Alfresco 2010 Implementation of the Year Denver ECM for Content.gov Conference
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Join Zia Consulting for a discussion about Alfresco's Implementation of the year award for the City and County of Denver. We discuss how Denver has used Alfresco, PeopleSoft, and Oracle's SOA framework to successfully implement mobile applications, procure-to-pay, contract management automation, and numerous other ECM oriented projects in a very short time frame.
![Denver Overview PMO Operations Founded in 1858 Strong Mayor form of government, consolidated City-County Population of 598,000 (2008 Estimate) ,[object Object]](data:image/gif;base64,R0lGODlhAQABAIAAAAAAAP///yH5BAEAAAAALAAAAAABAAEAAAIBRAA7)
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Alfresco 2010 Implementation of the Year Denver ECM for Content.gov Conference
- 1. City & County of DenverConsolidated Document Management Program – January 2011 Update
- 3. 10th largest central business district in the United States
- 6. Previously federated organizational model
- 8. $48M yearly budget311 Denver 8 Enterprise Application Services Technology Services Finance & Admin Geospatial Applications Public Safety Technology Telecommunications & Data Center facilities
- 9. Governing the City of Denver Ambitious Initiatives Disconnected Systems and Business Process Demanding and Diverse Constituency Fiscal Pressures
- 10. No Better Example of our Technology Challenges… Contracts Management System: the official system that stores signed contracts & associated attachments Poor UI Meager search capability Manual load of metadata Slow Performance Memory Leaks Nightly Server Reboots 1 of 14 disconnected Doc Mgmt systems One security role Poor auditing & RM capability Little Staff Expertise; One consulting company
- 11. Four Criteria for Picking Enterprise Technology
- 14. Built-in Web Service support
- 16. Productivity
- 17. Simplicity
- 18. Perfect Fit for our Technical Goals
- 19. Features to solve our complex integration needs
- 20. Easily Scalable
- 23. Integration with existing work ‘metaphors’
- 24. Secure
- 25. Developer Availability - XML and Spring
- 26. Open Source – leverage the work of others
- 29. Exceeded results of all previous Document Management projects
- 30. 12 weeks:
- 31. No infrastructure established before project start
- 32. Staff learned:
- 33. New System
- 34. New Methodology
- 35. Real-time, automated, SOA interface with PeopleSoftDocument Mgmt Functionality Implemented in 4 months Status:
- 39. FTP Connection for Requisition, PO, Receipt & Contract/Financial Attachments
- 40. CMIS Interface to View Invoices & ContractsDocument Mgmt Functionality Implemented in 4 months Status:
- 43. Provide the ability to pull up attachments within a case in CRM
- 45. CMIS Interface to Insert attachments into CRM, and then view them
- 46. Heavy orchestration between CRM and AlfrescoDenvergov.org Document Mgmt Functionality Implemented in weeks Status:
- 48. Work seamlessly with other 311 channels (call center and web)
- 50. Provide the ability to pull up attachments within a case in CRM
- 52. Use Enterprise Service Bus to orchestrate AND control behavior of App
- 53. Write iPhone app as “UI interpreter”, taking commands from ESBiPhone App Document Mgmt Functionality REUSED from previous project Status:
- 54. 311 Web Home Submit request online Call via 311 in the City or External # outside
- 55. Typical SOA Architecture Users: Formerly Apps and Portals, Mobile is new Trend Define Business Process and expose via Service Image take from Zuzel.org Leverage existing IT infrastructure, web sites, mainframes, data warehouses, etc.
- 56. Mobile Case ManagementA Real World Example
- 57. Mobile Case ManagementWhat does it do? Creates work ticket in PeopleSoft Stores content in Alfresco Notifies stakeholders of ticket status changes Secure communication via Oracle Enterprise Service Bus (ESB)
- 59. Support automated contract requests, drafting, council handoff, electronic signatures
- 68. Rules-Driven Task Assignment9 Month Project; To be launched January 31st Status:
- 69. Contracting AutomationArchitecture PeopleSoft Financials Alfresco Workflow Initiation Web Service Start Advanced Workflow (Manual) Requisition RFP Workflow Bootstrap Workflow Revenue Contracts 4 Workflows Expenditure Contracts 5 Workflows PurchaseOrder Scanned Paper Signatures Electronic Signatures
- 71. Workflow User InterfaceAssigned Tasks Risk Management User My Tasks – Assigned to Me Pooled Tasks – Group Owned Tasks
- 72. Workflow User InterfaceReview Tasks Risk Management User Owner and Group shown Workflow Actions Review Comments
- 76. Ability for citizens to submit documentation via the web
- 78. CMIS Interface to all downstream/consuming systems
- 79. First conversion from existing Documentum systemStatus:
- 81. Reduce operational costs and improve service to citizens
- 82. Reduce or eliminate the occurrence of lost records
- 83. Make case files more easily accessible
- 86. Scanning integration with Kofax
- 89. Call custom Web ServicesStatus:
- 90. Human Services Case ManagementArchitecture Case Management Database Ongoing Worker Intake Worker Alfresco Other Users Ephesoft Server Scanning Worker
- 91. Human Services Case ManagementSystem Integration CBMS Database WMS Database Custom Coding WMS Application Ephesoft ESB Scanning New Tasks Alfresco Custom Coding
- 94. Qualified, multi-skilled consultants
- 96. Restrict Users
- 97. Agile methodology was Key!
- 98. Go slow on collaboration!
- 99. User feedback better with actual product
- 100. Unbelievably product with small team
- 101. Simplicity
Notes de l'éditeur
- Oracle ESB is Key Part of Oracle’s SOA provides a loosely-coupled framework for inter-application messaging.An ESB service is designed and configured and registered to ESB Server.The ESB Server supports multiple protocol bindings for message delivery, including HTTP/SOAP, JMS, JCA, WSIF and Java, Delivery methods can be synchronous/asynchronous, request/reply or publish/subscribe models. Currently, the ESB Server does not support Remote Method Invocation.
- We used Alfresco Advanced Workflow (in DM/Explorer), and developed several custom extensions to meet customer requirements:Workflow Web Service: a SOAP service to initiate a workflow and assign the task to a pool of users (more detail on how this is used below)Bootstrap Workflow: a specialized workflow/action class to initiate one workflow from another, and hand off the documents and properties.Electronic Signature: an encrypted PIN assigned to a certain class of users (though it could be applied to any user), and the document processing functions to apply a facsimile signature and City Seal to the signature page.Rules-driven Task Assignment: specialized Action classes to assign review tasks based on contract parameters (such as prevailing wage, small business goals)Workflow Dashboard: a custom dashlet to show in-progress workflows (not just current tasks), also allowing non-workflow participants to monitor workflow tasksOracle Business Intelligence integration for reporting current and completed workflow and contract record status.
- On the left is PeopleSoft, where expenditure contracts begin (in Requisitions, a standard financials functionality). The blue arrows show the expenditure contract process. Through a custom web service that we wrote within Alfresco, a requisition kicks off a bootstrap workflow within Alfresco. This bootstrap workflow creates a task that is assigned to a pool of users depending on the business unit (e.g., Public Works, Human Services) the contract will be for (this is defined in the requisition). The user then has to pick which specific expenditure workflow is used (e.g., a Construction contract workflow vs. a Professional Services expenditure workflow). The user also has the option, if appropriate, to select an RFx (e.g., RFP, RFQ, etc.) workflow to go through a bidding process, before actually going through the contracting process. All expenditure contracts finish with an electronic signature process where the Attorney, Mayor, Clerk & Recorder, Finance Manager and Auditor approve the contract, and then a web service in PeopleSoft is called to complete the expenditure flow by creating a Purchase Order.The orange arrows show the process for revenue contracts. Revenue contracts (and other types like non-financial agreements) are started within Alfresco, using the standard "Start Advanced Workflow" document menu selection. Users have a choice of 4 workflows, plus the RFP process. The revenue contracts can go through the electronic signature process OR a paper signature process, but I only showed the path through the paper process for simplicity. Revenue contracts don't go back to PeopleSoft (because they didn't start there).
- The users include intake (application process) and ongoing case managers and others (like auditors, fraud investigators) who primarily use the case management system and the electronic documents stored in Alfresco to process and manage client cases. A specialized group of scanning operators handle the vast majority of the paper, scanning and collecting basic metadata (like case numbers, SSNs, document types, etc.)On the right side of the diagram are the major system components: Alfresco to manage scanned content and a small amount of original electronic content (e.g. downloaded reports from state agencies like DMV and Dept of Labor)The City's case management system, a homegrown client-server workflow and scheduling application, with links to the state's data warehouse.KOFAX (or perhaps Ephesoft) for scanning and metadata capture.