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INDIVIDUAL CASE STUDY- MIS Wednesday afternoon- A1 301

Prof H.M. Tri
Date of submission: Tuesday 16.10.2019
1. LÊ TRỌNG NHÂN BABAWE18406
2. TRẦN ĐỖ NGỌC HÂN BABAWE18343
3. ĐẶNG HOÀN MINH HIẾU BABAWE18375
4. HÀ HOÀNG SƠN BABAWE18274
5. NGUYỄN TRƯỜNG BẢO NGỌC BABAIU18300

CHAPTER 11
Answer the 4 questions below from the case "ECM in the Cloud Empowers New
Zealand Department of Conservation":

– Describe the knowledge management problem discussed in this case study.

– What management, organization, and technology factors contributed to the
problem?
– How did implementing enterprise content management solve the problem? How
did the new ECM system change the way the DOC worked?
– How successful was this solution? Explain.

1. Describe the knowledge management problem discussed in this case

study.

Because of insufficient personnel and government funding, the Department of

Conservation (DOC) cannot pay for all fundamental services and research. Therefore, it
relies upon private conservation groups, universities, scientists, and other
constituencies in order to perform fieldwork, compile data, run statistical analysis, and
find document. Specifically, fourteen regional conservation boards and six regional
conservation partnerships participated in local business, community groups, and
volunteers.

In order for the system operates smoothly and efficiently, all departments must connect
activities together and share outcomes, research findings and data analysis must be
available for all parties as well.

As the result, the problem was that DOC couldn’t produce documents quickly on
demand in the past because it had 2.3 million of them stored in folders with poor
searching capacity. As collaborative efforts increased between 2010 and 2015, the
DOC recognized that a state-of-the art enterprise content management (ECM) system
was required.

2. What management, organization, and technology factors contributed to the

problem?

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GROUP CASE STUDY- MIS Wednesday afternoon- A1 301
Prof H.M. Tri
Date of submission: Wednesday 22.10.2019

Management
Because personnel and government funding are inadequate to cover all vital
services and research, the DOC depends upon private conservation groups,
universities, scientists, and other constituencies to perform field work, compile
data, run statistical analysis, and document findings. Fourteen regional
conservation boards and six regional conservation partnerships engage local
business, community groups, and volunteers. In order for all stakehold-ers to
effectively coordinate activities and share outcomes, research findings and data
analysis must be accessible to all parties. In the past DOC couldn't produce
documents quickly on demand because it had 2.3 million of them stored in
folders with poor searching ability.
As collaborative efforts increased between 2010 and 2015, the DOC recognized
that a state-of-the-art enterprise content management (ECM) system was
required. A cloud content as a service called ContentWorX was created
specifically for the government by TEAM Asparona, a joint venture of two Oracle
implementation partners, TEAM Informatics and Deloitte Asparona. The service
allows participating government agencies to deploy web content, manage digital
assets, and systematize document, records, and library management, all on a
common platform with a content-centric workflow.
Organization
The two primary components of ContentWorX are Oracle WebCenter Content
and Oracle WebCen-ter Portal. The New Zealand government wanted to
maintain its government data center and connected wide area network (WAN),
so TEAM Asparona developed ContentWorX as a private cloud behind the
government's firewall. Government agencies can purchase ContentWorX from a
catalog of business application services. DOC CIO Mike Edgin ton felt the
department was not yet ready to fully transition to a public cloud platform but
wanted the benefits of cloud architecture concept and cloud pricing. A
subscription model charges customers users per-month fees that decrease as
user numbers rise.
Technology
Oracle Database and Oracle WebCenter Content technologies are embedded in
an ECM system that can now store 2.3 million documents including research
materials, meeting minutes, policy files, scientific reports, heritage and historical
articles, and population inventories. Eighty percent of these documents are now
accessible and searchable, a dramatic rise from the 7.4 percent previously
available. DOC upgraded its wide area network (WAN) so that its 137 agency
offices, spread across an island nation 990 miles long and a number of far-flung

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GROUP CASE STUDY- MIS Wednesday afternoon- A1 301
Prof H.M. Tri
Date of submission: Wednesday 22.10.2019

out-lying islands, have the network capacity to search and retrieve even lengthy
documents and handle the new system's encrypted traffic.

3.
a. How did implementing enterprise content management solve the
problem?

In the past, DOC couldn’t provide documents on demand quickly since it had 2.3
million of them stored in system with poor searching ability. Therefore, they were
unabled to satisfy the stakeholder with the demand to access research findings and
data analysis. ECM allows government agencies to engage in deploying web content,
manage digital assets, and systematize document, records, and library management,
within a common platform. In order to maintain goverment’s data center an
connected wide area network (WAN), a private cloude has been set up behind
goverment’s firewall. This solution had decrease the fees charged by the service
provider and in the same time increase the amount of users. The groundwork with
authentication system allowing external stakeholders to access documents through
device used, departmental policies, and content classification. Utilizing ECM system
can now store more than 2.3 million files including research materials, policy files,
scientific reports, and population inventories and 80% of which are now accessible
and searchable. Automated document tagging and classification enabled DOC to
abandon its traditional hierarchical folder structure by classifying 95,000 commonly
used key terms forms into a system. A metadata tag is applied to classify functions,
for instance, population survey, conservation policy, or vendor contract. Another
metadata tag identifies the record’s DOC-specific contents, such as the group
generating it, project it is associated with, or project location. WebCenter Content
also audits document creation, access, and editing which help users to manage data
easily without system administrator intervention required. This makes auditing
processes much more easier for the DOC staff and reduces the time investing in the
procedures. Document retrieval time has been cut down to seconds for users to handle
with the folder hierarchy. Knowledge and analysis such as findings, researches are
easily transferred to regional offices, supporting improved conservation efforts and
cooperation with partners. The more documents about public information could be
provided to a public cloud service, the more useful DOC information would be
available to outside organizations for goods.

b. How did the new ECM system change the way the DOC worked?
 Automated document tagging and classification using Smartlogic’s
Semaphore software.

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GROUP CASE STUDY- MIS Wednesday afternoon- A1 301
Prof H.M. Tri
Date of submission: Wednesday 22.10.2019

 A directory of 95,000 commonly used key terms forms the basis of

a relation classification system which is key to documents analysis
that will ultimately flag sensitive documents and guide the
management of the content life cycle.
 A metadata tag is added to classify its function.
 Another metadata tag identifies the record’s DOC specific contents.
 Ease of use when users were no longer required to manually add
metadata helped drive a 95% adoption rate among DOC staff
 Reduced the time DOC staff has to invest in document auditing
processes.
 Simplified compliance with national archiving requirements set forth
in New Zealand’s Public Records Art of 2005.

4. How successful was this solution? Explain.

Successful facts :
- “The service allows participating government agencies to deploy web content,
manage digital assets, and systematize document, records, and library
management, all on a common platform with a content-centric workflow”

- “ ECM system that can now store 2.3 million documents including research
materials, meeting minutes, policy files, scientific reports, heritage and
historical articles, and population inventories. Eighty percent of these
documents are now accessible and searchable, a dramatic rise from the 7.4
percent previously available. “

 reduce the time DOC staff has to invest in document auditing processes,
simplified compliance with national archiving requirements set forth,
ailable. document retrieval time has been cut to seconds as opposed to
the up to four minutes previously, Knowledge and learning are easily
transferred to regional offices, supporting enhanced conservation efforts
and cooperation with partners.

Explanation:

- ECM will help you:

o Archive information quickly and access it quickly from wherever you

are and whenever you need it

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GROUP CASE STUDY- MIS Wednesday afternoon- A1 301
Prof H.M. Tri
Date of submission: Wednesday 22.10.2019

o Eliminate paperwork and make whatever records-keeping you were

doing via paper far more accessible and efficient
o Organize and structure your company’s data in a way that makes it
easy to cross-reference, providing invaluable context around and
transparency into processes

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