State of the Enterprise Content Management (ECM) Project

February 25, 2008

Project Team

• Project Champions– Molly O’Rourke, Deputy Administrator – Mjyke Nelson, Department Director

Information Technology• Carmen Erick, Project Manager• Paul Hershfield, IT Design Team Lead • Larry Timmerman, BPM Lead• Imerge Consulting

This is what we knew

• Washington County has identified the need to develop coordinated, cost effective methods of managing content and electronic documents throughout the enterprise.

• Countywide standards for content management hardware, software, format and most importantly – data, do not exist today.

• Electronic documents and content are retained and maintained in many different file formats, databases and repositories including flat files.

• Records retention and disposition schedules are not well documented or coordinated in all cases

This was Our Mission

• To define a process for understanding our current status

• To design the roadmap for our future

• To eliminate waste and create efficiencies at every turn…..

These were our Goals and Deliverables

• Start Date August 2007• End Date February 2008• Meetings with Departments• Training• Write and Conduct RFP• Identify Pilot Project

This was our Project ApproachTimeline for Phase 2

• Aug-Nov 2007: Analysis and design of ECM solution.• Dec 2007: Create initial draft of ECM Road Map• Jan 2008: Identify pilot project and create RFP• Feb 2008: Phase 2 complete• Mar 2008: Phase 3 begins

Our ECM Program Process Phase 1 - Completed

Definition of Washington County’s needs and desires for Document Management solutions.

Phase 2 - Current ProjectAnalyze defined needs.Design a coordinated method of managing content and

electronic documents throughout the enterprise.Develop a road map for future projects.Select a pilot project.

• Phase 3 - Future (Mar 2008)– Purchase and implement hardware and software– Execute the pilot project– Adjust the road map

What have we done?

• Administered Survey / Questionnaire

• Interviewed all Departments

• ECM Training

• Identification of potential Records Coordinators

• Recommended a single email solution

Interviews - What did we hear?

• Departments have similar needs– Workflows– Electronic Forms– Records and Document Management– Image Capture – Web Content Management– Internal Electronic Signatures / Approvals

• Departments have different needs– Email Management– Web Content Management– External Electronic / Digital Signature– Redaction Technology– Complex Workflow

Pilot This!

• Board Agenda Process Pilot Project– Visible

• Application used by all Departments and the County Board

– Repeatable• Workflow Process and Technology can be Tested and

Duplicated in other Areas

– Business Need• Workflow, Document Management, Filing, and Record

Retention

Final Report – top 5Top 5 Recommendations

1.  Creation of a Records Manager Function for the county to coordinate policy, taxonomy and records retention.

2.  Implement a Storage Area Network (SAN) solution for electronic data storage.

3.  Standardize the county e-mail system.  Abandon GroupWise and Lotus Notes, and converge on Microsoft Exchange / Outlook 2007 as a single e-mail solution for the county.

4.  Standardize desktop productivity software tools.  Implement the Microsoft Office 2007 software county-wide.

5.  Implement Microsoft Office SharePoint (MOSS) 2007 as Basic Content Services (BCS) solution for ECM.  (Recommendations 2, 3, and 4 are needed to support use of this technology.)

Questions

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