Solution – Electronic Document and Records Management System (EDRMS)

Executive Summary

  • Public Sector
  • ECM Consulting
  • Internal expertise for implementation plans of Electronic Document and Records Management System
  • Following project management methodology for consulting engagement
  • Development of Sstrategic Roadmap that incorporated
    • Process
    • Platforms
    • People
    • Projects – phased over 3 year period

Project Methodology:

  • Phase 1: Review and document current state
  • Phase 2: Strategy development
  • Phase 3: Non- and functional requirements , architecture proposal and Roadmap
  • Phase 4: Final report and presentation

 

Business Case

A large Provincial Ministry engaged ARC Business Solutions Inc. (ARC) to review, assess and develop strategic recommendations related to an enhanced Electronic Document & Records Management System (EDRMS). The core objective of this assignment was to understand the current state of the operation, its related technology toolsets, and to develop recommendations to establish the best possible position/actions with respect to implementing a content management strategy over the coming years.

Challenges within the Ministry with respect to current document management and workflow processes:

  • Client file access is limited to one person at a time for paper files
  • Inability for more than one person to view a document that is in a workflow process
  • Priority files need to be routed through different workflows simultaneously
  • A great deal of time is required in tracking files, finding “checked out” files, distributing requested files and ensuring accuracy in “checking in” files
  • Information and documentation regarding a client is often stored in multiple areas and branches across the division, making it difficult to effectively accomplish case management
  • Current workflow processes result in duplicated copies of documents
  • A significant amount of the division’s knowledge assets are contained in email documentation that is not shared or accessible across the organization
  • The computer application currently used to manage file requisitions frequently experiences problems and requires re-indexing, restoration

Business Solution

In-depth business analysis including:

  • A series of cross-functional diagrams show core business processes for all business units. The current state systems that underpin these processes are also documented. These process diagrams are augmented through descriptions of the related roles and system descriptions for each step in these processes
  • Recommendations that speak directly to data collect during the study phase. Each of the recommendations addressed the efficiency limiters and/or risk identified through an analysis of current state versus a target future state
  • Case Studies to profile jurisdictional analyses of three recent Enterprise Content Management implementations

ARC Business Analyst engaged key knowledge holders within the Ministry through a series of scheduled interviews to gain a deeper understanding of the key documents and details of the workflows in which they are created, captured, referenced, or otherwise used.

Particular attention was given to documenting and quantifying the impacts of process inefficiencies and gaps in the current implementation vs. desired end state, as well as the constraints which drive security and compliance requirements.

The ARC ECM Technology Consultant analyzed the current state facts, and identified key opportunities for improvements in the handling of government records which will result in tangible process efficiencies and cost savings.

ARC utilized a simple and consistent ECM Management Consulting methodology. This methodology combines technical expertise and industry best practices to ensure ECM strategy and future state recommendations are consistent with organizational priorities for improving access to mission critical documents and information assets, streamlining workflow, and ensuring that security and compliance requirements are met. The ARC Project Manager executed this methodology that best suited the Ministry’s resource availability and business operations. Where possible, the stages are conducted concurrently or with some overlap in order to minimize the overall project duration.

A detailed report was generated that included current state assessment and future state alternatives. The future state assessment included recommendations that focused on people, process, alternate platforms, a strategic roadmap, along with alternate investment options.