- Your gateway to information held in HP TRIM, network drives, business systems, or web resources
- Simple, easy to use interface that has been designed with user-centric principles
- Discover information, create and explore links, and keep ‘found’ things found
- Collaborate in forums and group workspaces.
You can Piggyback!
Government organisations can purchase Diem and HP products via a piggyback clause in an Australian Consumer and Competition Commission contract. Contact iCognition for more details.
- Overview
- Functionality
- Technical
- Case studies
- Resources
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Need more information? We can provide business cases and white papers to assist you.
Overview
Diem Portal is your connection to enterprise information. It provides simple and easy access to information sources such as HP TRIM, network directories, websites and line-of-business applications. Diem Portal unleashes the power of HP TRIM, increasing user adoption and facilitating cultural change. Users get on with their job while corporate compliance and knowledge retention happens seamlessly. It allows users to discover information in a variety of ways, explore links between information, keep found things found and allow users to collaborate in forums and group workspaces. It is simple, easy to use and designed with user centric principles.
Functionality
Diem Portal is more than a web interface that provides end users with direct access to documents in HP TRIM. It provides significant Web 2.0 collaboration functionality and search and retrieval across multiple information sources. You can also value-add by providing better collaboration and Web 2.0 functionality, and even integrate the Portal directly into other applications. It is purchased in modules that allows you to expand your usage over time: start with a low cost entry by searching and requesting for records, then expand into a complete personalised information portal, add HP TRIM Electronic Document Management, and finally open up access to other information sources, including websites, network drives and line-of-business applications.
Technical
Diem Portal assumes an HP TRIM Server is available and functional. It uses an IIS web server and is an ‘intelligent client’ that automatically detects whether it needs to operate in full thin client mode or can make use of the HP TRIM client for a rich user experience.
Case studies
Diem Portal was originally developed for Australian Crime Commission when their HP TRIM ice web client was deemed not to be able to deliver the requirements for a simple and easy to use interface that all staff nationwide could use.
Since that time Diem Portal has had several releases and been implemented in many organisations, both public and private, including Catholic Education Office, Department of Agriculture, Fisheries and Forestry, Royal Australian Mint, Torres Strait Regional Authority, NSW Department of Corrective Services, and Grains Research Development Corporation.
Functionality
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This ‘out-of-the-box’ interface allows for fast and effective implementations, and comes in five (5) modules that offer the following:
- Record search, request and creation (Diem Portal Lite)
- A complete personalised user interface to discover, access, create and share information (Diem Portal Foundation)
- Enable TRIM Electronic Document Management (EDM Module)
- Access to Websites, network directories & documents, line-of-business apps, RSS feeds, locations/contacts (Additional Resources Module)
- Integrate other applications (Portal Connectivity Module).
Note: you will need HP TRIM or you can purchase HP TRIM with Diem Portal (page opens in new window).
Diem Portal modules
1. Diem Portal Lite is a low cost entry-level solution for searching, requesting and creating records:
- A familiar website look and feel
- Interface ‘skinning’ to align with corporate styles
- Simple search using familiar web paradigms, as well as advanced search functionality
- File requesting and assigning
- Record creation, including a controlled file creation option to allow end users to create files but they are restricted until quality assurance is completed
2. Diem Portal Foundation provides the user with a complete personalised interface to discover, access, create and share information, and establishes the foundation for other modules:
- Includes all Diem Portal Lite functionality
- Complex query search capability
- Personalisation at user and group levels; each end user can create a personalised entry point to access documents in HP TRIM as well as other key information sources
- Create enterprise, personal and collaboration group workspaces
- Variety of information navigation capabilities, including building of user-based terminology for retrieval (tags)
- Decide which tags you will share by using the power of the TRIM thesaurus
- Create and manage user-driven terminology for the enterprise
- Simple ways of assigning and managing workflows
- Create, manage and moderate discussion forums for restricted groups
- Capture all topics and threads in TRIM automatically to meet corporate compliance and accountability requirements
- Provides full HP TRIM audit, records management functions, access & security
- Supports best practice management of objects as dictated by legislative, legal, audit, quality and corporate requirements.
- Simple methods for turning on and off functionality
- Can be used for remote access
3. EDM Module enables TRIM Electronic Document Management via the Portal (prerequisite is Diem Portal Foundation).
- Direct check-out for editing and automated check-in for MS Office documents (single click check-in for other documents).
- Export, finalise and send documents via email
- Previews that provide multiple information discovery and navigation capability
- Use of native or Cooliris® thumbnail viewers for images
- Optionally add Diem Explorer to provide complete integration with network drives
4. Additional Resources Module allows access to Websites, line-of-business apps, RSS feeds, directories & documents, locations/contacts from the Portal (prerequisite is Diem Portal Foundation).
- Provides access to other non-TRIM information sources such as network drives, websites and line-of-business applications, as well as contacts in TRIM
- Connect to RSS feeds from within or outside of the organisation
- Capture website and RSS pages directly from the Portal, both as an image of the page and as a text rendition for content indexing
5. Portal Connectivity Module to connect or integrate the Portal to other applications (prerequisite is Diem Portal Foundation).
- Incorporate your own specific functionality using our ‘loosely coupled’ integration architecture
- Allows Diem Trays to be integrated and viewed in other web applications
- Add your own menu items to the Portal to call custom applications
- Link TRIM fields to other applications
- Build your own widgets that can be displayed in the Portal
Technical
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Technical requirements
Diem Portal assumes a HP TRIM Server is available and functional along with IIS. Diem Portal is also an ‘intelligent client’ that automatically detects whether it needs to operate in one of the following paradigms:
- full thin client where no software is required on the client, not even TRIM; or
- semi-thin client where HP TRIM is not resident on the client, but only a small DLL is resident to enable a richer user experience; or
- thick client where HP TRIM and a DLL is resident on the client to provide a full satisfying user experience by making use of the HP TRIM client; and/or
- optionally Diem Explorer can be resident on the client machine.
Note that the .NET 2.0 Framework is required on the client for Diem Explorer, thick and semi-thin paradigms. The Diem Portal client DLL is a rollout via an MSI. Cooliris is also an option on the client machine for image viewing.
System requirements:
- Microsoft IIS Web server
- The .NET 2.0 Framework is required on the client for thick and semi-thin modes
- The Diem Portal client software, if required, is a rollout via an MSI
Implementation
Diem Portal is easily installed and does not require significant time and budget to implement. Assuming you already have HP TRIM operational, the software can be installed on a web server and made operational in a single day’s work. Implementation steps include creation of a virtual directory in IIS and setting up a few user defined fields in TRIM using a script. All you then need to do is skin the product with your logo and colours, then decide what functions you will make available. Diem Portal has an administrator function that allows you to turn on and off functionality as users begin to make use of it. Additionally, if a non-thin client option is chosen, an msi rollout is required. Finally, training only needs to be short, and in some sites no training has been provided at all! This is because of the ease of use, and in fact some sites have decided not to provide training at all, just floor walking support.
Integration
The Diem Portal Connectivity Toolkit provides the user with a consistent interface that will retrieve records in the context of the user’s current view within the line-of-business application. The basic functional unit of Diem portal is a Portal tray. Diem portal has been designed and constructed in a modular way enabling portability of its trays.
This means any web application can have a Diem Portal Tray reside in the application. Implementation examples include, Clarity, and Sharepoint. Grains Research and Development Corporation uses the Connectivity Toolkit to access records stored in TRIM from Computer Associates Clarity product for a particular project. The Clarity user has a view of the relevant files and records for any particular project within one of the existing Clarity tabs (Dashboard tab was selected). The Diem Portal Tray is called from Clarity and the Portal search results page is returned to the Clarity view tab. In addition, Clarity users have the ability to Check out/in documents using the Diem Portal functionality.
The connectivity toolkit module allows integration of any web based product with a Portal tray. The Portal tray allows for :
- check in/out documents
- open read only versions of the documents
- view/modify metadata.
Case studies
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Diem Portal has been deployed to increase the wider adoption of HP TRIM in the following agencies:
- Australian Competition and Consumer Commission: is in the process of moving to a ‘pervasive’ information management environment where Diem Portal will provide the interface to a single corporate store.
- Australian Crime Commission: successfully transitioned all staff nationwide from personal network drives and the majority of corporate drives to using HP TRIM via Diem Portal.
- Department of Agriculture, Fisheries and Forestry: implemented Diem Portal for 2,500 users and has successfully integrated Diem Portal into multiple line-of-business systems.
- NSW Department of Corrective Services: has endorsed the use of Diem Portal to connect their Offender Case Management System to HP TRIM. This will provide over 5,000 staff with a single interface to interact with both documents and data in a consolidated view of information pertaining to the case management of a client.
- Grains Research Development Corporation: uses Diem Portal as their key corporate information portal with integrations to their primary business system – Computer Associates’ Clarity.
Resources
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Need more information? We can provide business cases and white papers to assist you.
Resources such as business case information and white papers will be available on this site. Currently there are three iCognition White Papers available:
- EDRMS Business Cases (short form and long form versions): This white paper conducts a comprehensive cost-benefit analysis of three implementation options for Electronic Document and Records Management Systems (EDRMS): Records Management, Business-specific, and Enterprise Information Implementations. There is a short form version for managers and executives, and a long form version for those who need detail. The paper outlines the business case for each option and determines in what circumstances each option would be considered. The EDRMS business cases are compared to a ‘Do Nothing’ option. In the example used in this analysis, of an organisation of 500 staff and using the assumptions detailed in this paper, a pure cost-benefit analysis approach shows the Enterprise Information implementation is ahead by an order of magnitude over the next best option. The Enterprise Information option further consolidates its lead when taking into account the non-quantifiable benefits. This must be tempered by the change management effort of transitioning the organisation to predominately EDRMS usage and limited access to other repositories, which can be significant. The results can also be influenced by key business drivers that can heavily influence the non-quantifiable benefits and justify other implementation options.
- HP TRIM Interface Options: High user adoption rates are a key measure of success for the implementation of TRIM Context as an Electronic Document and Records Management System (EDRMS). While the solution itself is not solely responsible for the achievement of take-up or adoption, the solution architecture must facilitate user adoption through ease of capture, search, retrieval and management of information. The solution architecture must therefore provide easy to use interfaces that are familiar to current technology paradigms, so that there is little change to the way people already work. This paper investigates the various interface options for TRIM Context and provides analysis on their applicability to enterprise-wide use depending on the environment outcomes desired, and makes comment on each interface’s benefits and disadvantages.
- Collaborative Workspaces for HP TRIM: An Analysis of Two Options: This White Paper provides an analysis of two options for collaborative workspaces for Hewlett-Packard’s HP TRIM Electronic Document and Records Management System (EDRMS). Generally, organisations have a number of technology options to choose from to develop a collaborative information management workspace. This White Paper provides an analysis of two options for collaborative workspaces using HP-TRIM EDRMS as the core capability. The options that are the most popular for HP TRIM are Microsoft SharePoint and iCognition Diem Portal. An alternative option of integrating the two will also be discussed. It should be noted that this is a comparison of two different approaches: although Microsoft SharePoint can be installed ‘out-of-the-box’, to achieve good outcomes it requires design and development; where as Diem Portal is a Commercial-Off-The- Shelf (COTS) product implementation that only involves installation, skinning and configuration. iCognition implements both Diem Portal and the HP TRIM integration to SharePoint, and we recommend either solution based upon an analysis of business needs and overall requirements.
