5 myths of ECM conversions. Separating fact from fiction when moving to a new platform

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1 ? 5 myths of ECM conversions Separating fact from fiction when moving to a new platform

2 Organisations are performing large-scale migrations at an increasing rate Conversion efforts are often necessary to address any number of issues from performance or functionality concerns with an aging enterprise system to technology changes that affect scalability, capabilities and support available to legacy software. In the enterprise content management (ECM) industry, technology has evolved so dramatically over the last 10 years that conversions are quite common. Most organisations are replacing first generation ECM systems with those that have better integration capabilities, platform stability and configurability to expand solutions autonomously. Learn how to separate the myths from reality The prospect of an ECM conversion can be daunting to those owning the project, but the risk of doing nothing often outweighs the concerns. Lack of technical resources, conversion costs and the risk of potential down time or data loss do not have to be the impediments they were a decade ago. Don t get stalled by the myths surrounding conversions. As you consider the best ECM platform to meet your organisation s needs, consider the realities that address the five most common conversion myths. CLICK TO FIND OUT MORE MYTH 1 MYTH 2 MYTH 3 MYTH 4 MYTH 5 5 myths of ECM conversion 2

3 MYTH 1: It s going to cost too much to convert my ECM system 5 myths of ECM conversion 3

4 MYTH 1 It s going to cost too much to convert my ECM system Don t let cost be the prohibitive factor preventing your conversion project from getting off the ground. You do have options in the way you tackle this effort. For example, you may have the resources to take on some or most of the project but want confirmation that your approach is the right one; or, you may simply need help with a certain area of the effort. It is worth your time to talk to an experienced conversions expert who can assess what you want to accomplish and advise you on the best method to complete the conversion with the resources you have. This conversation should be free of cost. 5 myths of ECM conversion 4

5 MYTH 1 When researching top ECM vendors, look for one that offers flexibility in conversion efforts. With standards and technology evolving rapidly in today s business world, vendors should be equipped to meet you where you are in terms of resources and budget. COMMON OPTIONS FOR ECM DATA MIGRATIONS INCLUDE THE FOLLOWING: Comprehensive offering The vendor takes complete ownership of every aspect of the project. This minimises the need for additional resources on your end, ensures an expedited experience and reduces risk. Comprehensive with the exception of export from legacy system This type of service offers a comprehensive conversion after your own resources perform the content extraction from the legacy system with specifications (defined by the vendor). Consulting The vendor acts as a mentor, affording your team the opportunity to learn best practices, proven methodologies and insight to support conversion tasks. Export This level provides the ability for you to own the task of importing legacy content into your new ECM system at your own pace. 5 myths of ECM conversion 5

6 MYTH 2: Moving to a new ECM platform will be too disruptive to our business processes 5 myths of ECM conversion 6

7 MYTH 2 Moving to a new ECM platform will be too disruptive to our business processes You ll always find staff who are resistant to change, especially if it involves processes that impact their daily work. And you may be in a position where you know that you ll have to migrate to a new ECM platform due to limitations or uncertainties in your current system but do not want to disrupt the business process workflows that currently work. That s okay. Migrating to an ECM platform that has the technology, R&D support and capabilities your organisation will require in the future does not mean that everything has to change today. 5 myths of ECM conversion 7

8 MYTH 2 Look for a vendor that can remove the risk of a conversion effort that forces unwanted change in document workflows, naming conventions, security and access. Also, think of the many ways a new ECM system can add value to your organisation and processes. Research whether each potential vendor has experience in your industry, and what recommendations they have in terms of small changes that would benefit business processes. QUESTIONS TO ASK POTENTIAL VENDORS INCLUDE: Can the same system be adopted by casual and power users? Will the ECM solution integrate with existing line-of-business systems? How much custom coding is required to modify workflows as needed? What kind of end-user training and support is available? Can the solution scale to accommodate multiple processes across regional offices and locations? 5 myths of ECM conversion 8

9 MYTH 3: Replacing our current ECM system is not an executive priority 5 myths of ECM conversion 9

10 MYTH 3 Replacing our current ECM system is not an executive priority We all know that in order for any project to be successful, you need the support of executives and upper management. What many decision-makers do not have on their radar is the potential ROI from business process optimisation, and the dramatic reduction of risk they gain when they have a top ECM platform securely connecting organisational data and documents to users who require them. Many may think of ECM as a storage platform, and it is. But the right ECM platform can also be a gateway to optimising business processes with very few IT resources. Having ECM securely support processes in areas from finance to HR also enables visibility into potential areas of risk. TOP PRIORITIES 1 Replace current ECM system 2 See above 3 Refer to #1 5 myths of ECM conversion 10

11 MYTH 31 Gathering information to support the ROI of the conversion and the downfalls of sticking with the status quo does not have to take a lot of time. And, it can go a long way in making the case for a more stable, extensible ECM platform that will serve your organisation into the future. Upper management will also appreciate a business case for conversion that compares ROI vs. total cost of ownership (TCO). Often, it s the case that while you won t incur new direct expenses by keeping your current legacy system, you ll continue to pay for it indirectly and substantially through change management, risk mitigation and opportunity costs. ASK YOURSELF THESE QUESTIONS TO HELP BUILD YOUR BUSINESS CASE FOR A CONVERSION: Are you missing out on opportunities to increase employee productivity, improve customer service or to attract and retain quality employees? Does staying with the current solution represent risk to the organisation? Is your legacy solution unable to meet compliance and reporting needs or maintain and administer customisations? Can your legacy system adopt other technologies to support business process enablement in new ways like through mobile technology? 5 myths of ECM conversion 11

12 MYTH 4: We ll never get end users on board with a new system 5 myths of ECM conversion 12

13 MYTH 4 We ll never get end users on board with a new system Change management can be difficult. People do not like change, especially when there is nothing negatively affecting their day-to-day tasks that would warrant it. But you d be surprised how receptive staff can be when you show them how a change will make things better. The key to getting end users to embrace change is by sharing with them different ways it will positively impact their dayto-day lives (they may not care so much about projected cost savings). For example, show them how the next generation technology will be easier to use. Demonstrate how better, more logical options and features will enable them to complete routine tasks faster, allowing them to spend more time on higher-value and more satisfying work. All tasks complete 5 myths of ECM conversion 13

14 MYTH 4 Department/process owners will see the value in overall productivity gains and employee satisfaction, as well as the capabilities they themselves will have for increased visibility into processes. In your conversion research, look for a vendor with a focus on change management and ask questions about specific strategies that enable successful change management. Whoever you are talking to, make sure you: Tailor the conversation to the audience Highlight the larger vision for how the conversion will benefit them Explain the resources that will be available to help them navigate the change or new system Listen to and address any feedback or concerns 5 myths of ECM conversion 14

15 MYTH 5: We ll have to convert our entire library of documents, data and content all at once 5 myths of ECM conversion 15

16 MYTH 5 We ll have to convert our entire library of documents, data and content all at once Your ECM conversion doesn t have to take place all at once. Look for an ECM system that s scalable allowing you to start the conversion with one department or process and expand across the enterprise as time, budget and priorities permit. That s the type of flexibility that allows you to truly focus on your immediate needs while improving additional processes over time. 5 myths of ECM conversion 16

17 CONCLUSION Hyland s Conversion Services Stabilise your long-term ECM strategy with OnBase OnBase is a recognised market leader in ECM, providing a single enterprise information platform for managing content, processes and cases. An uncompromised focus on product development ensures OnBase will grow with you not hold you back. Extensive integration capabilities enable you to link content and data to activities in nearly any enterprise application. And with one system to support, maintain and upgrade, you ll realise a low TCO and minimise IT sprawl. Hyland s Conversion Services can eliminate uncertainty surrounding your conversion needs. We deliver on-time, predictable and successful projects earning a reputation in the industry as a highly collaborative partner with whom you can place your trust. 5 myths of ECM conversion 17

18 To learn more, visit OnBase.com» 2017 Hyland Software, Inc. All rights reserved