Slides from a presentation to Toronto Wiki Tuesday on June 1st, 2010

1. Using Wikis with Enterprise Content and Process Management Sandy Kemsley www.column2.com @skemsley

2. Or...The Wiki/ECM/BPM Debate

3. About Me Enterprise process and content stuff ECM/BPM since…whoa, that long? Papers on BPM and social software Social media maven Five+ years of blogging (column2.com) “The Hungry Geek” at IgniteTO (bit.ly/HungryGeek) I’m tweeting this (@skemsley)

4. Decisions, Decisions

5. But In Reality...

6. Content:Wikis and ECM

7. Content Management Features ECM Document-focused Document lifecycle, records & retention mgmt Fine-grained security Pre-defined structure and taxonomy Check in/out & versioning Wiki Not restricted to document format Collaborative creation Coarse-grained security User-created taxonomy Interactive editing with history and rollbacks

8. Selection Philosophies ECM Default Use wikis for pure content that requires no level of security and maximum levels of accessibility. Use ECM for everything else. Wiki Default Use wikis for all internal content by default, unless specific factors dictate the use of ECM.

9. When To Use A Wiki Created by multiple authors Accessible to a wide, internal-only audience Frequent updating with revision tracking, but no approval or versioning

10. When To Use ECM External origin/participants Only exists as a document, e.g., PDF Requires precisely-formatted print-ready version Requires versioning Requires fine-grained security control Requires records/retention management

11. Wiki-to-ECM Transition Initial collaborative content in wiki for brainstorming Reformat and check in to ECM as version 1 of controlled document May continue discussion in wiki with link to document in ECM

12. Process:Wikis and BPM

13. Process Management Features BPM (and ECM) Predefined structured process Does not require content Includes human and automated tasks Complex branching, rules and event handling Analytics and KPIs Wiki Wiki to manage a process Case management Project management Documentation trail of manual process Add-ons to manage wiki content lifecycle: Wiki content approval Ad hoc human task management

14. The Line Blurs BPM gets more unstructured: Ad hoc process definition Adaptive case management Wiki workflow gets more structured: Predefined workflows Content lifecycle management Unstructured human workflow may be done successfully in either

15. Wiki/ECM/BPM:All Together Now Use case: Insurance claims Faxed-in claim reports and customer-facing documents in ECM to manage retention and security Pre-defined structured claims processes in BPM to meet regulations Claims exceptions using collaboration capabilities in BPM Claims best practices and tips in wiki, updated by claims staff

16. Summary Clear use cases exist for each of wikis, ECM and BPM Large overlap between wikis and ECM for internal content Large overlap between wikis and BPM for unstructured processes

17. Questions? Sandy Kemsley www.column2.com @skemsley