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57147 Enterprise Content Management

UTS: Communication: Journalism Information and Media Learning
Credit points: 8 cp
Result Type: Grade, no marks

Handbook description

Enterprise content management (ECM) includes the strategies, processes and tools used to capture, manage, store, preserve, and deliver content to support organisational outcomes. This subject provides an overview and explanation of ECM and its key components. It explores how ECM contributes to the management and use of an organisation's structured and unstructured information, wherever that information exists.

Students explore frameworks of ECM and are introduced to the strategies and techniques for managing records, documents, email, web-based and collaboration content, business applications such as customer relationship management and enterprise resource planning, business processes and workflow. The subject explores key strategic drivers for ECM, such as governance and information sharing, and shows how organisations effectively deploy ECM to improve relationships between people, content, processes and technology and contribute to organisational outcomes.

Subject objectives/outcomes

On completion of this subject students are expected to be able to:

  1. define ECM and related fields of practice
  2. understand and describe ECM drivers, strategies, tools and techniques
  3. explain the key trends and developments in ECM
  4. critically evaluate contemporary information technology solutions and their implications for enterprise content development and management
  5. understand concepts critical to the requirements and implementation of ECM with an organisational context.

Contribution to graduate profile

This subject provides students with an understanding of Enterprise Content Management – its implementation and contribution to the effective management and use of organisational information assets.

Teaching and learning strategies

Teaching and learning strategies will focus on interactive, constructive learning. The subject is structured to provide a varied learning environment in which students are stimulated to explore knowledge management strategies and apply it to practical situations. Tutorial activities support the content by encouraging student learning through active participation with other students. Contribution to tutorial discussion is valued and expected. Students will be introduced to ECM strategies and its practical application via case studies, and interactive sessions in which students will learn practical techniques for assessing and managing the implementation of their ECM systems as well as their on-going maintenance.

Content

  1. Introducing ECM (Objectives a, b):
    This theme will develop an understanding of concepts and frameworks of ECM and its business drivers. It will consider strategic drivers such as governance and compliance, business continuity, leveraging intellectual assets and driving business effectiveness and efficiency.

  2. ECM Strategy (Objectives a, b, c):
    By exploring topics such as records and document management, email management, web content management, collaboration and workflow, Enterprise 2.0, Software as a Service (SaaS) amongst others, the concepts for managing information and content will be explained. Core concepts such as sources of information, legislation and regulation, standards and best practice, the information lifecycle and differing ways of capturing and delivering information and content to organisational stakeholders will be explored. This theme develops the need for ECM best practice, methods of identifying information assets, understanding the implications of an ECM strategic decision, assessing the organisational context, business needs and preparing the ECM business case.

  3. ECM Tools and techniques (Objectives b, c, d):
    Taxonomies, metadata, indexing, classification search/retrieval, interoperability and information security/access control will be explored within the context of ECM planning and implementation. Different technology solutions, storage and audit models, migration, interface design, architectures and approaches will be explored. The development of functional specifications for ECM and guidelines for system selection will be introduced.

  4. Implementing ECM (Objective e):
    Case studies will be used to understand the challenges, stages and governance models of ECM implementation. Strategies for maximising internal adoption, change, performance support and enabling content collaboration and reuse across organisations will be discussed.

Assessment

Assessment item 1: ECM technology report - issues and trends (individual task)

Objective(s): All
Weighting: 30%
Task: A report on the current issues and trends in enterprise content management technology (2,000 words). The report must include in an appendix a comparison of current ECM software functionalities and capabilities (not included in the report word count). The audience of the report is the senior management executive team.
Assessment criteria: Demonstrate
  • an awareness of the challenges of information and knowledge sharing processes within an organisational setting
  • an understanding of what ECM and ECM systems are; their benefits and implications
  • an awareness of current ECM software applications
  • an ability to evaluate systems functionality and capability
  • an analysis of relevant literature in enterprise content management, including appropriate case studies as available
  • report writing skills, including appropriate citation and footnoting skills

Assessment item 2: Development of discussion documents about ECM tools and techniques (group task)

Objective(s): All
Weighting: 25%
Task: Within a wiki environment, students in small groups will develop discussion documents (1,500 words) on a range of tools and techniques which may be designed and implemented within an organisation's ECM. Each group will be responsible for the development of one document from list of topics (tools, techniques) developed by the lecturer, or another with permission from the lecturer. Once the assignments have been marked, i.e. the wiki has been 'completed', it will be opened for the entire class for discussion and comment.
Assessment criteria: Demonstrate ability to
  • work collaboratively in a group to design content by writing and contributing ideas and research
  • understand the theory and practical issues and implications of an ECM tool or technique within a work environment
  • articulate the potential benefits of the tool or technique for efficient and effective work practices
  • present a coherent analysis and critique of key ideas
  • research, engage with and correctly acknowledge a wide range of information sources
  • provide a list of relevant readings suitable for an information or knowledge management professional

Assessment item 3: ECM discussion paper for senior management (individual task)

Objective(s): All
Weighting: 45%
Task: Each student is to develop a discussion paper (3,000 words) for senior management detailing the rationale and feasibility of implementing an ECM system with an organisation. This is a scenario-based assignment (or, after discussion with the lecturer, maybe based on the student's work environment). The discussion paper is expected consider:
  • the broad business case for an ECM, including an analysis of key issues within the organisational environment that could be addressed by implementation of and ECM
  • the organisational benefits
  • the challenges of implementation
  • a high level action plan
  • risk management strategies
Assessment criteria: Demonstration of
  • an understanding of an organisational context
  • an understanding of organisational workflows and information processes
  • an awareness of the current theories and trends in ECM
  • a recognition of the benefits and challenges of enterprise content management systems
  • an ability to develop a business case
  • an ability to prepare a clear and concise report for a senior management

Minimum requirements

Students are expected to read the subject outline to ensure they are familiar with the subject requirements. Since class discussion and participation in activities form an integral part of this subject, you are expected to attend, arrive punctually and actively participate in classes. If you experience difficulties meeting this requirement, please contact your lecturer. Students who have a reason for extended absence (e.g., illness) may be required to complete additional work to ensure they achieve the subject objectives.

Indicative references

Asprey, L and Middleton, M. (2003) Integrative document and content management: strategies for exploiting enterprise knowledge. Hershey PA : Idea Group Pub

Australian Government Information Management Office (2006) Better Practice Guidelines Available: http://www.agimo.gov.au/ practice/ delivery/ checklists [Date accessed: 14 July 2006].

Megill, K. (2005) Corporate memory: records and information management in the knowledge age. München : K.G. Saur

Rockley, A., Kostur, P. and Manning, S. (2003) Managing enterprise content: a unified content strategy. Indianapolis, Ind.: New Riders