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Architect of the Capitol Project Assessment Kick-Off

Architect of the Capitol Project Assessment Kick-Off. Agenda. IQ Business Group/Point One Team Introductions Project Focus Technology Today Assessment Approach Assessment Questions. Point One. Specialty IT Company in Washington, DC

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Architect of the Capitol Project Assessment Kick-Off

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  1. Architect of the Capitol ProjectAssessment Kick-Off

  2. Agenda IQ Business Group/Point One Team Introductions Project Focus Technology Today Assessment Approach Assessment Questions

  3. Point One • Specialty IT Company in Washington, DC • Schedule-holder for GSA SmartBUY Records Management program • Longtime partner for this program • Current programs include: • National Park Service • Multi-National Force Iraq • United Nations • Bureau of Land Management • National Security Agency

  4. IQ Business Group • Trusted Advisors • Enterprise Content and Records Management (ECRM) GIS, and Web Design • Working in many of the largest enterprise programs launched to date • Comprehensive Approach • Broad Experience

  5. IQ Business Group Services

  6. Team Experience Public Sector

  7. Recommended Project Methodology

  8. Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions

  9. Project Background • Supports the AOC Strategic Plan by improving management and preservation of AOC records per NARA standards • Supports the Records Management and Archives Branch in carrying out its responsibility in implementing an effective records management and archives program • Provides an electronic archive critical to preserving permanent records • Study is critical to implementation of ERM System

  10. Gap Between Vendors and Users

  11. Taxonomy

  12. Taxonomy

  13. Taxonomy • Common fields, common entry. • Common terminology. visitor vs. user client vs. customer

  14. Taxonomy • Common fields, common entry. • Common terminology. • Improves search due to consistency. • Simplifies system maintenance and migration. • Taxonomy is hard, but yields substantial benefits, especially over time.

  15. Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions

  16. Growing Volumes

  17. New World of Content

  18. Industry Changes – Legal Issues

  19. Records Management, for example, is a new liability • Federal rules of evidence changed on December 1, 2006. • No difference between paper and electronic. • New emphasis on liability & processes. • Rule says “reasonably” anticipate. • Ambiguities favor the lawyers. • Fines already are in the millions of dollars.

  20. Industry Changes – Inexpensive Storage

  21. Search / Navigation / Taxonomy Basic Classification AdvancedContent Services Basic Content Services Retention Enterprise Taxonomy Enterprise Taxonomy Default Classification Default Classification Retention Management Retention Management Default Retention Extended Classification Extended Classification Default Classification Default Classification Records Management Records Management Paper Storage ECM Usage Model Explorer SharePoint 2007 Native ECM Outlook 2007 Legacy App Interfaces Office 2007 Legacy ECM User Starting here Manual & Semi-Auto Rules & Policies MSG Specific Classification Default Classification Default Retention Records Management Default Classification Extended Classification Retention Management Enterprise Taxonomy Data (Fully Automated Rules) ExchangeNotes Legacy Apps Removable Media File Systems SharePoint ECM Legacy ECM Retention Management MSG Specific Classification Default Classification Default Classification Default Retention Default Retention Calculated Classification Calculated Classification

  22. New World of Content

  23. Enterprise Content Management Infrastructure

  24. Email Archive

  25. Old Systems

  26. Workflow

  27. File Cabinet

  28. Different Types of Workflow

  29. Workflow

  30. Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions

  31. High Level Assessment

  32. HLA • HLA used to determine scope and cost feasibility • Relatively fast analysis of entire organization • Leverages experience with similar organizations & processes • Provides: • High Level ROI • Implementation Sequencing • Reference Architecture (gap analysis)

  33. Interviews • Structured one-on-one interviews • Focus on tasks and information • Industrial engineering approach • ‘Turn-around’ information • Performed at person’s desk(usually) • Will ask for samples • Managers perceptions will bedifferent from staff reality

  34. Business Drivers • Increasing our Operations Directorate Service • Improving our Operations Efficiency • Risk Reduction • Technology Consolidation

  35. Operational Efficiencies • Timely information access. • Increase responsiveness to stakeholders. • Control costs (real estate and storage, etc.). • Reduce duplicate information. • Manage physical and electronic document flow. • High availability of information. • Streamlined naming/searching/retrieving.

  36. Cost Savings • Easiest decision. • Generally, if better than 5 year payback it should be good business to implement. • Ignore ‘12 month payback’ cut-offs. • Frequently underestimated.

  37. Cost Avoidance • Technology avoids a future expenditure. • More complicated ROI calculation (time value of money) but just as important as cost savings. • Do not confuse budget-based accounting for real costs.

  38. Good Projects = Good Justification • Focus on hard dollar savings. • Clear ROI will make the project easier. • Be careful to avoid ‘subsidizing’ features. • Avoid making the project bigger than necessary. • Be conservative in the initial implementation.

  39. Strategic Advantages • Improved customer service • Better decision making • Access to information • Sharing of information • Coordination across departments and stakeholders

  40. Risk Reduction • Ensure staff safety and compliance, reduce litigation exposure, ensure business continuity • Better requirements management • Deliver accurate, easy to find and understand information and processes to front-line workers • Support safety and compliance needs • Support legal/litigation needs • Business continuity • Automate retention and destruction • Highly secure documents

  41. ECRM Roadmap

  42. Architecture and Process Flow Departments Outside world NewRequirements Server AnalyzeRequirements

  43. Deliverables • Project Plan (Proposed and Revise) • Weekly Activity Reports • Oral and interim Assessment Report • Final Assessment Overview • System Requirements Document • System Design Document and Pictorial • Cost Benefit Analysis • Implementation Plan • Final Presentation and Report

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