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Enterprise Content Management
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Melodie Beveridge
Benefits of ECM for SSA
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Products We Evaluated
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Alfresco
Carbide
CrownPeak
Groupee
Hot Banana
Joomla
Metadot
SharePoint
Sitecore
We Compared
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Security
Ease of use
Product compatibility
Single sign on using LDAP
Document lifecycle management
Required 3rd party plug-ins
Features
Scalability
Cost
Documentation
Open Source Evaluation Factors
• A thriving community
– A handful of lead developers, a large body of contributors, and a
substantial--or at least motivated--user group offering ideas.
• Disruptive goals
– Does something notably better than commercial code. Free isn't
enough.
• Documentation
– What good's a project that can't be implemented by those outside its
development?
• Employed developers
– The key developers need to work on it full time.
• A clear license
– Some are very business friendly, others clear as mud.
• Commercial support
– Companies need more than email support from volunteers. Is there a
solid company employing people you can call?
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Issues We Found with Some Products
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Limited security
Outdated
Not LDAP friendly
Difficult to use/lacking documentation
Glorified forums/blogs
Dependence on proprietary software
Poor quality support & customer interaction
Lacking flexibility
Limited customization
Cost prohibitive
SharePoint vs. Alfresco
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SharePoint
• License fees are cost prohibitive
• Users must have MS Office 2007 to get full
functionality
• Hard to use for admin
• Limited to English out-of-the-box
• Can configure it to permanently delete an area and
all its files after a set period of inactivity
• Difficult to customize and maintain
• No product roadmap for the future
• Microsoft does not use MOSS 2007
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CMS Watch on SharePoint
• The most value from enhanced Office integration
will come to those enterprises concurrently
upgrading to Office 2007. Customers on older
versions of Office may find their usability mileage
varies.
• As with the previous version, ease of installation
obscures difficulty in customization and ongoing
maintenance; administrators can easily get in over
their head.
• Microsoft has not issued clear plans for subsequent
releases.
– Enterprise Portal Report, CMS Watch
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CMS Watch on SharePoint cont.
• “Microsoft has tried to go ‘enterprise’ in the
impressive breadth of MOSS capabilities, but not
necessarily in their depth and scalability.”
– Tony Byrne, CMS Watch founder
• Microsoft’s all-important consulting channel will
need substantial time to absorb and learn the tool.
Experience with previous versions of SharePoint
suggests that this learning process will be
measured in years.
– Enterprise Portal Report, CMS Watch
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MOSS 2007 Licensing Costs
• Servers Estimated Price
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Office SharePoint Server 2007 $4424
Office SharePoint Server 2007 for Search Standard $8213
Office SharePoint Server 2007 for Search Enterprise $57,670
Office Forms Server 2007 $4424
• Client Access Licenses Estimated Price
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Office SharePoint Server 2007 Standard CAL $94
Office SharePoint Server 2007 Enterprise CAL $75
Office Forms Server 2007 CAL $54
Office SharePoint Designer 2007 $187
• Internet Facing Sites Estimated Price
– Office SharePoint Server 2007 for Internet sites $40,943
– Office Forms Server 2007 for Internet sites $22,118
• To be licensed for the Enterprise Edition functionality of Office SharePoint
Server 2007, both the Standard and Enterprise client access licenses are
required.
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– office.microsoft.com / technet2.microsoft.com
MOSS 2007 Costs for SSA
• 12 MS Office 2007 Enterprise licenses (needed for full
functionality of MOSS2007) - $10,500
• Office SharePoint Server 2007 for Search Enterprise $57,670
• Office Forms Server 2007 - $4424
• Office SharePoint Server 2007 Standard CAL - $94
• Office SharePoint Server 2007 Enterprise CAL - $75
• Office Forms Server 2007 CAL - $54
• Office SharePoint Designer 2007 - $187
• Office SharePoint Server 2007 for Internet sites - $40,943
• Office Forms Server 2007 for Internet sites - $22,118
Total Cost - $136,075
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Alfresco
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No license fees
Installs with OpenOffice
Easy to use at both user and admin levels
15 years experience with ECM
Version 2.0 contains 15 languages
Deleted items stored in archive space store.
– Admin can back-up and purge periodically.
• Easy to customize and maintain
• Product roadmap
– Wiki.alfresco.com/wiki/Roadmap
• Alfresco uses their own product for consumers to access their
documents
– http://www.alfresco.com/community/register/?source=451%20Gr
oup%20White%20Paper
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InfoWorld on Alfresco
Alfresco, a highly functional open source alternative
to commercial enterprise CMSes, is also simple to
install, use, and manage. Drag-and-drop eases
uploading and managing documents. Users employ
wizards to create rules that, for example, flow
documents or automatically perform conversion
tasks. The system includes advanced search and
threaded discussions, is scalable, and provides
portal integration.
– Alfresco delivers an open CMS alternative, InfoWorld
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CMS Wire on Alfresco
This newest offering from Alfresco is poised to
deliver “simple, standards-based, distributed search
encompassing not only multiple Alfresco
repositories but the Internet as well.
Complementing that capability is the company’s
content solution packaging mechanism, Alfresco
Module Packaging (AMP). Alfresco 2.0 also delivers
an integrated content platform with the production
release of Web Content Management and AMPenabled Records Management.”
– Alfresco Updates Open Source ECM , by Cate O'Malley
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CNET News.com on Alfresco
"Alfresco's use of the GPL license for its Community
Edition allows for potentially greater community
contributions due to license familiarity and
established standards," he said. At the same time,
Alfresco can continue "to focus on growing its
Enterprise Edition business under a commercial
license."
– Raven Zachary, 451 Group analyst
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Alfresco
About Company, Partners & Product
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Alfresco Team
• Original leading members from Documentum and
Interwoven with 15 years experience in ECM
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John Newton – Co-Founder of Documentum
John Powell – Former COO, Business Objects
Dr. Ian Howells – Former VP Marketing, SeeBeyond
Kevin Cochrane – Former VP Web Content Management,
Interwoven
– Matt Asay – Founder and Organizer of the Open Source
Business Conference (OSBC)
– Former Documentum Java Web Development and Portal
Team
– Former Interwoven TeamSite and OpenDeploy Engineers
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Alfresco Provides
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Single sign-on using LDAP
Custom security roles & permissions
Out-of-the box ease of use
Full document lifecycle management
No proprietary tie-in
Customizable
Web content management
Scalability
Good customer support/documentation
Multi-language content architecture
Alfresco Diversity
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Alfresco Technologies Used
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Java
Spring Aspect-Oriented Framework
ACEGI –Aspect-Oriented Security Framework
MyFaces JSF Implementation
Hibernate ORM Persistence
Lucene Text Search Engine
JLAN
POI File Format Conversion
PDFBox – PDF Conversion
OpenOffice
jBPM
Rhino JavaScript engine
Alfresco Supported Interfaces
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CIFS/SMB Microsoft File Share Protocol
JSR-168 Portlet Specification
JSR-127 Java Server Faces
FTP
WebDAV
Web Services
REST
JBoss Portal
LifeRay
Alfresco Web Content Supports
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DreamWeaver
PhotoShop
Eclipse
NetBeans
HTML
XSL
CSS
JSP
Users can use their preferred tools when creating
content
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Alfresco Operates Using
• Operating System
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Linux
MacOS
Unix
Windows
• Database
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MySQL
Oracle
Microsoft SQL Server
Any database supported by Hibernate
• Application Server
– JBoss Application Server
– Apache Tomcat
– J2SE 5.0 (JRE 5.0)
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Alfresco 2.0 Offers
• Open search—standards-based search across multiple
Alfresco content repositories and other RSS or Atom
repositories including blogs and wikis
• Web content management production release—simple and
rapid import of existing Web sites with support for any content
authoring or Web development tool
• Alfresco Module Packaging (AMP)—complete content
solutions to share globally across all repositories, includes
code, content model, content and folder structures
• AMP-enabled records management—develop and
consistently distribute records management policies according
to corporate rules through AMP.
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Alfresco Enterprise Services
• Support
• Maintenance, Updates and Patch support
• Customer Support – Problem Resolution,
Compatibility and Migration Advice
• Customer Portal – Information, Bug Tracking and
Case Tracking
• Performance Tuning Advice
• Indemnity and Warranty
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Companies using Alfresco
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American Stock Exchange
Boise Cascade
H&R Block
Harvard University
Knight Ridder Digital
Massachusetts Institute of Technology
PreVisor
Reed
State of Louisiana
State of Nebraska
Swansea Housing Association
UK Defence Academy
Company Buzz
• Boise Cascade
– “Alfresco offered the functionality of other Enterprise
Content Management systems at a fraction of the cost.”
– “Alfresco’s ability to scale-out over a number of machines
further reduces the Total Cost of Ownership.”
• Myron Blaine – System Architect, Boise Cascade
• Knight Ridder Digital
– “We believe Alfresco’s ground breaking architecture
coupled with open source technologies will enable Knight
Ridder Digital to create a scalable, flexible Web Content
Management system that gives us great control over how
we access and present our content. That is serving realtime, re-purposeable, contributions to our web sites on an
internet scale”.
• Dean Denhart, CTO – Knight Ridder Digital
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Company Buzz cont.
• Reed
– “Alfresco takes ECM from the Client-Server World of the
90’s into the SOA, Web Services and Aspect Oriented
World of Today”
• Romain Sutton, Head of Technical Architecture - Reed
Managed Services plc
• State of Nebraska
– “Open Source and Open Standards were critical to our
decision. Alfresco was not only open source but supported
key Government directions such as PDF, ODF and JSR170”
• Daren Gillespie – Network Administrator, Nebraska State
Legislature
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Company Buzz cont.
• Swansea Housing Association
– “We could clearly see the benefits of Alfresco over our existing
system. We now have the ability to manage our process and
workflows in ways we could only do after placing a call to our
developers”.
– “This represents a major opportunity to change and enhance the
way we work.”
• Geoff Pettifor – Director of Development, Swansea Housing
Association
• UK Defence Agency
– “Most staff are not prepared to learn a new interface to access a
repository/document management system. Hence, the system
needed to appear as a shared drive that could be simply
accessed via Windows Explorer and MS-Office through “dragand-drop” and “Save-As”
• Wing Commander Peter Edwards, CIO Defence Academy
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Alfresco Technology Partners
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JBoss
LifeRay
MySQL
Novell
SugarCRM
– Complete listing of partners at www.alfresco.com/partners/
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Alfresco
Ease of Use
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Alfresco Set-Up
• Chose the version to download from
http://dev.alfresco.com/downloads/
• Install Alfresco on your choice of operating systems
• Start Alfresco
– Default setting are:
• Tomcat
• Hibernate
• Login as admin to create user accounts
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Default Login Screen
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SSA Custom Login Screen
• Edited 3 files
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Default Admin Screen
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SSA Custom Admin Screen
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Alfresco
Security
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Alfresco Security Includes
• Security and User Management with Users, Groups
and Roles
– Custom roles are created by editing of
permissionDefinitions.xml file
– Must restart Alfresco for new roles to appear
• Document Level Security
• Single Sign-On through NTLM or LDAP
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Permissions for Spaces
• ReadProperties – Read space properties
• ReadChildren – Read content within a space
• WriteProperties – Update properties such as title,
description, etc.
• DeleteNode – Delete space
• DeleteChildren – Delete content & sub-spaces
within a space
• CreateChildren – Create content within a space
Sub-spaces may inherit permissions from their parent
space using a checkbox
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Permissions for Content Items
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ReadContent – Read file
WriteContent – Update file
ReadProperties – Read file properties
WriteProperties – Update file properties such as
title, description, etc.
• DeleteNode – Delete file
• ExecuteContent – Execute file
• SetOwner – Set ownership on a content item
Roles can be applied to individual content items
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Default Roles & Permissions
Role
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Permission
Consumer
Read spaces and content
Editor
Consumer + edit existing
content
Contributor
Consumer + add new content
Collaborator
Editor + Contributor
Coordinator
Full Control
Alfresco
Workflow
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Alfresco Simple Workflow
• Using Create Rules Wizard you
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Identify spaces & set security on those spaces
Define your workflow process
Add workflow to content in those spaces
Select email template & people to receive them
Test the workflow process
Alfresco Advanced Workflow
• Using JBPM (JBoss Business Process Management)
engine Alfresco has two advanced workflows
available out of the box
– Advanced workflows allow for
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Multi-state definitions
Removes restrictions to approve or reject exit transitions
Defining parallel workflows
Notion of task or assignment
• Adhoc Task workflow
– Assign tasks to colleagues on an ad-hoc basis
• Review and Approve workflow
– Assign tasks to colleagues for review and approval
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Pending Assets Workflow
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Adhoc Task Workflow
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Review & Approve Workflow
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LifeRay
Enterprise Open Source Portal Framework
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LifeRay Portal
• Runs on all major application server, database, and
operating system, rendering over 700
deployment combinations.
• JSR-168 compliant
• Out-of-the-box usability
• Over 60 portlets prebundled
• Over 20 community-contributed themes available
• Only portal that can run in either application server
or servlet container
• Benchmarked as among the most secure portal
platforms using LogicLibrary's Logiscan suite
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LifeRay 4.2 Features
• Applicaton Servers
– Glassfish
– Pramati
– Geronimo plugin
• Security
– JAAS Login Optional
– LDAP User/Group Synchronization
– Out-of-the-box Single Sign-On Integration (JA-SIG CAS)
• UI / Usability
– Enhanced Drag 'n Drop
– AJAX Page Tab Management
– Portlet Modality
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LifeRay 4.2 Features cont.
• Integration
– jBPM Workflow Engine Integration via ServiceMix
– Alfresco Portlets
• Content Item
– Native Web Content
– MS Office Document
• Static List
• Dynamic List
• CMS
– Document Library
• Document Rating System
• Shortcuts (link documents to other communities)
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LifeRay 4.2 Features cont.
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Portlets
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Enhanced Alfresco Content
Sample Spring
Sample Tapestry
Sample Portal-Client
Sample Permissions
Search Engine Optimization
Sample JSF Facelets
Liferay Chat
• Deprecate NFC Chat
• Jabber Protocol
• AJAX Enabled
– Workflow
• Workflow Designer Portlet
• Liferay Journal Integration
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Google Maps
Google Gadgets
Google Ads
Quick Note (Stickies)
SiteScape's New ICEcorps Product
• "Liferay was an obvious choice for ICEcorps
because of its maturity and scalability," said Andy
Fox, SiteScape's Chief Technical Officer. "We are
excited about the opportunity to involve the Liferay
community in our project."
• Also, unlike other proprietary portal solutions,
Liferay Portal can run on any application server,
database server and operating system. "Liferay
Portal does not limit SiteScape's ICEcorps
audience to any particular technology stack," added
Fox.
– Novell Teaming + Conferencing Uses Liferay Portal as Its
Default Portal Platform, www.kotatv.com
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LifeRay Theme - Genesis
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LifeRay Theme - Breeze
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LifeRay Theme - Velocity
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Alfresco & LifeRay
The Future of Schlumberger Spouses Association
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Alfresco + LifeRay =
• 21st century SSA ECM/WCM with
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Common Repository
RSS
Mobile Web
Open search
AJAX
Alfresco Module Packaging (AMP)
Drag ‘n Drop interface
Wikis
Blogs
Forums
Personalized member pages
Advantages
• Current & future advantages include
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Low cost
Security
Ease of use
Access to thriving communities including
• Developers
• Contributors
• User groups
– Commercial support
– Scalability
– Documentation
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Continuing the Project
• Continue building an Alfresco – LifeRay server on
personal computer
• Document which files are edited
• Setting up a development server
• Create customized modules and portlets
• Review content on current SSA website
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Questions?
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Alfresco
Easy Access to Alfresco Documents
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Access Alfresco Documents Now
• Go to
http://www.alfresco.com/community/register/?sourc
e=451%20Group%20White%20Paper
• Register for access to white papers via Alfresco
• Access the documents using the Alfresco interface
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References
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News.com.com
Office.microsoft.com
Technet2.microsoft.com
weblog.infoworld.com
wiki.alfresco.com
www.alfresco.com
www.cmswatch.com
www.cmswire.com
www.crownpeak.com
www.groupee.com
www.hotbanana.com
References cont.
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www.industrialmedium.com
www.infoworld.com
www.joomla.org
www.kotatv.com
www.liferay.com
www.metadot.com
www.microsoft.com/sharepoint
Shariff, M., (2006). Alfresco. Birmingham-Mumbai:
PACKT Publishing.
• www.sitecore.com
• www.softwaremedia.com
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Alfresco Support
Jason Hardin - Director of Inside Sales
Alfresco (Open Source Enterprise Content Management)
p. 801.208.9338
m. 801.319.4694
f. 801.772.2071
e. [email protected]
Luis Sala - [email protected]
Director of Solutions Engineering
Alfresco Software - www.alfresco.com
Tel: +1.415.235.5362
Fax: +1.866.879.2550
UK: +44.1628.566.129
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elements
www.animationfactory.com