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Transcript of Www.methoda.com MethodECMS © כל הזכויות שמורות. Methoda Computers Ltd 2 MethodECMS ...
www.methoda.com
MethodECMSMethodECMS
www.methoda.com
© כל הזכויות שמורות
2Methoda Computers Ltd
MethodECMS
MethodECMS is a proactive package that enables the establishment and maintenance of content management system (documents)
Managing all processes in an organized project file RFP, Choosing tool, Initiation Phase, Analysis phase Filing, indexing and evaluating an existing systems
MethodECMS serves as a Toolbox for the system administrator
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MethodECMS
MethodECMS enables quick definition of requirements and product adapting according to the organizational requirements
MethodECMS capabilities: Import & export of documents Defining processes Working with templates Scanned documents, Indexed document & active
documents
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Content management system - Related Methods/ Kits
MethodQMS
Package that assist in establishing & maintaining the
quality system in the organization
Text retrieval kit
Retrieve document and text in documents
Project file kit
Arrange the exist documents in the
organization
MethodDoc
Template, toolbarOrganizational Computerized
office kitOrganization
document management
, Fax & mail management
MethodWF
Defining WF of documents in the
organization
System archive kit
Archive management
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Benefits
Creating organizational culture which includes working with unique DB of documents available for unlimited amount of users
Activating WF derived from Update/New documents
Handling Document version
Handling Metadata
Organization Taxonomy (Glossary)
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ECMS= ?
Enterprise Content Management System
Content ManagementServices
Content ManagementSystem
Data ManagementSystem
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Document management and Archive management in the same area?
Repeating demand to manage all kind of documents
Working on new documents relying on existing documents, for example:
An insurance company that handles client requests, answering Faxes and letters according to client scanned documents
Municipality that handles citizen requests, receiving a request and answering it according to scanned documents about the Building/area/neighborhood
Reorganizing documents – depends on the implementation phase of the system
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Optional Software
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Suppliers
Prospective cooperation with several suppliers during the project:
Software supplier Scanning and indexing solution supplier (Optional) Scanner supplier
Scanning and indexing solution suppliers usually work with all existing software
The software suppliers can recommend scanners and scanner suppliers
Furthermore, there is a lot of information on the internet (scanner information)
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Scanning and indexing
Outsourcing of scanning and indexing service
Locating scanning options: Inside the organization - by the organization employee Inside the organization - Outsourcing Outside the organization - Outsourcing
Different types of scanners according to the requirements’ scanning
Extermination\storage solution, using outsourcing storage solutions
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Indexing
The scanned and the “active” documents are indexed in the same method
The indexing of the “active” documents is performed continuously
Every computerized file can be indexed
Different fields can be defined for different departments in the organization
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Information security
Compliance with an existing information security process
The system access protocols will be defined according to the organization procedures
Classified documents will be defined and they will be access limited
Audit trail of each document and the whole system
Documents wouldn’t be deleted, their status would change
Defining permission for each user group in the system
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Risk Management
Conduct Risk management of the project
The risks and mitigation plans will be integrated into the system
The related risks will be combined in the work plan
Pilot is recommended in order to reduce the level of risk
Project risk document
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MethodECMS Implementation Plan
Activity 0101 0202 0303 0404 0505 0606 0707 0808 0909 1010 1111 1212
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 1 - Writing detailed Initiation document
Kick off meeting with the organization management
Coordination meeting with users representatives from the departments in order to understand the requirements
Writing Initiation document according to methodA (using questions and data collected)
Initiation document approval by the organization management
Input: Initiation document kit, adapted initiation document for ECMS systems
Output: Approved initiation document
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 2 - Writing RFP and sending it to suppliers
Handling RFP according to methodA
Conversion of initiation document to RFP
Preparing PEM documents
Sending the RFP to the suppliers
Input: RFP kit, Detailed initiation document
Output: The RFP document is answered by suppliers
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 3 - Choosing applicable Software
Choosing the applicable software according to the supplier answers in the RFP
Viewing demo of the related systems
Inquiry deployment of the system in other companies
Input: Suppliers response to the RFP, Comparison between suppliers, Related tools
Output: Software is chosen and the agreement is signed
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 4 - Defining System Fields
Defining indexing fields
Defining Metadata fields, such as: document types, topics, contact person etc
Defining required fields & their format
Input: Initiation document, applicable software
Output: Fields definition
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 5 - Choosing scanning solution (optional)
This step is relevant only when scanning is required
Choosing Location and performers of scanning options:
Inside the organization by organization employee
Inside the organization by specialized company (outsourcing)
Outside the organization by specialized company (outsourcing)
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 5 - Choosing scanning solution (optional)
Choosing the best option according to
the parameters list
Choosing specialized company for
scanning and indexing (if relevant)
Input: Parameters list, Price list
Output: scanning solution and
company (optional) are chosen
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 6 - Choosing applicable Scanner
Defining organizational requirement for the scanner
Choosing scanners for a daily use
Choosing scanners for massive scan (optional)
Input :scanner information
Output: applicable scanner is chosen
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 7 - Defining WF that rely on documents
Defining required WF
Defining the document type and the relevant processes according to the document types
Entering WF
Input: Relevant procedures
Output: Implemented WF
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 8 - Performing Readiness Testing
System testing by users representative
Testing the compliance of the system to the initiation document
Fixing bugs that are found during testing
Users representative approval
Input: off the shelf system compliance to the organization
Output: Pilot approval
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 9 - Performing Pilot
Choosing a department for pilot User guidance Incoming documents are handled in the
system Massive documents scanning and
handling it in the system Continuously working with the system Storage of the scanned documents
according to the relevant procedure Input: System is ready, document
storage instruction Output: Active system
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 10 - Work plan
Lesson learned after the pilot
Decision making according to the Pilot results:
Deployment of the system in other departments
Changing one or more methods Re-compliance of the system to the
organization
Input: Pilot results
Output: Decision making according to the Pilot results
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 11 - System Maintenance
SLA agreement for maintenance and bugs fixing (should be agreed in phase 3)
Defining procedures for handling mistakes and faults
Handling requests for changes and improvements
Super User guidance – permissions to change procedures and fields if necessary
Update system versions
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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Phase 12 - Performing Periodic Evaluation
Performing system periodic evaluation each year
In the beginning ,the evaluation will be performed frequently; after a successes full deployment in several departments, the frequency can be decreased
Defining measures: Procedure efficiency, Level of use, Time saving
MethodMetrics can be helpful
Periodic evaluation planning and result documentation
Writing Detailed initiation documentWriting RFP and sending it to suppliers
Choosing applicable software
Defining system fields
Choosing scanning solution (Optional)
Choosing applicable scanner
Defining WF that rely on documents
Performing readiness testing
Performing Pilot
Work plan
System maintenance
Performing Periodic evaluation
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In Conclusion
Efficient & simple-to-use system is required in order to handle a large amount of documents in the organization
MethodECMS can save time and money in locating & handling all the organization documentation
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www.methoda.com