1. General Services Department
Risk Management Division
Electronic Content Management System
Phase II Project Certification
Implementation Status Update
January 18, 2012
11/13/2018

2. ECM Phase II – Status Update
Executive Sponsor – Ed Burckle, Cabinet Secretary
Project Sponsor – Jay Hone, Division Director
Business Owner – Ed Romero, RMD Deputy Director
Participating Agencies – GSD, SRCA
General Services Department Presenters
Gerald Rodriguez, Loss Control Bureau Chief
Ed Romero, RMD Deputy Director
Karen Baltzley, Chief Information Officer
Jane Hamlet, Project Manager
11/13/2018

3. ECM Phase II – Project Overview
Project Goals
Streamline business processes to increase efficiencies
Design/implement e-forms for Workers’ Compensation Bureau to further enhance workflow automation, reduce data input errors, increase processing time
Provide technology for RMD Bureaus to improve productivity and streamline document tracking and reporting processes
Enhance document management, data accuracy and security
Implement ECM for Remaining RMD bureaus;
Alternative Dispute Resolution (ADR)
Loss Prevention Control Bureau (LPCB)
Employee Benefits (EBB)
Legal
Property and Casualty (PAC)
Financial Services
Implement Automated Records Management Software
11/13/2018

4. ECM Phase II Project Accomplishments
Project Status
Implemented - Alternative Dispute Resolution Bureau
Implemented - Loss Prevention and Control Bureau
In Progress -
ECM Software – IBM P8 - Upgrade to version 4.5.1
Workers’ Comp eForm for Initial Report of Injury
Employee Benefit Bureau Process Reengineering
Imaging Plan Revisions for Final Approval
Project is on schedule and within budget
No issues
11/13/2018

5. ECM Phase II – Accomplishments
Loss Prevention Control Bureau (LPCB) Realized Benefits
Efficient Document Management
LPCB Loss Control Specialists are able to eliminate/reduce time spent filing and managing hard copy documents
Remote Access
Allows LPCB staff to promote loss prevention and control in the field instead of managing paperwork in the office
LPCB Loss Control Specialists in remote field office locations can manage review loss documents online. No longer dependent on hard copy files.
Increased Document Management and Security
LPCB staff has re-engineered their business processes, improved productivity and streamlined document tracking
Enhanced document management, data accuracy and security
Increased Customer Support Times and Satisfaction Levels
More expedient access to files/documents
Quicker file review and determinations
11/13/2018

6. GSD ECM Project-Funding
Phase I: Phase II:
11/13/2018

7. ECM Phase II – Projected Budget
Expenditure
Paid
Encumbered
Uncommitted
Project Total
CSW Project Management
$218,189
$127,330
$ 345,519
PDS IV&V
$ 12,463
$ 15,578
$ ,041
enChoice Consulting
$147,714
$456,861
$ 604,576
Training $
$ 4,000
$ ,000
Software – Records Manager, Database Launcher
$ 49,484 $
$ 49,484
Hardware -Virtual Node
$ 14,256
$ 14,256
Contingency (5% of Total)
$ 54,125
$ 54,125
TOTALS
$442,106
$603,709
$1,100,000
11/13/2018

8. ECM Phase II Project Timeline
11/13/2018