Transcript Your Presentation Title Crescendo • October 2003

Multi-Site Strategies
for
Intranets & Extranets
by
Mark Heindselman
[email protected]
Emerson Process Management
Fisher Valve Division
KMWorld 2005
Session: E105
November 15, 2005
Agenda
• Who is Emerson Process Management, Fisher
Controls, Stellent Inc. & Transcend Software?
• What is eDocs
• Who is Micro Motion and What is SAMI
• Multi – Site Strategy for Micro Motion – SAMI 2
• Benefits of a Multi-Site Strategy for Micro Motion
• Wrap & Questions
Who is
Emerson Process Management
• Is one of the 8 major brands within
Emerson Electric - EMR
• 12 major divisions
• Major product lines serving the
process industries: Analytical &
Measurement Instrumentation, Control
Valves, Process Control &
Management Systems, and
Maintenance & Optimization Software
• Global sales of $4.2B
Who is
Fisher Controls
• The leading control valve company in the
world
– Over $790M in sales
– 4700 employees and 250 sales offices
– 12 manufacturing plants
• Products: control valves, actuators, and digital
valve controllers to the power, oil & gas,
petrochemical, chemical, pulp & paper, food
and pharmaceutical industries.
• Acquired by Emerson in 1992
Stellent Inc.
Our Content Management Software Supplier
• $120M Minnesota based firm
• Started in the mid 1990’s
• In the leader section of the Gartner
magic quadrant and Forrester wave
reports on content management
• Universal Content Server is it’s
primary product to manage
documents, content and other
objects
Transcend Software Inc.
Our content management implementation partner
•
Transcend Software, Inc. - the
technology division of Midland
Information Resources
•
A Stellent VAR & Systems Integrator
–
Have been with Stellent 6+ years
–
Helped Stellent establish their
channel partner program
•
2002 Stellent Outstanding Leadership
Award
•
Fisher’s Content Management
Implementation Partner since 2001
eDocs
• Electronic DOCumentation System
• eDocs is a Web-based application used to manage,
control, automatically publish, and provide retrieval
and access to documentation, content, applications,
and web sites in conjunction with Fisher’s internal
web, FishWeb.
eDocs
• Multiple servers
• Managing over 750,000 pieces of unique content
• Over 150 applications
• Managing web content – parts, pages & sites,
reports, scanned images, digital media, documents
from over 50 different formats
Who Uses eDocs
• Valve Div.
•
Emerson Process Group
• Micro Motion
•
Rosemount
• Process Systems
•
Regulators
•
I&VS
•
Power & Water Solutions
•
Asset Optimization
• VAD
• Flow Computer Div.
Functional Areas Using eDocs
• Engineering
• HR
• Manufacturing
• Finance
• Quality
• Education
• Research
• Purchasing
• Applications Engineering
• Traffic / Logistics
• Sales
• Information Center
• Marketing
• IT
• Tech Pubs
• and more
How is eDocs Used
• Document Management – word, .pdf, powerpoint,
jpg, gif, excel, framemaker, html, audio, video, .exe
• Report Management – reports generated from
databases from mainframe or other systems
• Scanned Content – fulltext or image only
• Web Content – components of web pages, web
pages and entire or partial web sites – intranets /
extranets / public web sites
How is eDocs Used - Kinds of
Information
•
Sales Literature
•
Forms – Static & Active
•
Presentations
•
Certifications
•
Policies / Procedures
•
Work Procedures
•
Manuals
•
Announcements
•
Standards
•
Forms – Static & Active
•
Drawings
•
•
Pictures
Approval Processes using
workflow
•
Training Materials
•
•
Complete applications using the
entire set of features of the ECM
Email
•
•
And many many more
Knowledge bases
SAMI 2
Sales and Marketing Intranet
for
Who is
Micro Motion
• One of the divisions of
Emerson Process
Management based in
Boulder, Colorado
• The market leader in coriolis
mass flowmeter technology
Information Overload & Information
Management Overload
SAMI 2 Charter
•
Purpose Statement:
– The goal of this team is “solve the SAMI problem.” This has many
facets, but ultimately means determining the platform for shared
intranet communications to global field sales as well as shared
internal communications within marketing. It includes creating the
site map/structure with a user-friendly interface and populating the
new SAMI with “clean” data.
•
Replacement for a platform that was no longer going to be supported –
Lotus Notes
•
Goal: One location to store and find documents needed by global sales,
service and marketing teams
•
Success measured by improved customer (internal) satisfaction
– ie. increased use of SAMI, reduction of shared drive files, reduced
complaints
SAMI2 Project Duration
• Time Frame:
– Start Point: Mar. 26, team formation, weekly meetings
– June 1:
• Platform chosen
– Aug. 30:
• Information transferred to SAMI2
• Front-end design complete for SAMI 2
– Sept. 2-18: Initial Training/Testing
– End Point: Sept. 30: Launch & Training
SAMI 2 Current Knowledge
• Feedback from customers:
– SAMI is absolutely necessary to share information between
marketing and sales
– Too many sources of information (F drive, SAMI, Sales
Intranet, Marketing Intranet, SAMI DMZ), making it hard to
find anything or determine what is the latest/correct version
– SAMI not organized well and not easy to use
– Search tool on SAMI doesn’t work well
– Must download huge files without a thumbnail or way to
know if it’s what you need first
– Based on LOTUS Notes so difficult to post docs and
impossible to cross-link them
– Not used internationally until DMZ launched a few months
ago
SAMI 2 Customer Needs
• Customers:
– Global sales and marketing teams
• Needs:
– One location to store and find documents needed by global
sales and marketing teams; including an area password
protected for marketing items that are not ready for public
distribution by sales
• Supports corp./dept. strategies:
– Improves ability to share information between sales &
marketing
– Reduces wasted time searching for files
– Ensures correct information is provided to customers
SAMI Usage Survey Results
If you could improve SAMI what would you change?
– “Quicker connection”
– “Easier to use”
– “More organized”
– “Categorize information better”
– “Better search engine”
– “Ability to preview documents without having to
scroll to the bottom”
– “Quality of scanned documents are very poor”
– “Post product data sheets as soon as possible”
SAMI Usage Survey Results
Please rank in order of importance to your usage?
1
Application Information
2
Product Info
3
Competitive Data
4
Sales Tools Link
5
Certifications
6
News/Latest Info
7
Other
SAMI 2 Scope
•
Included:
– Includes creating 1 location for content currently on SAMI,
Marketing Intranet, Sales Intranet and F drive
– Includes platform, moving documentation, new posting procedures
– Includes design of front-end user-friendly interface
– Includes training users (sales & marketing)
– Includes determining how to replicate on European servers
– Process to add new users/passwords
•
Boundaries:
– Does not include other intranet sites or departments
– Only MMI, does not include Flow or other Emerson divisions
– System will still require uploaders to properly tag files and maintain
them in a current state
SAMI 2 Requirements
Musts
Wants
Ease-of-use interface
(customizable
dashboards preferred)
1. Speed and thumbnails
9
2. Access privileges: restrictable
& admin. Granted
9
Cross-linking
3. Expiration reminder
Weight
9
4. Subscriptions/notification of
updates
9
Easy to post
5. Draft vs. published areas &
revision histories
1
Intl/outside LAN access
6. Transportable to PartnerNet in
future
1
7. iORA interfaces with it
3
8. PDA access
3
Search by content & meta
tags
Links to Opal, PlantWeb,
PPT library, etc.
SAMI 2 Design
•
Easy to use interface (Web-like); documents cross-linked to numerous
categories
•
Meta tag and text searches
•
PDF thumbnails of documents
•
Subscription ability
•
Security levels
•
Consolidates shared drive, Sales Intranet, Marketing Intranet
•
System to archive documents and find the latest document
•
Correct info to customers (latest info, internal/external clearly marked)
•
One server instead of three for storing the same document
•
Share best-practices & wins globally (encourage Sales to post)
SAMI 2 Platform Determination
•
LOTUS - Doesn’t meet our needs & being phased out
•
MMI Intranet structure - Doesn’t meet our needs
•
HTML - Doesn’t meet our needs
•
XML - Doesn’t meet our needs
•
eDocs
•
•
•
–
Pros: Meets our needs the best by far; off-the-shelf so minimal support needed; on
European servers; becoming widely used in Emerson; can use Emerson license; being
tested for MMI technical documentation
–
Cons: Dashboard tool must be purchased separately
SharePoint
–
Pros: Somewhat meets our needs; off-the-shelf so minimal support needed; on European
servers; Dashboard tool
–
Cons: Not as robust as eDocs; works best on Windows2000
Matrix One
–
Pros: Minimally meets our needs; being used in MMI manufacturing
–
Cons: Very hard fit into our requirements, anticipate big problems with this tool
EPM Best Practices: L.A. Intranet - No. All posting thru 1 person
– PlantWeb “preview” -No. They create each of these manually
•
Custom - Too costly and undependable to roll out Intl and get tech support
SAMI 2 Open Issues
• Posting open to all users?
• How to manage correct cataloging of content?
Funnel through 1-2 people/world area?
• Multi-lingual
• Interface in multiple languages?
Current SAMI Publishing Process
•
We use a Stellent based publishing technology called Content
Publisher
– Template based layout for site creation – allows us to identify
what functions and content goes where on the site and can also
have multiple layouts in the same site
– Provides the ability to publish content on a scheduled basis and to
multiple sites and servers
– Provides fully integrated security based upon groups and
matching rolls
–
–
–
–
Context sensitive content contribution
Fulltext and metadata based searching
Subscription notification
Can publish the Site to a CD as well
Industry Level Page
Internal SAMI2 Web Site - Asia
Internal SAMI2 Web Site
Internal SAMI2 Web Site - Europe
Document is checked
into Content Server
External SAMI2 Web site –
requires login authentication
Micro Motion Public Web Site
SAMI 2 Overview
Year
Month
2002
2003
J F M A M J J A S O N D J F M A M J
SAMI 2 Actual
Plan
Legend
Requirements
Development
Pilot
Go Live
SAMI 2 Design (MOST REQUIREMENTS MET)
•
Easy to use interface (Web-like); documents cross-linked to numerous
categories
•
Meta tag and text searches
•
PDF thumbnails of documents
•
Subscription ability
•
Security levels
•
Consolidates shared drive, Sales Intranet, Marketing Intranet
•
System to archive documents and find the latest document
•
Correct info to customers (latest info, internal/external clearly marked)
•
One server instead of three for storing the same document
•
Share best-practices & wins globally (encourage Sales to post)
Benefits of the Multi – Site Strategy for
Micro Motion SAMI
•
All content is managed and stored with one process. (HUGE)
•
No additional work is needed to publish or maintain other world areas and
extranet sites.
•
Replaced technology that was not going to be supported and allowed the
cost for this support to be dropped - $10K py
•
Significantly improved functionality of the site and find ability of the
information
•
Extranet site is secure and contains the same information that the
intranet site does
•
Provided some measure of integration between the Micro Motion PDM
system and this process so uploads are smoother and less time
consuming
•
Over 10000 documents managed in this process more than double of the
old site – Annual cost savings of over $20K py just in managing websites
•
One headcount reduction $60K py
•
Large increase in use of content and literature by world area users and
customers
•
Same content can be leveraged for public website use also
•
Provides integration to other applications
ROI For Multi – Site Management
• BENEFITS
– Support for Notes
• COSTS
10K
– Less time to manage 20K
web sites
– Less time to manage 10K
content in PDM
– Head count
reduction
– TOTAL
60K
100K
• 40% INCREASE IN
PRODUCT LITERATURE
FROM PUBLIC WEBSITE
– Development
40K
– Content Migration
5K
– PDM Modification
5K
– TOTAL
50K
Recognition Within Micro Motion
• The Application and It’s
Owner, Karen Mackenzie,
are up for the President's
Award for Innovation SAMI and STF ... "being able
to do business tasks in new
and better way"
Wrap Up and Questions
• Multi – Site Strategies do
work
• They take extra planning
and work up front
• They provide very real
and tangible benefits
• Content management can
be a technology that can
help you RUN the
business while you
CHANGE the business!
Mark Heindselman
Emerson Process Management
[email protected]
641 754-3161