Post on 16-Jan-2016
description
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Architect of the Capitol Project
Assessment Kick-Off
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IQ Business Group/Point One Team Introductions
Project Focus
Technology Today
Assessment Approach
Assessment Questions
Agenda
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Point One• Specialty IT Company in Washington, DC
• Schedule-holder for GSA SmartBUY Records Management program
• Longtime partner for this program
• Current programs include:
– National Park Service
– Multi-National Force Iraq
– United Nations
– Bureau of Land Management
– National Security Agency
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IQ Business Group• Trusted Advisors
– Enterprise Content and Records Management (ECRM) GIS, and Web Design
– Working in many of the largest enterprise programs launched to date
– Comprehensive Approach
• Broad Experience
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IQ Business Group Services
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Team Experience Public Sector
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Recommended Project Methodology
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IQ Business Group/Point One Introductions
Project Focus
Technology Today
Assessment Approach
Assessment Questions
Agenda
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Project Background
• Supports the AOC Strategic Plan by improving management and preservation of AOC records per NARA standards
• Supports the Records Management and Archives Branch in carrying out its responsibility in implementing an effective records management and archives program
• Provides an electronic archive critical to preserving permanent records
• Study is critical to implementation of ERM System
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Gap Between Vendors and Users
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Taxonomy
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Taxonomy
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visitor vs. user
Taxonomy
• Common fields, common entry.
• Common terminology.
client vs. customer
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Taxonomy
• Common fields, common entry.
• Common terminology.
• Improves search due to consistency.
• Simplifies system maintenance and migration.
• Taxonomy is hard, but yields substantial benefits, especially over time.
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IQ Business Group/Point One Introductions
Project Focus
Technology Today
Assessment Approach
Assessment Questions
Agenda
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Growing Volumes
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New World of Content
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Industry Changes – Legal Issues
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Records Management, for example, is a new liability
• Federal rules of evidence changed on December 1, 2006.
• No difference between paper and electronic.
• New emphasis on liability & processes.
• Rule says “reasonably” anticipate.
• Ambiguities favor the lawyers.
• Fines already are in the millions of dollars.
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Industry Changes – Inexpensive Storage
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Starting here
ECM Usage Model
File Systems SharePoint ECMRemovableMedia
Office2007
Office2007
ExchangeNotes
Outlook2007
Outlook2007
Native ECM
Native ECM
SharePoint2007
SharePoint2007
Legacy Apps
Legacy AppInterfaces
Legacy AppInterfaces
Legacy ECM
LegacyECM
LegacyECM
En
terprise
Taxo
no
my
En
terprise
Taxo
no
my
Reten
tion
M
anag
emen
tR
etentio
n
Man
agem
ent
Exten
ded
C
lassification
Exten
ded
C
lassification
Reco
rds
Man
agem
ent
Reco
rds
Man
agem
ent
Defau
lt C
lassification
Defau
lt C
lassification
MS
G S
pecific
Classificatio
nM
SG
Sp
ecific C
lassification
Reten
tion
M
anag
emen
tR
etentio
n
Man
agem
ent
Reco
rds
Man
agem
ent
Reco
rds
Man
agem
ent
Use
rM
anu
al &
Sem
i-A
uto
Ru
les
& P
olic
ies
Dat
a (F
ully
Au
tom
ated
Ru
les)
ExplorerExplorer
Enterprise Taxonomy
Enterprise Taxonomy
Retention Management
Retention Management
Extended Classification
Extended Classification
AdvancedContent Services
AdvancedContent Services
Default Classification
Default Classification
Enterprise Taxonomy
Enterprise Taxonomy
Retention Management
Retention Management
Extended Classification
Extended Classification
Basic Content Services
Basic Content Services
Default Classification
Default Classification
Records Management
Records Management
BasicClassification
BasicClassification
RetentionRetention
MSG Specific Classification
MSG Specific Classification
Default Classification
Default Classification
Default RetentionDefault Retention
Search / Navigation / TaxonomySearch / Navigation / Taxonomy
Default Classification
Default Classification
Default Classification
Default Classification
Default Retention
Default Retention
Paper Storage
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New World of Content
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Enterprise Content Management Infrastructure
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Email Archive
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Old Systems
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Workflow
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File Cabinet
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Different Types of Workflow
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Workflow
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IQ Business Group/Point One Introductions
Project Focus
Technology Today
Assessment Approach
Assessment Questions
Agenda
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High Level Assessment
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HLA
• HLA used to determine scope and cost feasibility
• Relatively fast analysis of entire organization
• Leverages experience with similar organizations & processes
• Provides:– High Level ROI
– Implementation Sequencing
– Reference Architecture(gap analysis)
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Interviews
• Structured one-on-one interviews
• Focus on tasks and information– Industrial engineering approach
– ‘Turn-around’ information
• Performed at person’s desk(usually)
• Will ask for samples
• Managers perceptions will bedifferent from staff reality
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Business Drivers
• Increasing our Operations Directorate Service
• Improving our Operations Efficiency
• Risk Reduction
• Technology Consolidation
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Operational Efficiencies
• Timely information access.
• Increase responsiveness to stakeholders.
• Control costs (real estate and storage, etc.).
• Reduce duplicate information.
• Manage physical and electronic document flow.
• High availability of information.
• Streamlined naming/searching/retrieving.
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Cost Savings
• Easiest decision.
• Generally, if better than 5 year payback it should be good business to implement.
• Ignore ‘12 month payback’ cut-offs.
• Frequently underestimated.
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Cost Avoidance• Technology avoids a future expenditure.
• More complicated ROI calculation (time value of money) but just as important as cost savings.
• Do not confuse budget-based accounting for real costs.
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Good Projects = Good Justification
• Focus on hard dollar savings.
• Clear ROI will make the project easier.
• Be careful to avoid ‘subsidizing’ features.
• Avoid making the project bigger than necessary.
• Be conservative in the initial implementation.
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Strategic Advantages
• Improved customer service
• Better decision making– Access to information
– Sharing of information
• Coordination across departments and stakeholders
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• Ensure staff safety and compliance, reduce litigation exposure, ensure business continuity– Better requirements management
– Deliver accurate, easy to find and understand information and processes to front-line workers
– Support safety and compliance needs
– Support legal/litigation needs
– Business continuity
– Automate retention and destruction
– Highly secure documents
Risk Reduction
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ECRM Roadmap
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Architecture and Process Flow
Outside world
NewRequirements Analyze
Requirements
Server
Departments
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Deliverables• Project Plan (Proposed and Revise)
• Weekly Activity Reports
• Oral and interim Assessment Report
• Final Assessment Overview
• System Requirements Document
• System Design Document and Pictorial
• Cost Benefit Analysis
• Implementation Plan
• Final Presentation and Report
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Your Role
• Participate in interviews to gather help identify people who can provide representative information.
• Help identify exceptions.
• Provide sample documents and screens.
• Review draft materials.
Ask questions and correct mistakes, especially for Current Operations.
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ScheduleConducts Interviews 10/26 – 01/14
Review/Analyze Records Schedules 12/07-12/31
Review/Analyze IT Environment 01/11-02/11
System Requirements Document 02/12-03/10
System Design Document/Pictorial 03/11-04/05
Cost Benefit Analysis 04/06-05/06
Develop Implementation Plan 05/04-05/21
Presentation & Report Est. June 8
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IQ Business Group/Point One Introductions
Project Focus
Technology Today
Assessment Approach
Assessment Questions
Agenda