Implementing the (De-)Composition of Concepts: Oscillatory ...
ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution
description
Transcript of ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution
![Page 1: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/1.jpg)
ECM Concepts, Challenges, Benefits
Implementing an Enterprise Solution
Hill County – TexasSharon Camarillo, IT Director
![Page 2: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/2.jpg)
Hill CountyHill County, TXPopulation: ~36,000
![Page 3: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/3.jpg)
ECM – IT?
What does Information Technology have to do with ECM?
![Page 4: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/4.jpg)
ECM – IT?
Blue Chair (We’ll Revisit the Blue Chair)
![Page 5: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/5.jpg)
ECM - IT?
• What is ECM?– Enterprise Content Management– Includes Core Components (Gartner)• Imaging• Document Management• Electronic Records Management• Web Content Management• Workflow• Document Centric Collaboration
![Page 6: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/6.jpg)
ECM - IT?
• What is ECM?– AIIM Definition – “the strategies, methods and
tools to capture, store, manage, preserve, and deliver information in support of business processes”
– Who is AIIM • Association for Information and Image Management• Global, Non-Profit• Focus on Education, Research, Best Practices, Standards
![Page 7: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/7.jpg)
ECM – IT?
• AIIM– Past-President of the Dallas/Fort Worth Chapter– Attained the ecmp status while working on a
project in Dallas County– I’m a proponent on ongoing education
![Page 8: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/8.jpg)
ECM - IT?
Why ECM?
![Page 9: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/9.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 1
• Monday - Molly is logged on• She is scanning Doc’s for PO• She is also saving e-docs related to PO
![Page 10: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/10.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 1 • Tuesday Molly is out of the office• Tom, the Auditor, needs to review the PO• Tom logs on to the PC but can’t pull up the e-docs since
they are in Molly’s profile
![Page 11: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/11.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 1• Process not thought through• Inefficient • Delays in processing• Not managed• No easy retrieval method• Security
![Page 12: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/12.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 2• Office A scans work• Each document is indexed• Offices B, C, D, & E need copies
![Page 13: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/13.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 2• Process to get copies:
– Call Office A– Clerk answers and transfers to Scanning Clerk– Scanning Clerk stops scanning, retrieves & prints document– Office B, C, D, or E comes by to pick up copy
![Page 14: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/14.jpg)
ECM - IT?
• Two Scenarios - No ECM Strategy– Scenario 2• Although an ECM Component is in place, a strategy has
not been defined• Inefficient • Wasted resources – people and cash• Not managed• Security
![Page 15: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/15.jpg)
ECM - IT?
• ECM is a methodology that provides for:– Strategic Planning– Focus on the processes– Data integrity– Security– Efficiencies – Transparency
![Page 16: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/16.jpg)
ECM - IT?
• ECM is a methodology that provides for:– Exception handling– Records Management– Life Cycles– Compliance– Disaster Recovery (Seamless transition)– Vision
![Page 17: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/17.jpg)
ECM - IT?
ECM methodology Leads to an
Enterprise Solution
![Page 18: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/18.jpg)
ECM – IT? Enterprise Challenges - Decisions
• Budget Constraints– Hardware/Software (Flexibility)– Hosted/Inhouse– Direct or Reseller
• Partnerships (No Silos)
![Page 19: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/19.jpg)
ECM – IT?Enterprise Challenges - Decisions
• Identify:– Compliance requirements– Security requirements– Retention schedules– Required licensing – modules, concurrent– A Solution that fits the needs of your agency– A Non-specific application– Content Type & File Type– Select Pilot Offices
![Page 20: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/20.jpg)
ECM – IT?Enterprise Challenges - Decisions
• Back file Conversion?– Staffing– In-house or External Firm
![Page 21: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/21.jpg)
ECM – IT?Hill County Enterprise ECM
– Evaluate existing processes• Who is requesting document copies (Target Audience)?• What is the process to provide copies?• Is revenue generated from the copies?• Is there flexibility to change?• What is the volume?• Where is the content originating? Is a standard format
required or free-form?
![Page 22: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/22.jpg)
– Evaluate existing processes• Who is requesting document copies?
– County Departments – Individuals, Attorneys, Businesses
• What is the process to provide copies?– Mail, In Person, By Phone for County Depts
• Is revenue generated from the copies?– Yes for Mail and In Person, No for Internal Requests
• Is there flexibility to change? Yes
ECM – IT Hill County Enterprise ECM
![Page 23: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/23.jpg)
– Evaluate existing processes• What is the volume?
– General Rule available for # of pages in drawers/shelving• Where is the content originating?
– Internally– Externally
• Is a standard format required or free-form?– No standard
ECM – IT Hill County Enterprise ECM
![Page 24: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/24.jpg)
Scenario – With ECM Strategy– Scenario 2• With Department Partnership - OnBase software
access is expanded to:– All District Clerk employees PC’s– Judges & Administrators PC’s– District Attorney, County Attorney PC’s– Sheriff’s Office Chief
ECM – IT Hill County Enterprise ECM
![Page 25: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/25.jpg)
Scenario – With ECM Strategy– Scenario 2• Benefits
– Efficiency - Dept. Staff pull up content from their desktop -
– Allows employees to focus on job duties– Enhanced Service to Constituents
ECM – IT Hill County Enterprise ECM
![Page 26: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/26.jpg)
Scenario – With ECM Strategy– Scenario 2• Benefits
― Cost savings - reduction In printing saves paper/toners costs, fuel savings– Previously, if ten individuals needed to review a 10 page case doc – 10 request * 10 pages = 100 pages printed – Hard dollar cost to fulfill the requests $1.00– Savings for every 100 pages not printed
» 1.00 + Time of 3 Employees– This doesn’t include soft dollar savings and efficiencies associated
with staff time
ECM – IT Hill County Enterprise ECM
![Page 27: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/27.jpg)
Scenario – With ECM Strategy– Scenario 2 Implementation
• Utilized Onbase Concurrent Licenses – Already licensed to Hill County– No cost to add users– License is not tied to user id– Imaging licenses provide a client license
• Custom queries created in-house to speed up searches
ECM – IT Hill County Enterprise ECM
![Page 28: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/28.jpg)
– ECM Implementation & Strategy• Make the most of the Tools that you already own
– Concurrent licenses– Roll out to offsite locations to reduce fuel– Give users direct query access to View rather print– Drag and Drop
» Don’t print then scan – save paper» Drag and drop case photos into OnBase rather than
creating cd/dvd
ECM – IT Hill County Enterprise ECM
![Page 29: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/29.jpg)
– ECM Implementation & Strategy• Make the most of the Tools that you already own
– Virtual Print Driver– Site license - expand it to Departments printing to reduce
paper/toner costs– Example: OfficeDepot Order confirm via e-mail use VPD to
bring into the ecm solution• Create Custom Queries for efficiency
ECM – IT Hill County Enterprise ECM
![Page 30: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/30.jpg)
Departments using OnBase:– County Treasurer– District Clerk– Elections– IT Department– Sheriff– Auditor– District Court– County Judge
ECM – IT Hill County Enterprise ECM
![Page 31: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/31.jpg)
Number of OnBase users:– 52
Key Modules– Desktop Imaging (unlimited, 15 ppm, 30
ppm)– Virtual Print Driver– DIP– Encrypted Disk Groups– App Enabler – Web Server– CD Authoring– Workflow
Key Processes using OnBase– Scanning – DIP– Workflow (In Development)
ECM – IT Hill County Enterprise ECM
![Page 32: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/32.jpg)
– Where to Next?• Transparency Initiatives over the web• Any where access to content
– Web– iPhone, Android, etc.
• Paperless Office in January 2013
ECM – IT Hill County Enterprise ECM
![Page 33: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/33.jpg)
– Future Projects – Space is money
ECM – IT Hill County Enterprise ECM
![Page 34: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/34.jpg)
ECM – IT?
Blue Chair 1st Phase of ECM – Small start – Big Goal (Project
Goal 12 Million pages per year – access from 1 to ~ 60 users)
![Page 35: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/35.jpg)
Questions?
![Page 36: ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution](https://reader035.fdocuments.in/reader035/viewer/2022062520/56815d12550346895dcb162e/html5/thumbnails/36.jpg)
Sharon Camarillo, IT [email protected]@airmail.net
Cell:254-337-7058
Thanks to Terri Jones Hyland Software – Government Sector