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Zia Consulting and Athabasca
  University's Alfresco ECM
    Project: A Case Study
Who	
  is	
  Zia	
  Consul1ng?	
  
    Zia Consulting is a leading provider of enterprise
    business solutions for content management from
    paper to mobile.

The	
  Content	
  People	
  at	
  Zia	
  Consul1ng	
  

    •    Driving Enterprise Mobility Technology
    •    Experts in Enterprise Integration and Cloud Ready Solutions
    •    Connected with industry leading partners
    •    Delivering measurable business results, on time, within budget



  Zia provides innovative solutions which open up new
  possibilities in a content anywhere environment.
Who	
  is	
  Zia	
  Consul1ng?	
  
   	
  
 End to End Business Solutions
         •  Procurement
         •  Sales Automation
         •  Contract and Records Management
         •  eDiscovery
         •  Knowledge Management
         •  Business Process Management
         •  Project and Expense Management


Integrity is core to how Zia does business
Athabasca	
  University	
  Facts	
  
•  Canada’s	
  open	
  and	
  distance	
  learning	
  ins1tu1on	
  
•  About	
  38,000	
  students	
  located	
  world-­‐wide	
  
•  Offers	
  over	
  750	
  courses	
  and	
  more	
  than	
  90	
  graduate	
  
     and	
  undergraduate	
  degrees	
  and	
  diplomas.	
  
•  Has	
  a	
  distributed	
  work	
  force	
  of	
  over	
  1200	
  
	
  
AU	
  Facts	
  
•  Most	
  faculty	
  members	
  
	
  	
  	
  	
  	
  work	
  from	
  home	
  offices.	
  
•  Most	
  professional	
  and	
  	
  
	
  	
  	
  	
  	
  administra1ve	
  staff	
  
	
  	
  	
  	
  	
  work	
  in	
  office	
  loca1ons.	
  
•  Main	
  campus	
  located	
  
	
  	
  	
  	
  	
  in	
  Athabasca,	
  Alberta	
  
•  Other	
  office	
  loca1ons	
  
	
  	
  	
  	
  	
  in	
  Calgary,	
  Edmonton,	
  
	
  	
  	
  	
  	
  and	
  Fort	
  McMurray,	
  
	
  	
  	
  	
  	
  Alberta	
  
	
  
The	
  Star1ng	
  Point	
  with	
  Alfresco	
  
•  Most	
  courses	
  have	
  year-­‐round	
  enrolments,	
  rather	
  than	
  being	
  
                    term-­‐based.	
  
•  Course	
  content	
  is	
  wriUen	
  by	
  faculty,	
  but	
  course	
  development	
  
                    and	
  delivery	
  is	
  handled	
  by	
  various	
  departments.	
  
•  All	
  AU	
  courses	
  are	
  delivered	
  online	
  using	
  a	
  Learning	
  
                    Management	
  System	
  (Moodle).	
  
•  Moodle	
  does	
  not	
  manage	
  	
  the	
  	
  
	
  	
  	
  	
  	
  course	
  development	
  process	
  	
  
	
  	
  	
  	
  	
  well	
  –	
  edi1ng,	
  versioning,	
  	
  
	
  	
  	
  	
  	
  archiving	
  –	
  so	
  the	
  need	
  for	
  a	
  	
  
	
  	
  	
  	
  	
  CMS	
  was	
  iden1fied.	
  
Why	
  Alfresco?	
  
•  Alfresco	
  chosen	
  a[er	
  analysis	
  and	
  comparison	
  with	
  other	
  
   similar	
  systems	
  (e.g.	
  Documentum	
  and	
  RedDot)	
  for	
  the	
  
   following	
  reasons:	
  
    –  It’s	
  open	
  source,	
  which	
  fits	
  with	
  the	
  ins1tu1onal	
  approach	
  
       to	
  informa1on	
  technology	
  systems,	
  works	
  with	
  our	
  limited	
  
       budget,	
  and	
  is	
  compa1ble	
  with	
  the	
  AU	
  technology	
  stack.	
  
    –  Integra1on	
  poten1al	
  with	
  Moodle	
  for	
  development	
  and	
  
       delivery	
  of	
  course	
  materials.	
  
    –  Other	
  features	
  and	
  capabili1es	
  such	
  as	
  search,	
  versioning,	
  
       workflows,	
  records	
  management,	
  WebDAV	
  access,	
  LDAP	
  
       integra1on,	
  and	
  WCM	
  were	
  all	
  important	
  considera1ons.	
  
Ini1al	
  Implementa1ons	
  
•  First	
  started	
  with	
  Alfresco	
  2.2	
  in	
  2007	
  
•  Several	
  ini1a1ves	
  undertaken:	
  
    •  commissioning	
  servers	
  for	
  availability	
  university-­‐wide	
  
    •  web	
  content	
  management	
  with	
  several	
  website	
  roll-­‐outs	
  
    •  course	
  development	
  and	
  Moodle	
  integra1on	
  pilot.	
  A	
  
         ‘Publish	
  to	
  Moodle’	
  ac1on	
  was	
  created.	
  
    •  custom	
  content	
  model	
  integra1on	
  with	
  course	
  material	
  
         and	
  student	
  informa1on	
  from	
  registry	
  database.	
  	
  
    •  crea1on	
  of	
  a	
  func1onal	
  taxonomy	
  for	
  records	
  and	
  
         document	
  content	
  management	
  pilot	
  
    	
  
Issues	
  Encountered	
  (2009)	
  
•  Systems	
  stability	
  issues.	
  Mul1ple	
  bugs	
  were	
  submiUed	
  
   (internally)	
  and	
  not	
  fixed.	
  
•  Web	
  Unit	
  not	
  sa1sfied	
  with	
  various	
  aspects	
  of	
  Alfresco	
  
   Web	
  Content	
  Management	
  capabili1es,	
  mainly	
  the	
  
   amount	
  of	
  technical	
  exper1se	
  required	
  to	
  roll	
  out	
  
   websites.	
  
•  Course	
  development	
  and	
  Moodle	
  integra1on	
  progress	
  
   stalled.	
  A	
  contracted	
  project	
  	
  (Course	
  Tracking	
  System)	
  
   was	
  verging	
  on	
  failure.	
  
•  Users	
  simply	
  didn’t	
  want	
  to	
  use	
  Alfresco.	
  The	
  folder	
  
   structure	
  was	
  too	
  complicated	
  and	
  they	
  didn’t	
  like	
  the	
  
   Explorer	
  interface.	
  
AU	
  Func1onal	
  Taxonomy	
  Classifica1on	
  
0100	
  Human	
  Resources	
  	
                                                                       •      0320	
  External	
  Rela1ons	
  -­‐	
  External	
  Rela1ons	
  	
  
•        0110	
  Planning	
  and	
  Evalua1on	
                                                        •      0325	
  Legal	
  and	
  Risk	
  Management	
  -­‐	
  Legal	
  Advice	
  and	
  Li1ga1on	
  
•        0115	
  Recruitment	
  -­‐	
  Search	
                                                        •      0330	
  Legal	
  and	
  Risk	
  Management	
  -­‐	
  Legisla1ve	
  Review	
  
•        0120	
  Recruitment	
  -­‐	
  Hiring	
                                                        •      0335	
  Legal	
  and	
  Risk	
  Management	
  -­‐	
  Risk	
  Management	
  
•        0125	
  Compensa1on	
  and	
  Benefit	
  –	
  Enrolment	
                                      •      0340	
  Planning	
  -­‐	
  Strategic	
  Planning	
  
•        0130	
  Compensa1on	
  and	
  Benefit	
  -­‐	
  Salary	
  and	
  Benefit	
  Delivery	
          •      0345	
  Planning	
  -­‐	
  Business	
  planning	
  	
  
•        0135	
  Health	
  and	
  Safety	
  -­‐	
  Preven1on	
  and	
  Promo1on	
  	
                  •      0350	
  Communica1on	
  -­‐	
  Media	
  Rela1ons	
  
•        0140	
  Health	
  and	
  Safety	
  -­‐	
  Assessment	
  and	
  Placement	
                    •      0355	
  Communica1on	
  -­‐	
  Special	
  Events	
  
•        0145	
  Health	
  and	
  Safety	
  -­‐	
  Monitoring	
  and	
  Treatment	
                    •      0360	
  Communica1on	
  -­‐	
  Publica1ons	
  
•        0150	
  Labour	
  Rela1ons	
  -­‐	
  Collec1ve	
  Bargaining	
  	
                            •      0365	
  Communica1on	
  -­‐	
  Convoca1on	
  
•        0155	
  Labour	
  Rela1ons	
  -­‐	
  Conflict	
  Resolu1on	
                                   0400	
  Teaching	
  and	
  Learning	
  
•        0160	
  Performance	
  and	
  Development	
  -­‐	
  Individual	
  Planning	
                  •      0410	
  Program	
  Development	
  -­‐	
  Planning	
  and	
  Design	
  
•        0165	
  Performance	
  and	
  Development	
  -­‐	
  Appraisal	
  and	
  Adjustments	
         •      0415	
  Teaching	
  -­‐	
  Course	
  Development	
  
•        0170	
  Performance	
  and	
  Development	
  -­‐	
  Discipline	
                              •      0420	
  Teaching	
  -­‐	
  Course	
  Delivery	
  
0200	
  Finance	
  	
                                                                                  •      0425	
  Teaching	
  -­‐	
  Evalua1on	
  and	
  Appeal	
  
•        0210	
  Budge1ng	
  -­‐	
  Budget	
  Process	
  Design	
  and	
  Evalua1on	
  	
              500	
  Informa?on	
  Services	
  
•        0215	
  Budge1ng	
  -­‐	
  Budget	
  Development	
                                            •      0510	
  Library	
  -­‐	
  Collec1on	
  Development	
  
•        0220	
  Budge1ng	
  -­‐	
  Budget	
  Management	
                                             •      	
  0515	
  Library	
  -­‐	
  Circula1on	
  and	
  Control	
  
•        0230	
  Accoun1ng	
  -­‐	
  System	
  Development	
  and	
  Evalua1on	
  	
                   •      0520	
  Library	
  -­‐	
  Reference	
  Support	
  
•        0235	
  Accoun1ng	
  -­‐	
  Payment	
  and	
  Receipt	
  Processing	
                         •      0525	
  Archives	
  and	
  Records	
  -­‐	
  Planning	
  and	
  Design	
  
•        0240	
  Funding	
  and	
  Revenue	
  -­‐	
  Revenue	
  planning	
  and	
  Strategy	
          •      0530	
  Archives	
  and	
  Records	
  -­‐	
  Record	
  Control	
  and	
  Reten1on	
  
•        0245	
  Funding	
  and	
  Revenue	
  -­‐	
  Revenue	
  sourcing	
  and	
  Management	
        •      0535	
  Archives	
  and	
  Records	
  -­‐	
  Record	
  storage	
  and	
  Preserva1on	
  
•        0250	
  Audi1ng	
  -­‐	
  Audit	
  system	
  Design	
  and	
  Evalua1on	
                     •      0540	
  Archives	
  and	
  Records	
  -­‐	
  Record	
  access	
  and	
  Research	
  
•        0255	
  Audi1ng	
  -­‐	
  Audit	
  Process	
                                                  •      0545	
  Access	
  and	
  Privacy	
  -­‐	
  Compliance	
  and	
  Accountability	
  	
  
0300	
  Corporate	
  	
                                                                                •      0550	
  Access	
  and	
  Privacy	
  -­‐	
  Request	
  and	
  Inves1ga1ons	
  
•       0310	
  Budge1ng	
  -­‐	
  Budget	
  Process	
  Design	
  and	
  Evalua1on	
                   •      0555	
  Informa1on	
  Technology	
  -­‐	
  Planning	
  and	
  Architecture	
  
•       0315	
  Assessment	
  and	
  Repor1ng	
  -­‐	
  Quality	
  Management	
  and	
  Management	
   •      0560	
  Informa1on	
  Technology	
  -­‐	
  Systems	
  Development	
  
        Audit	
                                                                                        •      0565	
  Informa1on	
  Technology	
  -­‐	
  System	
  Maintenance	
  	
  
                                                                                                       0600	
  Facili?es	
  and	
  Services                         	
  	
  
                                                                                                       •      0610	
  Development	
  and	
  Acquisi1on	
  -­‐	
  Research,	
  Analysis	
  and	
  Evalua1on	
  
                                                                                                       •      0615	
  Development	
  and	
  Acquisi1on	
  -­‐	
  Purchasing	
  and	
  Acquisi1on	
  
                                                                                                       •      0620	
  Development	
  and	
  Acquisi1on	
  -­‐	
  Construc1on	
  or	
  Delivery	
  
                                                                                                       •      0625	
  Asset	
  or	
  service	
  use	
  -­‐	
  Tracking	
  and	
  Monitoring	
  
                                                                                                       •      0630	
  Asset	
  or	
  service	
  use	
  -­‐	
  Maintenance	
  
                                                                                                       •      0635	
  Asset	
  or	
  service	
  use	
  -­‐	
  Security	
  and	
  Access	
  control	
  
                                                                                                       •      0640	
  Asset	
  or	
  service	
  use	
  -­‐	
  Disposal	
  and	
  Decommissioning	
  
                                                                                                       0700	
  Governance	
  	
  
                                                                                                       •      0710	
  Structure	
  and	
  Authority	
  -­‐	
  Design	
  and	
  Assessment	
  
Original	
  Folder	
  Structure	
  
	
  
Moving	
  Forward	
  
•  Introduced	
  to	
  the	
  Zia	
  Consul1ng	
  team	
  at	
  the	
  LA	
  Alfresco	
  
   Meet	
  -­‐Up,	
  October	
  2009.	
  
•  The	
  needs	
  we	
  had	
  iden1fied:	
  
    •  A	
  determina1on	
  of	
  how	
  to	
  handle	
  document	
  content	
  
       and	
  records	
  management,	
  work	
  within	
  our	
  func1onal	
  
       taxonomy,	
  and	
  prevent	
  users	
  from	
  simply	
  dumping	
  
       content	
  from	
  shared	
  drives	
  and	
  desktops	
  into	
  Alfresco	
  
    •  How	
  to	
  proceed	
  with	
  the	
  development	
  of	
  work	
  flows	
  
       for	
  the	
  course	
  materials	
  development	
  process	
  and	
  
       integra1on	
  with	
  Moodle.	
  	
  
    •  An	
  assessment	
  of	
  our	
  current	
  systems	
  and	
  
       sugges1ons	
  for	
  improvement.	
  	
  
Zia	
  Assessment	
  Outcomes	
  
•  January	
  2010	
  -­‐	
  Zia	
  Consul1ng	
  was	
  contracted	
  to	
  assist	
  with	
  
   the	
  crea1on	
  of	
  a	
  long	
  term	
  plan	
  for	
  Alfresco	
  ECM	
  
   development	
  at	
  AU	
  and	
  delivered	
  the	
  following:	
  
    •  Best	
  prac1ce	
  recommenda1ons	
  for	
  Alfresco	
  infrastructure	
  
       and	
  the	
  upgrade	
  process.	
  	
  
    •  Business	
  analysis	
  of	
  workflows	
  for	
  the	
  course	
  materials	
  
       development	
  process.	
  
    •  Recommenda1ons	
  regarding	
  how	
  to	
  proceed	
  with	
  the	
  
       process	
  for	
  enterprise-­‐wide	
  folder	
  structures	
  that	
  would	
  
       reflect	
  the	
  func1onal	
  taxonomy,	
  address	
  security	
  needs,	
  
       enable	
  searchability,	
  and	
  enable	
  implementa1on	
  of	
  
       records	
  reten1on	
  policies.	
  
    •  Code	
  review	
  of	
  delayed	
  projects	
  
    •  Recommenda1ons	
  for	
  WCM	
  improvements.	
  
Challenges	
  and	
  the	
  RFP	
  Process	
  
•  Based	
  on	
  Zia’s	
  assessment	
  report,	
  we	
  had	
  project	
  
   requirements	
  iden1fied,	
  but	
  our	
  budget	
  did	
  not	
  
   reflect	
  the	
  actual	
  an1cipated	
  cost.	
  
•  Users	
  at	
  the	
  university	
  were	
  very	
  skep1cal	
  that	
  
   Alfresco	
  would	
  actually	
  work	
  for	
  us.	
  
•  The	
  IT	
  execu1ve	
  commiUee	
  was	
  pushing	
  for	
  a	
  
   success,	
  as	
  considerable	
  investment	
  had	
  been	
  made	
  
   at	
  that	
  point.	
  	
  
•  We	
  wanted	
  to	
  increase	
  Alfresco	
  exper1se	
  within	
  the	
  
   university	
  and	
  to	
  decrease	
  con1nued	
  reliance	
  on	
  
   outsourced	
  system	
  integrators.	
  
Zia	
  -­‐	
  Athabasca	
  University	
  Project	
  
•  Since	
  our	
  budget	
  was	
  limited,	
  we	
  had	
  to	
  decide	
  on	
  how	
  to	
  get	
  the	
  “best	
  
   bang	
  for	
  our	
  buck”.	
  We	
  selected	
  Zia	
  from	
  the	
  received	
  proposals	
  based	
  on	
  
   the	
  work	
  we	
  knew	
  they	
  could	
  do	
  for	
  us.	
  
•  Zia	
  worked	
  closely	
  with	
  our	
  business	
  analyst	
  and	
  with	
  the	
  development	
  
   team	
  using	
  an	
  agile	
  approach.	
  
    •  ensured	
  the	
  internal	
  AU	
  staff	
  was	
  benefi1ng	
  from	
  the	
  knowledge	
  gains	
  
          and	
  that	
  the	
  project	
  was	
  proceeding	
  in	
  the	
  direc1on	
  we	
  wanted.	
  
•  The	
  project	
  outcomes	
  included:	
  
    •  Course	
  materials	
  storage	
  and	
  access	
  with	
  integra1on	
  to	
  Moodle	
  sites.	
  
    •  Workflow	
  development	
  for	
  course	
  materials	
  correc1ons	
  and	
  revisions.	
  
    •  Developing	
  an	
  automated	
  document	
  management	
  strategy	
  that	
  
          posi1oned	
  us	
  for	
  future	
  records	
  management	
  implementa1on.	
  
Automated	
  Course	
  Content	
  Access	
  
Course	
  Development	
  Workflows	
  
AU	
  Records	
  and	
  Document	
  
                           Management	
  
•  The	
  goal	
  of	
  this	
  was	
  to	
  use	
  our	
  taxonomy,	
  which	
  has	
  an	
  associated	
  
   reten1on	
  policy,	
  to	
  classify	
  all	
  documents	
  in	
  Alfresco.	
  	
  This	
  is	
  to	
  posi1on	
  
   AU	
  to	
  implement	
  records	
  management	
  at	
  a	
  later	
  1me	
  with	
  a	
  reduc1on	
  in	
  
   effort.	
  The	
  requirements	
  included:	
  	
  
    •  Security	
  needs	
  and	
  permissions	
  to	
  address	
  access	
  control	
  to	
  all	
  folders	
  
         and	
  documents	
  per	
  individual,	
  group,	
  and	
  department.	
  
    •  The	
  ability	
  to	
  search	
  and	
  retrieve	
  documents	
  based	
  on	
  classifica1on	
  
         and	
  access	
  permissions.	
  
    •  The	
  classifica1on	
  of	
  documents	
  and	
  records	
  that	
  will	
  sa1sfy	
  the	
  
         requirements	
  for	
  implementa1on	
  of	
  a	
  future	
  reten1on	
  scheme.	
  
    •  A	
  folder	
  structure	
  that	
  reflects	
  the	
  business	
  model	
  for	
  each	
  
         department.	
  
RDM	
  Automa1on	
  Process	
  
1.	
  Func1onal	
  taxonomy	
  created	
                 3.	
  A	
  rule	
  to	
  inherit	
  records	
  	
  
	
  as	
  categories	
  under	
  AU	
  Records	
         management	
  categories	
  is	
  applied.	
  
Classifica1on.	
                                          	
  
	
  
	
                                                       	
  
	
                                                       	
  
          	
                                             	
  
2.	
  The	
  Records	
  Management	
  Audit	
            4.	
  A	
  daily	
  audit	
  log	
  is	
  sent	
  to	
  the	
  
Root	
  aspect	
  is	
  set	
  for	
  the	
  site.	
     records	
  administrator	
  for	
  the	
  site.	
  
	
                                                       	
  
	
  
	
  
	
  
	
  
	
  
RDM	
  File	
  Plan	
  Process	
  
•  Iden1fy	
  someone	
  who	
  will	
  act	
  as	
  that	
  department’s	
  records	
  administrator.	
  
•  Define	
  folder	
  structure	
  that	
  meets	
  the	
  department	
  business	
  model.	
  
•  Determine	
  records	
  management	
  categories	
  for	
  the	
  folder	
  structure	
  (based	
  
                        on	
  recommenda1ons	
  from	
  AU’s	
  records	
  management	
  officer)	
  
•  Determine	
  access	
  control	
  requirements	
  for	
  the	
  folder	
  structure.	
  
•  Create	
  the	
  folder	
  structure	
  	
  
	
  	
  	
  	
  	
  	
  in	
  Alfresco,	
  and	
  apply	
  	
  
	
  	
  	
  	
  	
  	
  classifica1ons	
  and	
  access	
  	
  	
  
	
  	
  	
  	
  	
  	
  control	
  policy	
  	
  
•  Migrate	
  exis1ng	
  documents	
  	
  
	
  	
  	
  	
  	
  	
  to	
  new	
  folder	
  structure	
  
	
  
RDM	
  Roll-­‐out	
  
•  Work	
  with	
  one	
  department	
  at	
  a	
  1me,	
  rather	
  than	
  rolling	
  out	
  to	
  en1re	
  
     ins1tu1on	
  
•  To	
  ensure	
  ini1al	
  success,	
  we	
  went	
  with	
  the	
  early	
  adopters	
  first	
  –	
  Project	
  
     Management	
  Office,	
  Faculty	
  of	
  Science	
  and	
  Technology,	
  Compu1ng	
  
     Services,	
  Centre	
  for	
  Learning	
  Design	
  and	
  Development.	
  
•  Con1nuing	
  roll-­‐out	
  based	
  on	
  request	
  for	
  service	
  –	
  there	
  has	
  been	
  no	
  need	
  
     to	
  force	
  departments	
  to	
  migrate	
  documents	
  to	
  Alfresco.	
  
	
  
	
  
Alfresco	
  Training	
  
•  The	
  folder	
  structure	
  now	
  matches	
  departmental	
  business	
  
     prac1ces.	
  Classifica1on	
  of	
  documents	
  is	
  automated	
  and	
  
     transparent.	
  This	
  has	
  greatly	
  simplified	
  the	
  training	
  process.	
  
	
  
Alfresco	
  Training	
  
•  Department	
  Records	
  Administrators	
  receive	
  in-­‐depth	
  training.	
  
     Other	
  users	
  are	
  trained	
  to	
  use	
  various	
  access	
  methods:	
  
	
  
	
  
	
  
	
  
	
  	
  	
  WebDAV	
  File	
  Mapping       	
     	
     	
     	
     	
  	
  	
  	
  WebDAV	
  Browser	
  View	
  
	
  
	
  
	
  
	
  
	
  
	
  
       	
   	
     	
  Alfresco	
  Share 	
        	
     	
     	
     	
     	
  Alfresco	
  Explorer	
  
AU	
  Alfresco	
  Governance	
  
•  AU	
  Alfresco	
  Technical	
  CommiUee	
  (developers,	
  analysts,	
  sys	
  
   admins	
  –	
  reports	
  to	
  the	
  Steering	
  CommiUee).	
  
•  AU	
  Alfresco	
  Steering	
  CommiUee	
  (consists	
  of	
  
   representa1ves	
  of	
  all	
  university	
  stakeholders,	
  reports	
  to	
  
   the	
  Execu1ve	
  Group).	
  
•  Alberta	
  Alfresco	
  Users	
  Group	
  (shares	
  training	
  resources,	
  
   innova1ons,	
  documenta1on,	
  and	
  informa1on	
  regarding	
  
   Alfresco	
  Partner	
  experiences.)	
  
    –    3	
  Alberta	
  universi1es	
  
    –    Edmonton	
  Public	
  Schools	
  
    –    Various	
  Gov’t	
  of	
  Alberta	
  departments	
  
    –    SherriU	
  Metals	
  
AU	
  Alfresco	
  Road	
  Map	
  
•  Document	
  scanning	
  and	
  storage	
  –	
  under	
  considera1on	
  with	
  
   Zia	
  for	
  Epheso[	
  solu1on	
  
•  Research	
  project	
  –	
  content	
  authoring,	
  storage,	
  and	
  
   presenta1on	
  to	
  mul1ple	
  plaoorms	
  –	
  also	
  under	
  
   considera1on	
  with	
  Zia.	
  
•  Course	
  materials	
  –	
  con1nuing	
  with	
  workflows	
  and	
  
   implemen1ng	
  WCM	
  for	
  online	
  course	
  development	
  
   (internal).	
  	
  
•  Workflow	
  development	
  integra1on	
  with	
  the	
  examina1on	
  
   process	
  (internal).	
  
•  Workflow	
  development	
  integra1on	
  with	
  HR	
  and	
  Finance	
  
   Banner	
  (Oracle)	
  processes	
  (internal).	
  
•  Upgrade	
  to	
  Alfresco	
  4.x	
  
Takeaways	
  
•  Get	
  help	
  early	
  in	
  the	
  process	
  –	
  a[er	
  a	
  long	
  lag	
  in	
  our	
  
   start-­‐up,	
  we	
  saw	
  quick	
  success	
  once	
  Zia	
  was	
  on	
  scene	
  
•  Use	
  the	
  Alfresco	
  support	
  network	
  –	
  especially	
  valuable	
  
   with	
  the	
  rapid	
  upgrades	
  as	
  seen	
  with	
  3.x	
  and	
  with	
  
   things	
  like	
  server	
  clustering.	
  	
  
•  To	
  ensure	
  buy-­‐in,	
  use	
  an	
  incremental	
  implementa1on	
  
   plan.	
  Start	
  with	
  early	
  adopters.	
  Build	
  on	
  successes.	
  
•  Ensure	
  that	
  training	
  plans	
  are	
  in	
  place	
  
•  Work	
  with	
  other	
  organiza1ons	
  to	
  share	
  resources	
  and	
  
   informa1on.	
  
Ques1ons?	
  


Karen	
  Stauffer	
  Alfresco	
  Program	
  Manager	
  	
  
Athabasca	
  University,	
  kstauff@athabascau.ca	
  
	
  
Mike	
  Mahon	
  CEO	
  	
  
Zia	
  Consul1ng,	
  mike@ziaconsul1ng.com	
  

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Karen Stauffer - Zia Consulting and Athabasca University's Alfresco ECM Project: A Case Study

  • 1. Zia Consulting and Athabasca University's Alfresco ECM Project: A Case Study
  • 2. Who  is  Zia  Consul1ng?   Zia Consulting is a leading provider of enterprise business solutions for content management from paper to mobile. The  Content  People  at  Zia  Consul1ng   •  Driving Enterprise Mobility Technology •  Experts in Enterprise Integration and Cloud Ready Solutions •  Connected with industry leading partners •  Delivering measurable business results, on time, within budget Zia provides innovative solutions which open up new possibilities in a content anywhere environment.
  • 3. Who  is  Zia  Consul1ng?     End to End Business Solutions •  Procurement •  Sales Automation •  Contract and Records Management •  eDiscovery •  Knowledge Management •  Business Process Management •  Project and Expense Management Integrity is core to how Zia does business
  • 4. Athabasca  University  Facts   •  Canada’s  open  and  distance  learning  ins1tu1on   •  About  38,000  students  located  world-­‐wide   •  Offers  over  750  courses  and  more  than  90  graduate   and  undergraduate  degrees  and  diplomas.   •  Has  a  distributed  work  force  of  over  1200    
  • 5. AU  Facts   •  Most  faculty  members            work  from  home  offices.   •  Most  professional  and              administra1ve  staff            work  in  office  loca1ons.   •  Main  campus  located            in  Athabasca,  Alberta   •  Other  office  loca1ons            in  Calgary,  Edmonton,            and  Fort  McMurray,            Alberta    
  • 6. The  Star1ng  Point  with  Alfresco   •  Most  courses  have  year-­‐round  enrolments,  rather  than  being   term-­‐based.   •  Course  content  is  wriUen  by  faculty,  but  course  development   and  delivery  is  handled  by  various  departments.   •  All  AU  courses  are  delivered  online  using  a  Learning   Management  System  (Moodle).   •  Moodle  does  not  manage    the              course  development  process              well  –  edi1ng,  versioning,              archiving  –  so  the  need  for  a              CMS  was  iden1fied.  
  • 7. Why  Alfresco?   •  Alfresco  chosen  a[er  analysis  and  comparison  with  other   similar  systems  (e.g.  Documentum  and  RedDot)  for  the   following  reasons:   –  It’s  open  source,  which  fits  with  the  ins1tu1onal  approach   to  informa1on  technology  systems,  works  with  our  limited   budget,  and  is  compa1ble  with  the  AU  technology  stack.   –  Integra1on  poten1al  with  Moodle  for  development  and   delivery  of  course  materials.   –  Other  features  and  capabili1es  such  as  search,  versioning,   workflows,  records  management,  WebDAV  access,  LDAP   integra1on,  and  WCM  were  all  important  considera1ons.  
  • 8. Ini1al  Implementa1ons   •  First  started  with  Alfresco  2.2  in  2007   •  Several  ini1a1ves  undertaken:   •  commissioning  servers  for  availability  university-­‐wide   •  web  content  management  with  several  website  roll-­‐outs   •  course  development  and  Moodle  integra1on  pilot.  A   ‘Publish  to  Moodle’  ac1on  was  created.   •  custom  content  model  integra1on  with  course  material   and  student  informa1on  from  registry  database.     •  crea1on  of  a  func1onal  taxonomy  for  records  and   document  content  management  pilot    
  • 9. Issues  Encountered  (2009)   •  Systems  stability  issues.  Mul1ple  bugs  were  submiUed   (internally)  and  not  fixed.   •  Web  Unit  not  sa1sfied  with  various  aspects  of  Alfresco   Web  Content  Management  capabili1es,  mainly  the   amount  of  technical  exper1se  required  to  roll  out   websites.   •  Course  development  and  Moodle  integra1on  progress   stalled.  A  contracted  project    (Course  Tracking  System)   was  verging  on  failure.   •  Users  simply  didn’t  want  to  use  Alfresco.  The  folder   structure  was  too  complicated  and  they  didn’t  like  the   Explorer  interface.  
  • 10. AU  Func1onal  Taxonomy  Classifica1on   0100  Human  Resources     •  0320  External  Rela1ons  -­‐  External  Rela1ons     •  0110  Planning  and  Evalua1on   •  0325  Legal  and  Risk  Management  -­‐  Legal  Advice  and  Li1ga1on   •  0115  Recruitment  -­‐  Search   •  0330  Legal  and  Risk  Management  -­‐  Legisla1ve  Review   •  0120  Recruitment  -­‐  Hiring   •  0335  Legal  and  Risk  Management  -­‐  Risk  Management   •  0125  Compensa1on  and  Benefit  –  Enrolment   •  0340  Planning  -­‐  Strategic  Planning   •  0130  Compensa1on  and  Benefit  -­‐  Salary  and  Benefit  Delivery   •  0345  Planning  -­‐  Business  planning     •  0135  Health  and  Safety  -­‐  Preven1on  and  Promo1on     •  0350  Communica1on  -­‐  Media  Rela1ons   •  0140  Health  and  Safety  -­‐  Assessment  and  Placement   •  0355  Communica1on  -­‐  Special  Events   •  0145  Health  and  Safety  -­‐  Monitoring  and  Treatment   •  0360  Communica1on  -­‐  Publica1ons   •  0150  Labour  Rela1ons  -­‐  Collec1ve  Bargaining     •  0365  Communica1on  -­‐  Convoca1on   •  0155  Labour  Rela1ons  -­‐  Conflict  Resolu1on   0400  Teaching  and  Learning   •  0160  Performance  and  Development  -­‐  Individual  Planning   •  0410  Program  Development  -­‐  Planning  and  Design   •  0165  Performance  and  Development  -­‐  Appraisal  and  Adjustments   •  0415  Teaching  -­‐  Course  Development   •  0170  Performance  and  Development  -­‐  Discipline   •  0420  Teaching  -­‐  Course  Delivery   0200  Finance     •  0425  Teaching  -­‐  Evalua1on  and  Appeal   •  0210  Budge1ng  -­‐  Budget  Process  Design  and  Evalua1on     500  Informa?on  Services   •  0215  Budge1ng  -­‐  Budget  Development   •  0510  Library  -­‐  Collec1on  Development   •  0220  Budge1ng  -­‐  Budget  Management   •   0515  Library  -­‐  Circula1on  and  Control   •  0230  Accoun1ng  -­‐  System  Development  and  Evalua1on     •  0520  Library  -­‐  Reference  Support   •  0235  Accoun1ng  -­‐  Payment  and  Receipt  Processing   •  0525  Archives  and  Records  -­‐  Planning  and  Design   •  0240  Funding  and  Revenue  -­‐  Revenue  planning  and  Strategy   •  0530  Archives  and  Records  -­‐  Record  Control  and  Reten1on   •  0245  Funding  and  Revenue  -­‐  Revenue  sourcing  and  Management   •  0535  Archives  and  Records  -­‐  Record  storage  and  Preserva1on   •  0250  Audi1ng  -­‐  Audit  system  Design  and  Evalua1on   •  0540  Archives  and  Records  -­‐  Record  access  and  Research   •  0255  Audi1ng  -­‐  Audit  Process   •  0545  Access  and  Privacy  -­‐  Compliance  and  Accountability     0300  Corporate     •  0550  Access  and  Privacy  -­‐  Request  and  Inves1ga1ons   •  0310  Budge1ng  -­‐  Budget  Process  Design  and  Evalua1on   •  0555  Informa1on  Technology  -­‐  Planning  and  Architecture   •  0315  Assessment  and  Repor1ng  -­‐  Quality  Management  and  Management   •  0560  Informa1on  Technology  -­‐  Systems  Development   Audit   •  0565  Informa1on  Technology  -­‐  System  Maintenance     0600  Facili?es  and  Services     •  0610  Development  and  Acquisi1on  -­‐  Research,  Analysis  and  Evalua1on   •  0615  Development  and  Acquisi1on  -­‐  Purchasing  and  Acquisi1on   •  0620  Development  and  Acquisi1on  -­‐  Construc1on  or  Delivery   •  0625  Asset  or  service  use  -­‐  Tracking  and  Monitoring   •  0630  Asset  or  service  use  -­‐  Maintenance   •  0635  Asset  or  service  use  -­‐  Security  and  Access  control   •  0640  Asset  or  service  use  -­‐  Disposal  and  Decommissioning   0700  Governance     •  0710  Structure  and  Authority  -­‐  Design  and  Assessment  
  • 12. Moving  Forward   •  Introduced  to  the  Zia  Consul1ng  team  at  the  LA  Alfresco   Meet  -­‐Up,  October  2009.   •  The  needs  we  had  iden1fied:   •  A  determina1on  of  how  to  handle  document  content   and  records  management,  work  within  our  func1onal   taxonomy,  and  prevent  users  from  simply  dumping   content  from  shared  drives  and  desktops  into  Alfresco   •  How  to  proceed  with  the  development  of  work  flows   for  the  course  materials  development  process  and   integra1on  with  Moodle.     •  An  assessment  of  our  current  systems  and   sugges1ons  for  improvement.    
  • 13. Zia  Assessment  Outcomes   •  January  2010  -­‐  Zia  Consul1ng  was  contracted  to  assist  with   the  crea1on  of  a  long  term  plan  for  Alfresco  ECM   development  at  AU  and  delivered  the  following:   •  Best  prac1ce  recommenda1ons  for  Alfresco  infrastructure   and  the  upgrade  process.     •  Business  analysis  of  workflows  for  the  course  materials   development  process.   •  Recommenda1ons  regarding  how  to  proceed  with  the   process  for  enterprise-­‐wide  folder  structures  that  would   reflect  the  func1onal  taxonomy,  address  security  needs,   enable  searchability,  and  enable  implementa1on  of   records  reten1on  policies.   •  Code  review  of  delayed  projects   •  Recommenda1ons  for  WCM  improvements.  
  • 14. Challenges  and  the  RFP  Process   •  Based  on  Zia’s  assessment  report,  we  had  project   requirements  iden1fied,  but  our  budget  did  not   reflect  the  actual  an1cipated  cost.   •  Users  at  the  university  were  very  skep1cal  that   Alfresco  would  actually  work  for  us.   •  The  IT  execu1ve  commiUee  was  pushing  for  a   success,  as  considerable  investment  had  been  made   at  that  point.     •  We  wanted  to  increase  Alfresco  exper1se  within  the   university  and  to  decrease  con1nued  reliance  on   outsourced  system  integrators.  
  • 15. Zia  -­‐  Athabasca  University  Project   •  Since  our  budget  was  limited,  we  had  to  decide  on  how  to  get  the  “best   bang  for  our  buck”.  We  selected  Zia  from  the  received  proposals  based  on   the  work  we  knew  they  could  do  for  us.   •  Zia  worked  closely  with  our  business  analyst  and  with  the  development   team  using  an  agile  approach.   •  ensured  the  internal  AU  staff  was  benefi1ng  from  the  knowledge  gains   and  that  the  project  was  proceeding  in  the  direc1on  we  wanted.   •  The  project  outcomes  included:   •  Course  materials  storage  and  access  with  integra1on  to  Moodle  sites.   •  Workflow  development  for  course  materials  correc1ons  and  revisions.   •  Developing  an  automated  document  management  strategy  that   posi1oned  us  for  future  records  management  implementa1on.  
  • 18. AU  Records  and  Document   Management   •  The  goal  of  this  was  to  use  our  taxonomy,  which  has  an  associated   reten1on  policy,  to  classify  all  documents  in  Alfresco.    This  is  to  posi1on   AU  to  implement  records  management  at  a  later  1me  with  a  reduc1on  in   effort.  The  requirements  included:     •  Security  needs  and  permissions  to  address  access  control  to  all  folders   and  documents  per  individual,  group,  and  department.   •  The  ability  to  search  and  retrieve  documents  based  on  classifica1on   and  access  permissions.   •  The  classifica1on  of  documents  and  records  that  will  sa1sfy  the   requirements  for  implementa1on  of  a  future  reten1on  scheme.   •  A  folder  structure  that  reflects  the  business  model  for  each   department.  
  • 19. RDM  Automa1on  Process   1.  Func1onal  taxonomy  created   3.  A  rule  to  inherit  records      as  categories  under  AU  Records   management  categories  is  applied.   Classifica1on.                   2.  The  Records  Management  Audit   4.  A  daily  audit  log  is  sent  to  the   Root  aspect  is  set  for  the  site.   records  administrator  for  the  site.                
  • 20. RDM  File  Plan  Process   •  Iden1fy  someone  who  will  act  as  that  department’s  records  administrator.   •  Define  folder  structure  that  meets  the  department  business  model.   •  Determine  records  management  categories  for  the  folder  structure  (based   on  recommenda1ons  from  AU’s  records  management  officer)   •  Determine  access  control  requirements  for  the  folder  structure.   •  Create  the  folder  structure                in  Alfresco,  and  apply                classifica1ons  and  access                  control  policy     •  Migrate  exis1ng  documents                to  new  folder  structure    
  • 21. RDM  Roll-­‐out   •  Work  with  one  department  at  a  1me,  rather  than  rolling  out  to  en1re   ins1tu1on   •  To  ensure  ini1al  success,  we  went  with  the  early  adopters  first  –  Project   Management  Office,  Faculty  of  Science  and  Technology,  Compu1ng   Services,  Centre  for  Learning  Design  and  Development.   •  Con1nuing  roll-­‐out  based  on  request  for  service  –  there  has  been  no  need   to  force  departments  to  migrate  documents  to  Alfresco.      
  • 22. Alfresco  Training   •  The  folder  structure  now  matches  departmental  business   prac1ces.  Classifica1on  of  documents  is  automated  and   transparent.  This  has  greatly  simplified  the  training  process.    
  • 23. Alfresco  Training   •  Department  Records  Administrators  receive  in-­‐depth  training.   Other  users  are  trained  to  use  various  access  methods:                WebDAV  File  Mapping                WebDAV  Browser  View                    Alfresco  Share            Alfresco  Explorer  
  • 24. AU  Alfresco  Governance   •  AU  Alfresco  Technical  CommiUee  (developers,  analysts,  sys   admins  –  reports  to  the  Steering  CommiUee).   •  AU  Alfresco  Steering  CommiUee  (consists  of   representa1ves  of  all  university  stakeholders,  reports  to   the  Execu1ve  Group).   •  Alberta  Alfresco  Users  Group  (shares  training  resources,   innova1ons,  documenta1on,  and  informa1on  regarding   Alfresco  Partner  experiences.)   –  3  Alberta  universi1es   –  Edmonton  Public  Schools   –  Various  Gov’t  of  Alberta  departments   –  SherriU  Metals  
  • 25. AU  Alfresco  Road  Map   •  Document  scanning  and  storage  –  under  considera1on  with   Zia  for  Epheso[  solu1on   •  Research  project  –  content  authoring,  storage,  and   presenta1on  to  mul1ple  plaoorms  –  also  under   considera1on  with  Zia.   •  Course  materials  –  con1nuing  with  workflows  and   implemen1ng  WCM  for  online  course  development   (internal).     •  Workflow  development  integra1on  with  the  examina1on   process  (internal).   •  Workflow  development  integra1on  with  HR  and  Finance   Banner  (Oracle)  processes  (internal).   •  Upgrade  to  Alfresco  4.x  
  • 26. Takeaways   •  Get  help  early  in  the  process  –  a[er  a  long  lag  in  our   start-­‐up,  we  saw  quick  success  once  Zia  was  on  scene   •  Use  the  Alfresco  support  network  –  especially  valuable   with  the  rapid  upgrades  as  seen  with  3.x  and  with   things  like  server  clustering.     •  To  ensure  buy-­‐in,  use  an  incremental  implementa1on   plan.  Start  with  early  adopters.  Build  on  successes.   •  Ensure  that  training  plans  are  in  place   •  Work  with  other  organiza1ons  to  share  resources  and   informa1on.  
  • 27. Ques1ons?   Karen  Stauffer  Alfresco  Program  Manager     Athabasca  University,  kstauff@athabascau.ca     Mike  Mahon  CEO     Zia  Consul1ng,  mike@ziaconsul1ng.com