John Earnshaw

1
Making the Business Case for an EDRMS
John Earnshaw Senior Sales Consultant Diagonal
Solutions Ltd
2
Selecting an EDRMS

• EDRMS in Higher Education

3
Diagonal Team

• John Earnshaw Senior Sales Consultant/Account
  Manager Education Sector

4
Who are Diagonal Solutions?

• Diagonal Solutions Overview
• Established 1968
• 75 Staff
• Records Management since 1986
• Wholly owned subsidiary of Morse plc - 430
  Million Turnover
• Microsoft Information Worker and Integrated
  E-Business Gold Partner
• Integration and Information Management
  Specialisation
• Documents/Records Management (National Archive
  2002 Approved)
• Intranet/Collaboration
• Business Process Integration/Workflow
• Content Management
• Online Forms
• Knowledge Management/Searching

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Morse

• FYE June 2005
• T/O 430m
• PBT 11m
• Cash reserve 36.3
• Parental guarantee
• 1,800 employees
• Acquisition of Diagonal in August 2004

6
Public Sector Customers

• Wakefield MDC - CMS
• Perth and Kinross Council - CMS
• West Yorkshire PTE/PTA - CMS
• Peterborough City Council - CMS
• Nottingham County Council - EDRMS
• Birmingham City Council - EDRMS
• South Gloucestershire Council - CMS
• Copeland Borough Council - CMS
• London Borough of Sutton - CMS
• Cumbria County Council - CMS
• Barrow in Furness Borough Council - CMS
• Carlisle City Council - CMS
• Eden District Council - CMS
• North Tyneside District Council - CMS
• South Holland District Council - ECMS
• Rochford District Council CMS
• Education Leeds FOI Case Tracking
• Queen Margaret's University Portal
  Collaboration
• University of Teesside Learning Portal

• Leicestershire County Council EDRMS
• Norfolk Constabulary ECMS
• Eastleigh Borough Council - CMS
• Test Valley Borough Council ECMS
• South Lakeland District Council CMS
• Chester City Council CMS
• Crewe Nantwich Borough Council - CMS
• Inland Revenue ERMS
• MOD ERMS
• HM Treasury ERMS
• ODPM ERMS
• States of Jersey Government CMS
• Competition Commission EDRMS
• NICE EDRMS
• National Savings and Investments EDRMS
• Shropshire Fire Rescue FOI Case Tracking
• DTI ERMS
• GCHQ ERMS
• HM Prison Service EDRMS

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Enterprise Content Management?
WWW
Paper
Instantmessaging
ASPIRE DELIVER BENEFIT
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Diagonals Business
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Diagonals Business
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EDRMS in Higher Education

• There is a basic requirement for good records
  management
• Searching for Content
• Sound life cycle management
• Saving of space
• Freedom of Information
• Institutional Repository
• Corporate
• Research

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EDRMS in Higher Education

• Fundamental to Enterprise Content Management and
  IIM
• Open Archives
• Research Assessment Exercise
• E-Portfolio

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Records Management
Every folder has properties that
defineRetention periodReview actionDisposal
actionSecurity access
File plan folders can store electronic files
and/or paper markers
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Freedom of Information
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Freedom of Information
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Institutional Repository

• Corporate
• Corporate file plan
• Structured
• Business driven
• Research
• Research based file plan
• Relatively unstructured

16
Enterprise Content Management

• EDRMS provides the basis to store and manage
  enterprise content
• Integration with Collaborative environment
  Microsoft SharePoint
• Corporate workflows driven within collaboration
  and managed within EDRMS
• Publication of content to a web environment
• Intranet
• Public Web

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Open Archives

• EDRMS allows for both provider and requestor
  within Open Archives
• Potential second EDRMS installation for provision
  of published data no extra license cost
• Potential to provide requestor software within
  Microsoft SharePoint Portal Server
• EDRMS acts as the corporate repository
• Accept and service requests in accordance with OA
  Metadata Protocol
• Use of Wisdom API Web Services

18
Research Assessment Exercise

• RAE 2008
• Use of Institutional Repositories IRRA RAE
  Software for Institutional Repositories (L. Carr
  J MacColl)
• Type A - Repositories that act as comprehensive
  research publication repositories (accommodating
  metadata-only and metadata full text items)
• Type B - Repositories which act as open access
  research publication repositories holding
  metadata full text items only

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Research Assessment Exercise

• Type A - In trials at the University of
  Southampton, where the use of a repository is
  accepted, this has radically reduced the effort
  required by (and complaints from) the researchers
  and lecturers.
• Type B - IRRA will provide a web application
  which will interface with the open access
  institutional repository, but will permit the
  loading of records both directly and by import
  from other systems (such as a separate
  publications repository).

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E - Portfolio
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E - Portfolio

• Recommendations from feasibility study on how to
  provide integrated e-portfolios by 2007.
• Action
• Provide a personalised online learning space for
  every learner that can encompass a personal
  portfolio.
• Action
• Encourage strategic development of a
  collaborative approach to learner progression.
• Higher education sector priority actions
• Many of the above actions are included at
  system-level in earlier chapters, for example in
  relation to personalised support through
  development of e-portfolios.

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So why is there so little uptake in HE?

• Business case
• Is there a ROI?
• Pilot areas
• Culture change
• Devolved budgets and responsibilities
• Spending priorities is it student centric?
• Sponsorship
• Fairly low impact of FOI in HE.

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Business Case ROI

• How do I prove an ROI for EDRMS?
• What tools are available?
• Are there any metrics I can use?

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Business Case ROI

• Recent studies by IDC, AIIM and Reuters have
  found that
• Knowledge workers spend on average between
  15-35 of their time searching for information
• 90 of the time that knowledge workers spend in
  creating new reports/documents is spent in
  recreating information that already exists
• Knowledge work deficit costs on average 3,500
  per worker per year
• The business benefits arising from implementation
  of an EDRMS are classified into
• Improved efficiency
• Qualitative business improvements and
• Compliance benefits.

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Business Case ROI
26
Business Case ROI
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Discounted Cash Flow Modelling
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Discounted Cash Flow Modelling
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Wisdom EDRMS

• Diagonals own EDRMS solution with a heritage
  back to 1986
• TNA 2002 Approved (previously 1999 approved)
• Browser Based Interface (CSS)
• Fully Microsoft Integrated SharePoint (WSS
  SPS)/Office WebDav
• File Save As
• Seamless Integration with SharePoint Portal
  Server 2003
• Seamless Integration with Wisdom Workflow
• Integration with InfoPath Forms
• Integration with MCMS 2002
• Extensive Paper Legacy Management-
  Barcode/Scanning/OCR
• Email Management Any SMTP Mail
• eGIF/XML/Web Services/.NET/SOAP
• eGMF/eGMS LGCL/GCL/LGCS/Dublin Core - IPSV
• ISO15489/PD0008/PD0018
• FOI, DPA EIR
• Web Forms Integration

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Wisdom Workflow

• Enterprise Class Workflow
• Improved process efficiencies and cost savings
• Seamlessly Integrated with Wisdom EDRMS
• SharePoint BizTalk Accelerators
• Many pre-built workflows for Public Sector
  Process, including -
• eSCR, Housing, Planning, FOI, Transport, Highways
  etc
• Business Process modelling
• Define legislative/compliance processes, FOI,
  Sarbanes Oxley, Basel 2, FSA, Companies Act
• Monitor deadlines, workloads, targets,
  prioritise, access to information.

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Benefits of SharePoint Wisdom

• Document Level Security
• Searching of all Information, including Paper
  Records, held in Wisdom
• Enforced capture of information, metadata etc
• Finalisation of Documents which are declared
  Records
• Lifecycle management Declare, Retain, Review
  and Destroy
• Seamless Integration Wisdom Web Part/MS Office
• Enterprise Level Workflow
• Compliance with Legislation, FOI/DPA etc

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Integration Capabilities

• SharePoint Portal Server 2003
• Microsoft Content Management Server
• Orchards ArcHouse
• SWIFT
• SITS
• MS Office

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SharePoint Wisdom
Wisdom Web Part within SharePoint, which is
displaying Records and which has underlying
workflow
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Personal Portfolio (My Site)
Navigation fully integrated into SPS navigation
Personal tasks
Personal essays
35
Add Evidence
Link evidence to essay. All documents in My Site
are directly available
36
Other Wisdom/SPS Projects
MCMS 2002/SPS 2003 Distance and Life Long Learning
SPS 2003 MCMS 2002 for Collaborative
Intranet/Document Content Management
Wisdom Documents Records Management
SPS 2003 MCMS 2002 for Collaborative
Intranet/Document as part of managed learning
environment Content Managed Website
Delivering Learning Gateway based on SPS 2003
which will be accessed by all schools in Durham.
Development of WSS for Education Department and
Implementing Collaborative Intranet across the
whole council
Shropshire Fire Rescue Service
Enterprise Content Management
CMS/EDRMS/Workflow and Portal Development
Collaborative Intranet/Knowledge Portal and FOI
Case Tracking
Collaborative Intranet and FOI Case Tracking
EDRMS and SPS 2003 Intranet
Collaborative Intranet/Knowledge Portal and FOI
Case Tracking
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Microsoft Learning Gateway for Higher Education
Launched June 2005 Diagonal one of only 3
initial partners Integration with VLE
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In Summary

• Full Integrated Information Management capability
• SharePoint, Records Management (Wisdom), MCMS
  2002, Workflow, InfoPath, BizTalk Server 2004,
  Live Communication Server
• Extensive track record in Public Sector
• Business Solutions for Public Sector Local
  Government, Education, eSCR, Housing
• Working with Microsoft developing Microsoft
  Learning Gateway
• Microsoft Gold Partner Information Worker
  Integrated e-Business
• Heritage in Records Management since 1986
• Tried and Trusted Modular Business Service
  approach
• Prince 2 Methodology
• Referencability
• Cost Effective Business Area or Site Licence
  Bundle/EA
• Increasing levels of back office integration
• Increasing levels of pre-built workflow

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Selecting an Electronic Records Management System
A one-day event for Higher Education 10th May
2006 The Conference Centre, Lancaster University