MSS Technologies and the AIIM Grand Canyon Chapter present: Electronic Document Management System Needs Analysis

EDMS Project Phases Develop Functional Area Objectives Define Prioritized Technical Requirements Identify Key Benefits Develop Cost Estimates Conduct RFP Process Short List 3-4 Top Vendors Conduct Demonstrations Select Best Fit Solution Develop Implementation Plan Install and Configure Solution Conduct Quality Assurance Testing Conduct Product Training Go Live

ImagingDocument Management Computer Output to Laser Disk (COLD) Indexing Workflow Security Storage Presentation Layer Application Integration EDMS Components

Report Distribution Capture Version Control Real Time Retrieval Annotation Optical Character Recognition (OCR) Content Management OMR/ICR Business Process Automation Notification Exception Automation Approval Management Business Rules Automated Task Management System Integration Manual Full Text Quality Control Key Word Forms Integration Redaction Document Level User / Group Level SAN HSM Optical Disk Archive Imaging Document Management Computer Output to Laser Disk Workflow Indexing Security Storage Functional Print Stream Support Data Intelligent Functionality Forms Processing EDMS Components

Phase I: Needs Analysis Technical Requirements Cost of Ownership/ROI System Conversion

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)

Cost of Ownership/ROI: Tools Cost Study Template ROI Worksheet

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

Next Steps Evaluation and Selection Implementation

Questions?

Thank you! We’re glad you could join us and look forward to learning with you in the coming year!