EDRMS Implementations : Case Study & Business Case Comparison iCognition Pty Ltd Presenter: Nigel Carruthers-Taylo

1. EDRMS Implementations:Case Study & Business Case ComparisoniCognition Pty LtdPresenter: Nigel Carruthers-Taylor, Managing Director

2. ACCC Case Study • iCognition won a tender for a ‘TRIM Interface’ for Australian Competition & Consumer Commission (ACCC) • Single portal to access and manage ALL information • Implementation of an Enterprise Information Solution (850 staff in 9 sites nationally) • Centralised virtual environment

3. ACCC’s Vision Email Archive Email Stores Regional File Servers Central File Servers Intranet Existing EDRMS Line-of-business Systems

4. ACCC’s Vision Email Archive Email Stores Regional File Servers Central File Servers New EDRMS Intranet Existing EDRMS Line-of-business Systems Virtual Environment

5. An Enterprise Information Implementation Automated capture of ALL emails (Diem Email Capture) Email Stores ‘DORIS’ Interface (Diem Portal) Documents Staff New ‘items’ User is reminded to Store into TRIM New EDRMS Intranet Document is deleted after 3 days ‘Scratch Space’ for drafts (My Documents + Diem Folder Monitor) Items and Documents Can be accessed via DORIS Line-of-business Systems Virtual Environment

6. Others have enterprise info management • Australian Crime Commission • same as ACCC except no auto email capture • only a few units exempt • Catholic Education Office Canberra-Goulburn • admin documents only • network drives restricted • HR documents next

7. This approach Change management issues • migrating all documents • ‘browse’ vs ‘search’ paradigm • access to other applications • “You’re going to capture ALL my documents & emails??!!” So, is the change worth it? CIO

8. Lets compare it using this method..... • EDRMS cost-benefit analysis for 500 staff • 5 year Total Cost of Ownership (TCO) model • Quantify costs and benefits where appropriate • Unquantifiable benefits identification • Major risks and issues

9. EDRMS business case options • Records Management implementation • enterprise-wide (available on all desktops) • only capture corporate records • Business-specific implementation • business unit or business process specific e.g. Ministerial or claims processing • Enterprise Information implementation • enterprise-wide • capture all, or the majority, of documents and records

10. Option 1: Records Management (RM) implementation • Most common implementation type • Existing business processes and information stores • Register document when ‘finalising’, approving, emailing or archiving documents, or creating vital records.

11. RM implementation 5 year TCO

12. RM implementation 5 year benefits

13. Productivity & efficiency savings

14. Non-quantifiable benefits & issues • Reduction in compliance risks • Filing time and ‘wait time’ reduction • Staff can continue existing business processes. • Records repository only contains relevant information • 30-70% usage means many records are missing...

15. Option 1:RM implementation findings • Quantifiable analysis is ‘line ball’ • benefits minus costs = $445,000 • Net Present Value (NPV) = only $184,000 • benefit/cost ratio = 1.09 • Non-quantifiable benefits are the key • compliance issues • business efficiencies • Large organisations’ NPV would improve if: • project staffing costs kept to minimum level • majority of staff have access.

16. Option 2: Business-specific implementation • Common in private industry • Claims or investment processing • Used in government • Ministerial or executive correspondence • Cost-benefit influenced by % staff using solution.

17. Business-specific costs & benefits Costs and benefits similar to Option 1 RM Implementation except for: • Reduced licences, implementation and support costs • Narrower focus results in reduction of efficiencies and savings.

18. Option 2:Business-specific findings • Quantified analysis is negative • Net Present Value = minus$309,000 • Internal rate of return = minus0.16 • Investment cost is high for a limited scope • Only consider this option for strong non-quantifiable business cases • client service improvement is critical • responses to key stakeholders or clients must be faster and more effective.

19. Option 3: Enterprise Information Implementation • Agencies such as ACCC, ACC & CEO • Very few staff are exempt; 100% utilisation (or close) • All documents in EDRMS • Limited/no access to other info repositories • Reduce existing file servers.

20. Enterprise info implementationcosts & benefits • Higher costs for migration, technical and business services, and change management • Productivity & efficiency benefits are appreciably higher • Compliance risks significantly reduced • but draft & ephemeral info in system • Storage growth reducing • Progress toward ‘Green IT’ .

21. Enterprise info implementation costs & benefits • Minister Tanner presents Computers Off • certification to ACC CEO Mr John Lawler APM • “The [Enterprise Information] solution was a major contribution to the ACC decommissioning 71 file servers” ACC CTO

22. Option3:Enterprise info implementation findings Quantified analysis result is significant • net present value = $2,437,000 • benefit/cost ratio = 2.00 • internal rate of return = 1.66

23. In conclusion Enterprise Implementation is a clear winner ... An order of magnitude better!

24. But... • Change management process is significant • organisational commitment • strong support • transition processes • ‘intuitive’ interface essential. • Very large or disparate organisations • explore other implementation options • logistical effort required • seek maximum solution coverage

25. Thank you ‘EDRMS Business Case White Papers’available: • http://www.diemsolutions.com/contact-us/ • Long version with full details • Shorter version for Executives & Managers www.diemsolutions.com