A

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Outdated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

Microsofts 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

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

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

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%20Group%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 companys
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

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

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

Linux
MacOS
Unix
Windows

Database

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 searchstandards-based search across multiple
Alfresco content repositories and other RSS or Atom
repositories including blogs and wikis
Web content management production releasesimple 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 managementdevelop 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.
Alfrescos 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 Alfrescos 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
90s 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 JSR-170
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

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

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

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.

Portlets

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

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/?
source=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.

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