Content Management Services Technical Summary

Content starts here

Managing your company's content is not only a tremendous challenge but a necessity as well. With your companies most valuable asset, its intellectual capital spread across your enterprise in intranets, relational databases, file systems and business applications, you may not even know how much intellectual capital your company has or who is using it. There is also a lack of internal policies and procedures creating inconsistencies in how this content is being used across the enterprise. And that makes it a challenge to comply with complex government and regulatory requirements. You are challenged with finding a more efficient, cost-effective way to manage this content.

To successfully manage your enterprise content, you need a content management (CM) solution. But to implement an effective CM solution you must assess technology options, address process changes and overcome user resistance to change. You need to evaluate and deploy Web service-based CM systems that deliver security, efficiency, compliance and end-user acceptance.

HP can help you achieve your content management challenges by providing all your content-related processes – from creation and storage through distribution – in a transparent and integrated way across your enterprise. We'll help you manage all types of content, regardless of format, structure or context. And our Content Management Services will enable your company to access content through either a stand-alone, hosted or managed environment so you can reduce infrastructure costs while maximizing intellectual capital.

Accelerate Business Growth, Reduce Cost, and Mitigate Risk With Content Management

With content management, you can address your company's need to:

• Improve operational efficiencies for business critical content by automating processes and providing the right content to the right people at the right time
• Expedite product marketing data to your global client base
• Create agile business units based on solid information/knowledge
• Share best practices across the enterprise
• Create actionable information from paper and data
• Focus on core competencies, and not on the IT systems supporting them
• Reduce the time to create CM solutions by using experienced CM implementation teams
• Reduce infrastructure costs through server consolidation and centralized content
• Reduce vendor management time by using leveraged CM teams and service environments
• Reduce application lifecycle costs by finding a content solution that requires minimum customization
• Protect customer and employee privacy through secure, integrated, single sign-on approaches
• Eliminate business interruptions by using proven management of upgrades and patches
• Provide the right content “fit” through proven CM assessment processes
• Comply with the laws, standards, and regulations imposed by the government, regulatory bodies or internal policies
• Consistently enforce business rules that ensure the right content is being used independent of relationship, distance, communication infrastructure or language
• Archive content in an automated, inexpensive and readily available way
• Consolidate to reduce your total cost of ownership and vendor-related risks by leveraging the economies of scale resulting from employing a smaller number of larger systems

HP Enterprise Content Management Services

Our Enterprise Content Management Services (ECMS) practice provides the consultation, assessment and/or solutions addressing records, web content, document, image, report, business process, and digital asset management.

Many companies start on a path toward CM by acquiring the software and starting to implement it themselves, only to discover that they have underestimated the challenges involved.

Our ECMS practice can provide assessments to assist you in determining the complexities of planning, implementation and configuration of a CM solution to meet your needs.

ECMS has created a series of approaches to assist you in understanding the requirements to meeting the business need before starting a project. This typically results in a road map that permits the implementation of CM as a program and minimizes the impact on change management.

Content Management Consultation

CM Consultation provides an accelerated, low cost analysis and review of business processes and technical environment required to support a CM initiatives. It provides you with business analytics to transform your current practices around Enterprise Content Management to meet your company's goals.

A CM Consultation uses a Content Management Process Model to assess the current state of content management solutions across your company and to identify content management improvement opportunities.

Using a combination of literature review, questionnaires and interviews, the HP Enterprise Content Management Consultation engagement will provide the following:

• An assessment of the current state of readiness for Content Management within the organization
• Observations and content management recommendations to begin closing the gap toward enterprise content management strategies

Assessments

To properly quantify your existing information environment, either as a stand-alone project or as a precursor to implementation, HP has developed Content Management assessments and consultations. The primary assessment and consultation are listed below, but HP can provide a variety of CM assessments based on a client's specific needs. Other examples would include technology and product assessments focused on enhancing the performance of an existing solution or providing an evaluation of staffing levels associated with future or existing content systems. Based on both qualitative and quantitative approaches, the assessment establishes a road map to identify steps and activities to be taken to reach organizational goals with regards to information and content management.

The deliverables produced as part of the assessment form a base analysis that can be used either as a stand-alone deliverable or as input to a CM implementation.

Enterprise Content Management Assessment Methodology

To assess your intellectual capital and ensure you have all the information you need to map out the best solution, HP:

1. Identifies your information requirements and assets – Working with your business owners and end users, we gain an understanding of all your intellectual capital, including:
   • Important information such as financial data and customer records
   • Content sources such as Web content and scanned documents
   • Content storage locations such as Web servers and CRM or ERP environments
2. Locates and evaluates your information assets – This includes the number of files you have, total size, average file size, file types and number of duplicate files.
3. Maps information to company-specific taxonomies – We'll categorize your information into areas such as communications, corporate administration or legal to provide you insight into the knowledge and expertise contained within your information assets.
4. Cleanse your information sources – Cleansing repositories involves removing duplicates and archiving or deleting information according to your company's retention policies and procedures so you can significantly reduce software licensing and hardware costs.
5. Connect people to the right information

We'll provide you a detailed description of the intellectual capital lifecycle within your company, ensuring that new content is accurately mapped to the correct categories so your company gains the ability to connect business processes and end users get the right information.

Enterprise Information Management Assessment

HP Enterprise Information Management Assessment can help your company develop a strategy for managing information as an essential corporate asset. With more than 25,000 regulations worldwide that govern how companies manage information, reducing the risk of noncompliance is an imperative.

Our assessment methodology can assist you in understanding how well you are managing your information management/compliance activities and identify any gaps.

An HP Enterprise Information Management Assessment enables your company to:

• Address the full complexity of managing information
• Gain an independent view of gaps in your company's information management policies, procedures and technology
• Determine the impact on infrastructure due to compliance
• Reduce risk and liability of noncompliance penalties

The HP Information Management Assessment Project provides:

• An assessment of the current state of structured and unstructured information management within the organization
• A strategic road map of the steps and activities to begin closing the gap toward the desired future state of an unified information strategy
• A value proposition matrix that addresses the goals, benefits and key performance indicators of information management activities, undertaken in support of adherence to the principles of information management and correlates these goals with the appropriate business drivers

The assessment will help you find the answers to the following questions:

• Who creates and uses client enterprise information?
• What type of information does your company have? What file formats? How many files?
• When was the information created? Is it still valuable or is it obsolete? How valuable is it?
• Where do these files reside? Are there duplicate applications with duplicate files?
• Why does your company need to manage your unstructured information? What are its business objectives?

HP Enterprise Information Management Assessment can analyze your company's specific information environment and business objectives, identify a clear picture of its information assets and recommend a solution to meet your information needs. The assessment provides information to allow for:

• More efficient use of your human and capital resources
• Better software selection
• Shorter implementation cycles
• Faster and greater ROI
• Decreased software licensing costs
• Reduced hardware costs
• Lower total cost of ownership

Implementation Services

HP has been very successful in implementing CM solutions for clients. Based on a standard model for best practices and repeatable delivery frameworks, our implementation methodology is applicable across product, application and solution deployments.

The CMS methodology embodies the collective product, implementation and industry expertise of tHP. It represents the ongoing refinement of our rapid deployment delivery model to provide the most efficient and cost-effective implementation of every CM solution.

The CMS methodology arms you with the most current field-tested best practices, development tools and deployment models. You and your partners benefit from the collective expertise these tools and models bring to the solution. The CMS methodology provides easy-to-use templates that speed the project time line, streamline project delivery and facilitate the sharing of best practices.

The CMS methodology is administered using the HP Project Management Methodology that is designed for working in collaborative project environments. Using this project management methodology helps ensure the CMS methodology is incorporated as an integral part of all of your projects. The methodology is flexible and dynamic and is regularly reviewed to make sure that lessons learned from successful projects are incorporated where appropriate. The Project Management Methodology is used by industry-certified project managers, each with many years of content management implementation and operations management experience.

Overview of CM Methodology

The CM methodology is based on four sequential phases that guide the project team from qualification to closure. The phases of every consulting project are as follows:

• Phase 1. Services Selection: Define, scope, propose and close the services
• Phase 2. Services Initiation: Establish project controls and procedures
• Phase 3. Services Delivery: Design, develop and deliver the services solution
• Phase 4. Services Closure: Close the engagement, obtain client reference and leverage reusable content

Each of the four phases is broken down into major activities and process flows. Standardized templates that are extracted and customized for individual projects support phase activities. Within each phase, certain client and delivery team participants take primary responsibility for specific delivery and support activities. In the case of the HP project team; these participants fill the following roles:

• Solution Principal: Works to define the scope of the engagement and provides general oversight and quality management to the client sponsor and stakeholders
• Delivery Manager: Manages the entire HP delivery team, providing ongoing status, change control and deliverables management and frequently performs analysis and documentation activities during engagement delivery
• Solution Architect: Defines and verifies the overall solution approach and manages the other technical resources assigned to the delivery team
• Technical Consultant: Implements the architected solution design, including installation, configuration, development, testing, performance tuning, knowledge transfer or other hands-on activities specific to the project

Incorporating SOA Philosophy Within a CM Environment

When an SOA is put in place with a CM environment, you can realize the following benefits:

• Ease of use because the CM services are integrated with existing and familiar applications, users can more quickly and easily learn and use the solution
• Reduced user license costs because users will be accessing the CM functionality through the Web services, you'll need fewer user licenses
• Broader CM usage because the solution can be shared across business units, geographic zones and with your partner and customers
• Operational improvements can support improved compliance, efficiency, effectiveness and continuity when a CM is integrated with Web services

CM Produces Tangible Results

With our help you can:

• Minimize your regulatory compliance risk by an estimated 30 percent to 50 percent
• Reduce infrastructure costs by 25 percent to 40 percent through server consolidation and a centralized repository
• Increase your use of intellectual capital by 25 percent to 50 percent
• Improve customer service by centralizing your repository of customer profiles and records
• Reduce turnaround and response times by 25 percent to 40 percent
• Reduce time to productivity by 20 percent to 45 percent and the cost of repurposing materials by 25 percent to 50 percent
• Decrease time to market by 30 percent to 40 percent

Choose HP

Deploying content management solutions involves a strategic vision and a tactical implementation methodology. Global organizations needing assistance in developing or refining their approach to these solutions engage with HP for the delivery of technology and deployment services that enable initiatives within and between global organizations to reduce the time and cost of deployment as primary objectives. HP is strategically positioned to deliver best-of-breed services that apply both product and deployment expertise to the strategic business and technology initiatives of clients and partners. The services consist of the following:

• Creation of an enterprise-scale content management foundation for solutions that support clients in the achievement of their business objectives
• Management of content in a trusted, controlled and auditable environment that supports client compliance with regulatory and other practice requirements at any industry, government or agency level
• Delivery of content on an intra- and inter-enterprise scale in support of each link in the business supply chain to facilitate collaboration between vendors, partners and clients
• Integration of robust content management solutions with other strategic initiatives to efficiently and consistently combine structured and unstructured content on an enterprise scale in a trusted form
• Development of innovative ways to present, combine, deliver, acquire, manage and share content that satisfies business requirements and saves client's money and time as consistently as possible
• Archiving strategies and solutions for trusted content in support of the variety of high availability, disaster recovery, near-term and long-term storage and retrieval requirements that businesses face to enforce standards and maintain compliance

With hundreds of content management projects completed worldwide for clients in multiple industries, 25 years experience as a leader in the CM marketplace and over 500 resources dedicated to CM technologies, HP is well positioned to help you achieve your content management goals.

• Download the Content Management Services At-A-Glance PDF, 187K
• Download the Enterprise Report Management Service Fact Sheet PDF, 157K

For more information about what HP Enterprise Services can do for you, submit a business inquiry.