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EDRMS Implementations : Case Study & Business Case Comparison iCognition Pty Ltd Presenter: Nigel Carruthers-Taylo PowerPoint Presentation
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EDRMS Implementations : Case Study & Business Case Comparison iCognition Pty Ltd Presenter: Nigel Carruthers-Taylor, Managing Director. ACCC Case Study. iCognition won a tender for a ‘ TRIM Interface ’ for Australian Competition & Consumer Commission (ACCC)

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EDRMS Implementations:Case Study & Business Case ComparisoniCognition Pty LtdPresenter: Nigel Carruthers-Taylor, Managing Director

accc case study
ACCC Case Study
  • iCognition won a tender for a ‘TRIM Interface’ for Australian Competition & Consumer Commission (ACCC)
  • Single portal to access and manage ALL information
  • Implementation of an Enterprise Information Solution (850 staff in 9 sites nationally)
  • Centralised virtual environment
accc s vision
ACCC’s Vision

Email

Archive

Email

Stores

Regional

File Servers

Central

File Servers

Intranet

Existing EDRMS

Line-of-business Systems

accc s vision1
ACCC’s Vision

Email

Archive

Email

Stores

Regional

File Servers

Central

File Servers

New EDRMS

Intranet

Existing EDRMS

Line-of-business Systems

Virtual Environment

an enterprise information implementation
An Enterprise Information Implementation

Automated capture of ALL emails

(Diem Email Capture)

Email

Stores

‘DORIS’ Interface

(Diem Portal)

Documents

Staff

New ‘items’

User is reminded to

Store into TRIM

New EDRMS

Intranet

Document is deleted

after 3 days

‘Scratch Space’ for drafts

(My Documents + Diem Folder Monitor)

Items and Documents

Can be accessed via DORIS

Line-of-business Systems

Virtual Environment

others have enterprise info management
Others have enterprise info management
  • Australian Crime Commission
    • same as ACCC except no auto email capture
    • only a few units exempt
  • Catholic Education Office Canberra-Goulburn
      • admin documents only
      • network drives restricted
      • HR documents next
this approach
This approach

Change management issues

  • migrating all documents
  • ‘browse’ vs ‘search’ paradigm
  • access to other applications
  • “You’re going to capture ALL my documents & emails??!!”

So, is the change worth it?

CIO

lets compare it using this method
Lets compare it using this method.....
  • EDRMS cost-benefit analysis for 500 staff
  • 5 year Total Cost of Ownership (TCO) model
  • Quantify costs and benefits where appropriate
  • Unquantifiable benefits identification
  • Major risks and issues
edrms business case options
EDRMS business case options
  • Records Management implementation
    • enterprise-wide (available on all desktops)
    • only capture corporate records
  • Business-specific implementation
    • business unit or business process specific e.g. Ministerial or claims processing
  • Enterprise Information implementation
    • enterprise-wide
    • capture all, or the majority, of documents and records
option 1 records management rm implementation
Option 1: Records Management (RM) implementation
  • Most common implementation type
  • Existing business processes and information stores
  • Register document when ‘finalising’, approving, emailing or archiving documents, or creating vital records.
non quantifiable benefits issues
Non-quantifiable benefits & issues
  • Reduction in compliance risks
  • Filing time and ‘wait time’ reduction
  • Staff can continue existing business processes.
  • Records repository only contains relevant information
    • 30-70% usage means many records are missing...
option 1 rm implementation findings
Option 1:RM implementation findings
  • Quantifiable analysis is ‘line ball’
    • benefits minus costs = $445,000
    • Net Present Value (NPV) = only $184,000
    • benefit/cost ratio = 1.09
  • Non-quantifiable benefits are the key
    • compliance issues
    • business efficiencies
  • Large organisations’ NPV would improve if:
    • project staffing costs kept to minimum level
    • majority of staff have access.
option 2 business specific implementation
Option 2: Business-specific implementation
  • Common in private industry
    • Claims or investment processing
  • Used in government
    • Ministerial or executive correspondence
  • Cost-benefit influenced by % staff using solution.
business specific costs benefits
Business-specific costs & benefits

Costs and benefits similar to Option 1 RM Implementation except for:

  • Reduced licences, implementation and support costs
  • Narrower focus results in reduction of efficiencies and savings.
option 2 business specific findings
Option 2:Business-specific findings
  • Quantified analysis is negative
    • Net Present Value = minus$309,000
    • Internal rate of return = minus0.16
  • Investment cost is high for a limited scope
  • Only consider this option for strong non-quantifiable business cases
    • client service improvement is critical
    • responses to key stakeholders or clients must be faster and more effective.
option 3 enterprise information implementation
Option 3: Enterprise Information Implementation
  • Agencies such as ACCC, ACC & CEO
  • Very few staff are exempt; 100% utilisation (or close)
  • All documents in EDRMS
  • Limited/no access to other info repositories
  • Reduce existing file servers.
enterprise info implementation costs benefits
Enterprise info implementationcosts & benefits
  • Higher costs for migration, technical and business services, and change management
  • Productivity & efficiency benefits are appreciably higher
  • Compliance risks significantly reduced
    • but draft & ephemeral info in system
  • Storage growth reducing
  • Progress toward ‘Green IT’ .
enterprise info implementation costs benefits1
Enterprise info implementation costs & benefits
  • Minister Tanner presents Computers Off
  • certification to ACC CEO Mr John Lawler APM
  • “The [Enterprise Information] solution was a major contribution to the ACC decommissioning 71 file servers” ACC CTO
option3 enterprise info implementation findings
Option3:Enterprise info implementation findings

Quantified analysis result is significant

  • net present value = $2,437,000
  • benefit/cost ratio = 2.00
  • internal rate of return = 1.66
in conclusion
In conclusion

Enterprise Implementation is a clear winner ...

An order of magnitude better!

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But...
  • Change management process is significant
    • organisational commitment
    • strong support
    • transition processes
    • ‘intuitive’ interface essential.
  • Very large or disparate organisations
    • explore other implementation options
    • logistical effort required
    • seek maximum solution coverage
thank you

Thank you

‘EDRMS Business Case White Papers’available:

  • http://www.diemsolutions.com/contact-us/
  • Long version with full details
  • Shorter version for Executives & Managers

www.diemsolutions.com