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MSS Technologies and the AIIM Grand Canyon Chapter present: ... Estimate the cost of an EDMS solution that meets the needs defined in the Technical Requirements stage ...

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Presentation Transcript
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MSS Technologies and the AIIM Grand Canyon Chapter present:Electronic Document Management SystemNeeds Analysis
edms project phases
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
edms components
EDMS Components

Presentation Layer

Application Integration

Imaging

Document

Management

Computer Output

to Laser Disk

(COLD)

Indexing

Workflow

Security

Storage

edms components4
EDMS Components

Imaging

Document Management

Computer Output to Laser Disk

Capture

Report Distribution

Version Control

Annotation

Optical Character Recognition (OCR)

Print Stream Support

Real Time Retrieval

Forms Processing

OMR/ICR

Content Management

Data Intelligent Functionality

Workflow

Approval Management

Business Process Automation

Exception Automation

Notification

Business Rules

System Integration

Automated Task Management

Indexing

Full Text

Key Word

Forms

Manual

Quality Control

Integration

Security

Redaction

Functional

User / Group Level

Document Level

Storage

SAN

HSM

Archive

Optical Disk

phase i needs analysis
Technical Requirements

Cost of Ownership/ROI

System Conversion

Phase I: Needs Analysis
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
technical requirements7
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
technical requirements8
Calculate total document volumes and licensing information

Average monthly volumes by page

Historical volumes

Retrieval licenses

Scanning licenses

Technical Requirements
technical requirements tools
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
cost of ownership roi11
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
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

System Conversion
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

What You Have After All That Work…
next steps
Next Steps
  • Evaluation and Selection
  • Implementation
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