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May 16, 2007
Enterprise Enterprise Content Content
Management-Management-Paperless Paperless
Government:Government:Association of Governmental
Accountants
Enterprise Enterprise Content Content
Management-Management-Paperless Paperless
Government:Government:Association of Governmental
Accountants
Background
ECM History and Technology Today
Benefits
Project Status
Agenda
The Governor’s IT Agenda initiatives are moving forward
Business
One-Stop
Business
One-Stop
Enterprise
ContentMgmt
Enterprise
ContentMgmt
Electronic
Health Records
Electronic
Health Records
Turbo-Vet
Turbo-VetERPERP
What Is Imaging?
• Capture
• Store
• Retrieve
• Process
• Distribute
• Manage
INFORMATION!!!
• Accounts Payable• Payments• Inquiries• Applications• Short term
information for immediate work
• Case Management
• Human Resources
• Historical information for storage
• Correspondence
Imaging vs. Document Management
Imaging Document Management
Imaging DocumentManagement
Imaging vs. Document Management
WordPad Document
WorksheetDocument
Different Content TYPES
Office Docs, Forms, Rich Media, Film, ERP, Financial Applications
Different Content TYPES
Office Docs, Forms, Rich Media, Film, ERP, Financial Applications
Key MANAGE Technologies
Document Management, Collaboration, Web Content Management, Workflow, Records Management
Key MANAGE Technologies
Document Management, Collaboration, Web Content Management, Workflow, Records Management
• Scanning (Capture)• Indexing schemes• Full Text• Records Management• E-mail Archive• Workflow• Collaboration• Portals• Backfile Conversion
Key Components
OCR
P. 0. System
Vendor # : 12345
Amount : $ 521.00
P.O # : ABC123
Date : 1-17-96
Forms Processing
P. 0. SystemVendor # : 12345Amount : $ 521.00P.O # : ABC123Date : 1-17-06
Structured Index
Index Strategies
• Critical to a successful project• Time indexing saves time retrieving• Look at existing paper and database indexes• Identify shared documents and their index
fields – make consistent
Dear Gov Kaine:
Our elementary school has been playing with computers and I already have high score on Doom. I heard that many state agencies need more computers. I was thinking that I could give them my Nintendo and Playstation to help them. In return, you could get me an X-Box 360 and shut school early to save gas for the bus. Write back soon.
Sincerely,Lil’ Timothy Bass
Full Text Index
DocumentManagement
Records M
anagement
Rules
Records Management
WordPad Document
WorksheetDocument
ECM System
Retrieval Use
File Cabinet
Users & Email Archive
Rules Engine
User
Repository
Analyst Specialists
Supervisor Credit
Storage
Workflow
Different views of Collaboration
Portal Dashboard
• Complete Backfile• Modified Backfile• Day-Forward• On-Demand Day-Forward
• Backfile conversion is expensive
Backfile Conversion
Remote Vaults
Imaging
Legacy Systems
Where isthe
information?
Searching for Information - Then
Shared Drives
eDocuments
Personal
Databases
Document Storage
Where isthe
information?
Searching for Information - Future
Network Drives
Document
ECM
Justification Reasons
• Cost savings• Soft Savings• Strategic advantages• Risk
• Always consider risk of doing nothing
Justification DiscussionHard Dollar Cost Savings
• Increased efficiencies
• Copier and Printer output
reduction
• Reduction in floor space(about 20%)
Justification DiscussionSoft Benefits
• “A better job”– More thorough– More consistency (especially
in multi-regions)
• Less time doing admin work will enable staff to better support the mission
• Better disaster recovery• Improved communication
with Federal and local governments
• More responsive to FOIA requests
Strategic Advantages
• Mostly from productivity improvements
• Improved customer service• Better decision making
– Access to information– Sharing of information
• Coordination with other agencies and stakeholders
• Telecommuting
Risk
• Better audits• Better compliance
– FOIA– Regulations (HIPPA, privacy, etc.)– Records management procedures
ECM is a Life Cycle, not a Project
ECM Contracts and Timelines
• Phase One – Development of an RFP and selection of an ECM technical platform by May 31, 2007.
• Phase Two – Development of an RFP and selection of one or more approved vendors to provide integration services for the ECM by September 14, 2007. DEQ specific requirements will be used as an implementation model in the RFP.
• Phase Three – Development of an ECM Advisory body and its procedures by October 31, 2007.
Commonwealth ECM Contracts and Timelines
• Representatives from various state agencies on software and implementation services RFP evaluation committee:– VITA;DEQ;DJJ;VDOT;LVA;DSS;VRS– Statewide contracts-agencies and localities
• Leading consultants in ECM-related technology• Led by senior industry experts• Truly unbiased• Extensive experience with
enterprise implementations
Strong knowledge of nearly every available
vendor today
eVisory Overview
Contact Info
Valerie Thomson, Director of AdministrationDepartment of Environmental [email protected]