PARSOL and

1
PARSOL and Wandsworth Borough Council Knowledge
Management Systems Demonstrator Solutions Workshop
2
Agenda

• 1030-1045 gt Introductions
• 1045-1100 gt Demonstrator Site Selection and
  Objectives
• 1100-1130 gt Review Demonstrator Site
  Preparations
• 1130-1145 gt Review KMS Evaluation Framework
• 1145-1215 gt Outline Demonstrator Application
  Baselines
• 1215-1230 gt Review Project Progress
• 1230-1400 gt Lunch and Review KMS Vendor
  Highlights
• 1400-1445 gt Agree Demonstrator Options (Each
  Site)
• 1445-1500 gt Agree Demo-Specific Output and
  Actions

3
Demo Site Selection and Preparation

• How Many Sites?
• Which Sites in each Stream?
• Who in the Room Represents each Site?
• What are the Demonstrator Objectives for each
  Site
• Process Types?
• Stakeholder Types?
• Information Types?
• What is the Demonstrator Preparation Process?
• How far through the Preparation Process is each
  Site?

4
KMS Functionality
Out of the Box
KMS Vendor A
CRM Vendor B
Vendor
Knowledge Management
General
Information Management
Document Records Management
Explicit Knowledge
Content management
Collaboration Workflow
Security
Sector Support
Technology Platform
5
General

• 1 - Category searches
• 2 - Category/topic relationships
• 3 - Character recognition
• 4 - Configurability
• 5 - Free text searches
• 6 - Fuzzy matching
• 7 - Heirarchies
• 8 - Multilanguage
• 9 - Natural language query
• 10 - Personalisation
• 11 - Print and Copy integration
• 12 - Single Desktop or Portal Capability

6
Information Management

• 13 - Archive recovery
• 14 - Audit trail function
• 15 - Auto-archiving
• 16 - Automatic distribution
• 17 - Automatic Indexing
• 18 - Data maintenance
• 19 - Indexing across multiple sources
• 20 - Just-in-time indexing
• 21 - Rules-based Indexing

7
Collaboration and Workflow

• 22 - Decision trees
• 23 - Delegation and assignment
• 24 - e-mail integration
• 25 - External workflow triggers
• 26 - Multi-layered workflows
• 27 - Roles and team relationships
• 28 - Rules based workflows
• 29 - Scripting
• 30 - Update/add workflows by users
• 31 - Web enabled
• 32 - Workflow user toolkit

8
Document and Records Mgt

• 33 - Boolean and fuzzy search
• 34 - Document synchronisation and replication
• 35 - Indexing integration
• 36 - Ingest from all object sources
• 37 - Manage all object formats
• 38 - Overlays
• 39 - Scanning integration
• 40 - Version control for all formats

9
Content Management

• 41 - Content presentation
• 42 - Content structure and relationships
• 43 - Content synchronisation and replication
• 44 - Ingest from all object sources
• 45 - Just-in-time conversion
• 46 - Manage content origination
• 47 - Native object storage
• 48 - Personalisation
• 49 - Repurposing
• 50 - Reversioning
• 51 - Separation of content and presentation
• 52 - Unlimited contributors

10
Security

• 53 - BSI PD compliance
• 54 - Multi levels document security
• 55 - Multi levels of user
• 56 - Secure/monitored access

11
Technology Platform

• 57 - GIS integration
• 58 - Legacy and back office systems integration
• 59 - Open software architecture
• 60 - eGIF
• 61 - IBM platform
• 62 - Microsoft platform
• 63 - Unix platform
• 64 - Oracle database
• 65 - Other database
• 66 - SQL database

12
Sector Support

• 67 - Local Government
• 68 - Central Government
• 69 - Law enforcement
• 70 - Legal and other Professions
• 71 - Transport and Logistics
• 72 - Health and Pharmaceuticals
• 73 - Finance
• 74 - Building Industry

13
Demonstrator Site Baselines
Site 1
Site 2
Site 3
Site 4
Site 5
Site 6
General
Information Management
Doc Recs Management
Content management
Collaboration Workflow
Security
Sector Support
Technology Platform
Where is the Existing Knowledge?
14
Project Progress
Vendors
Request Vendor Update
Provide Vendor Update
Provide Vendor Comment
Request Vendor Comment

• Initiation
• Agree Project Plan
• Confirm KMS Vendor Selection
• Confirm KMS Requirements Selection
• Agree Vendor Comms
• Agree Report Structure
• Request Vendor Updates

• Eval Model
• Develop Agree KMS Vendor Component Eval Model
• Prepare KMS Component Costing Model
• Begin Drafting Report

• Pre-Initiation
• Project Information Review
• Baseline KMS Vendor Selection
• Baseline KMS Requirements Selection

• Evaluation
• Evaluate KMS Solution fit
• Populate Costing Model
• Complete Draft Report

• Completion
• Review Report
• Review Vendor Comments
• Complete Issue Report

Parity Team KMS Solution Marketplace Knowledge
Wandsworth Requirement
Wandsworth/PARSOL Project Information
Classic KMS Architecture
15
Vendor Review Snapshot

• Segmentation of Responses
• By Costs of Ownership Not Representative
• By Category/Component All Components
• By Coverage All Functionality
• Number of Vendors in Research 75
• Number of Responding Vendors 25
• Number of Promise Responses 16
• Number of Usable Responses 9
• Recent Knowledge 11
• Issues With Vendor Data and Responses

• Decimated Sales Forces
• Misdirected Enquiries
• Transactional Focus
• Merger Activity
• Config Requirement
• Out of Box Requiremt
• KMS vs CRM
• Grade Inflation
• Qnaire Understanding
• Product Mix History

16
Assessment and Weighting

• ABasic support (4)
• BMost industry standard features provided (8)
• CAll industry standard features provided (9)
• DAll industry standard features provided and
  extensive features unique to the vendor (10)

17
Vendor Summary

• On paper little between
• FileNet and
• Documentum
• and
• iManage
• Hummingbird
• Hyland and
• Tower Tech
• Important absences?
• Any important issues?

18
General Category Summary

• Depth Ranges from 86 to 120
• On paper little between
• Documentum
• iManage
• Hummingbird
• FileNet
• Hyland
• Lagan
• Important absences?

19
Info Mgt Category Summary

• Depth Ranges from 59 to 90
• On paper little between
• FileNet
• Primus
• iManage
• Documentum
• Tower Tech
• Hummingbird
• Important absences?

20
Coll Wof Category Summary

• Depth Ranges from 87 to 120
• On paper little between
• FileNet
• Primus
• Documentum
• Lagan
• Important absences?

21
Doc Recs Category Summary

• Depth Ranges from 20 to 80
• On paper little between
• FileNet
• Documentum
• Lynx CT
• Hyland
• iManage
• Hummingbird
• Important absences?

22
Content Category Summary

• Depth Ranges from 41 to 120
• On paper little between
• FileNet
• Documentum
• Hyland
• iManage
• Hummingbird
• Important absences?

23
Security Category Summary

• Depth Ranges from 16 to 39
• On paper little between
• Documentum
• FileNet
• Hummingbird
• Hyland
• iManage
• Tower Tech
• Important absences?

24
Demonstrator Options
Site 1
Site 2
Site 3
Site 4
Site 5
Site 6
General
Information Management
Doc Recs Management
Content management
Collaboration Workflow
Security
Sector Support
Technology Platform
25
Project Report

• Content Determined by the Vendor Response Form
  and as in the ITT
• Process to which the software is most suited
• Functionality
• Scalability
• E-gif compliance.
• Integration with back office systems and existing
  on-line information
• Personalisation features

• Ease of use for all user types and access
  channels
• Administration/maintenance
• The vendors viability
• Reference sites
• Security features
• Purchase cost and implementation cost
• Average time to implement
• Required infrastructure
• Recommendations of Knowledge Management Systems
  demonstrators