Dutchess County’s Enterprise Content Management (ECM)

… Transforming County Operations

Marcus J. MolinaroCounty Executive

Timothy E. Mahler Commissioner of OCIS

What Does ECM Mean?

Enterprise Content Management (ECM) are the strategies and tools used to organize, manage, store and share an organization's documents and manage related processes.

What Does ECM Mean?

Document Scanning/Imaging is just one component of an ECM system implementation.

What Will ECM Mean … to the County?

Advanced Computer System to manage, share and preserve County documents

Will Speed County Processes & Services

Address Full Records Center Increase Public Access to Documents Archiving of Historical Documents Expand “Green” Initiatives Huge Staff Productivity Gains & Savings

…. A Game Changer

Why is ECM Critical For the County?

County Staff Reductions … Productivity Tools Like ECM Are Critical

(15%)

- 305 Employees

Why ECM is so Critical for Staff Efficiencies and Productivity

70% of Government Workers time is spent managing information (2010 Public Sector Tech)

Consider:

So it’s critical that the County invest in productivity tools

Key ECM Projects … Over first 18 Months

HR/FMSRecords

LegislativeRecords

County Bids

Pro

du

ctivity

RecordsCenter

County Contracts

Historical Documents

Accessib

ilityPermits & Inspections

Policies & Procedures

Public Access

County Contracts

Example of What ECM Will Do for the County Contract Request Insurance Certificate

Contract Draft(s)

Email Correspondences Final Contract (MS Word)

Contract Notes ECM DOCUMENTS

Department enters a Request and includes vendor’s Insurance Certificate

Scanned Signed Contract Future Contract Changes

Department CountyAttorney

Risk Management

County Executive

Vendor

Comptroller

Notified Notified

Notified

Notified

Notified

County Attorney and Risk Management are automatically notified thru ECMOnce Contract terms are agreed to – ECM emails contract to vendor for signatureDepartment Receives Signed Printed Contract from Vendor Via MailContracts are SignedCounty Attorney scans Signed Contract – All Notified by ECMThe ECM emails a scanned Executed Contract to the Vendor – Completes ProcessCounty Attorney creates Draft Contract with input from Department

Process WorkflowECM Contract Documents are Available for Future Reference

Contracts integrated with Financial Management System Comptroller has access to Contracts during AP Processing Alerts sent before a Contract or Insurance Cert. expires All appropriate Staff have on-line access to Contracts Departments no longer need to store hard copies

This is just one example of improvements to so many County processes and services

Key ECM Projects … Over first 18 Months

Pro

du

ctivity

County Contracts

HR/FMSRecords

Permits & Inspections

LegislativeRecords

Historical Documents

Accessib

ilityPolicies & Procedures

RecordsCenter

County Bids

Public Access

Records Center Study Improvements and Cost Avoidance

Records Center has 44,000 Boxes

95% of Space is Filled

Although $750,000 was spent in 2006 for Rolling Shelves to Expand Storage Space

Need Computerization and Procedures to: Eliminate Paper Records Going into the Center Reduce current Paper Records in the Center

Provide Improved Access to Records

Avoid Capital Cost to Expand the Center

Historical Records … Preserving County Archives

Current storage arrangements for historical records at the Washington Street Facility

Supreme Court Orders and Decrees, showing deterioration of binding under paper covers

Tax Assessment Books showing crumbling and molding covers

Left from the 1940s, above from the 1950s

Assessment Roll showing spread of mold on cover

Boards of Supervisors Proceedings, 1722-1900. Note proximity to concrete floor, re-binding of older records (1722-1800) and paper covers over younger records (1800-1900).

Ink burn to page in 1722 Board of Supervisors Proceedings

1722 Board of Supervisors Proceedings Book showing broken binding and acid-damaged page

1838 Board of Supervisors Proceedings Book, showing deteriorating cover

Voter Registration Books , 20th Century

Historical Records … Preserving County Archives

The ECM System will be used to preserve the County’s History and provide Public Access

It’s critical that Historical Docs are digitized before they decay further

The Digital documents will be used for Public Access; this keeping the original documents safe from further damage by handling

Grant Opportunities being pursued by the Historian to Digitize Documents and Conserve the Originals

Some Examples of thePositive impact of ECM

New On-line services to speed processes for businesses, municipalities and the public

Highway Work Permits

Road and Bridge Images to facilitate development

DPW Bids (on-line plans and bid documents)

Health - SAN 34/36 Residential Sewage Disposal Forms

Health - SAN 15 Sewage As-built Drawings

Health Permits (restaurants, pools and day camps)

Some Examples of thePositive impact of ECM

More On-line Information and Documents Available to the Public and/or Municipalities

Searchable Docs (e.g. Legislative agendas and minutes)

Historical Documents available to the Public

County Bid Results and County Contract Information

DPW Project Information and Status (future)

HR Documents on-line for Depts. and Municipalities

Possible Future Shared Service for Municipalities

Cost Analysis

Large ROI

$960,000 Capital Project Costs that include: Software Licenses Implementation/Training/Pilot Projects/Some Back Scanning Hardware (Servers, Scanning Stations, etc.) Records Center Study Bond Costs (est. 1% interest)

$75,000 Annual Operating Costs (5 Year Average)

ECM Project Investment

$1,365,000 Projected 5 Year Cost (Capital + Operating)

$1.365M 5-Year Projected Costs

500 Staff Assumed (Although expect 800 users)

5% Average Productivity Gain of Involved Staff (Represents 25 FTEs)… will likely be greater

10% Reduction in Copier Costs, Paper and Supplies

Assumes No Savings During First 18 Months While Pilot Projects are Implemented

Return on Investment (ROI)… Factors and Assumptions

$1,365,000 - 5-Year Projected Costs

Savings and Avoidance (Conservative Est.)

$6,910,000 - 5-Year Staff Time Savings (3.5 year actual)

$180,000 - Copier Costs, Paper, Supplies (10%) $100,000 – Additional Records Center Shelving

5.3 Million Reduction in Printed Pages (10%)

Payback on Investment

$5.31 Saved for every Dollar Spent Payback Conservatively within 2.0 Years

Return on Investment (ROI)… Plus Huge Non-Monetary Benefits

ROI even excludes $1,100,000 Cost Avoidance - For Records Center Expansion -

. If 5,000 Sq Ft were added --- Representing 33% increase in size . Above figure is approximate; would need further study

Enterprise Content Management (ECM)

Return on Investment (ROI)

Also Consider….

$6.12 Return Per Dollar Spent is an ECM Industry Average (2012 Nucleus Research – Based on analysis of 37 case studies)

The 5-Year Salary/Benefit Costs for 500 Staff using ECM will be $198+ Million. The ROI includes 5% of this.

20-25% Productivity Gain is typical for staff activities related to ECM functions (2009 Doculabs)

Didn’t Even Factor in Public Benefits, Historical Archive Improvements, etc..

Return on Investment (ROI) 5-Year Analysis