Electronic Content/ Electronic Document Management System (EC/EDMS) Project
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Electronic Content/ Electronic Document Management System (EC/EDMS) Project Closeout Presentation December 15, 2010. Sandra Jaramillo, Director of State Records and Archives (SRCA) Joel Matek, CIO Tax and Revenue Department (TRD) Debra Saiz, ITPM Human Services Department (HSD). 2. History:.

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Sandra jaramillo director of state records and archives srca

Electronic Content/ Electronic Document Management System (EC/EDMS) ProjectCloseout PresentationDecember 15, 2010

Sandra Jaramillo, Director of State Records and Archives (SRCA)

Joel Matek, CIO Tax and Revenue Department (TRD)

Debra Saiz, ITPM Human Services Department (HSD)


History

2

History:

2004

  • HSD and TRD independently submitted funding requests to develop an EDMS Solution.

  • SRCA, also submitted a request to assess the Electronic Records Environment in State Government.

  • Per State CIO, the requests were combined into a multi-agency funding request in

  • 2004-2005.

C-3 Combined Multiagency


History appropriation description

3

Subsection 6, Section 8, Chapter 114, Laws 2004, appropriation was approved for implementing a multi-agency system for imaging and archiving documents electronically to improve access, integration and accuracy of information.

History: Appropriation Description

Laws

2004


History split hsd and trd into separate projects

4

History:Split HSD and TRD into separate projects

2006

2007

  • Procurement issues were addressed during FY2006.

  • HSD Child Support Enforcement Division(CSED) reviewed the project and identified the best use of resources.

  • HSD CSED and TRD RPD were selected to implement EDMS.

  • HSD CSED and TRD RPD would implement independent EDMS Projects.

  • Laws 2008, Chapter 3, Section 7, Subsection 25 Reauthorized the appropriation and granted a final extension through FY2010.

Project Review

CSED

2008


Consolidated agency budgets

5

Consolidated Agency Budgets


Srca project description

6

SRCA: Project Description

  • Goal: Assess electronic records environment in state government and formulate strategies for the capture and preservation of electronic records through an electronic records management systems (ERMS).

  • Appropriation Allocation: $180K

  • Timeline: March 2005, SRCA contracted Optimos Inc. to conduct assessment (SPD#30-000-00-0061).

  • Completion: Assessment completed June 22, 2005.


Srca outcome

7

SRCA: Outcome

DOCUMENT MANAGEMENT

RECORDS MANAGEMENT

  • SRCA developed a framework for implementation of a state-wide ERMS/EDMS solution.

SRCA Goals

  • Document Creation

  • Document Workflow

  • Document Capture

  • Document Classification

HSD and TRD Goals

  • Records Conservation

  • Records Compliance

  • Records Disposition

  • Manage Content

  • Define Context

  • Enable Control


Srca outcome benefits drawbacks

8

SRCA: Outcome/Benefits/Drawbacks


Hsd agency project description

9

HSD: Agency Project Description

The HSD Electronic Document Management Systems (EDMS) project converts Child Support paper files into electronic formats.

Child Support Application

Court Orders

Employer Verification

Acknowledgement of Paternity (AOP) Form

Prepare Cases

Scan

Documents

Mainframe

Posting

Store

Documents

Index

Information

Faster and Accurate Workflow

CSED Staff can successfully reduce the time of access from a three to five day wait to a few minutes.


Hsd agency project cost

10

HSD: Agency Project Cost


Hsd agency project timeline

11

HSD: Agency Project Timeline

EDMS Project Planned To End

SRCA to Completed the Assessment

EDMS Project Planned Closeout

Agencies to Submitted Request for Funding

Plan

Actual

2004

2005

2006

2007

2008

2009

2010

Deployed

EDMS

Agencies Submitted Request for Funding

Reconciliation of funds

Federal Review Delays Project Three Months

HSD and TRD Split Funds

SRCA Completed the Assessment

EDMS

Project Closeout

Remaining Funds Used for Production Expansion to Remaining Office.

Procurement Issues Delay Project Six Months

Project Reinstated

EDMS Pilot

Goes Live in

Three Offices


Hsd outcome benefits drawbacks

12

HSD: Outcome/Benefits/Drawbacks


Hsd moving forward

13

HSD: Moving Forward

The Structure of HSD’s EDMS

Document Imaging

Document Management

Integrated Document Archiving & Retrieval

Routine Workflow

Base Application Service

Data Base Service

Storage Device Drivers

Operating System

  • HSD’s EDMS FileNet System is built on an enterprise-class platform.

    • Equipped to roll out applications to additional users.

    • Built to expand on its capabilities further.


Trd project description

14

TRD: Project Description

  • Goal:

    • Improve TRD services specifically for Motor Vehicle Division (MVD) and the Revenue Processing Division (RPD)

    • Improve business processes for Motor Vehicle citations with ECM solutions, including:

      • Document Imaging

      • Electronic Document Management

      • Workflow Management

  • Appropriation Allocation: $636,952


Trd project cost

15

TRD: Project Cost


Trd outcome benefits drawbacks

16

TRD: Outcome/Benefits/Drawbacks


Trd lessons learned

17

TRD: Lessons Learned

  • Citation record is complicated; may have been better to start ECM with simpler record series, smaller scope.

  • “Black box” solution does not allow modifications without vendor assistance/cost.

  • TRD requires a highly sophisticated KFI application to fulfill the high volume citation processes for MVD; this solution did not allow TRD to reach daily goals.

  • Officer handwriting causes most citations to require data entry, don’t go through automatic path.

  • Should have put emphasis on TRACS and receiving data electronically instead of ECM for MVD citations.

  • Key staff turnover and lack of adequate cross training had negative affects.


Future expansion

18

Future Expansion

Records Management

  • Expanding on the ECMS Investment:

  • The EDMS platform has the potential to expand its capabilities to seven additional modules.

  • Evaluate future options based on business process.

  • Evaluate future resources based on potential cost savings.

Document Centric Collaboration

Forms

Processing

The Future

for Enterprise Content Management System

Digital Asset Management

Workflow

Management

Web Content

Management

Email Archiving


In conclusion

29

In Conclusion:

  • Secure funding for an Enterprise Content Management System which will serve as a Centralized Electronic Records Repository.

  • Promulgate metadata standards to ensure the accurate and low cost capture, management and legal disposition of inactive electronic records.

  • Adopt an ECM strategy that combines a centralized approach to records management with distributed implementation of electronic document management systems.


Lessons learned

20

Lessons Learned

  • Sufficient resources (staff and funding) are required for the implementation of an enterprise content management solution. This prevents delays and allows the work to be carried out in a timely fashion.

  • Records management should be recognized as a core business function. This allows for records to be controlled and accessible.

  • For EDMS to succeed, automated workflow analysis is a critical business functions. This allows continuous field office performance improvement through automation capabilities.

  • A solid data governance structure is required for an effective Enterprise e-records management. This allows for the overall management of the availability, usability, integrity, and security of the data employed in an enterprise.


Questions

21

Questions:


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