Vendor Meeting With The Board AIIM供应商会随板图像管理协会.pptVIP

MSS Technologies and the AIIM Grand Canyon Chapter present:Electronic Document Management SystemNeeds Analysis EDMS Project Phases EDMS Components EDMS Components Phase I: Needs Analysis Technical Requirements Cost of Ownership/ROI System Conversion Technical Requirements Interview all potential users Define all processes using paper and electronic documents Estimate document volumes and licenses needed Determine features and functionality of an EDMS that would improve the area’s effectiveness Technical Requirements Compile your information Identify which EDMS features and functionality will be priorities Those providing the most improvement in effectiveness Those vital to work processes (for example, security) Those which will be utilized by the most areas Technical Requirements Calculate total document volumes and licensing information Average monthly volumes by page Historical volumes Retrieval licenses Scanning licenses Technical Requirements: Tools Interview Questionnaire Document Information Spreadsheet Technical Requirements Template Cost of Ownership/ROI Estimate the cost of an EDMS solution that meets the needs defined in the Technical Requirements stage Research Submit a cost study to vendors Don’t forget hardware! Cost of Ownership/ROI Calculate Return on Investment Determine the time spent searching for, retrieving and re-filing paper or un-managed electronic documentation Determine the re-work that will not be necessary (call backs because documents were not immediately available, etc.) Calculate cost using average salaries Include the reduction of cost in paper purchases (fewer copies, printing = less need for paper) Cost of Ownership/ROI: Tools Cost Study Template ROI Worksheet System Conversion Compile statistics on current EDMS Number of documents and pages currently in system Number of index records in database Determine ability of current system to export index information Format Pointers to image files Document/Page linking information Wha