Upload
annabella-powell
View
217
Download
1
Tags:
Embed Size (px)
Citation preview
MSS Technologies and the AIIM Grand Canyon Chapter
present:Electronic Document Management System
Needs Analysis
EDMS Project Phases
NEEDSANALYSIS
EVALUATION ANDSELECTION
IMPLEMENTATION
Develop Functional Area ObjectivesDefine Prioritized Technical RequirementsIdentify Key BenefitsDevelop Cost Estimates
Conduct RFP ProcessShort List 3-4 Top VendorsConduct DemonstrationsSelect Best Fit SolutionDevelop Implementation Plan
Install and Configure SolutionConduct Quality Assurance TestingConduct Product TrainingGo Live
Imaging Document Management
Computer Output to Laser Disk
(COLD)
Indexing
Workflow
Security
Storage
Presentation Layer
Applica
tion In
tegra
tion
EDMS Components
Report DistributionReport DistributionCaptureCaptureVersion ControlVersion Control
Real Time RetrievalReal Time Retrieval
AnnotationAnnotation Optical Character Recognition (OCR)Optical Character
Recognition (OCR)
Content ManagementContent ManagementOMR/ICROMR/ICR
Business Process AutomationBusiness Process Automation
NotificationNotification Exception AutomationException Automation
Approval ManagementApproval Management
Business RulesBusiness Rules
Automated Task ManagementAutomated Task Management System IntegrationSystem Integration
ManualManual
Full TextFull Text
Quality ControlQuality Control
Key WordKey WordFormsForms
IntegrationIntegration
RedactionRedaction
Document LevelDocument Level User / Group LevelUser / Group Level
SANSAN HSMHSM Optical DiskOptical DiskArchiveArchive
ImagingImaging Document ManagementDocument Management Computer Output to Laser DiskComputer Output to Laser Disk
WorkflowWorkflow
IndexingIndexing
SecuritySecurity
StorageStorage
FunctionalFunctional
Print Stream Support
Print Stream Support
Data Intelligent FunctionalityData Intelligent Functionality
Forms ProcessingForms Processing
EDMS Components
Technical Requirements
• Interview all potential users– Define all processes using paper and
electronic documents– Estimate document volumes and licenses
needed– Determine features and functionality of an
EDMS that would improve the area’s effectiveness
Technical Requirements
• Compile your information– Identify which EDMS features and
functionality will be priorities• Those providing the most improvement in
effectiveness• Those vital to work processes (for example,
security)• Those which will be utilized by the most areas
Technical Requirements
• Calculate total document volumes and licensing information– Average monthly volumes by page– Historical volumes– Retrieval licenses– Scanning licenses
Technical Requirements: Tools
• Interview Questionnaire
• Document Information Spreadsheet
• Technical Requirements Template
Cost of Ownership/ROI
• Estimate the cost of an EDMS solution that meets the needs defined in the Technical Requirements stage– Research – Submit a cost study to vendors– Don’t forget hardware!
Cost of Ownership/ROI
• Calculate Return on Investment– Determine the time spent searching for, retrieving and
re-filing paper or un-managed electronic documentation
– Determine the re-work that will not be necessary (call backs because documents were not immediately available, etc.)
– Calculate cost using average salaries– Include the reduction of cost in paper purchases
(fewer copies, printing = less need for paper)
System Conversion
• Compile statistics on current EDMS– Number of documents and pages currently in system– Number of index records in database
• Determine ability of current system to export index information– Format– Pointers to image files– Document/Page linking information
What You Have After All That Work…
• Documented Cost Justification• All Information Needed for the
Evaluation/Selection Process:– Detailed Volume and Licensing Information– Technical Requirements– Processes to be Automated
• Base Data for Beginning an Implementation Plan