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HPRM Migration Program
Taking Advantage of New Modules And Seat Structure
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
New HPRM Licensing Model
All seats include workflow and SharePoint
Flat Fee enhanced modules (not tied to seats)
New users types making expansion easier and cost
affordable
No volume limits
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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
HPRM Upgrade Edition
What You Get During The Upgrade Process
Target user:
• Existing HP TRIM
–
Provides equivalent or greater functionality to the existing license for this user.
Inclusions:
• Base edition
–
–
–
Core records & document management functionality
MS SharePoint integration
Workflow
Optional modules:
•
•
•
•
•
SAP integration
OCR
Auto-classification
Advanced disposal processing
External warehouse integration
•
•
•
•
Space management
Multi-jurisdiction retention
Storage optimization
All RM/Administrator users
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© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
What is Changing and Why?
Our revenue recognition team has stated that we cannot provide
modules for free that were previously charged for. This is a result of
our GAAP Accounting Rules.
• This impacts the legacy customers who did not have the SharePoint or Workflow modules.
As a result, we have to modify the program to offer the no-cost
upgrade now with a caveat
• For customers who wish to receive the no-cost SP and Workflow modules to their existing
migrating users, they must sign the LEA prior to April 30th, 2015.
• Once they sign the LEAs, they will have two years before they have to actually download the
license for upgrade purposes
This has no impact on net new deals or net new customers added to
an upgraded environment; only the previously licensed seats being
upgraded
If the LEA is not signed by April 30, customers will be charged a
nominal amount for the upgrade to account for the SP and Workflow
modules
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Examples – Signing the LEA Prior to April 30th
No charge for upgrade for a 24 month period.
All existing seats will be converted and will include SharePoint
and Workflow integration modules at the time of upgrade.
Signing the LEA only specifies the seat exchange that will take
place at upgrade time
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Examples – Signing the LEA After April 30th
• IF the customer
already has Workflow
module with No
SharePoint, they will
be charged $2 per
seat at time of
upgrade.
• 250 Seat Customer =
$500 upgrade fee
• 100 Seat Customer =
$100 Upgrade Fee
• IF the customer
already has SharePoint
but no workflow
module, they will be
charged $1 per seat at
time of upgrade.
• 250 Seat Customer =
$250 upgrade fee
• 100 Seat Customer =
$100 Upgrade Fee
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
• IF the customer does
not have either the
Workflow or
SharePoint modules,
they will be charged
$3 per seat at time of
upgrade.
• 250 Seat Customer =
$750 upgrade fee
• 100 Seat Customer =
$300 Upgrade Fee
Your Value Proposition
Compelling event
• Free upgrade to Workflow and SharePoint modules for existing users
if committed by April 30, 2015 – after that a nominal fee applies
Lower cost seats to expand customer footprint
• Seats have never been less expensive, including read only and
casual users
New modules that expand control and RM excellence
• Enterprise flat fee modules (except SAP)
More control, more compliance, lower cost
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
What Is Exciting About HPRM 8.1?
•
•
•
•
Robust “2.0” Web Client
Storage Optimization
De-duplication
Case/Program
Management
• Office 365
•
•
•
•
• Seats designed for
information worker
needs – all with lower
price
• Read-Only and Casual
Users
New Records
and
Management
Functionality
New user
types with
lower seat
price
New Modules
for Control,
Compliance
and Cost
Management
Enhanced
upgrade
package
OCR
Auto-Classification
Automated Disposition
External warehousing
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
• Free SharePoint and
Workflow modules for
existing users until April
30th
New Functionality included in HPRM 8.1
Case and
Project Based
Record
Structures
Enhanced
HTML 5 Web
Interface
New
Document
Encryption
Designed for use in environments
that are accustomed to organizing
information using both legal and
business management structures.
Users can now create and
complete workflows from
templates. This means that users
can complete workflow actions
from mobile devices.
Symmetric key encryption
so that encryption can be
selected for documents
that are stored within
secure locations
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
8.1 has introduced Microsoft’s remote
Client Side Object Model architecture
which means that HP Records Manager
no longer requires a heavy foot-print in
the SharePoint server farm.
Borrowing limits can now be set and HPRM
automatically calculates the due return date
and a reminder email can be sent to the user
if they don’t return the file by the due date.
8.1 introduces a server side integration
methodology using mailbox synchronization with
Exchange 2013. When a user creates a folder in
the Web client, they can decide if they want that
folder exposed in their mailbox.
Office 365
Integration
Paper
Management
Improvements
Office 365
Email and
Applications
New Enterprise Modules
Auto
Classification
Optical
Character
Recognition
Advanced
Disposal
Processing
HP Records Manager now allows
for the training of IDOL categories
based on Classifications. You can
choose to train the IDOL
categories. Records can be stored
in a “to be classified” classification
for future classification.
OCR is concerned with making image
files searchable. This has been
achieved by leveraging IDOL Image
Server by either manually requesting
an OCR rendition or by automatically
processing image files within the
indexing process.
In 8.1 the retention calculation
mechanism has been simplified
for the processing of retention
triggers. This has reduced
processing overhead resulting in
improved scalability.
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
A new document/component structure has
been created for SAP documents which
allows for a more scaleable solution,
improving performance and speed of retrieval
from SAP. Each component of an SAP
document is stored as a child object of that
document.
The new Advanced Request feature is
designed with physical records management,
either on site or at an external storage vendor,
in mind. This first release of the feature
integrates with the Iron Mountain IMLink
interface.
The Rendering module provides a fully
automated process for document format
conversion (rendering) and for storing both
original and rendered documents to a record
and create TIFF, PDF, and PDF/A renditions
SAP Archiving
External
Warehouse
Integration
Rendering/
VERS
New Seat Pricing
Information Manager/Admin
Since the customer has purchased HP TRIM
• Core Records and IT
Management
• Set and administer policy via
desktop client
Records Coordinator
• Power users who look after
records day-to-day
• Manage review of departmental
records via desktop or web
client
Legacy HP TRIM
One
User
Type
Knowledge Worker
Upgrade Seat
Transformation
Disadvantage: Many organizations have employees who
create records or important business information,
but don’t use the system daily. Our legacy
one-price no matter the use user seat made it difficult to expand use
because of the cost
• Business users for document
and records management
• Add and edit documents,
approve content via web client
or desktop
Casual Contributor
• Users who use other ECMS but
declare records into HPRM
• Primarily input driven via web
client
Inquiry User
• Search and view
• Read only via other ECM or
web client
With the new seat license model, organizations
can add seats and pay only for how employees
use the system, including read only and casual users. This allows
customers to expand their seats at a very low cost, with
all of the security, access control and SharePoint
Integration built in.
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
HPRM upgrade edition
Edition
Specify edition
• HPRM Upgrade
(Base, Space Mgmt.,
Multi-jurisdiction
retention, Storage
Optimization)
Users
Specify user type
and number
Volume
Package
Specify volume
• Unlimited volume
• All existing users
converted to
RM /Administrator
user type
12 © Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Optional
modules
Specify optional
modules
(if licensed in legacy
model).
• SAP integration
• OCR
• Warehouse integratn.
• Auto-classification
• Adv. disposal
process
Customer
HPRM
license
Result:
Equivalent or
enhanced
license with
unlimited
volume
Upgrading existing customers
What can and cannot be done
Additional seats can be purchased under new model according to user type required
• They must be net new
• Do not have to be RM/Administrator user type if not needed
All current seats converted to Records Manager/Administrator license rights
• Clients have the capability to maintain current permission configurations
• This preserves maintenance, but allows migration without having to reconfigure the users.
Customers maintain all rights and privileges for existing seat license
Additional modules can be purchased under the new model
• Advanced disposal processing, External warehouse integration, Auto-classification, OCR and SAP
(SAP cannot be discounted in either)
Customers cannot convert existing licenses to new user types i.e. downgrade from RM to
Contributor
13 © Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Question and Answer
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.