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

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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

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TW3

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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

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So where does an EDMS fit with TW3?

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● 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.

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Selecting the right product for London Borough of

Barnet

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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

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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

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Search

Workflow

Metadata

Capture/ Create

Version

control

Storage

Security

Collaboration

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Agree the Baseline Functionality

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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

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But Why a Pilot?

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● 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

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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

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Lessons Learnt from Previous Projects

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● 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

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Any further questions?

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Thank you

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