How To Implement GroupWise ® Document Management

1. How To Implement GroupWise® Document Management Gregg Hinchman Consultant Hinchman Consulting gregg@hinchmanconsulting.com Jerry Winkel Novell Escalation Engineer Novell, Inc. jwinkel@novell.com

2. Gregg A. Hinchman Former Novell employee Hinchman Consulting Jerry Winkel Novell employee since 1993 Escalation Engineer Speakers

3. Vision…one Net A world where networks of all types—corporate and public, intranets, extranets, and the Internet—work together as one Net and securely connect employees, customers, suppliers, and partners across organizational boundaries Mission To solve complex business and technical challenges with Net business solutions that enable people, processes, and systems to work together and our customers to profit from the opportunities of a networked world

5. Session Outline • Introduction • Planning • Document Management System (DMS) design • Pilot • Implementation • Training • Maintenance • Summary

6. Introduction • Impetus for session (the Motive) • Agency goals • Why GroupWise® wins • Agency’s future plans • Current status of the DMS project • What is GroupWise DMS? • What DMS IS . . . • What DMS is NOT . . . • Questions

7. Introduction: Impetus for Session (the Motive) • Customer implementing GroupWise DMS • State environmental agency • 1,000+ users • Documents scattered on floppies, local drives and servers • Access to permits by users and public • Environmental permits were not organized • Customers required to visit multiple sites in order to review permits

8. Introduction: Agency Goals • Create a system that provides “one stop shopping” for permits • Allow users and the public to find the permits they need rather than visiting multiple offices • Increased security • Stop intellectual property leaks • Stop information “hording”

9. Introduction: Why GroupWise Wins • Users already know GroupWise • Integration with applications • WebAccess/WebPublisher • Cost and ROI • Fast document retrieval • Security and access control • Activity logging • Workflow • Paperless—“The Greening of the Government”

10. Introduction: Agency’s Future Plans • Focus on electronic storage • Imaging solutions for existing paperwork • ViewWise—http://www.CompuThink.com • Workflow • MetaStorm—http://www.MetaStorm.com

11. Introduction: Current Status of the DMS Project • 21 libraries • 250+ users trained • 8,000 documents stored Why 21 libraries for only 8,000 documents?

12. Introduction: What Is GroupWise DMS? • Document Management is a storage system that utilizes indexing to retrieve documents • This includes managing the creation, revision, review, storage, and ultimate disposition of documents

13. Introduction: GroupWise DMS IS . . . • A paradigm shift • Fast way to access documents • Easy to learn and use • ISO 9000-friendly

14. Introduction: GroupWise DMS Is NOT… • A database • Shared folders • File names and directories

15. Introduction: Questions • Set the clock for 5 minutes

16. Planning • Factors to consider • GroupWise health

17. Planning: Factors to Consider • The cost of a DMS • Is GroupWise DMS a solution? • Is our GroupWise system healthy? • Resources required • Technical expertise

18. Planning: GroupWise Health • Health check • Current issues • Pending operations • Current design adequate • Does your current design have room for growth?

19. Primary Domain Secondary Domain GWIA Domain WebAccess Domain Planning: GroupWise HealthOptimal Design DMS Post Office Post Office Users Libraries GWIA Distribution Lists Librarians = Direct connection WebAccess All connections TCP/IP Inbox DMS Groups

20. Planning: GroupWise Health (cont.) • Tuning • GroupWise sizing recommendations (TID 10016883) • Compaq GroupWise capacity and planning document http://activeanswers.compaq.com/ActiveAnswers/Render/1,1027,2611-6-100-225-1,00.htm

21. DMS Design • Centralized vs. decentralized libraries • Dedicated vs. non-dedicated indexing • Dedicated DMS vs. non-dedicated post office • Customizing libraries • Demo time • DMS administration • Questions

22. DMS Design: Centralized Libraries Corporate office Remote office Remote office GroupWise library Home office GroupWise library Remote Users • All libraries are physically located in the corporate offices • All GroupWise servers are in this location • Users at remote offices access GroupWise across WAN links • Users at remote offices access libraries across WAN links • No GroupWise servers at this location

23. DMS Design: Decentralized Libraries Corporate office Remote office Home office GroupWise library Corporate users Remote office GroupWise library Remote users • Users at corporate offices access GroupWise locally • Users at corporate offices access libraries locally and across WAN links • GroupWise servers at this location • Local libraries are physically located at the corporate offices • Users at remote offices access GroupWise locally • Users at remote offices access libraries locally and across WAN links • GroupWise servers at this location • Local libraries are physically located at the remote offices

24. DMS Design: Indexing Dedicated Indexing Scenario Two Server Non-dedicated Indexing Scenario One Server Post Office 1—POA 1 Post Office 1—POA 1 Post Office 1—POA 2 GroupWise Mailboxes GroupWise Mailboxes GroupWise Library GroupWise Library GroupWise Server GroupWise Server 2 GroupWise Server 1 • No QuickFinder index (/noqf) • Message database • DMS storage areas • DMS libraries • DMS databases • QuickFinder level set (/qflevel=1) • QuickFinder Delete old IDX and INC files • QuickFinder index (/qfinterval-0) • No massage database • No active messaging (/nomf) • No client connectivity (/notcpip) • QuickFinder index (/qfinterval-4) • QuickFinder Base Offset (/qfbaseoffset-18) • Message database • Active messaging • DMS storage areas • DMS libraries • DMS databases • QuickFinder Delete old IDX and INC files (/qfdeleteold)

25. DMS Design: Post Offices Non-Dedicated Document Management Post Office Dedicated Document Management Post Office Messaging Post Office Document Management Post Office Document Management Post Office GroupWise Mailboxes GroupWise Mailboxes GroupWise Libraries GroupWise Libraries Librarian Accounts GroupWise Server 2 GroupWise Server 2 GroupWise Server 1 Librarian Accounts • QuickFinder index (/qfinterval-0) • No message database • DMS storage areas • DMS libraries • DMS databases • QuickFinder Level Set (/qflevel=1 • QuickFinder Delete old IDX and INC files (/qfdeleteold) • QuickFinder index (/qfinterval-4) • QuickFinder Base Offset (/qfbaseoffset-18) • Message database • Active messaging • No DMS storage areas • No DMS libraries • No DMS databases • QuickFinder Delete old IDX and INC files (/qfdeleteold) • QuickFinder index (/qfinterval-4) • QuickFinder Base Offset (/qfbaseoffset-18) • Message database • Active messaging • DMS storage areas • DMS libraries • DMS databases • QuickFinder Delete old IDX and INC files (/qfdeleteold) DMS Groups DMS Groups

26. DMS Design: Customizing Libraries • Departmental approach • Document property page • Custom property fields • Lookup tables • Document types • GroupWise objects • Rights

27. DMS Design: Demo Time

28. DMS Design: DMS AdministrationDocument Management Administrative Hierarchy The network administrator does NOT have Librarian rights to ANY libraries The office manager uses their GroupWise e-mail account when using DMS Network Administrator The administrative assistant uses their GroupWise e-mail account when using DMS Office Manager Administrative Assistant The office manager uses the “DMS Administrator” account ONLY when performing Librarian duties for all libraries DMS administrator account (external entity) The administrative assistant uses “Librarian 1” account ONLY when performing Librarian duties for library 1 Librarian 1 account (external entity) Library 2 Library 1 Library 3

29. DMS Design: Questions • 10 minutes on the clock, please

30. Pilot • Defining the pilot • Building the pilot • Evaluation

31. Pilot: Defining a Pilot • Get support from management • Share the purpose • Share the DMS features and abilities • Financial goals • Create the pilot plan • Start and stop dates • Resources needed • Training requirements • “Go-Live” date • Evaluation standards • Success and failure markers

32. Pilot: Building a Pilot • Pilot within current GroupWise system • The setup • Pros • Cons • Stand-alone pilot • The setup • Pros • Cons

33. Pilot: Evaluation—Lessons Learned “A mistake is a Buddhist gift.” Learn from it • Seek criticism • Pilot user evaluations • Review evaluations and make changes

34. Implementation • Extending the pilot • Following a plan • Meeting of the minds (Managers and decision makers) • Meeting of the minds—the sequel • Questions

35. Implementation: Extending the Pilot • Management “buy in” • Create a DMS roll out plan • Start a revolution • Add another department or user group • Train your help desk

36. Implementation: Follow the Plan • Be flexible with the design • Stick to your guns

37. Implementation: Meeting of the Minds—Managers and Decision Makers • Discuss and define DMS • Performs needs analysis • Customization of libraries

38. Implementation: Meeting of the Minds—“the Sequel” • Review DMS • How do they envision their library? • Needs of the department • Libraries needed • Lookup tables • Spelling and naming count • Assigning librarians • Groups • Defining new document types • Writing policies and procedures

39. Implementation: Questions • 5 minutes, please

40. Training • Building a training system • Training the masses

41. Training within the current GroupWise system The setup Pros Cons A stand-alone training system The setup Pros Cons Training: Building a Training System

42. Training: Training the Masses • Administrators • DMS resources • Document Management with GroupWise 5.5—Danita Zanre • Training Manuals—Write me—Gregg@Hinchmanconsulting.com • Librarians • Help desk personnel • End users

43. Maintenance • Archiving/deleting documents • Scheduled procedures • Daily • Weekly • Fixing problems

44. Maintenance: Please Do Not… • Delete and recreate your NGWGUARD.DB • Archive documents • Mix documents from different libraries into a single document storage area

45. Summary • DMS limits • Recommendations • Questions summary

46. Summary: DMS Limits • Theoretical limits • 4 billion documents per library • 255 libraries per post office • Real-world limitations • Speed of backup software • Time spent indexing • Maintenance summary

47. Summary: Recommendations • Use dedicated DMS post office • Spend the time and money to train your users • Create policies and guidance documents for DMS • Stick with the real world limits to ensure manageability • Be flexible in design, but rigid in implementation