may 16, 2007 enterprise content management- paperless government: association of governmental...

May 16, 2007

Enterprise Enterprise Content Content

Management-Management-Paperless Paperless

Government:Government:Association of Governmental

Accountants

Enterprise Enterprise Content Content

Management-Management-Paperless Paperless

Government:Government:Association of Governmental

Accountants

Background

ECM History and Technology Today

Benefits

Project Status

Agenda

The Governor’s IT Agenda initiatives are moving forward

Business

One-Stop

Business

One-Stop

Enterprise

ContentMgmt

Enterprise

ContentMgmt

Electronic

Health Records

Electronic

Health Records

Turbo-Vet

Turbo-VetERPERP

What Is Imaging?

• Capture

• Store

• Retrieve

• Process

• Distribute

• Manage

INFORMATION!!!

• Accounts Payable• Payments• Inquiries• Applications• Short term

information for immediate work

• Case Management

• Human Resources

• Historical information for storage

• Correspondence

Imaging vs. Document Management

Imaging Document Management

Imaging DocumentManagement

Imaging vs. Document Management

WordPad Document

WorksheetDocument

Different Content TYPES

Office Docs, Forms, Rich Media, Film, ERP, Financial Applications

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 MANAGE Technologies

Document Management, Collaboration, Web Content Management, Workflow, Records Management

• Scanning (Capture)• Indexing schemes• Full Text• Records Management• E-mail Archive• Workflow• Collaboration• Portals• Backfile Conversion

Key Components

OCR

P. 0. System

Vendor # : 12345

Amount : $ 521.00

P.O # : ABC123

Date : 1-17-96

Forms Processing

P. 0. SystemVendor # : 12345Amount : $ 521.00P.O # : ABC123Date : 1-17-06

Structured Index

Index Strategies

• 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

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

Full Text Index

DocumentManagement

Records M

anagement

Rules

Records Management

WordPad Document

WorksheetDocument

ECM System

Retrieval Use

File Cabinet

Users & Email Archive

Rules Engine

User

Repository

Analyst Specialists

Supervisor Credit

Storage

Workflow

Different views of Collaboration

Portal Dashboard

• Complete Backfile• Modified Backfile• Day-Forward• On-Demand Day-Forward

• Backfile conversion is expensive

Backfile Conversion

E-mail

Remote Vaults

Imaging

Legacy Systems

Where isthe

information?

Searching for Information - Then

Shared Drives

eDocuments

Personal

Databases

Document Storage

Where isthe

information?

Searching for Information - Future

Network Drives

Document

ECM

Justification Reasons

• Cost savings• Soft Savings• Strategic advantages• Risk

• Always consider risk of doing nothing

Justification DiscussionHard Dollar Cost Savings

• Increased efficiencies

• Copier and Printer output

reduction

• Reduction in floor space(about 20%)

Justification DiscussionSoft 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

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

• 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

eVisory Overview

Contact Info

Valerie Thomson, Director of AdministrationDepartment of Environmental Qualityvethomson@deq.virginia.gov804.698.4157