Publiacqua had a total of three different document management platforms, each dedicated to a particular business process:
- IBM Content Foundation was used for protocol process, quality assurance and invoicing cycles.
- Zend was used for meter reading and contractor management services.
- OWL was used for workforce management and plant documentation.
After evaluating this portfolio of products, the Publiacqua IT department agreed that it needed to consolidate to reduce costs and increase efficiency. So the team began a project with the goal of reducing systematic risks and licensing costs.
To standardize the DMS architecture, the elements necessary to achieve the expected results were:
In addition, Alfresco platform's open API would allow Publiacqua to easily connect with its current software, including SharePoint and Microsoft Office 365, meaning it wouldn't affect the productivity of end users.
Alfresco platform at the core of Publiacqua's digital transformation strategy
Throughout this project, the Publiacqua team transformed its way of thinking and approach to application modernization and infrastructure design. Before Alfresco platform, the typical approach was application-driven with legacy solutions. Now, the focus in the design phase is compliance to standards for integrated solutions.
Accelerated time to value with Alfresco platform
The kickoff meeting for the migration project was in March 2017. In the first phase, it focused on the architecture of the solution and the deployment of the machines needed, and it took about two weeks to discuss the details of the deployment and the approval of the design and an additional week for the activities. Another two more weeks, and the infrastructure (both production and test layers) was released and ready for the migration process, for a total of 5 weeks from the first meeting.
The repository migration phase was also fast because it was managed through incremental batches in order to work in the background and minimize disruptions in the production environment.
Finally, the only customizations were made to define the profiles of access to documents, using the standard features made available to Alfresco platform.
It got started quickly and had no particular issue during the migration phase. All the data was successfully migrated, which included approximately 4 million documents and photos, using standard tools provided by Alfresco platform, and importantly without any need to develop a custom integration between Alfresco platform and the Publiacqua legacy systems. The migration took two months and included all four repositories. The team knew it had to move fast to avoid the cost of renewal and the effort to perform the complex upgrade of its legacy system, IBM Content Foundation, and the team said it couldn’t have moved so quickly without Alfresco platform.