Transcript eVisory Presentation to City Utilities PIW

Enterprise Content
ManagementPaperless
Government:
Association of
Governmental
Accountants
May 16, 2007
Agenda
Background
ECM History and Technology Today
Benefits
Project Status
The Governor’s IT Agenda initiatives are moving forward
ERP
Turbo-Vet
Business
One-Stop
Enterprise
Content
Mgmt
Electronic
Health
Records
What Is Imaging?
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Capture
Store
Retrieve
Process
Distribute
Manage
INFORMATION!!!
Imaging vs. Document Management
Document
Management
• Accounts Payable • Case
Management
• Payments
• Human
• Inquiries
Resources
• Applications
• Historical
• Short term
information for
information for
storage
immediate work
Imaging
• Correspondence
Imaging vs. Document Management
WordPad Document
Worksheet
Document
Imaging
Document
Management
Different Content TYPES
Office Docs, Forms, Rich
Media, Film, ERP, Financial
Applications
Key MANAGE Technologies
Document Management,
Collaboration, Web Content
Management, Workflow,
Records Management
Key Components
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Scanning (Capture)
Indexing schemes
Full Text
Records Management
E-mail Archive
Workflow
Collaboration
Portals
Backfile Conversion
Forms Processing
P . 0. Sy stem
OCR
Vendor # : 12345
Am ount : $ 521.00
P .O #
: ABC123
Date
: 1-17-96
Structured Index
P. 0. System
Vendor # : 12345
Amount : $ 521.00
P.O # : ABC123
Date
: 1-17-06
Index Strategies
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Critical to a successful project
Time indexing saves time retrieving
Look at existing paper and database indexes
Identify shared documents and their index
fields – make consistent
Full Text Index
Dear Gov Kaine:
Our elementary school has been
playing with computers and I already
have high score on Doom. I heard that
many state agencies need more
computers. I was thinking that I
could give them my Nintendo and
Playstation to help them. In return,
you could get me an X-Box 360 and
shut school early to save gas for the
bus. Write back soon.
Sincerely,
Lil’ Timothy Bass
Records Management
Worksheet
Document
Document
Management
Records Management Rules
WordPad Document
File Cabinet
ECM System
Retrieval Use
Users & Email Archive
Rules Engine
Repository
User
Workflow
Supervisor
Credit
Storage
Analyst
Specialists
Different views of Collaboration
Portal Dashboard
Backfile Conversion
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Complete Backfile
Modified Backfile
Day-Forward
On-Demand Day-Forward
• Backfile conversion is expensive
Searching for Information - Then
Document Storage
Imaging
Shared Drives
Remote Vaults
Where is
the
information?
eDocuments
E-mail
Personal
Databases
Legacy Systems
Searching for Information - Future
Where is
the
information?
ECM
Network Drives
Justification Reasons
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Cost savings
Soft Savings
Strategic advantages
Risk
• Always consider risk of doing nothing
Hard Dollar Cost Savings
• Increased efficiencies
• Copier and Printer output
reduction
• Reduction in floor space
(about 20%)
Justification Discussion
Soft Benefits
• “A better job”
– More thorough
– More consistency (especially
in multi-regions)
• Less time doing admin
work will enable staff to
better support the mission
• Better disaster recovery
• Improved communication
with Federal and local
governments
• More responsive to FOIA
requests
Justification Discussion
Strategic Advantages
• Mostly from productivity
improvements
• Improved customer service
• Better decision making
– Access to information
– Sharing of information
• Coordination with other
agencies and stakeholders
• Telecommuting
Risk
• Better audits
• Better compliance
– FOIA
– Regulations (HIPPA, privacy, etc.)
– Records management procedures
ECM is a Life Cycle, not a Project
ECM Contracts and Timelines
• Phase One – Development of an RFP and
selection of an ECM technical platform by
May 31, 2007.
• Phase Two – Development of an RFP and
selection of one or more approved vendors to
provide integration services for the ECM by
September 14, 2007. DEQ specific
requirements will be used as an
implementation model in the RFP.
• Phase Three – Development of an ECM
Advisory body and its procedures by October
31, 2007.
Commonwealth ECM Contracts and Timelines
• Representatives from various state
agencies on software and
implementation services RFP evaluation
committee:
– VITA;DEQ;DJJ;VDOT;LVA;DSS;VRS
– Statewide contracts-agencies and localities
eVisory Overview
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Leading consultants in ECM-related technology
Led by senior industry experts
Truly unbiased
Extensive experience with
enterprise implementations
Strong knowledge of
nearly every available
vendor today
Contact Info
Valerie Thomson, Director of Administration
Department of Environmental Quality
[email protected]
804.698.4157