EDMS Needs Analysis

MSS Technologies and the AIIM Grand Canyon Chapter

present:Electronic Document Management System

Needs Analysis

EDMS Project Phases

NEEDSANALYSIS

EVALUATION ANDSELECTION

IMPLEMENTATION

Develop Functional Area ObjectivesDefine Prioritized Technical RequirementsIdentify Key BenefitsDevelop Cost Estimates

Conduct RFP ProcessShort List 3-4 Top VendorsConduct DemonstrationsSelect Best Fit SolutionDevelop Implementation Plan

Install and Configure SolutionConduct Quality Assurance TestingConduct Product TrainingGo Live

Imaging Document Management

Computer Output to Laser Disk

(COLD)

Indexing

Workflow

Security

Storage

Presentation Layer

Applica

tion In

tegra

tion

EDMS Components

Report DistributionReport DistributionCaptureCaptureVersion ControlVersion Control

Real Time RetrievalReal Time Retrieval

AnnotationAnnotation Optical Character Recognition (OCR)Optical Character

Recognition (OCR)

Content ManagementContent ManagementOMR/ICROMR/ICR

Business Process AutomationBusiness Process Automation

NotificationNotification Exception AutomationException Automation

Approval ManagementApproval Management

Business RulesBusiness Rules

Automated Task ManagementAutomated Task Management System IntegrationSystem Integration

ManualManual

Full TextFull Text

Quality ControlQuality Control

Key WordKey WordFormsForms

IntegrationIntegration

RedactionRedaction

Document LevelDocument Level User / Group LevelUser / Group Level

SANSAN HSMHSM Optical DiskOptical DiskArchiveArchive

ImagingImaging Document ManagementDocument Management Computer Output to Laser DiskComputer Output to Laser Disk

WorkflowWorkflow

IndexingIndexing

SecuritySecurity

StorageStorage

FunctionalFunctional

Print Stream Support

Print Stream Support

Data Intelligent FunctionalityData Intelligent Functionality

Forms ProcessingForms Processing

EDMS Components

Phase I: Needs Analysis

• Technical Requirements

• Cost of Ownership/ROI

• System Conversion

Technical Requirements

• Interview all potential users– Define all processes using paper and

electronic documents– Estimate document volumes and licenses

needed– Determine features and functionality of an

EDMS that would improve the area’s effectiveness

Technical Requirements

• Compile your information– Identify which EDMS features and

functionality will be priorities• Those providing the most improvement in

effectiveness• Those vital to work processes (for example,

security)• Those which will be utilized by the most areas

Technical Requirements

• Calculate total document volumes and licensing information– Average monthly volumes by page– Historical volumes– Retrieval licenses– Scanning licenses

Technical Requirements: Tools

• Interview Questionnaire

• Document Information Spreadsheet

• Technical Requirements Template

Cost of Ownership/ROI

• Estimate the cost of an EDMS solution that meets the needs defined in the Technical Requirements stage– Research – Submit a cost study to vendors– Don’t forget hardware!

Cost of Ownership/ROI

• Calculate Return on Investment– Determine the time spent searching for, retrieving and

re-filing paper or un-managed electronic documentation

– Determine the re-work that will not be necessary (call backs because documents were not immediately available, etc.)

– Calculate cost using average salaries– Include the reduction of cost in paper purchases

(fewer copies, printing = less need for paper)

Cost of Ownership/ROI: Tools

• Cost Study Template

• ROI Worksheet

System Conversion

• Compile statistics on current EDMS– Number of documents and pages currently in system– Number of index records in database

• Determine ability of current system to export index information– Format– Pointers to image files– Document/Page linking information

What You Have After All That Work…

• Documented Cost Justification• All Information Needed for the

Evaluation/Selection Process:– Detailed Volume and Licensing Information– Technical Requirements– Processes to be Automated

• Base Data for Beginning an Implementation Plan

Next Steps

• Evaluation and Selection

• Implementation

Questions?

Thank you!

We’re glad you could join us and look forward to learning with you in the

coming year!