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Enterprise Content Management MDOT Challenges, Successes and a Bright Future

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Enterprise Content Management MDOT Challenges, Successes and a Bright Future

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    1. Enterprise Content Management @ MDOT ~ Challenges, Successes and a Bright Future ~ Kevin Edelblute, PMP Project Manager, Information Systems, MDOT kedelblute@mdot.state.ms.us April 16, 2008

    2. Overview MDOT’s ECM Vision The History of ECM @ MDOT Obstacles & Challenges Pushing Forward Next Steps for ECM @ MDOT ECM’s Bright Future 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 2

    3. MDOT’s ECM Vision

    5. The History of ECM @ MDOT – eForms SharePoint / BizTalk / InfoPath 3 Forms and the SOP system Extremely difficult to maintain Future deployments frozen 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 5

    6. The History of ECM @ MDOT – eFiles Documentum ApplicationXtender (AX) Organization-wide studies performed with minimal follow through Initial applications less than stellar “Boiling the ocean” in FRM Change of approach Capture at creation Reduce documents sent to FRM 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 6

    7. Obstacles & Challenges Lack of organizational support Lack of deployment resources Cultural issues Retention policies (physical and digital) Standardization of business processes Difficult decision regarding eForms & Workflow solutions Big price tags Lack of enterprise indexing strategy 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 7

    8. Pushing Forward Enterprise Indexing Strategy eFiles Project Deployments A Passive Strategy Our Project Approach Success Stories 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 8

    9. Enterprise Indexing Strategy The “Texas document” The “Florida document” MDOT’s approach Define minimum requirements and provide flexibility Living & breathing approach Leverage backend systems Reduce keystrokes Reduce keystroke errors Systematically add elements if needed 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 9

    10. Passive Strategy – eFiles Pull vs. Push strategy Newsletters Word of mouth 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 10

    11. Project Approach – eFiles Education Presentation Review Business Processes Consistent Document Profiling Process 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 11

    12. eFiles Education Presentation Paper problems and solutions Clarify terminology Product demonstration Outline project approach Expectations for customer 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 12

    13. Review Business Process – eFiles Challenge prevailing assumptions Reduce copies Key benefit since we could not shred Identify new eFile users by eliminating copies 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 13

    14. Consistent Document Profiling Process – eFiles Review documents Name, purpose, owner Current storage, distribution and volumes Accessibility and security Make decisions Indexing Equipment needs Personnel responsibilities Outsourcing options 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 14

    15. Success Stories – eFiles 30 applications 9 million images Current customers: ROW, FMD, RWD Commission Minutes Permits Materials Division People LOVE IT!! 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 15

    16. Next Steps for ECM @ MDOT

    18. ECM’s Bright Future Extremely competent staff Documentum / ApplicationXtender can support the vision New project manager dedicated to ECM Renewed organizational support State Transparency Act (HB101) 4/16/2008 ECM @ MDOT - Challenges, Successes and a Bright Future Page 18

    19. Enterprise Content Management @ MDOT ~ Challenges, Successes and a Bright Future ~ Q & A Kevin Edelblute, PMP Project Manager, Information Systems, MDOT kedelblute@mdot.state.ms.us April 16, 2008

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