Paul Dodgson Records Management Society

1. Procuring an EDRMS for 5,500 Users Paul Dodgson Records Management Society

2. Leicestershire County Council Electronic Document and Records Management Strategy

3. Records Management Society • What is the Records Management Society? • The Records Management Society is the foremost professional association for all those who work in or are concerned with records or information management, regardless of their professional or organisational status or qualifications. • Our Mission • To provide leadership in records and information management with the twin aims of: • Improving the status of records management and records managers through representation, external liaison and promotion. • Supporting professional development through sharing knowledge and expertise.

4. Using EDRMS • EDRMS provides, potentially, some of the solutions you require • Do not expect it to provide identifiable, tangible returns on investment • The metrics and base lining would take too long, making the cost unviable. • EDRMS does change the cultural focus of Records Management • But it needs YOU!

5. Flexible service delivery Productivity Process efficiency Regulatory compliance Knowledge preservation and exploitation Framework for managing space resources Improved search capabilities Clear definition of secure information Customer confidence in information Staff confidence in information Faster service delivery response times Benefits

6. Procuring EDRMS for 5,500 Users • DIRS (DIRKS) • ISO 15489 • EDRMS only part of RM Strategy • Mandate at LCC – Implement Records Management Strategy – Nothing more! • All we needed, for now

7. Co-ordination • An examination of the Business Environment • ESCRS • Dirty Pilot • Thorough review of Business in terms of RM • Develop a Strategy

8. Building the Business Case • This is not about building the Business Case • Information Audit etc going on in background

9. Procurement • Actually purchase made in May 05 • Work on Procurement started in July 03 • Why? • Emerging Immature Market • Needed to understand development times/cycles/plans • Build rapport with suppliers • I only started at LCC in July 03!

10. Procurement • ESCRS Project • Initially separate to Corp EDRMS Project • Convergence of need • ESCRS, not enough money • Corp Business Case not adding up • Corp Team had Specialist RM Skills • And were already ahead on EDRMS products • It pays to get ahead!

11. Procurement • Corp joined ESCRS Project • Agreed Purchase of EDRMS for ESCRS would be 2 phased • Phase 1 ESCRS • Phase 2 – 3 year Option to take for Corporate • Meant we could not consider another provider unless we went through another Procurement Exercise • Purchase cost was very favourable! • OJEU Notice issued in Jan 04

12. Procurement • OJEU was for Expressions of Interest 6 weeks • Next Phase was preparing formal Invitation To Tender • Started with TNA 2002 requirements • Modified to accommodate our own requirements • 18 replies • 1st sift against non negotiable contract conditions

13. Procurement • 2nd sift was against a pre prepared tender response matrix for shortlisting • Down to 13 • Only about 7 products • Some tenders were from integrators seeking to integrate same product

14. Procurement • Invited all prospective suppliers to provide an outline presentation at Leicestershire County Council • Helped Understand Approach • Meet potential partners • Prospective suppliers meet prospective suppliers • First time the competition knew the field

15. Procurement • Following presentations 5 suppliers withdrew • 8 Left • 2nd Sift • Tighter examination of tenders • Cost a key issue, but not only one • As important was Suppliers intended approach

16. Procurement • Team of three • Assistant Director • Senior ICT • Senior Corporate • Down to 3 Tenders • Now a manageable size for an in-depth exercise

17. The In-Depth Bit! • Invited all suppliers to provide a full product demonstration • LCC staff included about:- • 5 Users SSD • 2Strategic SSD • 5 Corporate LCC • 3 ICT • Developed a scoring Matrix • Small core of about 8 -10 people had to attend all presentations as markers • Marks had to be returned soon after presentation concluded • Separate technical exercise carried out in similar way • Intense but absolutely vital

18. The Outcome • Clear preferred provider • All markers agreed same product • Excellent Audit trail • Hard negotiations then commenced to examine best value • Leicestershire County Council chose Wisdom Version 6 from Diagonal Solutions Limited

19. Rollout Strategy • Your along way away from this • You need to understand your new software • Potentially hundreds of metadata switches • Have you budgeted for rollout!! • No point buying if you have not resolved classification and management issues

20. Rollout • You need a development Server • And about three months! • A Model Office and your completed Classification scheme and generic file plan • A first into ……. (service area) • Your info audit should have provided enough to broadly timeline your process. • The Audit should also highlight suitable areas for first development

21. Review • Would we choose same product • No doubt • Lessons Learned • Took longer than anticipated • We delivered first online 6 weeks after plan – so not too bad • Corporate • Plan for corporate rollout was 12 months behind SSD • PID for First Rollout in final phase expected to be agreed within the week • First implementation to go live July/August 2006 • To be used to justify further rollout – if needed • Think carefully before deploying Workflow too soon • Already service areas are queuing up.

22. Selecting an Electronic Records Management System A one-day event for Higher Education 10th May 2006 The Conference Centre, Lancaster University