Don’t agonize. Organize. Lawrence r. kennedy

1. Don’t agonize. Organize.Lawrence r. kennedy Viktoria Kalke Mercon Benefit Services

2. DMS? • Digital Media System • Defense Message System • Demobilization Station • Doc Mar·tensa type of heavy lace-up boot or shoe with an air-cushioned sole • Dirty Money Syndicate • Document Management System

3. Agenda • About our organization • Why did we initiate a document management project? • Our choice in document management system (DMS) • Our accomplishments with the implementation of DMS • Our challenges in the implementation of DMS • Future enhancements to our processes

4. About our organization • Merit Contractors Association • Alberta-based for non-union construction industry employers • 2,000 member companies; 50,000 employees currently in benefits • Primary purpose • Core businesses – service priorities

5. About our organization (Merit) (cont.) Strategic Priorities Government Relations & Advocacy Employee Relations Services Employee Benefits Services Workforce Development Communications & Information Sharing Affinity Services

6. About our organization (cont.) • Mercon Benefit Services • Third-party benefit administrator • Call-center environment

7. Why did we initiate a document management project? • Business continuity • Snow days • Albertan’s snowdays Puerto Morelos, Mexico

8. Why did we initiate a document management project? (cont.) • Business continuity (cont.) • Snow days in Alberta Edmonton, Canada

9. Why did we initiate a document management project? (cont.) • Business continuity (cont.) • Epidemic

10. Why did we initiate a document management project? (cont.) • Business continuity (cont.) • Epidemic (cont.) • H1N1 - in Canada, roughly 10% of the populace (or 3.5 million) was infected with the virus, with 428 confirmed deaths (as of 20 February 2010). (Wikipedia)

11. Why did we initiate a document management project? (cont.) • Business recovery • Train derailment

12. Why did we initiate a document management project? (cont.) • Business recovery (cont.) • Flooding

13. Why did we initiate a document management project? (cont.) • Reducing operations cost • Reducing re-work • Reducing purchase of paper, filing peripherals, toner • Ability to support company growth • Eliminated 3rd party storage provider, no additional storage required

14. Why did we initiate a document management project? (cont.) • Becoming a leader in the industry • Providing quality customer service • Adopting to the changes in the industry • Adopting to the change in the methods of communication

15. Why did we initiate a document management project? (cont.) • Becoming a leader in the industry (cont.) • Helping our people do their jobs • Increase productivity and efficiency • Increase accuracy • Enforce document control • Reusability of the tools • Reduce delays in data transmission

16. Our choice in DMS • Options reviewed: • Microsoft SharePoint • Xerox DocuShare • SENTRYFILE

17. Our choice in DMS (cont.) • Why DocuShare: • Easy maintenance • One-person system administrations • Web-based and client solution • Secure access to archived information • Allows rapid search and filtering of information • Short-time for training • User-friendly site maneuverability • Ability to integrate with internal systems • Uncomplicated installation

18. Our accomplishments with the implementation of DMS with DocuShare • Scanned all internal and external documents • Employee documentation 11,000 files 13GB • Enrollment cards • Retiree and optional benefits applications • Printed emails and letters • Disability claims files

19. Our accomplishments with the implementation of DMS with DocuShare(cont.) • Scanned all internal and external documents (cont.) • Division documents 57,000 files (43 GB) • Applications and changes to the applications • Communications • Printed emails and faxes • Letters/forms/payment methods • Remittances

20. Our accomplishments with the implementation of DMS with DocuShare(cont.) • Scanned all internal and external documents (cont.) • Administration manuals • Benefit booklets • Orientation and training material Total documents scanned 300,000 files 100GB of data

21. Our accomplishments with the implementation of DMS with DocuShare(cont.) • Trained staff to access and maintain files stored in DocuShare • Use DocuShare Calendar for communicating time-sensitive tasks • Implement direct link to DocuShare from internal systems • Initiated on-line distribution of packages to the Board of Directors and Board of Trustees

22. Our challenges in the implementation of DMS • Defining the new processes • Scanning issues • Employee buy-in

23. Future enhancements to our processes • Implement external access to archived documents for Mercon employees • Implement external access to new and past packages for Board of Trustees and Board of Directors meetings • Setup escalation processes for the time-sensitive documents • Setup procedures with the Accounting team • daily file sharing (invoices, expense reports) • query resolution on transmitted files (cheques, logs, balancing sheets) • Setup procedures with the Communications team to facilitate documents for corporate media • Streamline office data-flow

24. Re-cap • One-source of information • Easy, integrated access to information • Document and version control • Intuitive and user-friendly sites

25. Q&A Huatulco, Mexico