Summary and Conclusions

© Doculabs 200825

Summary

• Success in implementing shared services is a result of:– Demand analysis and business case from state and

agencies– Centralized IT organization focused on shared services– Enterprise Shared Services architecture model– Vendor solutions standards– Enterprise and agency-level taxonomy– Effective and fair chargeback model– Stable funding source

Summary and Conclusions

shared web services: the new frontier in government tasscc technology education conference austin,...

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