1. General Services Department
Risk Management Division
Electronic Content Management System
Project Certification Closeout
Phase I & Phase II
November 6, 2012
11/21/2018

2. GSD-ECM Project Closeout
Executive Sponsor – Ed Burckle, GSD Cabinet Secretary
Project Sponsor – Mike Unthank, RMD Division Director
Business Owner – Ed Romero, RMD Deputy Director
Participating Agencies – GSD, SRCA
General Services Department Presenters
Ed Romero, RMD Deputy Director
Ida Spence, Workers’ Compensation Bureau Chief
Karen Baltzley, GSD Chief Information Officer
Jane Hamlet, Project Manager, CSW Enterprises LLC
11/21/2018

3. ECM Phase I and II – Project Overview
The GSD Electronic Content Management (ECM) project enables the Risk Management Divisions' Bureaus to capture, manage and search electronic content/documents. Provides a technology to automate paper and manual processes for RMD Bureaus;
Workers’ Compensation
Alternative Dispute Resolution
Legal, Property & Casualty
Loss Prevention and Control
Financial Services
Employee Benefits/Disability
11/21/2018

4. ECM Phase I and II – Project Timeline
09/2008 to 06/2010
Phase I - Workers’ Compensation Bureau
Initial ECM System Installation
Document Imaging and Automated Workflow
11/2010 to 06/2012
Phase II – All other RMD Bureaus
Moved the remaining RMD Bureaus towards a fully paperless environment
New incoming records are converted from paper to electronic format
11/21/2018

5. ECM Project – Accomplishments
GSD RMD Imaging System Plan Approved by SRCA
Public Record is Digital
Authorization to destroy paper documents after imaging for all RMD Bureaus
ECM Solutions Result in Business Process Improvements
RMD has re-engineered their business processes, improved productivity and streamlined document tracking
Enhanced document management, data accuracy and security
RMD staff are able to eliminate/reduce time spent filing and managing hard copy documents
Increased Customer Support and Satisfaction Levels
More expedient access to files/documents
Quicker file review and determinations
11/21/2018

6. ECM Phase II - Accomplishments
June Employee Benefits Bureau
- Employee Benefit Enrollment, COBRA and Disability units
Re-engineered business processes
Automated workflow reduces time spent manually tracking when a Physicians’ update is due
Time saved: hours per month
June Financial Services
- Contracts, Purchase Orders and Payables
Minimize time spent searching for contracts
Reduce time spent locating Purchase Orders to authorize payments
11/21/2018

7. ECM Phase II - Accomplishments
October, Loss Prevention and Control
Re-engineered business processes
Much easier to locate documents - average of 10 hours per month is saved in searching for documents
Preparation time for Agency Loss Analysis is greatly improved
August 2011 – Alternative Dispute Resolution
Reduce data entry for EEOC Forms
Automate and streamline outgoing letters
11/21/2018

8. ECM Phase I - Accomplishments
June 2010 – Workers’ Compensation
Process improvements
Faster payments to injured worker - Reduced process from 22 days to 14 days for initial payment to injured worker
Eliminated duplicate data entry
Increased data accuracy
Streamlined outgoing WCB Letters
Re-engineered business processes
Improved response time to inquiries – 1 min to find electronic files vs 1.5 hours to find files in boxes and respond to inquiries
December 2009 – Infrastructure
Installed network, hardware and software
11/21/2018

9. ECM Project – Lessons Learned
IBM Electronic Content Management solutions consist of highly complex integrated software components. GSD contract technical resources assigned to support ECM need to continue being trained on IBM System Administration.
Lesson Learned: GSD needs to ensure that staff receives appropriate levels of technical training to support the IBM ECM solutions.
Assume any new State Government administration will change project priorities.
Lesson Learned: Plan projects to begin and complete within the same administration.
Phase II ECM project timeline encountered multiple compounding delays in the contract procurement and funding process.
Lesson Learned: Plan projects with the expectation that the contract procurement and funding process will take a longer period of time and build in additional time to accommodate potential time constraints.
11/21/2018

10. ECM Project – Lessons Learned
Aside from compounding project delays and additional ECM Vendor re-work required when the test/development server failed on 3/28, the enChoice team remained committed to successfully complete their deliverables and may have realized a loss margin for this project.
Lesson Learned: While other qualified vendors proposed slightly lower costs, GSD selected the best ECM vendor based on proposal and careful interviews conducted with vendor references.
June 2010/ ECM Phase I - The upgrade of the legacy Risk Management Information System (RMIS) while initially scheduled months earlier, pushed directly into the same timeframe scheduled for ECM implementation. This led to resource constraints within RMD and TSSB and limited ECM testing opportunities.
Lesson Learned: The RMIS project schedule was initially pushed due to an extended RFP process. It is important to manage human resources when 2 major projects being implemented require time allocation from the same resource who are involved in both projects. It is critical to assign and schedule human resources accordingly and carefully manage critical milestone dates.
11/21/2018

11. GSD ECM Project-Funding
Phase I Phase II
11/21/2018

12. ECM Phase I – Budget
11/21/2018

13. ECM Phase II – Budget
11/21/2018

14. ECM Phase I & II – Close Out
SUMMARY
GSD has successfully implemented a total ECM solution for all 7 RMD Bureaus
Bureaus are actively utilizing the technology and scanning paper documents.
The imaging plan has been approved. The digital record is recognized as the official document
Records Manager automated process has been implemented
Document recovery system (CYA Smart Recovery) has been implemented
Business processes have been re-engineered to effectively process work and efficiencies have been gained.
Workflows have been put into place and electronic letters are being generated
Project core elements were completed on time and under budget
11/21/2018

15. ECM Phase I & II – Close Out
Request Approval to Close Out the Electronic Content Management Project Phase I & II
11/21/2018