Transcript Document

Johnson & Johnson: Implementing
Next Generation Change Control
by Extending EMC Documentum
Webtop
Scott Jaworski
IM Manager
Johnson & Johnson
Agenda
• Project Background
• OneSource 2.0
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Features
Why WebTop 5.3
OneSource Demonstration
Why a Portal
Portal Demonstration
Johnson and Johnson Background
• Johnson & Johnson, through its operating companies, is the
world's most comprehensive and broadly based
manufacturer of health care products, as well as a provider
of related services, for the consumer, pharmaceutical, and
medical devices and diagnostics markets.
• The more than 200 Johnson & Johnson operating
companies employ approximately 113,800 men and women
in 57 countries and sell products throughout the world.
Scott Jaworski Background
• Johnson & Johnson Operating Companies
– Janssen
• Project Lead for the MARKUS application
– J&J Gateway
• Project Lead for customized web content authoring application
– GPSG
• IM Manager/Project Manager for OneSource document management
application
• Been involved with Documentum for over 7 years
OneSource Application
• Manage Controlled Documentation
– Change Request and Documents (SOPs, BOM, Specs, tech docs)
– Document Lifecycle
– Workflow
• Route for review
• Route for approval
– eSigs
– Delegation & Inbox Reassign
• Approximately 1,500 users across 6 sites (3 in NJ, 3 in PR)
• Plans to significantly increase user base
– GPSG West Project in 2007
– Beyond Puerto Rico and US
OneSource Background
• OneSource 1.0 Originally Released in 2003
– Based on DCM
– Extensive Customizations to DCM Components
• Every piece of code was customized, over 70% of the application
• OneSource 1.1 Released in January 2005
– Added InfoPath to support Creation of Change Requests
(XML editor vs. Word Template)
Issues with OneSource 1.1
• OneSource difficult to support
– Unsupported version of DCM 4.2.8
– RightSite/Significant Performance Problems
– Difficult to Support Technical Implementation
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Database Calls
Custom code
RightSite
Loss of Resources
• Users asking for additional functionality
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Packet Routing (Multi-Documents – Routing a CR and Documents together)
Wanted a more “configurable” approach
Other additions based on new platform
Performance, Performance, Performance
OneSource Upgrade Philosophy
• All existing functionality should be in new release
– We don’t get to start out clean
• Project Philosophy
– While we are still customizing…
– Customize in order to make
configurable!
• So we don’t have to start planning 2.1
Why WebTop 5.3?
• Increased productivity of End Users
– Increased performance (searching)
– Better web navigation with 5.3 WebTop
– More configurable interface (ex: User Selectable Columns)
• Business agility
– Reduced system complexity
– Reduced skill set requirement for support
– Easier to enhance
• Upgradeable
– Simpler upgrade path, no need to consider DCM releases
– Historically, new releases of WebTop available at same
time as the core product.
Main System Components
• Webtop 5.3 SP1
– Wanted to be on the latest version
– Wanted to be able to maintain customizations
• TSG Active Wizard
– Form, Routing and Workflow Approval Components
– Launched from Webtop – Version Neutral (Supports 5.1,
5.2.5, 5.3, 6.x?)
– Dynamic Form – old version was static pages – difficult to
change and maintain
– Dynamic Workflow – old version was template rather than
user driven
– Approval Interface – form approval interface
Why TSG and Active Wizard?
• Existing Relationship with TSG
– Worked together at multiple Johnson and Johnson initiatives
• Webtop 5.3 Experience
• Validated Application from Abbott
– Active Wizard part of Abbott’s eSubmission Extranet Solution
– TSG deep experience with compliance from Abbott
• Designed for EMC
– Certified as an Application, highest level of certification within the program
• Priced Right
– Active Wizard is available as Open Source
OneSource Solution Pieces
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Documentum Webtop 5.3
– Main Application interface
• Check-in/checkout, attributes, search and retrieval
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TSG Active Wizard
– Form and Workflow Interfaces
• Replaces Infopath form and Documentum Workflow interfaces
– Approval Interface
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Annodocs
– Annotations
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PDF Aqua
– Controlled Printing and Overlays
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CYA/Solutions Quest
– Migration activities
Demo OneSource
Evolution of the Active Form:
Active Document Approach
• Logic for questions contained within the document
– Help user navigate through the form
– Only ask relevant questions based on answers to previous questions
– Questions are configurable – do not require programming (separate
from Documentum Administrator)
Active Form
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A “Wizard” approach for Electronic
Forms
– Question Sets define the interaction
with the user
– Question Sets lead to additional
question sets based on answers
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Data for questions, answers and
administration managed within
Documentum
OneSource Lessons Learned
• Volume Testing – don’t forget it!!!
– Due to tight timeframes – we did not conduct a substantial performance test –
once in production
– 100% network utilization in some areas has caused issues with application
– Load Balancing and other infrastructure items were not volume tested
– Configuration (controlled printing) of multiple items for multiple areas
• 90% of users just need Consumer Access – Big Win with Simple
App!!
– A “portal” consumer-only solution was implemented during downtime between
data migration and production rollout
– Data was static while production environment and data was upgraded
The First OneSource 2.0 Lesson Learned
• Build a robust interface for the authors and approvers…
• …but often the interface too much for people just
looking to view and print.
OneSource Portal Challenge
• The majority of the time, users only need to search, view
or print documents but….
– …the Webtop (5.1, 5.2.5, 5.3) interface is too much
• Too much functionality
• Too much training
• Too slow
– …access to controlled documents is time consuming
– …Documentum licensing can be restrictive for the
consumers that might just access documents once a
month.
OneSource Portal Solution
• Client developed an application that quickly and
easily delivers controlled documents to
consumers for…
– Searching
– Viewing
– Printing
• …with configurable user access in a compliant
environment.
OneSource Portal System Interface
OneSource Portal System Interface
Dynamic Watermark
Header and
Footer Overlays
OneSource Portal – Architecture Overview
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Approver
Document is Approved
Picks up newly
Approved document
Site Caching
Services
Custom Publish
Job
Publish Metadata
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Consumer
Database
Main Docbase
Request header and
footer overlays for content
Consumer Interface
Application Server
Publish Content
PDFaqua Server
NAS Device
Consumers
OneSource Portal - Implementation Time Line
- Begin Phase 1
Development
- End
Development
- Phase 1 Go-Live
- Main System Shutdown
Phase 1
1/1/2006
12/5/2005
- Begin Phase 2
Development
2/1/2006
- End Development
2/13/2006
- Phase 2 Go-Live
Phase 2
3/1/2006
2/13/2006
4/1/2006
4/21/2006
Why the two releases?
• Phase 1 release provided business continuity while the main
system was brought down to migrate the content to the new
release.
– Users fell in love with the simplified system.
• Phase 2 release provided dynamic updates and was
available after completion of main system upgrade.
• Lesson Learned – would have built and released the
consumer interface first
– Reduced Network Load
– Higher User Acceptance
• Easier to accept a brand new system, than major changes to an existing
one.
OneSource Portal Features
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Secure access
Configurable searching
Audit trail of document views and prints
Document overlays and watermarking
Real time access to Approved and Effective
documents
OneSource Portal Benefits
• Significantly reduce time spent retrieving
documents
• Reduce training
• Reduce load, both processing and licensing, on
main document management system
• Independent of Documentum releases
• Provide business continuity
Questions?
Thank You,
Scott Jaworski
Johnson & Johnson
[email protected]
Thanks to our technology partners
TSG and CYA/Solutions Quest
Presentations Will Be Available on
the Momentum 2006 Website
www.momentumlive.com
Password: forum