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Three Keys to Accelerating Document Collaboration, Review, and Approval Paul Wlodarczyk VP, Solutions and Services May 22, 2007
[object Object],Issue: Document Volumes Increasing
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Collaborative  Authoring and Review
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Requirements for  Collaborative Authoring and Review
[object Object],[object Object],[object Object],[object Object],[object Object],Common Approaches  to Collaboration Technology
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Common Approaches  to Collaboration Technology
Example 1: Proposal Response  ,[object Object],Response Manager Integrates SME responses into a single Proposal  document 1 Response Team Receives RFP Response Manager Sends RFP to various  experts for authoring portions of the response Subject Matter Experts Craft their portions of the response. Content reused through Copy / Paste, or re-written.  2 4 3 5 Response Manager Sends Proposal out for  Review and Approval Reviewers / Approval Authorities Comment or Sign-off.  Several iterations required for sign-off 6 Response Manager Coordinates feedback from reviewers,  maintains master Proposal document 7 8 Response Manager Sends Proposal to Prospective Customer
Example 2: Datasheets  ,[object Object],Tech Pubs Editor Reviews Format, Style, Grammar Publish  to Web, CD, Print Archive Engineering Drawings / CAD Design Specifications Marketing Input Product Manager Reviews Technical Accuracy Application Engineer Creates Datasheet by copying / pasting from  Engineering Artifacts Document Control Archives Approved Datasheet 1 2 3 4 5 Product Development Tech Pubs Doc Control Publishing
Example 3: Policy Authoring  ,[object Object],1 Policy Manager Receives policy change request Policy Manager Copies latest text from system of record and sends change to policy analyst Policy Analyst Makes draft changes, sends to Legal and HR for Review  2 3 Legal HR Legal and HR Wrangle content changes, reach agreement on final content  4 Policy Analyst Submits approved changes to publishing team 5 Publish updated manual  to Web, CD, Print 6 Publishing Publishing Specialist Copies change to update master document in desktop publishing system  HR  reviews and approves / rejects changes to master documents 7 8 Managers and Employees  refer to updated policies and procedures (hopefully…). 9 Policies
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Quality Limitations of  “Whole Document” C o l l a b o r a t i o n
[object Object],[object Object],[object Object],[object Object],[object Object],Cycle Time Limitations of  “whole document” Collaboration
[object Object],[object Object],[object Object],Costs of  “whole document” Collaboration
[object Object],[object Object],[object Object],3 Keys to  Accelerating Collaboration
Example 1: Proposal Response  ,[object Object],Response Manager Assembles master Proposal  Document  by reference  to SME topics 1 Response Team Receives RFP Response Manager Sends RFP sections to various experts for authoring portions of the response Subject Matter Experts Craft their portions of the response as  XML topics.  Content reused through content management. SME responses stored in CMS for future reuse. 2 4 3 Response Manager Sends Proposal  Topics   for Review and Approval as they are completed Reviewers / Approval Authorities Comment or Sign-off on the  topics  they are responsible for.  Several iterations may be required for sign-off. 6 Response Manager Monitors progress through workflow. Notified when final topic is approved – then proposal is complete. 7 8 Response Manager Sends Proposal to Prospective Customer Content Management Workflow Workflow 5
Example 2: Datasheets ,[object Object],Content Management Product Manager Reviews / Approves content changes Application Engineer assembles datasheet with  references  to validated engineering content Demand Publish CD, Print from  Latest PDF 1 2 Tech Pubs Editor Reviews changes for style,  Releases for Publishing 3 5a Workflow Engineering Data 4 Automated publishing tools  format / transform approved XML and art into web pages, PDF  Push new  content to Web  5b Product Development Tech Pubs Publishing XML Publishing Specifications Marketing Input As content topics are created / approved, they are stored in the CMS. Some content is referenced from other enterprise systems. Drawings /  models
Example 3: Policies ,[object Object],1 Policy Analyst, HR and Legal Collaborate through workflow on the revision.  A complete audit trail is maintained of changes.  Approval is to content, not documents  2 Workflow  Triggers a publishing process once the final approval is entered in the system Content Management Workflow 3 Policy Manager receives policy change request, Initiates a policy revision workflow with Legal, HR, and a Policy Analyst Legal HR Analyst Automated publishing tools  format / transform approved XML into web pages, PDF  XML Publishing Auto-publish latest manual content  to Web.  CD and Print versions are updated periodically, but only if required. 4 Managers and Employees  refer to updated policies and procedures on the web site.  Hardcopy updates are minimized and only maintained as necessary. Workflow systems can track Read / Update Notification Acknowledgements for Compliance Tracking.  5 Workflow
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Recap: Benefits of Topic Oriented Collaboration
[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],How can I get started?
What collaboration  technologies can JustSystems provide? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Poll:  Current Collaboration Projects ,[object Object],[object Object],[object Object],[object Object],[object Object]

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Three Keys to Accelerating Enterprise Collaboration

  • 1. Three Keys to Accelerating Document Collaboration, Review, and Approval Paul Wlodarczyk VP, Solutions and Services May 22, 2007
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