1

Architect of the Capitol Project

Assessment Kick-Off

2

IQ Business Group/Point One Team Introductions

Project Focus

Technology Today

Assessment Approach

Assessment Questions

Agenda

3

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

5

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

9

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

16

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

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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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25

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Enterprise Content Management Infrastructure

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Email Archive

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Old Systems

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30

31

32

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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

38

High Level Assessment

39

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)

40

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.

43

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.

44

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

48

ECRM Roadmap

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Architecture and Process Flow

Outside world

NewRequirements Analyze

Requirements

Server

Departments

50

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

51

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

53

IQ Business Group/Point One Introductions

Project Focus

Technology Today

Assessment Approach

Assessment Questions

Agenda