Creating Business Value with ECM at the Region of Niagara

Transcription

1 Lead more Creating Business Value with ECM at the Region of Niagara Name: Steve Kopstick Title: President

2 Creating Business Value with ECM The Region of Niagara The Journey The Solution The Future

3 Why? management Server space constraints E-Discovery Issue (Public Health and Legal) Freedom of Information How did the project get started? Management is not enough Lack of Records Management Corporate Records and IT Staff began research into ECM options

4 Timeline 2005 SharePoint intranet implementation 2007 Microsoft consultation Meetings with senior management 2008 Business Case for ECM 2009 Pilot group confirmed (May) Project manager hired (June) NetDexterity selected (July) Project launch (September) Requirements Gathering (Oct) 2010 First iteration (January) Second iteration (February) Testing and Training (March) Implementation (June)

5 Why SharePoint? Workflow Management Process Automation The Region is committed to SharePoint - Familiar, Common Business Intelligence Reporting Dashboards Business Process Management Content Management Capture Manage Store Retrieve Microsoft is Committed to SharePoint Product continues to evolve with the market Integration with Office Partnerships with ECM and other Add-on Product Vendors Enterprise Application Integration LOB Systems SharePoint is more than ECM

6 Gartner Quadrant Microsoft is in the Leaders Quadrant Based on their Vision and their ability to execute the Vision

7 A Solution to meet the needs of the Region The Legal Services Portal A site to manage the process of creation, management, and closure of Legal Matters The site has been designed to support The needs of the Legal Division A solution that can be supported by IT A solution that will support the Enterprise Information mandate A solution that will scale to the needs of the Region

8 THE SOLUTION

9 Avoid This Portal

10 EIM is supported by BPM Site Collection Legal Division Sub Site Matter Site 1 RM Triggers Records Vault Matter Site 2 Custom Router Document Library - Matter Site 1 Document Library - Matter Site 2 Matter Site 3 Document Library - Matter Site 3

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22 MEASURING SUCCESS AND MOVING FORWARD

23 Things to think about Potential SharePoint Sprawl Governance Strategy Legacy planning for permanent records Replacing painful line of business systems Corporate Taxonomy Operationalization

24 How we are measuring this 1. Save money 2. Alignment with the Strategic Objectives of the Region including A Responsive Region Environmental Stewardship 3. Achieve Enterprise Information Management Outcomes

25 Saving the Region Money Reducing the time to find information Predictability Reduction in Errors Reduction in Operational Costs

26 Enterprise Content Management Commitment + Is the potential of this project worthy of continued investigation? Absolutely, a CGI Analysis Conducted For the Niagara Region - dated August 31st, 2001 estimated an annual benefit of $3,150, in time savings Using the same model, and updating for current salary and number of Knowledge workers, the benefit is $5,824, Using the same model, indicates a benefit of $1,274, for Public Health To be conservative, assuming we will only achieve 50% of these benefits, still leaves approximately $600K in Public Health Additional Benefits Records Retention By-law Compliance Access from Anywhere Flexible Security

27 Strategic Objectives of the Region Environmental Stewardship Niagara Region will increase the health and sustainability of its physical infrastructure and natural environment for current and future generations. Reduction in the requirement for paper documents Reduction in the requirement for transportation and storage of paper

28 Strategic Objectives of the Region A Responsive Region Niagara Region will be known for its effective decision making, strong partnerships, clear accountability, and service excellence Reduction in errors and time to find information The extension of the solution to improve responsiveness electronic forms and signatures, clear navigation to services

29 Achieve Information Management Outcomes Accessibility Integration with Organizational Programs Stewardship and Accountability Usability and Quality Control Risk Management

30 MOVING FORWARD

31 Leveraging Social Networking

32 ECM Supports Strategic Business Processes Records Management: To the Regions Stakeholders this means: The Records Centre A site to manage the process of receiving, searching, retaining and disposing of the Records in accordance with the Regional By-Law Self Service Vault for the Clients Case Management Request Management Legal Matters Management Collaboration Systems Records Management Process Automation Donor Records Management Labour Relations Correspondence and Document Management Forms Automation

33 Extending the Value of ECM: Engaging the Citizen

34 Extending the Value of ECM: Business Intelligence

35 Evolution and the Future Solution Frameworks: Case Management Procurement Policy Development Business Process Applications Productivity Efficiency Reporting Business intelligence Leveraging SharePoint Social Networking Social Networking Connection Discovery Context Learning Mentorship SharePoint CRM Information Management Governance Information Access/Availability Stewardship & Accountability Risk Management Usability & Quality Control Integration

36 Where do you go from here? ROADMAP TO SUCCESS

37 Roadmap: Process to Delivery Phase 1 - Planning Current state readiness including - infrastructure, portal, - information management and governance - Organizational objectives, strategy Phase 2 Readiness Deliver on readiness gaps Deliver governance strategy Deliver plan for Basic Organizational Services Phase 3 - Deliver Deliver iteratively building on Basic Service: Basic with enhanced configuration/customization/3 rd Party enhancements Application Specific Page 37

38 Readiness Planning Surveys, Interviews and Document Review Strategy Briefing Session Architecture Design Sessions Findings Review current defined objectives, issues, and priorities Session with key stakeholders to prioritize objectives Mapping of objectives to appropriate key technologies Define key overall architectural principles in the context of the organization environment Deliver findings Foundation Documentation for the overall service offering Priority 1 Management Decision Support Operations Priority 2 Information Management LOB Priority Priority n Org. Priority PMO

39 Basic Service Organization Services LOB Specific Driving Priorities on a Common Platform Common out of the box offering Focus on broad usage scenarios including meeting workspaces and general collaboration Delivered to meet repeatable cross organizational priorities Procurement, Performance Management, HR Services, Information Management Meet the needs of a specific LOB in a supportable and predictable way Standards Enterprise Information Management IT Gating Process Ontario Disability Act Security (PIA) Usability Interoperability

40 Steve Kopstick THANK YOU