Roadmap to successful ECM implementation

1
Roadmap to successful ECM implementation
British Chamber of Commerce 8.6.2004
Katerina Diviová
2
Agenda

• Defining ECM strategy
• Preparing a business case
• Choosing a vendor
• Managing an ECM project
• Discussion

3
What ECM will do for the business ...
4
Developing ECM strategy
Information strategy
1) Categorise information sources
2) Identify value of information categories
Business information
3) Understand target groups information needs
4) Identify organisation information
responsibilities
ECM strategy
1) Identify required needs enterprise wide
2) Define overall ECM concept
3) Set priorities for ECM initiatives
4) Identify required technologies
5) Set up business case
6) Set up a formal programme management
5
Preparing a business case

• Revenue side
• Tangible benefits savings against
• Lost man-time caused by information retrieval
• Automated workflows
• Legal auditing costs
• Fines
• Printing costs
• Project delays
• Intangible benefits
• Improved intelligence
• Authenticity of evidential material
• Consistency
• Confidence
• Completeness of process information

6
Project outcome examples

• UK loan company
• Loan process shortened from 30 days to 2 days
• South African bank
• Turnaround on financial decisions reduced from 7
  days to 10 minutes, 140 increase in
  productivity,reduced staff by 50 in central
  processing location
• American provider of products based on controlled
  nutritional science
• Sales increase from 125 per day to 850 a day
• American County Clerk of Courts
• Managed 30 increase in cases with a 15 decrease
  in staff, savings more than 1 million USD per year

7
Roadmap for choosing a vendor
Vendor selected
ECM strategy positive business case
RFI/RPF
Phase 1 Preparation phase
Phase 2Vendors proposals

• Set up goals, timelines
• Assess internal requirements
• Prepare Impact analysis
• Define key evaluation criteria

Phase 3 Scoring vendors performance

• Proposals presentations

• Score vendors performance on each criterion
• Calculate overall score for each vendor
• Make final recommendation

8
Key evaluation criteria

• Evaluation criteria are always project specific
• Solution related criteria
• Functional requirements examples
• Content workflow
• Search categorisation
• Administration
• Technical infrastructure integration
• Project time-schedule
• Costs of implementation
• Solution flexibility and scalability
• Vendor related criteria
• References
• Vendors viability and vision
• Quality of service and product support

9
Scoring vendors performance
It is easy to recommend THE vendor based on
scoring .
10
LogicaCMG ECM project management
Scoping (10)
Analysis and Design (20-30)
Development (50-60)
Roll out (10)

• Phased Approach
• Scoping Define and agree on the project scope
  and goals.
• Analysis Design Define all functional
  requirements, propose data model technical
  architecture.
• Development Develop and test functionality,
  migrate existing content.
• Roll out Transition the solution to end users
  and IT.

11
Phase 1 - Scoping
Scoping (10)
Analysis and Design (20-30)
Development (50-60)
Roll out (10)
12
Phase 2 - Analysis and Design
Scoping (10)
Analysis and Design (20-30)
Development (50-60)
Roll out (10)
13
Phase 3 - Development
Scoping (10)
Analysis and Design (20-30)
Development (50-60)
Roll out (10)
14
Phase 4 Roll out
Scoping (10)
Analysis and Design (20-30)
Development (50-60)
Roll out (10)
15
Discussion
Katerina Diviová katerina.divisova_at_logicacmg.com
16
Back up slides
17
Defining ECM Strategy

• Assess needs across entire organisation, identify
  overlaps, conflicting requirements
• Define overall ECM concept independent of the
  platform
• Treat ECM as a part of the system infrastructure
  rather than an application solution component
• Identify potential technologies

18
Setting ECM priorities
Company A ECM solution

• ECM priorities are very company specific
• Priorities should be set according to the
  value-add to the business
• Starting with a departmental level brings quick
  wins
• Have the overall enterprise-wide picture in mind
• Put all ECM initiatives under effective program
  management
• Have a business case set up for each ECM
  initiative
• Continuously measure individual ECMs initiatives
  outcomes

Company B ECM solution
19
Calculating business case

• ROI
• Cost savings plus new revenue generated
  divided by total investment
• Net Present Value
• Criteria NPV gt 0
• Sensitivity analysis
• Most important inputs
• Scenarios