Implementation and Support of OpenText Documentum D2
Hours Saved Monthly with Automated Scheduling
Objective
The project is aimed to improve document management and business process efficiency at the institution by implementing OpenText Documentum D2.
Challenges
Previous systems were complex and inefficient, leading to challenges in document retrieval, compliance with governance policies, and user adoption.
Implemented Solution Overview:
- Documentum D2: was chosen due to its configurable, user-friendly interface, allowing for quick deployments without the need for heavy custom coding. The platform enables rapid configuration of content views, providing flexible, user-centric workspaces
- Intuitive Interface: The solution offered an easy-to-navigate interface for end-users, which was crucial for ensuring high adoption rates
- Security and Compliance: Given the sensitive nature of university documents, robust security features, such as complex access control based on roles & document status and Higher Education advanced workflow automation, were essential
- Centralized Repository: Implemented Documentum D2 as a secure repository for managing all Students and education documentation. Configured custom object types, lifecycles, permission sets and audit on education records.
- Automated Workflows: Designed and deployed workflows for document review, approval, and publishing process. Configured rule-based lifecycle transitions for compliance with regulatory deadlines.
| Focus Area | Proposed Actions | Customer Benefits |
|---|---|---|
| Workflow Integration | Build reusable, D2-compliant workflow templates. | Reduced operational bottlenecks and streamlined process alignment. |
| Use Smart View to unify workflow access across repositories. | Improved user experience with intuitive, role-based UIs. | |
| Repository Modernization | Consolidate schemas and retire redundant repositories. | Improved governance and faster content retrieval. |
| Interface Replacement | Replace legacy custom UIs with D2 Smart Views. | Unified interface supporting both modern and transitional users. |
| Performance Optimization | Upgrade transformation servers; implement load balancing strategies for high-demand scenarios. | Improved system performance and scalability for growing demands. |
Key Features and Benefits:
- Improved Document Search and Access: Documentum D2 allowed customer’s users to easily search, browse, and retrieve documents, which improved productivity and reduced the time spent on accessing & working on the documents.
- Customizable Workflows: The solution supported automatic categorization and document version controls, streamlining document approval and review processes
- Scalability and Flexibility: The system was configured to meet Customer’s unique needs, with the ability to expand and adapt to future requirements
- Cost and Time Savings: Through the intuitive setup and minimal custom coding, the implementation was cost-effective, and ongoing system maintenance was simplified
Technology Stack
| Software | Functionality |
|---|---|
| Documentum Content Server: | Core Server used for storing and managing documents and metadata. |
| OpenText Documentum D2-Config: | The core client application designing & solution developing platform for document management, providing a scalable and secure ECM solution. |
| Documentum D2 Client: | Workspace & Widgets based client for end-user access. |
| Documentum Content Transformation Services: | To generated pdf renditions for MS Office documents. |
| REST APIs: | To facilitate integrations with other enterprise applications. |
| Cloud Deployment: | Using a hybrid cloud infrastructure for scalability and cost-effectiveness. |
How TechTiera’s Expertise and Approach Ensured a Successful Implementation and Support of Documentum D2 for the Customer
TechTiera played a pivotal role in transforming the Customer’s document management environment with a seamless implementation of OpenText Documentum D2. Leveraging its deep technical expertise, proven methodologies, and customer-centric approach, TechTiera addressed Customer’s unique challenges while laying a solid foundation for future scalability and efficiency.
TechTiera’s Expertise and Approach
- Comprehensive Analysis and Planning:
- Conducted detailed workshops with stakeholders to identify pain points and define clear project objectives.
- Developed a phased implementation roadmap, ensuring minimal disruption to ongoing university operations.
- Tailored Configuration and Integration:
- Configured Documentum D2 to create intuitive, role-based workspaces, ensuring seamless user adoption.
- Designed and implemented customized workflows for education record review, approval, and publishing, streamlining document lifecycle management.
- Integrated Documentum D2 with existing university systems, including student information systems and ERP, using REST APIs for data consistency and unified access.
- Enhanced Security and Compliance:
- Implemented complex role-based access controls to safeguard sensitive student and academic records.
- Enabled advanced workflow automation with audit trails, ensuring compliance with governance policies and regulatory standards.
- Scalable and Robust Infrastructure:
- Designed a scalable architecture leveraging hybrid cloud deployment, allowing Customer to handle growing document volumes and users efficiently.
- Deployed load balancing and performance optimization strategies for high-demand scenarios, ensuring uninterrupted access to critical systems.
- User Enablement and Ongoing Support:
- Delivered role-specific training sessions for Customer staff to maximize adoption and effective use of the system.
- Set up a proactive support model to monitor and maintain the Documentum D2 environment, providing 24/7 incident management and regular system updates.
Outcomes Delivered by TechTiera
- Improved Efficiency:
- Reduced document retrieval times significantly, enabling staff and faculty to focus on critical tasks.
- Automated workflows eliminated bottlenecks, accelerating processes such as approvals and publishing.
- Enhanced Compliance:
- Robust security measures and audit capabilities ensured adherence to governance policies, safeguarding Customer’s reputation and data integrity.
- Cost-Effective and Scalable Solution:
- Optimized resource utilization with minimal custom coding, leading to reduced implementation and maintenance costs.
- Scalable architecture prepared Customer to accommodate future growth seamlessly.
- Higher User Adoption:
- Intuitive interfaces and role-specific configurations empowered Customer users to adopt the new system with ease, driving long-term operational success.
Why TechTiera?
TechTiera’s approach, combined with its extensive experience in implementing OpenText Documentum solutions, ensured a smooth and effective implementation for Customer. By focusing on understanding the customer’s unique challenges and delivering tailored solutions, TechTiera not only met the project objectives but also enabled Customer to achieve lasting operational excellence.
With a proactive support model in place, Customer continues to benefit from a robust and reliable Documentum D2 environment, empowering its staff and students to excel in an increasingly digital academic landscape.
Region:
APAC
Industry:
Higher Education
Customer:
Internal Higher Education University in Singapore
Platform:
