Enterprise Content Management Starts with an Architecture AIIM 2004 Conference 8 March 2004

1. Enterprise Content Management Starts with an Architecture AIIM 2004 Conference8 March 2004 Presenter: Tim Johnson, Gartner email: tim.j.johnson@gartner.com

2. Presentation Topics 1. Content Management Business Drivers • Strategic planning assumptions • Content management hype cycle 2. Starting with Architecture • Definition • Focus areas • Benefits 3. An Architecture Method • Architecture layers, styles, and “bricks” • Architecture deliverables 4. A Content Architecture • Enterprise view • Capturing architecture requirements 5. Recommendations

3. Strategic Planning Assumptions By 2006, the majority of Type A (leading-edge technology adopter) enterprises will deploy architectures that offer content management functionality as callable Web services (0.8 probability). Content integration efforts requiring business process management and application integration technologies will be present in more than 70 percent of content management implementations by 2007 (0.7 probability). Through 2005, enterprises that fail to exploit document workflow effectively will realize less than 40 percent of the total cost savings document or content management systems can provide, and will take twice as long to recover initial software costs (0.7 probability).

4. Strategic Planning Assumptions By 2010, 70 percent of the population in developed nations will spend 10 times longer per day interacting with people in the e-world than in the physical one (0.6 probability). Compliance requirements will account for 50 percent of spending on content and business process management systems from 2004. Adoption of records management technology will increase, with 50 percent of all Global 2000 enterprises either adapting existing document management systems or buying stand-alone records management systems by 2005 (0.7 probability). By 2006, content delivered via a Web-based infrastructure will overtake traditional content delivery media (0.7 probability).

5. Evolution of Content Management Enlightened Applications address all major needs Content management architecture Accepted and implemented policies Content strategist/organization ContentMgmt. is Comprehensive Here Today Domains Unstructured: IDM, KM, WCM, collaborative, personal Structured: Databases, catalog content management Controlled Chaos Content Free-for-All Maturity

6. Marketplace Volatility • Purchaser confusion regarding terms and definitions • Economic climate: Every purchase has quantified benefits • Crowded marketplace without clear differentiation • Sticker shock and reengineering shock • Simple solutions needed without wholesale replacement of existing file, document, and content systems • Designing initial implementations to transition “upward” Controlled Chaos Here Today Content Free-for-All

7. Visibility Key: Time to Plateau WCM Outsourcing Virtual Content Repositories Less than two years Two to five years Five to ten years Personal Web Publishing Content Aggregation and Syndication Taxonomies Content Integration Globalization, Localization JSR170 E-Forms WSRP and JSR168 Records Management XML-based Multichannel Output and Interaction Document Management Smart Enterprise Suites Information Retrieval/Search Content-Process Fusion Enterprise Digital Rights Management Document Imaging Web Services for CM Streaming Media WCM Information Extraction Digital Asset Management COLD, IDARS, DOM XML Database Management Systems Consumer Digital Rights Management As of June 2003 Peak of Inflated Expectations Trough of Disillusionment Slope of Enlightenment Plateau of Productivity Technology Trigger Maturity The Content Management Hype Cycle

8. Starting with an Architecture

9. Defining IT Architecture Gartner defines IT architecture as "The grand design or overall concept employed in creating a system ... an abstraction or design of a system, its structure, components and how they interrelate." Specifically, it is "A family of guidelines (concepts, principles, rules, patterns, interfaces and standards) to use when building a new IT capability."

10. Opportunity creation Development efficiency Operational efficiency Architecture is Strategic: Expand Focus to Revenue and Future Value Revenue Generation Process effectiveness Current Future Cost Reduction

11. Transition plan Process & methods Models and templates Standards & guidelines What Will Architecture Do for Me? Benefits of an IT architecture Example business case Reduces cost Reduces cost for Service A by 30% Makes accurate customer information available to all lines of business Improves interoperability Supports business innovation Ground-breaking technology can be integrated quickly Has the capacity to handle 60% more business transactions Aids scalability New products can be implemented in days rather than months Enables agility Improves security Meets new legislation on privacy Eases staffing Automates the process, freeing up staff Reduces technical risk Implements industry standard solutions

12. Balancing the Benefits with the Risks Benefits of an IT architecture Potential problems Reduces cost Expense and effort Improves inter-operability Tensions Supports business innovation Uncertain justification Aids scalability Updating commitment Enables agility Improves security Eases staffing Reduces technical risk

13. 8. Packaged-Software Owners Who Cares About IT Architecture? IT Architecture Stakeholders 1. CEO/CFO/COO 2. Enterprise-Level CIO 3. Business Unit Management 4. Operations 5. Application Development Staff 6. Procurement 7. Contractors/Outsourcers

14. Architectural Concerns Benefits of an IT Architecture CEO/CFO BU Mgmt. App. Dev. Operations Reduces cost Improves interoperability Supports business innovation Supports business innovation Aids scalability Enables agility Improves security Eases staffing Reduces technical risk Investigating the Benefits by Stakeholder

15. Investigating the Benefits by Architectural Transition Strategy Transition strategy Benefits of an IT architecture Connect Consolidate Re-platform Innovate   Reduces cost Improves inter-operability    Supports business innovation  Aids scalability  Enables agility   Improves security Eases staffing  Reduces technical risk  

16. Deliver According to a Method

17. Drives Information Technology Investment Management Supported by Architecture as Part of an IT Planning Process Strategic Planning Influences Enterprises adopting an Enterprise IT Architecture will realize a 30 percent improvement in their operational ability to address constantly changing external drivers (0.6 probability). Portfolio Performance Management Improved by EnterpriseArchitecture

18. Styles, Patterns, Configurations, Taxonomy BaselineandRequirements ProjectInitiation ArchitecturePrinciples Specifications Bricks ActionPlan Define Architecture Scope Justify the investment in architecture Determine Architecture Style Profiles Establish Evaluation and Selection Process Create Management Action Plan Create Business Maxims/IT Principles Establish Architecture Methodology Governance Process & Structure Identify Business and Technology Drivers Determine Patterns and Deployment Configs Define Technology Architecture Specifications Define Architecture Transition Initiatives and Evergreening Establish Governance (decisions) Map Styles Patterns to Bricks Select and Populate Appropriate Bricks for Enterprise Communicate and Gain Agreement Define the Business Relationship Grid Document Business/IT Baseline Establish governance (enforcement) Measure and Assess Develop and Maintain Consensus Gartner Methodology for Enterprise Architecture

19. Business Architecture Business Relationship Grid Technical Architecture Infrastructure Domain Business Processes, Styles System Management Domain Patterns Security Domain Bricks Data Domain Information Architecture Point of Access Domain Application Domain Integration Domain Gartner’s Architecture Perspective

20. To get to the “Grid” Business strategy IT strategy Scope To move from the “Grid” to “Styles” Business drivers IT drivers Principles Operational business models Business process models Information flow maps To move from “Styles” to “Patterns” Business function models Pattern creation / adoption To move from “Patterns” to “Bricks” “As-is” and “to-be” configurations Taxonomy and consensus workshops Business Mission The Architectural Layers are Interconnected

21. Business Process Styles Drive IT Architectural Styles Utility Volume OLTP Business Process Style Real Time Analytical Collaborative Fail Safe Priority Interrupts 24x7 Quick Response Positive Commit Processing Intensive Noncritical Programming Ease Complex Indexing Content Management Messaging Choices Routine Applications Economy and Dependability Computational Need Clustered, Mirrored Multiple Input Systems Transaction Monitor Web-Based Input Analytical Packages Data Warehouse Metadata Tags High Bandwidth Instant Messaging Cost Driven Outsource Candidates Architectural Style

22. An Architecture “Brick” Each architecture component is subdivided into a set of specific elements. Each technology element is discussed based on industry status and outlook. The status is based on availability of standards (e.g., formal or de facto, vendors, and products both emerging and currently deployed). Strategic Period Tactical Period Current Tactical Deployment Strategic Direction Baseline Retirement Targets Mainstream Introduction to Environment Exit from Environment Containment Targets Emerging Technology Implications and Dependencies Source: Gartner Retirement Targets Containment Targets Mainstream Standards Emerging Technology Domains are Subdivided into “Bricks” of Technology

23. Example Architectural Deliverables • Data / Information architecture • Information model • Information flow maps • Content architecture • Current state analysis • Data warehouse / Operational Data Stores • Data management system selection • Technology infrastructure architecture • Network model • Topology model • Bricks - portfolio • Bricks - life cycle • Patterns, configurations, models, views • Security architecture • Disaster recovery / business continuity • Evaluation / Selection criteria • Migration plan • Short list, standards • Strategic options • Current and To-be states • Business architecture • Business drivers • Business styles • Operational business model by industry • Financial services, Public sector, Manufacturing, Healthcare, Retail,Automotive, Technology vendors, Telecomm, etc. • Process architecture (value chain) • Process / business systems traceability matrix / business links • Critical success factors • Application / Systems architecture • Business systems model (key functions) • Application integration model • Logical functional description • Scope / footprint - logical architecture • Priorities, business needs, requirements • Application suites • Package domain options evaluation • Logical & physical placement/deployment • Evaluation / Selection criteria

24. Trend: Renewed Battle for Infrastructure Control

25. Content Architecture

26. Content Architecture: Enterprise View PortalServices Document Services Records Mgmt Forms Authoring Imaging Transformation Import/Export Indexing Storage Mgmt File Systems Workflow Library Services Search Collaboration Development Kit Publishing Source Storage Schema Repository Etc. FileMgmt Plug-Ins: Commerce Etc. Rules DM WCM Application Services Business Partners Integration Services Enterprise Systems Content Library EAI Connectors Metadata Catalog Databases, File Systems Media Servers, Capture Equip

27. Example Simplified View Browser MS Office Suite Adobe WebDAV Client etc. HTTP w WebDAV extensions (RFC2518) Web Server Basic Document Services Basic Records Mgmt Versioning Locking Retention/Expiration Distributed Authoring Indexing Storage Mgmt Security WebDAV Application Example WebDAV Server Vendors: Xythos Apache Software AG IBM Oracle Xerox etc. Application Services Databases, File Systems

28. BPM DM WCM DAM Imaging Collab Example Comprehensive View Document Services Records Mgmt Forms Authoring Imaging Transformation Import/Export Indexing Storage Mgmt File Systems Workflow Library Services Search Collaboration Development Kit Publishing Source Storage Schema Repository Etc. Portal Services Example Vendors: FileNet Documentum/EMC IBM OpenText etc. Application Services Partner Solutions External Services Legacy Connectors Enterprise Content Repository Metadata Catalog Databases, File Systems Media Servers, Capture Equip

29. ERP Office Documents Web Components SCM CRM Drawings Financial Forms Process Ctl Email eCommerce Imaging Integrating Content Management Across the Enterprise Drivers: Productivity, Innovation, Reuse, Regulatory, Customer Satisfaction, etc. Business Application Services Business Process Workflow Content Management Architecture Content Management Services Content-centric Workflow Records Management: Rules and Policy Document Technology Infrastructure

30. Capturing Requirements for Content Management

31. The Content Life Cycle Transformation Transactions Workflow Aggregate/ Manage Distribute Review Repository Create Archive Destroy Personalization Publishing Integration

32. Requirements by Lifecycle Step

33. Gap Analysis by Lifecycle Step

34. Recommendations

35. Recommendations • Investigate the benefits for stakeholders, transition strategies and styles • Build architectures to change, not to last. • Put the 80/20 rule to work. Build out only what is most important. • Be prepared to rapidly iterate what you build. 70% of architecture effort is in iteration. • Develop requirements and gap analysis for lifecycle steps. • Develop business scenarios for how groups of architectural components get exercised. • Understand the impact of new architecture on governance and address governance issues rapidly. • Stay fired up. This is fun.

36. If you need assistance in this regard contact your Gartner Account Executive or send me an email at tim.j.johnson@gartner.com Gartner