Finnish Transport Agency (FTA) Kari Honkanen Senior Officer, Project Manager

Agenda Introductions Why Alfresco? Agile development Alfresco Repositories at FTA Experiences

I am… Senior Officer and Project Manager at FTA 3 years at FTA Product owner – agile development Background in translation, localization and technical documentation “Non-technical” – between providers and business Development and training

Finnish Transport Agency Formed in 2010 Three administrations merged Finnish Road Administration Finnish Rail Administration Finnish Maritime Administration Difficult situation FTA builds and maintains roads, railroads, and waterways (sea and inland waters), about 20 billion euros per year “The Finnish Transport Agency enables smooth, efficient and safe travel and transport. We are responsible for Finnish roads, railways and waterways and for the overall development of Finland's transport system. We promote an effective transport system, traffic safety and a sustainable development of the regions.”

Finnish Transport Agency Environment (in terms of users) 650+ FTA users in several locations in Finland Hundreds of externals (“all we do is procure (buy)”) Project life span can be decades Very document (and paper) heavy organization Legal requirements for openness and archiving (long term and permanent)

Why Alfresco? 2010 merge = very fragmented environment in terms of DM and ECM Need for one system We could not use any of the existing systems Obsolete systems, and… Procurement issues (we’re a gov’t agency, after all )

Why Alfresco? Assessment of our needs Collaboration with externals Assessment of available solutions Public sector -> Open source Liferay (intranet) – they get along Document management platform for our new case management system Enterprise on premises

Agile development We procured an agile development team Me as a product owner Scrum master and team from provider Sprints (2 weeks) Out-of-the-box installation – FTA look-and-feel Good experience – when you make mistakes, they never have time to develop into BIG mistakes

FTA Alfresco Repositories = 3 My Files for every user (folders) Sites (folders) Hundreds used for collaboration FTA personnel and externals FTA Repository (no folders) FTA personnel only No visible folder structure Metadata and searches

Migrations Material from previous systems was migrated to Alfresco FileNet Sharepoint Hummingbird No technical problems 250,000 documents and metadata

User expectations and experiences Alfresco in use for a year now System as such is rarely the “problem” – the people are We have a very diverse group of users: age and computer skills “Will this system still let me do stupid things?”

User expectations and experiences Has greatly improved collaboration with external users Previously dozens of project portals Access is very easy with all devices Wikis, datalists and discussions used actively A lot less attachments

User expectations and experiences Problems Browser issues (IE8 running as IE7) Online editing for externals Our environment has network problems SharePoint Protocol seems to be bit picky User perception is that Alfresco does not work

Any questions?

Thank you!