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Document Workflow Solutions for Corrections Agencies
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  1. Document Workflow Solutions forCorrections Agencies Robert Simmons, Government Consultant rsimmons@lexmark.com Office (859) 232-7022

  2. Agenda • Welcome • What is Document Management? • Comparing Document / Content Management Platforms • Challenges & Considerations • _________________ • Questions & Answers

  3. Corrections Challenges • Funding • Increased offender populations • HIPAA Compliance • Community partnerships • Enterprise information management • Staff constraints • Managing offender risk • Resource management • Sustainable workforce

  4. Think “Process” “Technology is simply a vehicle for carrying out processes. The power of your company is contained in the processes themselves. The most valuable opportunities for establishing competitive differentiation are in how a product or service is created, sold, delivered, and supported.” – Jack Welch, former CEO of GE Don’t just digitize a bad process, re-engineer the workflow!

  5. Corrections IT Enterprise Platforms Applications Business Processes Output Offender Tracking ERP Field Supervision Institutional Management Legacy Applications Medical / Pharmacy Parole Board Desktop Applications Offender Mgmt Plan Output is often overlooked as an area for significant potential cost savings.

  6. What is Content Management? Enterprise Content Management (ECM) is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. ECM enables the management of unstructured information. • Web pages • Web content • Email • Video • Rich media assets • Images • Office Documents • Graphics • Drawings • Print Streams Web Content Manager BusinessProcess Manager Image Manager Content Manager Forms Manager Records Manager TeamCollaboration

  7. What is Document Management? • Document Management includes: • Document capture (paper, fax, e-mail, desktop) • Integration with scanning (OCR, ICR, OMR) and faxing software • Integration with desktop applications • Network integration (printers, scanners, multifunction devices) • Document profiling & classification • Indexing & metadata • Version control • Full text search • Collaboration and sharing

  8. Software Providers for EDMS • Leader/Visionary Characteristics • Enterprise focus • Suites that combine • Document Management • Web Content • Records Management • Workflow • Imaging • Collaboration • Tie integration into ERP, and CRM applications

  9. ECM LEADERS • Documentum • Long-time leader in document management • Broad content management capabilities • Collaboration • Records management • Scalability • High costs of implementation and maintenance of the software • Difficult to change

  10. ECM LEADERS • FileNet • Leader in high-volume production imaging and workflow • Enterprise application integration • Business process management • Web Content Management • Embraces the Java and .NET architectures • Content life cycle management • Scalable architecture • Cost and complexity are challenges with FileNET

  11. ECM LEADERS • IBM • Document imaging • Integrated document archive and retrieval system • Workflow technology • Largest install bases of any ECM vendor (more than 9,000 systems) • Breadth of platform support • Professional service capabilities • Integration of Lotus, WebSphere, DB2 and Content Manager offerings into a conceptual suite with records management • Challenge is to move to a more-cohesive suite so that solutions rely less on middleware and professional services for integration

  12. ECM LEADERS • Open Text • Combines collaboration, portals and content management • Core content management – imaging and records management • Early adopter of the Web-based IDM and collaboration model • Enterprise knowledge management • Cost less than those of FileNet and Documentum • Short implementation cycle • Lack of business process management is key disadvantage

  13. ECM LEADERS • Hummingbird • Integration between portal, collaboration and business intelligence tools • Integration with Microsoft Exchange and Lotus Notes • Low cost of deployment • Focus on records management • Product integrates content, document management, collaboration and access • Enterprise information management strategy • Challenges include needing a Java Platform and addressing its limited workflow capabilities

  14. ECM VISIONARIES • Stellent • Publishing and web content • Broad platform support and proven scalability • Offers "good enough" functionality for imaging, workflow and light archival and retrieval • iManage • Strong in the legal sector • Adopted the collaborative approach to document management • Quick deployment times, ease of use, tight integration with Microsoft Outlook and collaborative functionality

  15. ECM VISIONARIES • Tower Technology • Production imaging, particularly in high-volume transaction environments • Solid functionality and scalability • Challenge is to strengthen its ability to execute in the United States • Hyland Software • Focuses solely on the document management • Low-cost document management suite • integrated functionality in a Microsoft environment • Ease of deployment • Challenge is to build credibility with larger enterprise successes

  16. Successful ECM Deployments • Clear role for ECM tied to organizational goals • Ongoing senior political support • Installations led by business unit champions, not IT • Multi-year timeline • ROI as a tactical means of obtaining funding, not an overall justification • Flexible planning • Many short term projects with limited deliverables • XML heart to the content

  17. PHASED APPROACH TO CHANGE Consider the Approach • Business Process Improvement • eWorkflow Retrieval Data Entry Approval Data Collection • Approval Receipt • Ensure Legibility • Keystroke Entry • Forms Receipt • Review • Approve • Local File Storage • Manually Placed Index • Copy / Transportation • Centrally Stored Files • Manually Placed Index • Retrieval Request • Copy / Transportation • Paper Forms Design • Forms Distribution • Forms Storage • Forms Completion • Data Authentication • Forms Forwarding