Thursday Oct 27, 2011

Stop Maintaining Documentum and Start Innovating With Oracle WebCenter - Webinar Recap

Thanks to those of you who joined our webinar yesterday. There were lots of great questions and there has been lots of good discussion since. So we wanted to take a few minutes to recap what we covered in the webinar. If you haven’t see it you, you can access it on demand here.

To recap, we focused on a few areas

  • Documentum has not had a strategic direction since the acquisition by EMC
  • Documentum is very costly to maintain. We looked at one customer example where they could reduce their maintenance labor by 93%. This profile has been used to create a Total Cost of Ownership comparison. You can contact your Oracle sales representative to have them sit down with you and work through the spreadsheet with your numbers.
  • Documentum can’t handle the use cases companies are demanding. Web Experience Management, Enterprise Search, Collaboration, and Enterprise Application Integration are non-existent or extremely impaired.

So this all leads to Oracle’s offer: Documentum customers can trade in their Documentum Platform licenses for a 100% trade-in on Oracle WebCenter Content (the credit is good for up to $1 million and cannot be more than 50% of the entire deal). With this offer, customers can evaluate their migration strategy and decide if it makes sense for them to make the move.

We’ve had a tremendous response to the program – folks are already lining up their paperwork to make the switch. Are you ready to Stop Maintaining Documentum and Start Innovating With Oracle WebCenter? Let us know!

Wednesday Oct 26, 2011

Moving From Documentum to WebCenter Content – More Benefits Than You Think

If you haven't already registered, make sure to sign up for our webinar today at 10 AM PDT: Stop Maintaining Documentum and Start Innovating With Oracle WebCenter. Today we have a guest post from our partners at Primitive Logic:

Known benefits of migrating to WebCenter Content include stronger ECM capabilities, superior integration, and a modern authoring experience, in addition to the financial incentives Oracle offers customers to move off Documentum. There are also benefits that might not be as apparent, which we’ll review below.  Many customers are immediately concerned about the cost and effort associated with such a migration.  We agree that migrations can certainly vary on a case by case basis, however, the effort can be managed and executed effectively through a combination of proper planning, assessment, and execution by leveraging automation through scripts and tools provided by companies such as Kapow Software

Primitive Logic has been working with WCM solutions as well as broader ECM technologies for nearly 15 years with a proven methodology and migration framework.  We have helped our customers with their migration efforts in an efficient, predictable, and high value fashion.  The details of how to properly plan and execute a migration from Documentum to WebCenter Content is for another post, but for the time being, let’s assume that the cost and effort for the migration is manageable – are there any other benefits? The answer is a resounding YES.  A migration effort like this presents a myriad of opportunities and possibilities to strengthen and fortify one’s WCM or overall ECM solution.  Following is a discussion of a few of those opportunities:

  • Cleanup.  When was the last time you did an audit to find out how many documents were still being actively accessed or updated?  Do you know which pages on your website are actually being visited or maintained?  Do you even need them?  Are the links from your pages all working or pointing to relevant and current information?  In many cases, enterprises simply don’t know, and there are soft and hard costs associated with redundant, stale or unused content assets.  A migration effort lends itself a perfect opportunity to do a content assessment and triage to “cull the herd”, and move over only the content assets that make sense.  You would be surprised by the amount of content in your existing repository that has not been used for a long period time.  It can also help reveal areas where content is stale that should not be, and help enterprises focus on keeping the right pieces of content fresh and current.  Finally, by taking a complete and thorough look at utilization, the results can provide valuable insight into the effectiveness of the overall Information and Content Architecture, showing the enterprise areas of opportunity to better align with the end-users consuming the information.
  • Process Improvements.  Are the current workflows and business processes governing content creation, management and disposition still effective?  Do they meet the current needs of the enterprise?  When it comes to workflow and document lifecycle based event processing, it’s typically not something that one “migrates”, but rather, you would re-implement them on WebCenter Content.  This begs the question…do you even know what those processes should be?  Do you know the rules around how to treat the different document types and which processes to apply by default? These are questions that a surprising number of enterprises have a difficult time answering, and a migration effort presents, yet again, another opportunity for the organization.  Looking at existing processes might reveal ways to reduce cycle times or enforce governance that did not exist before.  It may also pave the path to implement additional processes to conform with current or upcoming compliance regulations that did not exist when the system was first implemented.  Getting an understanding of the required business processes helps the enterprise make sure it is standardizing where possible and keeping them current based on today’s compliance and regulations.
  • Organizational alignment.  When your content management solution was first implemented, groups, roles, privileges and access control were probably built based on the existing organizational structure at the time.  Again, every situation can vary, but if you are like many enterprises, re-organizations happen and they can happen frequently, leading to new groups, roles, and privileges.  This is most often addressed at the time through mapping, which isn’t always perfect and quite often brittle.  A migration effort provides the opportunity to “get it right”, and Primitive Logic’s extensive experience in this space also enables the enterprise to expect and accommodate future changes so that the security related rules can be aligned with organizational changes.

Please contact us about our FREE half-day Documentum to WebCenter assessment, which typically costs $3200.  We will perform a high level assessment of your existing Documentum environment, and provide you with some initial ideas on how to get to WebCenter Content.  This is an important first step in your planning and decision making process.

Primitive Logic looks forward to working with you to leverage our experience, best practices, and our proven methodology to migrate you from your Documentum platform to WebCenter Content.  Our guidance will help you avoid the pitfalls that can cause project over-runs and missed expectations, and we believe we are the best “guides” in the marketplace to help you navigate through this migration journey.  Please contact Andy Lin, VP of Web Solutions, at or Mike McDermott, VP of Business Development,

Tuesday Oct 25, 2011

Webinar Tomorrow - Stop Maintaining Documentum and Start Innovating With Oracle WebCenter

Join us tomorrow for our webinar - Stop Maintaining Documentum and Start Innovating With Oracle WebCenter. We will cover a number of the reasons customers are looking to move off Documentum including:

Strategic Direction – most of the leaders that made Documentum great in its day have left and the product appears directionless – there have been no major releases for years and there are none in sight

Cost – we will review a number of the factors that make Documentum costly, from administration labor to integration and upgrades to per seat costs. We will examine an example customer and show the comparison of their Documentum costs to their costs using WebCenter

Limited Use Cases – we will review a number of use cases that companies would like to address but they can’t with Documentum – use cases like web publishing, search, application integration and collaboration.

We will also discuss how Oracle WebCenter addresses these issues, and how you can trade-in your licenses, migrate their content, and start cutting costs, raising productivity, and fostering innovation at your organization.

With Oracle WebCenter, you get a single content management infrastructure that is integrated with enterprise applications such as PeopleSoft, E-Business Suite, Siebel and JD Edwards. From this one strategic infrastructure, you can create content driven applications quickly and easily, driving content into your business processes and making them more efficient and collaborative. One cohesive content infrastructure breaks down content silos, and lowers costs by reducing the amount of administrative specialization required to run multiple content management systems. The end result is your organization will be more efficient, more engaged, and a more information driven organization.

Monday Oct 24, 2011

Call Center Costs Cut 75% By Switching From Documentum To Oracle WebCenter

Find out more about Oracle's MoveOff Documentum program, and be sure to register for the webinar on Wednesday October 26th.

Our blog post today comes from George Sokol, who runs Business Development for Fishbowl Solutions, and has 20+ years in the content management industry...

Customers of Documentum will find much to admire and like with regards to Oracle WebCenter Content. Documentum, like many systems with roots in document management, has always been more about content creation rather than content distribution and sharing. In contrast, WebCenter Content was designed for both the distribution of content as well as the creation processes used to develop content.

This is an important difference, as the information locked in content can have value and implications for an organization for many years to come after it has been created. Whether it’s a record of a transaction such as an invoice, research data such as industry statistics, or product feature information by version; the need to access what has been captured and share that information has shown to be of critical importance. In fact, isn’t that part of the whole explosion of the world-wide-web over the last twenty years?

As one of the world’s first, if not the first, 100% web-based content management systems, stemming from its days as Stellent, the origins of today’s WebCenter Content have always been about the distribution and consumption of information. This tenet is part of its very architecture. Based upon a services oriented architecture, before it was even “SOA”, WebCenter Content has proven time and again to be easy to implement, easy to integrate, and even easier to use.

Documentum is an entirely different story. Steeped in its earliest days of managing the creation of complex business documents, customers have consistently complained about the difficulty of both deployment and adoption. This is a key reason why when one hears of an “enterprise” deployment of Documentum, all it typically means is an enterprise license with multiple deployments installed across multiple departments - with little to no interaction between the different sources of information.

With Oracle WebCenter Content, an accounting clerk who needs to check on an invoice from with their financial application, a quality manager looking to write and distribute a new quality procedure, a customer service representative trying to locate a product manual, or a customer searching for help on a company web site, can all be accessing information from the same repository architecture. However, they would be able to do it from within their preferred application, whether it’s from an ERP screen, WebCenter Content’s out-of-the-box browser interface, or even from within the public facing website.

As an example, a few years ago I worked on an opportunity to displace Documentum at a large telecommunications company. This customer had spent over a year in deployment and in excess of seven figures on a simple portal integration to provide alerts, product information, and other company news to their call center operators, and had nothing to show for it except a clunky prototype. Finally frustrated, they decided to look at a solution based upon Content Server, today the core of Oracle WebCenter Content. Within two weeks, we had a working prototype. Within 9 weeks after that, the production server was deployed and integrated with their portal, content was being served to over 13,000 call center operators in two languages, and here’s the best part – a 75% reduction in costs due to their ability to provide a timely first call response! While not every customer will see this type of rapid deployment, this story is not atypical.

Our experience has shown that choosing Oracle WebCenter over Documentum can result in lower costs, easier deployments, far less frustration, and far happier end users.

Fishbowl Solutions is an Oracle WebCenter Specialized partner and has over 10 years experience designing, implementing and supporting enterprise content management and portal systems to customers throughout North America and EMEA.  This includes delivering value-add software components for Oracle WebCenter Content and Portal that help organizations realize additional functionality so that they can maximize their overall investment.

Thursday Oct 20, 2011

Migration Is Not As Hard As You Think! Move To Oracle WebCenter With Kapow Katalyst

Find out more about Oracle's MoveOff Documentum program, and be sure to register for the webinar on Wednesday October 26th. 

We have a guest post today from our partners at Kapow Software. They provide automated migration tools and have created a special offer for customers who are making the move from Documentum to Oracle WebCenter.

Here at Kapow, we are passionate about great technology.  Many of our customers share our passion, but are stymied by the real and artificial barriers to the adoption of the new and exciting apps available today. One of the biggest hurdles is migrating from an old, antiquated app to a modern alternative.  Migrations are perceived as expensive, time consuming and risky. Even when faced with a legacy app that is clearly inferior, difficult to manage and expensive to maintain, the perceived challenges of migration often leave people stuck. For years, we have been helping our customers overcome this challenge with our automated approach. Our automation solution began as collaboration between Kapow our strategic partner Oracle and culminated with our joint Documentum trade-in campaign. Finally, customers will have an easy, automated and risk free path to migrating to Oracle WebCenter’s best in breed technology.  As part of this campaign, Kapow will be offering prospective customers the following: 

  • Free inventory analysis of all existing content and metadata
  • 20% discount on Kapow Katalyst migration subscription 
  • Use of Kapow Katalyst for up to 3 months beyond the migration

Kapow Katalyst has been used by many customers to automate migration to new systems. Again and again our customers are astonished by how easy Kapow Katalyst makes the migration process, and when compared with the manual approach the contrast is stark. Some of the benefits to using Kapow Katalyst to migrate include:

Speed – Katalyst is fast. Our iterative approach allows for validation in real-time – a validation that is not possible with a manual approach

No Freeze – Manual migration processes require a highly disruptive content freeze period. With Kapow Katalyst content can continue to be updated during the migration eliminating any disruption to the business

Cost – Automating the migration process is more efficient and less costly than doing it by hand. Risks are identified upfront during the inventory process and new apps come online and start providing value quickly.

Kapow Katalyst enables you to build migration templates and flows quickly to automate migration

A recent customer was able to realize all of these benefits. They estimated that a manual migration would cost $9M in labor costs alone. With Kapow they were able to do it for about $500K and without any disruptive freeze. They were also able to use Kapow Katalyst to inventory and cleanse all of their content before the migration. The inventory process revealed that of the 2 million documents they intended to migrate, only about 500,000 were vital and worthy of migration. By understanding their existing content, they were able to further save money and time in their migration. We don’t know why anyone would do it any other way!

Please visit our website to find out more about this special offer. Migration really is affordable – it’s time to get off the systems that are holding you back and unleash the value of your content with Oracle WebCenter.

Jon Oelman

Monday Apr 18, 2011

Automating Content Migration Projects

Amongst all the great sessions we saw at Collaborate 11, Stefan Andreason, CTO and Founder of Kapow Technologies did a presentation on their migration technology. Kapow has been running a number of migrations into Oracle Universal Content Management. One client, NetApp, is using this to migrate from a homegrown website to an Oracle Content Management website. Amith Nair of NetApp will be present on this project at the AIIM Golden Gate chapter event on April 21st.

There were two points about the presentation that really impressed me about the Kapow solution. First, the level of automation that Kapow's technologies provide. Stefan showed how a user can setup a process and then the tool takes over by automating the process - discovering content, and then opening Oracle Universal Content Management, filling in metadata fields, and checking content in.

The second thing that impressed me was the level of understanding of Oracle UCM and especially Site Studio architecture. Content can be understood and targeted so that it puts the right information into elements and regions so it can fully recreate a website from a source.

I spoke to three customers that were in the presentation about how they might use Kapow's product. The first person said that her organization was migrating from a homegrown website to Oracle UCM, much like NetApp. She was also very pleased about the understanding of Oracle UCM websites and the ability to recreate an existing website inside of UCM.

Another Oracle UCM customer mention that her issue was a set of vast shared drives that need to be categorized, checked in and indexed. She is looking into Kapow and said it looked promising for automating the migration and check-in, but that she needs to investigate further for the categorization capabilities.

The third customer, from Union Pacific Railroad, is looking at a competitive website product migration to UCM.

This is not a tool that is meant for developers - Stefan said that the most common users were librarians and content management administrators - people who understand what they want to do with the content. Very impressive stuff.


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