Best Practices for Enterprise Content Management Vendor Selection and Implementation

Kenneth Chin Karen Shegda

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Thank you for joining this Gartner webinar. Today's topic is Best Practices for Enterprise Content Management Vendor Selection and Implementation "
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Best Practices for Enterprise Content Management Vendor Selection and Implementation
Kenneth Chin Karen Shegda

What Do Organizations Expect to Spend Manage Your ECM Project Wisely

36% of organizations surveyed spent more than $500,000 for ECM in 2009
$5 million or more: 7%
Less than $50,000: $50,000 to less 5% than $100,000: 11%

$1 million to less than $5 million: 15%

$100,000 to less than $250,000: 17%

$500,000 to less than $1 million: 14%

More than 40% of enterprises underestimate process and organization issues.

More than 50% of large ECM projects will fail if fewer than six months is spent on planning and vendor selection.

$250,000 to less than $500,000: 17%

Key Issues
1. What key market trends are changing the landscape of content management? 2. Which are the leading ECM vendors and of what pitfalls and promises must customers beware with each? 3. How can organizations successfully deploy content management across the enterprise?

Key Issues
1. What key market trends are changing the landscape of content management? 2. Which are the leading ECM vendors and of what pitfalls and promises must customers beware with each? 3. How can organizations successfully deploy content management across the enterprise?

Enterprise Content Management Product, Architecture or Framework?

Dynamic Content
DAM E-Forms

Document Management Basic Content Services

Document Collaboration

Web Content Management

Workflow Enterprise Content Management

Infrastructure/Applications
Records Management E-Mail Archiving Imaging

Document Archiving

Fixed Content
Core ECM suite component Extended functionality

Plan Now for the Next Wave in ECM

Maturity of ECM grows in the enterprise ECM becomes part of the infrastructure Adoption of Microsoft SharePoint Disruptive market influence. Convergence of ECM and BPM Compliance and information retention gets higher profile at the C-level. Web 2.0 and mobile technologies driven by user expectations. Alternative delivery models gain increased interest

Key Issues
1. What key market trends are changing the landscape of content management? 2. Which are the leading ECM vendors and of what pitfalls and promises must customers beware with each? 3. How can organizations successfully deploy content management across the enterprise?

Magic Quadrant for Enterprise Content Management, 2009

Critical Capabilities for ECM Platforms

Source: "Critical Capabilities for Enterprise Content Management Platforms" October 2009, ID:G00170702

Microsoft SharePoints Role in Your Enterprise

Team Collaboration
Team sites, task management, wikis, blogs, discussions and profiles Document library services (version control, document-level security, enforced check-out)

Before You Take the Plunge Map SharePoint's functional maturity to your requirements

Content Management
Solid BCS, but not full ECM Federated search Some process capabilities but not extensive WCM suited for existing SharePoint customers, especially for intranets Immature as a CEVA foundation

Portal
Horizontal portal best for B2E Limited portal interoperability

Participant Poll #1 How is Microsoft SharePoint deployed for content management in your enterprise?
- As an Departmental solution - Integrated or deployed along with other ECM systems - As an enterprise platform for ECM applications - Dont use Microsoft SharePoint at all

Please select the option(s) that best fits your situation Responses are confidential

Vendor Evaluation Framework: Strategic vs. Tactical Selection Criteria

Service
- Professional Services - Ongoing Support

Functionality
Document Mgt Imaging Workflow Records Mgt Web Content Mgt Collaboration Platforms Scalability Security Application Dev Usability Manageability Standards

Viability
- Financial - Organizational - Market

Architecture

Vision
- Company - Product - Service

Tactical Strategic

Integration
- Suite - Third-party

Cost
- Initial - Ongoing

Key Issues
1. What key market trends are changing the landscape of content management? 2. Which are the leading ECM vendors and of what pitfalls and promises must customers beware with each? 3. How can organizations successfully deploy content management across the enterprise?

#1 Develop A First Year Plan for ECM

1. Create project oversight team 2. Have a clear project rationale why? 3. Inventory existing applications and vendors 4. Conduct market research 5. Document key business processes 6. Administer document inventories 7. Create document templates and metadata 8. Build and pilot information access methodology. 9. Plan integration and migration strategies 10. Write requirements document and issue RFP 11. Evaluate and select vendors, implementation partners 12. Establish a content governance program

#2 Use Maturity Model to Assess ECM Investment

Phase of Maturity 0 "Nonexistent" Ad hoc Sophisticated Obtain Business Unit Commitment Consolidate Multiple Enterprise Electronic Information Management Platforms & Repositories 1 "Initial" Basics 2 "Developing" Governance 3 "Defined" Consolidate & Integrate 4 "Managed" Unified Vision Establish Competency Center 5 "Optimized" Strategic Deployment

Broaden Electronic Information Management Technologies Deployment Address Growth of Content Implement Basic Content Services

Maturity

Establish Content Governance Framework

Expand Management Of Files

Develop Enterprise Electronic Information Integrate Content and Management Strategy and Business Road map Processes

Innovate and Deploy Contentcentric Applications to Deliver Business Value

Secure Executive Sponsorship

Immature

Participant Poll #2 What maturity level do you see your enterprise today?
Level 1 Initial Level 2 Developing Level 3 Defined Level 4 Managed Level 5 Optimized

Please select the option(s) that best fits your situation Responses are confidential

#3 Project the Cost for ECM

Average per Seat Cost
BCS
$100 $1,200

ECM

Distribution of ECM Project Costs

40% Software 40% Services 20% Infrastructure

Maintenance
Standard
18% 25%

Premium

#4 Perform Due Diligence When Selecting a Systems Integrator

Industry knowledge: The provider should have knowledge of and experience in the organization's business and industry. Experienced implementation team: The team supporting the implementation should have suitable qualifications. Vendor certification: The provider and its staff should be certified by the vendor. Geographic coverage: For multinational organizations, the provider must be able to provide global coverage and local country support. Business processes: The provider should have proven methodologies and tools for project management, for example, implementation processes. Rates: The rates of professional services should compare to industry norms. If not, the provider should be able to explain why. Service-level agreements: Build these into implementation plans

#5 Prioritize Your ECM Projects

Balance the ECM project portfolio to optimize overall return.
Long-duration, limitedtransformation projects. Low-risk/high-reward; short-duration/significant transformation projects. Give these priority Target Portfolio

High Reward Low Low Risk High

Eliminate

B Increasing Value F

Categorize by risk and reward

G D C

Eliminate
High-risk/low-reward Projects.

Consider some of these High-risk/high-reward; low-risk/low-reward Projects.

Increasing Risk

Summary

Develop an ECM strategy for your enterprise Assess the maturity of your enterprise for ECM Use a structured framework for evaluating ECM vendors Develop an ECM implementation roadmap Selecting the right SI partner Prioritize and manage your ECM project portfolio

Related Gartner Research

Five Best Practices for Avoiding ECM Project Failure Karen Shegda (G00169366) Build Your 2009 ECM Project Road Map to Avoid Failure Trend Mark Gilbert (G00166084) First 100 Days: Enterprise Content Management Initiatives Karen Shegda, Kenneth Chin (G00173252) Toolkit: Sample RFP for Enterprise Content Management Karen Shegda, Kenneth Chin (G00166344 ) Magic Quadrant for Enterprise Content Management Toby Bell, Karen Shegda, Kenneth Chin, Mark Gilbert, Mick MacComascaigh (G00170685)

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