HP Document Information Systems

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HP Document Information Systems

• Luc Vogeleer
• Global Service Program Manager Collaborative
  Business solutions
• HP Consulting Integration
• .NET Solution Practice

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Agenda

• The challenges
• Opportunities
• Document Information System Solution
• DIS toolkit V2 preview
• Why hp?

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Definition

• A solution that
• Extend the typical document lifecycle beyond the
  collaborative creation, approval and publishing
  stages
• integrate enterprise business processes
• act as historical records from the perspectives
  of legal, fiscal, and other requirements
• deal effectively with the information overflow
  from various sources such as email, electronic
  and hardcopy documents and transactional data

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The challenges
Improve services (effective and efficient)
Improve Profit or reduce cost
Legal responsibilities
Better information, at the right time, makes
better business
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10 goods reasons

• To Control the Creation and Growth of documents
  (electronic or hardcopy)
• To Reduce Operating Costs
• To Improve Efficiency and Productivity
• Integrate new or existing new technologies
• Ensure regulatory compliance
• To minimize litigation risks
• Preservation of vital information
• Support better decision support
• Preserve corporate knowledge
• Foster professionalism in running business

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DIS Solution Overview
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Solution Components

• Microsoft
• Microsoft SharePoint Portal
• Cost effective platform for document elaboration
• Providing indexing capabilities
• Closely integrate with Microsoft Office
• Microsoft BizTalk Server 2000
• Application-to-Application Workflow and
  mainstream enterprise application integration.
• Meridio
• Enterprise Records Management
• KVS
• documents archiving
• HP
• Paper document integration
• DIS toolkit

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Paper based document integration
TIFF or JPEG
Scan
NSI Autostore
OCR
Import
Searchable PDF, RTF
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HP DIS Toolkit
HP DIS toolkit
Task oriented workflow Case handling Document
handling Control
SharePoint
Document Store
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Case Study Dutch Ministry of Health, Welfare and
Sport

• Challenges
• As a policy making body, the Dutch Ministry of
  Health, Welfare and Sport generates huge amounts
  of paperwork
• By law this has to be efficiently archived
• Paper based systems were time wasting, expensive
  and inefficient
• solution
• The Ministry decided on a Digidoc project to
  replace all paper documents and forms with
  digital ones
• This solution was based around Microsoft
  software, using .NET technology
• The use of reusable components from the hp
  document information system accelerated the
  development
• A team of 10 experts from hp services
  masterminded development and deployment of the
  application

• results
• Digidoc will eventually allow 2000 civil servants
  to efficiently archive their documents, improving
  content and reducing wasted time
• Over five years, it will have paid for itself
  between four and five times
• This enables the Ministry to meet the detailed
  requirements of the countrys archiving laws
• why hp?
• hp services staff have many years experience in
  document handling systems
• They have specific experience in the Microsoft
  .NET arena and the solution had a low TOC
• It was important to have a partner who could
  exactly tailor the solution to the Ministrys
  particular business needs

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Electronic Record ManagementHow does DM relate
to RM?
SharePoint Portal Server
Authoring
Versioning
Publishing
Record declaration
Retention

• What is a Record?
• Evidence of an activity or decision
• Content cannot be changed
• Must be captured, managed and preserved whilst
  maintaining authenticity
• Is created by day-to-day work
• Latter stages of document life-cycle
• Driven by government legislation and business
  needs

Electronic Record Management
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Meridio Records Management

• Integrated approach to records and document
  management
• Proven scalability
• Strong integration with desktop infrastructure
• Solution focus to support integration
• Strong support for ERM standards e-GIF
• SOAP interface
• Support for XML auto categorisation tag
  searching
• Specifically designed to meet UK Public Record
  Office (PRO) requirements EU Moreq Requirements
• Committed to the Microsoft platform

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Document archiving with KVS

• hp magneto-optical libraries
• reliable, high-capacity, archival storage
• up to 2.1 TB of near-line storage
• supports both WORM (write once read many)
  rewritable media
• based on industry standard magneto-optical drives
  media

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Full Case management architecture expansion
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Additional Software components

• Onyx CRM
• Employee Portal and Partner Portal
• CRM Service Request Management, User Interface
  and Management Reporting
• MetaStorm
• Workflow

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DIS Toolkit V2 preview

• Document workspaces in SharePoint offer great
  functionality
• Very well integrated with Office
• Allows for adding additional documents
• Membership management
• Tasks
• Additional lists and forms libraries
• Same holds for meeting workspaces etc.
• ... Under full end-user control

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Business process control over workspaces

• How to control creation process of documents
• Managed process often required by
• Goverement organizations
• Banks
• Insurance companies
• Multiple processes
• Predefined contributors, tasks and lifecycle
  states
• Flexibility required to deviate

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challenges

• Manage membership automaticly
• Manage tasks automatically
• Lifecycle controlled
• Extend task functionality
• Manage audits
• Manage forms libraries automatically
• Manage document property definition automatically
• Data-Text integration
• Creation from other source than Office
• E.g. registering (scanned) documents from a queue
• Under business process control

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And then

• End the end of the process an archive button will
  be provided to compile all data into a storage
  and process nutral format.
• Connect to Meridio or KVS
• Case creation by registration of incoming
  documents
• Scanning paper documents

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Process definition

• State engine for basic workflow
• Web service
• Based on SQL workflow
• Has to run on a separate server
• FrontPage server extensions clash
• Tasks, Forms library and document properties set
  in special definition site
• Using special definition webpart

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DTI

• Documents to be build using building blocks
• To be created by end-users using Office
• Data to be integrated in documents build using
  data from
• Business application
• End user input (with help to search for the data)
• Should support multiple scenarios
• Single document creation as part of a case
• Data entered by user
• Multiple documents in one or Multiple case
• High volume in background

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Delivery methodology
Analyze
Design
Implement
Manage
Evolve

• develop detailed design for
• Document Information infrastructure
• application integration r and development
• network, security, management
• budget and plan for infrastructure implementation

• deploy limited portion of production
  infrastructure at customer sites (pilot)
• integrate existing applications/data with
  document information system
• provision systems with initial test users
• Functionality acceptance testing

• deploy remaining production infrastructure at
  customer site
• provision systems with remaining user data
• knowledge transfer to customer
• final customer acceptance testing

Review original vision Measure effectiveness Evalu
ate new content sources, applications and user
community to integrate

• Client/HP Workshop
• Capture current situation
• Describe target
• Business Case Development
• Requirements Definition
• Create Functional Requirements and Scope work for
  document information system construction
• Select target application and user community.

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Advantages

• Leverage existing assets and capabilities
• Better business processes
• Document efficiency and consistency
• Faster time to solution
• Greater return on IT investments

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Why hp?

• more than 25 years designing, building, and
  supporting mission-critical, enterprise-wide IT
  infrastructure solutions
• one of the worlds largest, most specialized
  forces of .NET consultants and solution
  architects
• Microsoft SharePoint Portal Server developed and
  tested on HP Proliant Servers.
• HP pioneered Digital Sending technology,
  providing seamless paper document integration.
• HP is the world's leading provider of imaging and
  printing products, known for the unparalleled
  connectivity of its document input-and output
  technologies

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How to engage with hp?

• local FrontLine Partnerhip (alliance manager)
• NET result sales team
• HP EMEA Consulting Integration contact
• Infrastructure Gavin Bonny (gavin.bonny_at_hp.com)
• .NET solution John Assouline (John.Assouline_at_hp.c
  om)
• Net Result program Elwyn Hopkin
  (Elwyn.Hopkin_at_hp.com)
• Me (luc.vogeleer_at_hp.com 33 672992925)

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QA