Viktoria Kalke Mercon Benefit Services

DON’T AGONIZE. ORGANIZE.

LAWRENCE R. KENNEDY

DMS?

Digital Media System Defense Message System Demobilization Station Doc Mar·tens a type of heavy lace-up boot or shoe

with an air-cushioned sole

Dirty Money Syndicate Document Management System

Agenda

About our organization Why did we initiate a document

management project? Our choice in document management

system (DMS) Our accomplishments with the

implementation of DMS Our challenges in the implementation of

DMS Future enhancements to our processes

About our organization

Merit Contractors Association Alberta-based for non-union construction

industry employers 2,000 member companies; 50,000

employees currently in benefits Primary purpose Core businesses – service priorities

About our organization (Merit) (cont.)

Strategic Priorities

Government

Relations &

Advocacy

Employee

BenefitsServices

Employee

Relations Services

Workforce Developm

ent

Communications &

Information Sharing

Affinity Services

About our organization (cont.)

Mercon Benefit Services Third-party benefit administrator Call-center environment

Why did we initiate a document management project?

Business continuity Snow days

Albertan’s snowdays

Puerto Morelos, Mexico

Why did we initiate a document management project? (cont.)

Business continuity (cont.)

Snow days in Alberta

Edmonton, Canada

Why did we initiate a document management project? (cont.)

Business continuity (cont.)

Epidemic

Why did we initiate a document management project? (cont.)

Business continuity (cont.)

Epidemic (cont.) H1N1 - in Canada,

roughly 10% of the populace (or 3.5 million) was infected with the virus, with 428 confirmed deaths (as of 20 February 2010).

(Wikipedia)

Why did we initiate a document management project? (cont.)

Business recovery

Train derailment

Why did we initiate a document management project? (cont.)

Business recovery (cont.) Flooding

Why did we initiate a document management project? (cont.)

Reducing operations cost Reducing re-work Reducing purchase of

paper, filing peripherals, toner

Ability to support company growth

Eliminated 3rd party storage provider, no additional storage required

Why did we initiate a document management project? (cont.)

Becoming a leader in the industry Providing quality customer service

Adopting to the changes in the industry Adopting to the change in the methods of

communication

Why did we initiate a document management project? (cont.)

Becoming a leader in the industry (cont.) Helping our people do their jobs

Increase productivity and efficiency Increase accuracy Enforce document control Reusability of the tools Reduce delays in data

transmission

Our choice in DMS

Options reviewed:

Microsoft SharePoint

Xerox DocuShare

SENTRYFILE

Our choice in DMS (cont.)

Why DocuShare: Easy maintenance One-person system administrations Web-based and client solution Secure access to archived information Allows rapid search and filtering of information Short-time for training User-friendly site maneuverability Ability to integrate with internal systems Uncomplicated installation

Our accomplishments with the implementation of DMS with DocuShare Scanned all internal and external

documents Employee documentation

11,000 files 13GB Enrollment cards Retiree and optional benefits applications Printed emails and letters Disability claims files

Our accomplishments with the implementation of DMS with DocuShare (cont.)

Scanned all internal and external documents (cont.)

Division documents 57,000 files (43

GB) Applications and changes to the applications Communications

Printed emails and faxes Letters/forms/payment methods Remittances

Our accomplishments with the implementation of DMS with DocuShare (cont.)

Scanned all internal and external documents (cont.) Administration manuals Benefit booklets Orientation and training material

Total documents scanned 300,000 files 100GB of data

Our accomplishments with the implementation of DMS with DocuShare (cont.)

Trained staff to access and maintain files stored in DocuShare

Use DocuShare Calendar for communicating time-sensitive tasks

Implement direct link to DocuShare from internal systems

Initiated on-line distribution of packages to the Board of Directors and Board of Trustees

Our challenges in the implementation of DMS

Defining the new processes Scanning issues Employee buy-in

Future enhancements to our processes

Implement external access to archived documents for Mercon employees

Implement external access to new and past packages for Board of Trustees and Board of Directors meetings

Setup escalation processes for the time-sensitive documents

Setup procedures with the Accounting team daily file sharing (invoices, expense reports) query resolution on transmitted files (cheques,

logs, balancing sheets) Setup procedures with the Communications team to

facilitate documents for corporate media Streamline office data-flow

Re-cap

One-source of information Easy, integrated access to information Document and version control Intuitive and user-friendly sites

Q&A

Huatulco, Mexico