www.novell.com

How To Implement GroupWise® Document Management

How To Implement GroupWise® Document Management

Gregg HinchmanConsultantHinchman Consultinggregg@hinchmanconsulting.com

Jerry WinkelNovell Escalation EngineerNovell, Inc.jwinkel@novell.com

Speakers

• Gregg A. Hinchman Former Novell

employee Hinchman

Consulting

• Jerry Winkel Novell employee

since 1993 Escalation

Engineer

Vision…one NetA world where networks of all types—corporate and public, intranets, extranets, and the Internet—work together as one Net and securely connect employees, customers, suppliers, and partners across organizational boundaries

MissionTo solve complex business and technical challenges with Net business solutions that enable people, processes, and systems to work together and our customers to profit from the opportunities of a networked world

Session Outline

• Introduction• Planning • Document Management System (DMS) design• Pilot• Implementation• Training• Maintenance• Summary

Introduction

• Impetus for session (the Motive)• Agency goals

• Why GroupWise® wins

• Agency’s future plans• Current status of the DMS project• What is GroupWise DMS?• What DMS IS . . .• What DMS is NOT . . .• Questions

Introduction: Impetus for Session (the Motive)

• Customer implementing GroupWise DMS• State environmental agency• 1,000+ users • Documents scattered on floppies, local

drives and servers• Access to permits by users and public• Environmental permits were not organized• Customers required to visit multiple sites in

order to review permits

Introduction: Agency Goals

• Create a system that provides “one stop shopping” for permits

• Allow users and the public to find the permits they need rather than visiting multiple offices

• Increased security• Stop intellectual property leaks• Stop information “hording”

Introduction: Why GroupWise Wins

• Users already know GroupWise• Integration with applications• WebAccess/WebPublisher• Cost and ROI• Fast document retrieval• Security and access control• Activity logging• Workflow• Paperless—“The Greening of the

Government”

Introduction: Agency’s Future Plans

• Focus on electronic storage

• Imaging solutions for existing paperwork ViewWise—http://www.CompuThink.com

• Workflow MetaStorm—http://www.MetaStorm.com

Introduction: Current Status of the DMS Project

• 21 libraries• 250+ users trained• 8,000 documents stored

Why 21 libraries for only 8,000 documents?

Introduction: What Is GroupWise DMS?

• Document Management is a storage system that utilizes indexing to retrieve documents

• This includes managing the creation, revision, review, storage, and ultimate disposition of documents

Introduction: GroupWise DMS IS . . .

• A paradigm shift

• Fast way to access documents

• Easy to learn and use

• ISO 9000-friendly

Introduction: GroupWise DMS Is NOT…

• A database

• Shared folders

• File names and directories

Introduction: Questions

• Set the clock for 5 minutes

Planning

• Factors to consider

• GroupWise health

Planning: Factors to Consider

• The cost of a DMS

• Is GroupWise DMS a solution?

• Is our GroupWise system healthy?

• Resources required

• Technical expertise

Planning: GroupWise Health

• Health check Current issues Pending operations Current design adequate Does your current design have room for

growth?

Planning: GroupWise HealthOptimal Design

Primary Domain

Secondary Domain GWIA Domain

WebAccess Domain

WebAccess

GWIA

DMS Post Office Post Office

Libraries

Librarians

Users

Distribution Lists

All connections TCP/IP

= Direct connection

DMS Groups Inbox

Planning: GroupWise Health (cont.)

• Tuning GroupWise sizing recommendations (TID 10016883) Compaq GroupWise capacity and planning document

http://activeanswers.compaq.com/ActiveAnswers/Render/1,1027,2611-6-100-225-1,00.htm

DMS Design

• Centralized vs. decentralized libraries• Dedicated vs. non-dedicated indexing• Dedicated DMS vs. non-dedicated post office• Customizing libraries• Demo time• DMS administration• Questions

DMS Design: Centralized Libraries

Corporate office

Remote office

Remote Users

Remote officeGroupWise library

Home officeGroupWise library

• Users at remote offices access GroupWise across WAN links• Users at remote offices access libraries across WAN links• No GroupWise servers at this location

• All libraries are physically located in the corporate offices

• All GroupWise servers are in this location

DMS Design: Decentralized Libraries

Corporate office

Remote office

Remote usersRemote office

GroupWise library

Home officeGroupWise library

• Users at corporate offices access GroupWise locally

• Users at corporate offices access libraries locally and across WAN links

• GroupWise servers at this location

• Local libraries are physically located at the corporate offices

• Users at remote offices access GroupWise locally• Users at remote offices access libraries locally and across WAN links• GroupWise servers at this location• Local libraries are physically located at the remote offices

Corporate users

DMS Design: IndexingNon-dedicated Indexing Scenario

One Server

Post Office 1—POA 1

GroupWise Mailboxes

GroupWise Library

• QuickFinder index (/qfinterval-4)• QuickFinder Base Offset (/qfbaseoffset-18)• Message database• Active messaging• DMS storage areas• DMS libraries• DMS databases• QuickFinder Delete old IDX and INC files (/qfdeleteold)

GroupWise Server

Dedicated Indexing ScenarioTwo Server

Post Office 1—POA 1

GroupWise Server 1 GroupWise Server 2

Post Office 1—POA 2

GroupWise Mailboxes

GroupWise Library

• QuickFinder index (/qfinterval-0)• No massage database• No active messaging (/nomf)• No client connectivity (/notcpip)

• No QuickFinder index (/noqf)• Message database• DMS storage areas• DMS libraries• DMS databases• QuickFinder level set (/qflevel=1)• QuickFinder Delete old IDX and INC files

DMS Design: Post Offices

Messaging Post Office

GroupWise Server 1 GroupWise Server 2

Document ManagementPost Office

GroupWise Mailboxes GroupWise Libraries

LibrarianAccounts

DMS Groups

• QuickFinder index (/qfinterval-4)• QuickFinder Base Offset (/qfbaseoffset-18)• Message database• Active messaging• No DMS storage areas• No DMS libraries• No DMS databases• QuickFinder Delete old IDX and INC files (/qfdeleteold)

• QuickFinder index (/qfinterval-0)• No message database• DMS storage areas• DMS libraries• DMS databases• QuickFinder Level Set (/qflevel=1 • QuickFinder Delete old IDX and INC files (/qfdeleteold)

GroupWise Server 2

Document ManagementPost Office

GroupWise Libraries

LibrarianAccounts

DMS Groups

GroupWise Mailboxes

• QuickFinder index (/qfinterval-4)• QuickFinder Base Offset (/qfbaseoffset-18)• Message database• Active messaging• DMS storage areas• DMS libraries• DMS databases• QuickFinder Delete old IDX and INC files (/qfdeleteold)

Dedicated Document ManagementPost Office

Non-Dedicated Document ManagementPost Office

DMS Design: Customizing Libraries

• Departmental approach• Document property page• Custom property fields• Lookup tables• Document types• GroupWise objects• Rights

DMS Design: Demo Time

DMS Design: DMS AdministrationDocument Management Administrative Hierarchy

Librarian 1 account(external entity)

Library 1 Library 2 Library 3

AdministrativeAssistant

OfficeManager

NetworkAdministrator

The administrative assistant uses their GroupWise e-mail account when using DMS

The office manager uses their GroupWise e-mail account when using DMS

The network administrator does NOT have Librarian rights to ANY libraries

The administrative assistant uses “Librarian 1” account ONLY when performing Librarian duties for library 1

DMS administratoraccount

(external entity)

The office manager uses the “DMS Administrator” account ONLY when performing Librarian duties for all libraries

DMS Design: Questions

• 10 minutes on the clock, please

Pilot

• Defining the pilot

• Building the pilot

• Evaluation

Pilot: Defining a Pilot

• Get support from management Share the purpose Share the DMS features and abilities Financial goals

• Create the pilot plan Start and stop dates Resources needed Training requirements “Go-Live” date Evaluation standards Success and failure markers

Pilot: Building a Pilot

• Pilot within current GroupWise system The setup Pros Cons

• Stand-alone pilot The setup Pros Cons

Pilot: Evaluation—Lessons Learned

“A mistake is a Buddhist gift.”Learn from it

• Seek criticism• Pilot user evaluations• Review evaluations and make changes

Implementation

• Extending the pilot• Following a plan• Meeting of the minds

(Managers and decision makers)• Meeting of the minds—the sequel• Questions

Implementation: Extending the Pilot

• Management “buy in”• Create a DMS roll out plan• Start a revolution• Add another department or user group• Train your help desk

Implementation: Follow the Plan

• Be flexible with the design

• Stick to your guns

Implementation: Meeting of the Minds—Managers and Decision Makers

• Discuss and define DMS

• Performs needs analysis

• Customization of libraries

Implementation: Meeting of the Minds—“the Sequel”

• Review DMS• How do they envision their library?• Needs of the department• Libraries needed• Lookup tables• Spelling and naming count• Assigning librarians• Groups• Defining new document types• Writing policies and procedures

Implementation: Questions

• 5 minutes, please

Training

• Building a training system

• Training the masses

Training: Building a Training System

• Training within the current GroupWise system

The setup

Pros

Cons

• A stand-alone training system

The setup

Pros

Cons

Training: Training the Masses

• Administrators DMS resources

• Document Management with GroupWise 5.5—Danita Zanre

• Training Manuals—Write me—Gregg@Hinchmanconsulting.com

• Librarians• Help desk personnel• End users

Maintenance

• Archiving/deleting documents

• Scheduled procedures Daily Weekly

• Fixing problems

Maintenance: Please Do Not…

• Delete and recreate your NGWGUARD.DB

• Archive documents

• Mix documents from different libraries into a single document storage area

Summary

• DMS limits

• Recommendations

• Questions

sum

mary

Summary: DMS Limits

• Theoretical limits 4 billion documents per library 255 libraries per post office

• Real-world limitations Speed of backup software Time spent indexing Maintenance

sum

mary

Summary: Recommendations

• Use dedicated DMS post office• Spend the time and money to train your

users• Create policies and guidance documents for

DMS• Stick with the real world limits to ensure

manageability• Be flexible in design, but rigid in

implementation