Business Drivers. Compliance. Customer Service. Collaboration

Transcription

1 8 Ways to Ensure ROI With ECM Initiatives Pamela Doyle, Director Fujitsu Computer Products of America Chair, The TWAIN Working Group

2 Business Drivers Cost Reduction Compliance Customer Service Collaboration

3 ECM Strategies & Technologies Rapid and simultaneous access Accelerated business processes Improved team productivity Better decision making

4 The SharePoint Evolution In 2000, birth of team collaboration and department portals Broad adoption Established platform for high impact collaboration In 2007, evolved to an information management platform ltf

5 User Interface Microsoft Office Web browsers 3 rd party apps Exchange 2007 ECM Components Mailbox Management Policy Document Records Web Content Forms Management Management Management Management Management Transport Services Rules Policies Unified Services Workflow Metadata Policies Library Services SMTP SOAP Search Security Search Security IRM Collaboration Unified Storage Architecture

6 SharePoint is ECM Single platform for collaboration, communication and content management Beyond the portal, SharePoint became ECM ECM is technology and strategy for managing g all content (electronic, web, and paperbased)

7 Paper Remains Pervasive Most organizations buried in paper Rl Rely on paper for: Historical reference Discovery Proof of business activities Legal compliance Mission critical business processes initiated by paper (job application, PO, invoice) 7

8 Volume and Cost of Paper Volume: The number of pages pg consumed in the U.S. is going up at a rate of 20% per yr. (Environmental Paper Network) 768 million trees to produce world s annual paper supply (conservatree.com) 1 tree = 8,333 sheets Average office worker prints 10,000 per year (Xerox) 45% thrownoutwithin out within 24 hrs. (Xerox) Cost: $25,000 to fill a 4 drawer filing cabinet, $2,000 to maintain (futurelawoffice.com) Average document is photocopied 9X (Gartner) Print cost = $18.00 per 1K 7 minutes to fax a 3 page document (Davidson Consulting) $8 $15 to send a packet via courier service Cost of office occupancy in Atlanta $21.29 city/$24.05 suburbs (Global MarketView 2009) 8

9 Capture Given volume and cost, capture is critical role inecm strategy Investment in capture is strategic to leveraging investment in SharePoint Pairing capture and collaboration Access to all information Maximize use of corporate data Execute more accurately, consistently and productively 9

10 MOEITS Company Overview: IT Services Branch for the Midwest Operating Engineers - Local 150 One of nations largest labor unions Chicago based (Iowa, Illinois and Indiana) 24,000 members Numerous business units: Pharmacy Legal Claims Credit Union Pension Accounting Contracts

11 Key Issues: MOEITS Geographically dispersed Silos of information Inability communicate (collaborate) Costs Paper everywhere Losing hundreds of thousands, if not millions, on inefficient paper-based processes Employee time searching for information ($31.25 per hour) Office space ($18 - $20 per sq. ft.) Office site storage ($9,000 per mo.) Compliance (HIPAA, GLB/SOX, Taft Hartley)

12 Objectives: MOEITS Reduce reliance on paper Address diversified compliance concerns Streamline business processes Ensure business continuity Enable communication and collaboration Leverage existing investment SPOA Ease of Use

13 MOEITS Thorough research and analysis Solution: SharePoint Microsoft shop Portal Seamless integration Granular security KnowledgeLake Imaging g Fujitsu Scanners

14 MOEITS Phase 1 Legal Paper intensive Consuming office space 200 banker boxes in basement Difficult to find information for discovery Document capture and barcode Fujitsu fi-6130, 6140 and 6010 scanners Metadata facilitates search and integration with MATTERS database Once scanned, most shredded

15 MOEITS Phase 2 Political Action Committee Fund Not always volume but flow of paper Form authorizes contractor to collect.05 cents per hour for PAC (lobbying funds) Deficient process resulted in contractors not getting form not collecting.05 cents Huge financial loss SharePoint for Workflow

16 MOEITS Phase 3 Contracts Another example of process automation Signed contract took 34 days and 14 steps to get approved including: 2 trips to FAX Multiple shuttles through interoffice 1-2 pages grew to 111 pages Now, signed contract scanned at point of origin Routed electronically 34 days to 20 minutes

17 MOEITS Update Ron Borden, Executive Director of IT

18 MOEITS Benefits: Achieved payback projection of 5 months Hard dollar savings: Reduced on premise and offsite storage Recovered $6 800,000 (PAC) Reduced grievance process from 4.5 hrs. to 10 minutes Eliminated traditional paper costs (mail, fax, courier) Soft dollar savings: Reduced time to find documents File sharing and collaboration Business continuity Significant process improvements Projecting $1 Million over 3 years

19 What MOEITS Did Right (8 Ways to Ensure ROI) 1. Business Assessment 2. Technology Assessment 3. Expert Advice 4. Careful Vendor Analysis 5. Demand Proof of Handling

20 What MOEITS Did Right (8 Ways to Ensure ROI) 6. Phased Approach 7. Benefit Realization 8. Leverage Investment

21 KnowledgeLake Connect For Capturing Electronic Content KnowledgeLake Capture Scanning Paper Documents (Desktop, Departmental and Production Scanners) Print View Scan Search Export Web-Based Capture Imaging Index Import Web-Based Indexing KnowledgeLake Capture Server SharePoint Server with KnowledgeLake Imaging Multi-Function Device Fax Server Users Remote Users

22 Fujitsu Scanner Product Line Up Professional Line of Business Production fi 6770 $7,995 fi 6770A $8,995 fi 5900C $24,995 fi 6670 $5,995 fi 6670A $6,995 fi 6800 $19,995 fi 4340C $4,995 fi 6140 $1,995 fi 6240 $2,495 fi 5530C2 $3,995 fi 6130 $1,195 fi 6230 $1,995 fi 5110C $895 ScanSnap p fi 6010N $2,995 ScanSnap S1500 $495 fi 5015C $695 Decentralized Transaction Front Office ScanSnap S1500M $495 fi 60F $395 fi 60F Personal ScanSnap S1300 $295 22

23 Featured Products KnowledgeLake: SharePoint: Built on.net Leverage existing platform vs. Improved collaboration (all new documents) Easy to implement and use Fujitsu: Single platform for Diversified product offering collaboration, communication Superior paper handling and and content management image quality Market leadership

24 More Information 8 Ways to Ensure ROI with ECM Initiatives in ebook Platform: MOSS at i t Software: KnowledgeLake at Scanners (Product Information, Case Studies and White Papers): Fujitsu at ScanSnap at