Enterprise Content Management as a Service (ECMaaS)

Enterprise Content Management as a Service (ECMaaS) comprises three hosted solutions that will help agencies manage their information assets and improve the way they create, store, distribute, use and reuse their information and content.

ECMaaS is opt-in for all eligible agencies.
Status Operational

Agency Contact

The Department of Internal Affairs Miranda Welch ECMaaS Product Manager +64 4 495 9441 miranda.welch@dia.govt.nz

Service Description

Managing enterprise information and content efficiently and effectively across the enterprise is fundamental to agencies being able to manage information as an asset, providing new ‘digital by default’ services, and delivering change.

Enterprise Content Management (ECM) provides a transformational capability, and our vendor panel provide ‘best of breed’ solutions that are all regarded as Leaders in Gartner’s 2014 Magic Quadrant for Enterprise Content Management.

Core services provided by the ECMaaS panel include:

  • Collaboration – collaboration features for internal and external collaboration requirements, such as project workspaces,
  • Mobility – the ability to search, access and edit content from anywhere on any device at any time;
  • Search features to enable users to easily search for and retrieve content;
  • Content management – functionality to manage all digital content, including images, rich media, social media, email and engineering documentation;
  • Workflow – the ability to manage processes entirely digitally,
  • Document and records management – to meet best practice records management standards, manage physical objects and apply lifecycle management to both physical and electronic documents and records.

Additional service options are also available to enhance specialist areas such as digitisation support, advanced search, advanced workflow and reporting, auto classification, taxonomy and metadata management.

Delivery

Three service providers are included on the all-of-government ECMaaS panel: Intergen, OpenText and Team Asparona. Each vendor provides ECMaaS based on a different technology solution. See Supplier Information for further details of individual solutions.

ECMaaS is provided as-a-service and charged on a per user basis. Each solution is also delivered from within Infrastructure as a Service (IaaS).

Benefits

Information is a valuable asset for all government and local government organisations. Efficiently managing content and information enables government agencies to promote informed decision-making, provide the level of accountability and transparency expected of government, enhance public confidence in the integrity of government records and protect New Zealand’s documentary heritage.

ECMaaS will enable agencies to improve the way they create, store, collaborate, protect and manage a wide range of digital content and information.

“DOC’s implementation of Team Asparona’s ECMaaS solution is transforming the way DOC manages its information and how DOC staff, from the rangers in the field to the Senior Executive Team access and use DOC’s information assets. The collaboration features of ECMaaS are particularly critical to enabling this business transformation.”Ashley Mudford, former CIO, Department of Conservation.

“NZTA is implementing OpenText ECMaaS, which we’ve branded internally as InfoHub. Our staff love the functionality and ease of use of OpenText, with a customer service representative telling our CE recently “just have to tell you how cool the new InfoHub is, we have only just started using it yesterday and already it’s so much easier than the previous system, so much faster also which is great for processing the work and providing a better customer service.” Being the first agency to sign up to the OpenText ECMaaS has had its teething problems as to be expected, but we’re pleased that we’re doing the right thing from a public sector perspective. And we love the positive reactions from our staff and managers.” Tracy Parsons, Information Manager, NZTA.

The Cohesion ECMaaS is significant to the Ministry for Primary Industries, and for the New Zealand Government more broadly, in the respect that it creates an ecosystem which allows us to collaborate, share information and to meet legislative requirements. A good recent example of this collaboration is the Tau Fly event, with Cohesion enabling collaboration between cross-functional teams across MPI, helping us to better respond to protect New Zealand.” Tracy Voice, CIO, Ministry for Primary Industries.





Roadmap

The first agency went live with their ECMaaS solution in December 2014, with a further three agencies in production within the first quarter of 2015.

Roadmaps for the service are still to be developed as ECMaaS is still in the early stages of implementation. Service improvements, enhancements and product roadmaps will be identified and implemented throughout the life of the contract. This process will be overseen by the Operational Review Board, and the ECMaaS Community of Practice will also have visibility of the product roadmap.

Governance

ECMaaS has a governance structure that consists of an Operational Review Board (ORB) and a Community of Practice.

The ORB meets regularly, and is the governance forum that considers and discusses matters of technical, operational and strategic importance to the provision of ECMaaS and its uptake. The ORB is representative of agencies that have adopted ECMaaS, and agencies that are intending to do so in the future. The ORB currently includes representatives from MPI, DOC, DIA, NZ Police, MSD and Archives NZ.

The Community of Practice supports New Zealand government agencies who have adopted or are planning to adopt ECMaaS. The primary goal of the Community of Practice is to share information and knowledge about ECMaaS projects, including documentation, learnings, latest news and updates.

Your agency will be added to the Community of Practice members list once you have signed a non-disclosure agreement for ECMaaS.

Lead Agency

The Department of Internal Affairs

Adopting the service

The Association of Information and Image Management (AIIM) describes enterprise content management as “a dynamic combination of strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes”.

This description highlights the fact that the technology solution, in this case, ECMaaS, is only part of the picture, and that alignment with agency information strategies, and organisational and behavioural change are critical elements of any ECM implementation.

Agencies wanting to adopt ECMaaS do not need to undergo a full procurement process. Instead you only need to be concerned with selecting the best-fit product from the ECMaaS panel.

Agencies can take advantage of the work done by the Lead Agency by contacting the ProductManagerand following the process below:

  1. Sign a standard confidentiality agreement so that the supplier service catalogues and price books can be released
  2. Assess the suppliers and products against your business needs, and select the one best suited to you needs
  3. Develop your project plan for implementation, including capacity and resources around organisational and behavioural change, and not forgetting ‘business as usual’ resourcing and capability
  4. Develop your business case, making sure it aligns with your agencies strategic direction.
  5. Sign a Memorandum of Understanding with DIA as Lead Agency. This MoU sets out each party’s rights and obligations
  6. Sign a Service Agreement and Implementation Plan with your preferred supplier to initiate implementation of the service

The Service Agreement along with the service levels, terms and conditions, as agreed in the master CC-ICT Agreement with DIA constitute the contract to deliver ECMaaS to agencies.

DIA undertakes security certification activities from an all-of-government perspective. This means that ECMaaS products will be certified to RESTRICTED level, as identified under the New Zealand Information Security Manual (NZISM). Agencies will need to conduct their own security assessment to ascertain whether the certification achieved also meets their own risk and security profile.

Lead Agency Agreement summary

  • Closed Supplier Panel
  • ICT Common Capabilities
  • Initial four-year contract beginning October 2013, with one opt

Lead Agency Agreement details

The Department of Internal Affairs, as Lead Agency, has entered into a Common Capability ICT Agreement (CC-ICT Agreements) for the purchase of ECMS services with three service providers-Intergen, OpenText and Team Asparona. The initial contract term is four years, with one optional right of renewal for three years.

The CC-ICT Agreement enables Authorised Parties (eligible agencies or authorised third-party suppliers supplying services to eligible agencies) to subscribe to the ECMS services via an ECMS Subscription Form.

Internal Affairs and each Authorised Party enter into a Memorandum of Understanding that sets out each party’s rights and obligations in relation to the Lead Agency's lead role and Authorised Parties' participation in the collaborative arrangements.

An Authorised Party that has entered into an MOU and is a party, or intends to become a party to an ECMS Subscription Form, is referred to as the Subscribing Party.

Supplier Information

Intergen uses Cohesion, a product designed for New Zealand government agencies and based on Microsoft technologies such as Microsoft SharePoint.

Contract Began October 2013

Contact

OpenText uses a content suite that is one of five integrated suites supporting their Enterprise Information Management (EIM) strategy.

Contract Began October 2013

Contact
Josh Bartlett ECMSaaS-NZ@opentext.com

TEAM Asparona uses ContentWorX which is based on an Oracle suite of enterprise grade components including Oracle WebCenter Content, Oracle WebCenter Records, Oracle WebCenter Portal and Oracle Database.

Contract Began October 2013

Contact

Agencies using the service

The first agency to utilise ECMaaS went into production at the end of November 2014. As of December 2016, there are twelve agencies in production, utilising each of the three suppliers. There are four more agencies currently in transition to ECMaaS.