Post on 08-Jun-2020
Choosing and Implementing an Electronic
Document Management System
London Borough of Barnet
Our Journey So Far……….
Jenny Obee
Head of Information Management
London Borough of Barnet
April 29th 2017
2
Agenda
● The Way we Work Programme
● Selecting the Right Product EDMS for London Borough of Barnet
● Step by Step Process
● Agree the Baseline Functionality
● But Why a Pilot
● EDMS Pilot Objectives
● Preparing for the Pilot
● Lessons Learnt from previous projects to make the journey easier
for London Borough of Barnet
● Questions
Unclassified 2
3
TW3
Security marking 3
The Councils The Way We Work Programme (TW3) has been set up to:
● Develop flexible and attractive accommodation that enables staff to work where they are best placed to do their job effectively;
● To ensure staff and Members have the right tools to work effectively in and out of the office;
● To develop a fully flexible, empowered and agile workforce, that is better able to meet the needs of our customers;
● To streamline our processes to maximise agile working benefits;
● The technical enablers
‒ EDMS
‒ Unified Comms and
‒ Office 365
are all fundamental technical components necessary to successfully achieve the desired benefits of the TW3 programme
●
●
4
So where does an EDMS fit with TW3?
Security marking 4
● Today there is no Corporate document management platform typical issues encountered on a daily basis are:
● The need to search across numerous repositories
● Difficulties in searching for information due to lack of standardised naming conventions and structured file plans;
● Difficulties in sharing and working on documents with different teams due to working in different repositories;
● Lack of version control leads to multiple versions and no ‘true’ record;
● No audit trail of who worked on the document or amendments made;
● Duplicate copies of the same version including multiple drafts;
● All of these issues waste time and effort and result in increased storage costs.
5
Unclassified 5
Selecting the right product for London Borough of
Barnet
✔ ️
✔ ️
✔ ️
✔ ️
✔ ️
It is not an IT Project, it’s a Records Management
Project, led by the Head of Information Management
Meets the needs of the business
Run a pilot first
Light touch records management
Deliver the benefits to align with the overall
TW3 programme
6
Unclassified 6
The steps taken to select the right product for London
Borough of Barnet
● Project brief
● Project PID
● Developing the business case
● User requirements workshops – what do the users want?
● Research the market – What else besides SharePoint?
● Site visits
● Supplier demos
● Benefits analysis
● Business case to committee to run an EDMS pilot circa 100 users
● Pilot Preparation/design/implement/run/review
7 Security marking 7
Search
Workflow
Metadata
Capture/ Create
Version
control
Storage
Security
Collaboration
Auto
classification
Agree the Baseline Functionality
8
EDMS Pilot Project Objectives
● Provide a solution that enables LBB to reduce or stop the use of
shared drives
● Deliver a more structured approach to managing and storing our
data
● Introduce workflow management and e-Forms where there is a
business requirement to stop creating paper (e.g. heavy paper-
based process)
● Identify and build a solution that has the functionality, and capacity,
to store copies of documents currently stored as paper, thus
enabling the organisation to become ‘paperlite’
● Deploy an EDMS that can easily be accessed and used by remote
workers and business partners
Security marking 8
9
But Why a Pilot?
Security marking 9
● Pilot timescales – 4 Months Aug- Dec
● Demonstrate how EDMS can be used successfully across the
Council
● Manage the risk of the proposed technical solution,
● Identify any perceived deficiencies before substantial costs and
resources are committed.
● Confirm that planned benefits are likely to be realised
● Review outcome of Pilot
● Successful pilot = full Implementation 2018-Jan 2019
10 Security marking 10
Preparing for the Pilot
● Pilot Start Date: Aug – Dec 2017
● Research the market
● Client site visits
● Suppliers demos
● Case studies
● Requirements gathering workshops/file plans/security privileges
● Select business champions to work with project team
● Procurement process
● Supplier selection
● Design/build/ implement
● Pilot commences circa 100 participants
● Review of pilot
● Full implementation phases start Jan 2018 – end date Dec 2019
11
Lessons Learnt from Previous Projects
Security marking 11
● Business Case – Allow sufficient time to be challenged
● Consider a pilot first, less investment, less risk
● Do not select too many users for the pilot but select the ones you
know who will realise quick wins and benefits
● Involve the Members
● Benefits planning – Takes time and work with end users to develop
the benefits for the business case
● Allow sufficient time to review and conduct the lessons learnt
process
● Listening carefully to the end users results in early user adoption
● Managing the change is the biggest challenge of all
12
Any further questions?
Security marking 12
13
Thank you
Security marking 13