Where Did All My Files Go? (An Electronic Document Management Workshop) Speaker s Name: Richard Feineis

Transcription

1 Where Did All My Files Go? (An Electronic Document Management Workshop) Course Outline: We'll discuss how an EDMS is used, how an investment in an EDMS can be justified, what typical terms an EDMS involves and what features it includes. Agenda Introduction Why use Electronic Document Management? Investment Justification EDM Terms and Features Determining Your Requirements Wrap Up Question and Answers

2 Introduction Rick Feineis Professional Services Consultant Avatech Solutions Autodesk Certified Instructor Autodesk Certified Applications Engineer Autodesk Registered Content provider Over ten years of providing certified training to over 2500 students Brief overview of attendees Company size Industry Position Why? Why use EDM?

3 How Do Companies Get Into This Mess Anyway? Think about your own workday Stress Hurry Meetings Deadlines Skip lunch Voice mail, , pages, faxes, phone calls, promises made, deliverables, projects, updates Do You Take The Time? Are you disciplined enough to name your documents and file them so you can get them back at a moments notice? Do you always save documents to the network? Do you know the correct revision of a document? Do you know who is supposed to work on the document next?

4 Does Your Company Enforce Rules? Naming Conventions Security Network rules and procedures Folder Structures Files Locations Save onto Network Drives Use Revision Numbers Use AutoCAD title blocks to track drawing files Internal Pain Too Much Time and Energy spent Locating and Printing information to view No Access to Data from a Secure Single Source (Vault) Poor Revision Control Little or No Reporting Lack of an Audit Trail We can t go back and find out what happened in the past

5 Internal Pain Lack of Standard Procedures Need stronger and more disciplined adherence to Work Procedures and Review Processes No Updating of Project Status (Continuous and Systematic) Expensive Printing, Plotting, and Distribution Costs No formal, enforced Approval Process (Workflow) EDM Relieves Internal Pain The result is: Optimization of resources, Decrease in duplicated efforts, A more efficient project, workgroup, and company.

6 Successful EDM Solutions Can Make A HUGE Improvement! The engineering change order processing is more accurate and takes less time. Support personnel have accurate and up-todate information. Customer satisfaction, both internally and externally, improves by the increased efficiencies. Investment Justification Investment Justification: What can EDM Deployment save you?

7 What can EDM Save You? Faster Time to Market How will sales increase if your product gets to market 1 month sooner? Using Wrong Revision What does using the wrong drawing cost? $1000? $10,000? $100,000? What can EDM Save You? Finding Documents 20% of time spent looking $30/hr x 416 hrs/yr = $12,480/yr/employee 5 employees = $62,400 Not Redrawing Lost Documents How much does it cost to redraw 1 document? How about 1 per month? $24/hr x 16 hrs = $384 x 12 = $4,608

8 What can EDM Save You? Distribution Costs What are your Fed-Ex bills? (More $ is spent on shipping drawings each year through Fed-Ex than Autodesk makes selling CAD each year!) How much time do you spend plotting? Reducing Distractions/Interruption How much more productive engineers and designers be? can your What does it cost to lose concentration every hour? EDM Terms and Features Basic EDM Terms and Features

9 Basic Terms and Features Search View Red Line Security - Vault Property Pages (Metadata) Basic Terms and Features Assembly Structure Relationship Management Revision Management Versioning (Baseline) Document Status EC (Change Order) Processes

10 Document Types Supported Standard Office Documents Word Processors Word, Word Perfect Spreadsheets Excel, Lotus CADD AutoCAD, Mechanical Desktop Scanned in Drawings and Documents TIF, CG4, GP4 Graphics and Animations Files Web, PDF, HPGL, DXF Any Windows File Interfaces Power Users CADD Users Approval Process Members Windows Explorer Users Viewers Internet Explorer Users Remote Users Contractors Sales and Technicians Local Viewers and Editors Custom Interfaces Power Plant

11 Determining Your Requirements Define Your Business Objectives Complete more work with fewer resources Automate you change order process Keep a complete revision history Locate documents more easily??? Define Your Solution Define an Ideal Solution Keep it simple Don t be short sighted Keep the users in mind the entire time Ease of use Training Who will be using it?

12 Select the Correct Software Ease of use Appropriate Interface Flexible Workflow and Security Vendor Reliability Market share Years in business Customizable Industry Standard Language Select the Correct Partner Experience Proven Track Record Dedicated EDM Staff Technical Support Onsite, Telephone and Internet Client Training Application Expertise Cyco Autodesk

13 Develop an Implementation Plan Establish Your Team IT, CAD, Mgrs., Vendor, Etc Schedule the Deployment Pilot Project Work Schedules Refine the Schedule Unforeseen Implications Share the Schedule Avoid the mushroom factor Keep it simple Goal to rapidly provide ourselves with a scaleable, cost-effective, baseline configuration including: Standard EDM Benefits Find, View, Red-Line, Where Used?, Composed Of, Print, Distribute, Check In/Check Out, Approvals Revision Control Processes Engineering Change Process (Workflow)

14 Wrap up Why use Electronic Document Management? Investment Justification EDM Terms and Features Determining Your Requirements Questions? Thanks for your time!