Presentation about Enovation Solution's Project Collaboration Portal solution using Alfresco, presented at a breakfast briefing at The Clarion, IFSC, Dublin 1 on 27th March 2012.

1. Enovation Solutions Ltd
The Friary, Bow Street, Dublin 7
www.enovation.ie
Introduction to Enovation‟s
Project Collaboration Portal
delivering a complete
solution

2. Today‟s Agenda
 Introduce the Project Collaboration Portal
 About Enovation Solutions
 Explain the solution Ciaran Walsh
 Demo how it works Ciaran Walsh
 RCSI case study Luke Feeney
Q & A

3. Enovation Solutions
 Irish Solutions Integrator
 2000 founded by our current management team
 Deliver complex projects through the provision
of on-site professional expertise
 2003 – adopted Open Source products
 2012 market leader having built significant
expertise in large scale project delivery across
• eLearning,
• Document Management and
• Content Management solutions

4. Enovation Solutions – Our Capabilities
 Development & Support of Open Source products
for
• Training and Education sectors
– Moodle, Mahara, Drupal …
– Moodle Partners in Ireland and France
• Document and Content Management
– Alfresco, Drupal
 Web Hosting (either outsourced / on-site managed)
 Application Support
 Customisation Integration Training
 Consultancy – Product/Tool Selection, Solution
Design

5. Enovation Solutions – Our Expertise
 Strong relevant experience of Java Technology
 The largest dedicated team working on Open
Source Technology Solutions in Ireland
• Qualified professionals,
• Active contributors to open source
 Unique in Ireland in terms of the breath of
applications we support
 Personal commitment from Enovation Directors to
the quality of software we deliver

6. Enovation Solutions – Our People
 Implementation skills & experience of the delivery
management Team
 Key delivery roles
• Technical PM
• Technical Lead
• IT Manager
 Common denominator, all
• Passionate about software development
• Active contributors to blogs & forums
• Research and advise on new technologies
• With Enovation for at least 5 years

7. Enovation Solutions – Our Clients
 Clients in Ireland, UK, France, Belgium, Spain, Switzerland,
US
 100+ Moodle clients & elearning solutions (100,000 active
users)
• Aer Lingus Ryanair VHI
• GAA RCSI PaddyPower
• A&L Goodbody FAS TCD
• DCU Garda Síochána (Irish Police)
• CEPOL – European Police Training College (UK)
• International Trade Commission (UN – Geneva)
• World Customs Org.(Brussels)
 Alfresco Clients
• RCSI Three Irl Meath CoCo TCD „Cromwell Letters‟
 Professional Services (a representative sample)
• Dublin Airport Authority Bank of Ireland Group Allied Irish Bank
• Aviva KPMG Spencer Stuart

8. The Project Collaboration Portal

9. Why Projects Collaborate
 A project‟s success – excellent communication and
collaboration between teams & stakeholders
 Type of collaboration & communication
• Review plans, M.I. and reports
• Make documents available for review by a secure user
group – authorised personnel
• Give limited read / write access
• Store and back up for a defined period (may be
dictated by legislation)
• May need some integration with other systems.
• Adhere to security, compliance, regulatory and privacy
requirements of the sector inline with business or
project specifics

10. Pillars of Enterprise Content Management
ECM – the term to describe a formalized means of
organizing and storing a project or organisation’s
documents and other content
 Why?
• Governance
• Retention
• Compliance
• Email / Audit Trail / Traceability
• Any business decision
• Uniquely identified records / documents

11. Combining Project and ECM
Project –
Stakeholders & A
teams Collaboration
L
working together F Governance
R
Communicate E
Document store
Share
S Retention
C
Information O Uniquely identify
Delivery success

12. Implementing the
Project Collaboration Solution


13. Why Choose Alfresco?
 Open source alternative for Enterprise Content
and Document management (ECM)
 Alfresco Community Edition (Free)
 Personalised by project
 Extended services including
• Integration
• Workflow
• Rules & actions
• Migrations
• Theming

14. Gartner Report Magic Quadrant 2010 for ECM
Analysis of Alfresco
Strengths Weaknesses
 Global traction (55 countries)  Technical competence
 Increases penetration in required to manage the
enterprise customers implementation
 Stable platform for social and
ECMs  Potential costs of
 Strong in standards (CMIS) & implementation and
integrations (Drupal, Joomla, development may negate the
Google docs, and Lotus) lower cost of entry
 Alternative to Sharepoint,  Relies on integrators with ERP
Documentum
 Single server, Total cost of and CRM systems
ownership
We address these weaknesses by offering a complete
End2End solution to an open source ECM package

15. Why Enovation‟s Solution
offering
 Rapid Deployment
 Full outsourced managed environment (On or Off
site)
 Limited need for in-house IT resources
 Depending on functionality – site can be up and
running within a matter of days/weeks
 Low cost – high capability
 Training provided
 Advice & workshops on implementation
Ultimately a cost effective easy to implement
solution

16. Managed Hosting means
 System is hosted in Enovation‟s managed cloud
hosting environment or on equipment hosted in
client site
 Cloud environment supports rapid deployment and
flexible server capacity
 Server is monitored, secure, patched and backed
up
 Application software is maintained
 An issue tracking system is utilised with reports on
support usage

17. Project Collaboration Portal
Ciaran Walsh

18. The Problem
 I can‟t find the information I need!
• Project documentation distributed across multiple locations
 Which document is the right one?
• Multiple (often conflicting) versions of documents sent via email
 Why was this change made?
• No way to capture decision processes or discussions
 I can‟t easily share info and collaborate with my
team and other project stakeholders!
• Especially with virtual teams and inter-organisation projects

19. The Answer:
Project Collaboration Portal
 Shared Document Library with Access Controls
 Document Version Control and Version History
 Document Comments and Project Discussions
 Document Searching and Tagging
 Review and Approve Documents using Workflows
 Project Data Lists, Calendars, Blogs and Wikis
 Integrates with Microsoft Office and/or Google Docs
 Email Integration
 Available Anywhere Anytime

20. Shared Document Library
 Shared Document Library for all project
documentation
 Single location where everyone can find the
definitive versions of documents
 Access controls to manage who can upload,
change, and read documents
 Preview of document contents in the web
browser

21. Version Control and Version History
 Document Locking ensures only one user can
edit a document at a time, preventing conflicting
changes
 View current and all previous versions of a
document using the document‟s Version History
 Revert to an older version of a document if
necessary

22. Document Comments and
Project Discussions
 Capture the discussions and feedback around
document changes using threaded comments
attached to the document
 Document the decision making processes and
other conversations using general project
discussions

23. Document Searching and Tagging
 Search for the information you need using Full
Text Search of the contents of Microsoft Office,
Open Office, and PDF documents
 Tag documents by subject area or other
classification relevant to your project
 Browse the Document Library for any content
classified by specific tags

24. Review and Approval Worfklows
 Assign documents to a user for their review and
approval
 Group approvals and user pools are also
supported
 Workflow dashboard shows all your assigned
tasks

25. Data Lists, Calendars,
Blogs and Wikis
 Track To-Do lists and Agenda items using Data
Lists
 Share important dates and events with the
project team in the Calendar
 Share project updates and other news in the
Blog
 Collaboratively document and share relevant
project information in the Wiki

26. Microsoft Office & Google Docs
 View documents and upload new versions
directly from Microsoft Office programs using the
SharePoint protocol
 Edit documents directly in the web browser
using Google Docs integration – no additional
software required on your PC

27. Email Integration
 Store project emails in the Document Library
from Outlook and other email clients
 Use email aliases for folders in the Document
Library to automatically capture email
conversations
 Notify team members by email of new or
amended documents in the Document Library

28. Available Anywhere Anytime
 Accessible to all project team members via a
web browser anywhere they have Internet
access
 Available at any time
 Securely hosted and maintained on Enovation‟s
proven hosting infrastructure

29. Advanced Customisations
 Complex document library permissions
 Advanced workflow definitions
 Integration with Active Directory/LDAP user
accounts
 Customised Themes

30. Examples from our Clients
RCSI – Luke will describe
Three Ireland
Meath County Council
Trinity College Dublin – Cromwell‟s Letter
Project

31. Three Ireland –
National Broadband Scheme
 Repository for sharing documents between
Three Ireland and the Department of
Communications, Energy and Natural
Resources (DCENR)
 Documents relate to reporting on the
implementation and rollout of the National
Broadband Scheme
 Review and approval workflows implemented
including email notifications and reminders

32. Meath County Council – N2
Bypass
 Collaboration site for the N2 Bypass planning
process, hosted on servers in MCC, managed
by us remotely
 External experts invited to site, contribute their
relevant documents
 Additional training for MCC staff to support local
admins
 MCC have created other collaboration sites for
internal use only for specific projects

33. TCD History Department –
Cromwell‟s Letters
 Collaboration site set up for the Cromwell‟s
Letters project, hosted on Enovation‟s cloud
hosting infrastructure
 Users from TCD, Cambridge, other locations in
the UK and USA
 Custom permissions implemented in the
Document Library to reflect the division of labour
between the researchers
 Workflow used for review/approval process

34. Enovation Solutions Ltd
The Friary, Bow Street, Dublin 7
www.enovation.ie
Solution Demonstration
Ciaran Walsh
delivering a complete
solution

35. Enovation Solutions Ltd
The Friary, Bow Street, Dublin 7
www.enovation.ie
RCSI‟s Experience
Luke Feeney
delivering a complete
solution

36. RCSI Case Study
Luke Feeney, RCSI

37. How do we use technology?
 Online learning portal - Moodle
 Professional ePortfolio - Mahara
 Online Secure Document Management - Alfresco
 Online CRM - Sugar CRM
 Flash based e-learning - Articulate & iSpring

38. The Challenge
 Share/access  Staff
 Secure  Clients
Document control
Bahrain
Dubai
Jordan

39. global collaboration

40. always on
RCSI Institute of Leadership: Developing blended learning... Slide 40

41. Building solid
foundations

42. embedded
into our operations
& our culture…
RCSI Institute of Leadership: Developing blended learning... Slide 42

43. The Solution -
? Selection process
? Why Alfresco
? Why Enovation…

44. Collaboration
Communicate  Shared document library
 Secure & managed
 No emailing of documents
Collaborate  Version control
 Protected managed
Create process

45. Compelling advantage…
Example: Accreditation:
 Convinced external
reviewers to move to
paperless process.
 Dedicated secure area for
each reviewer with all
relevant documents.
 Short “User Manual” for
each reviewer developed by
RCSI

46. Implementation
 Working with Enovation
 Consultancy
 Deployment
 Training
 Speed of implementation

47. Our next steps?
Crawl, walk, run
Workflow for
Integration with Moodle
Leverage potential of Alfresco

48. Any questions

49. Enovation Solutions Ltd
The Friary, Bow Street, Dublin 7
www.enovation.ie
Questions & Answers
delivering a complete
solution