Enterprise Content Management @ MDOT ~ Challenges by rjd18829

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									Enterprise Content Management @ MDOT
  ~ Challenges, Successes and a Bright Future ~



                         Kevin Edelblute, PMP
             Project Manager, Information Systems, MDOT
                     kedelblute@mdot.state.ms.us
                             April 16, 2008
                       Overview
•   MDOT’s ECM Vision
•   The History of ECM @ MDOT
•   Obstacles & Challenges
•   Pushing Forward
•   Next Steps for ECM @ MDOT
•   ECM’s Bright Future



4/16/2008    ECM @ MDOT - Challenges, Successes and a Bright Future   Page 2
MDOT’s ECM Vision
CREATE                                 INDEX,                          ACCESS
 Document                             STORE &
  Imaging
                                      MANAGE
 Electronic                                                Records
   Forms                                                 Management
                                       Content
Collaboration                         Repository
                Workflow                   TIFF
                                           PDF
   Faxes                                   DGN
                                      Native Formats
Web Content                               Audio
Management                                Video
                                           Etc.
   Email
                                                                       Search and
                                                                       Retrieval!!
 Electronic                                  Content
  Reports                                  Integration



                                 MDOT’s Enterprise Data

                           Business            GIS       Engineering
                            Data               Data         Data
The History of ECM @ MDOT – eForms
•   SharePoint / BizTalk / InfoPath
•   3 Forms and the SOP system
•   Extremely difficult to maintain
•   Future deployments frozen




4/16/2008      ECM @ MDOT - Challenges, Successes and a Bright Future   Page 5
   The History of ECM @ MDOT – eFiles
• Documentum ApplicationXtender (AX)
• Organization-wide studies performed with
  minimal follow through
• Initial applications less than stellar
• “Boiling the ocean” in FRM
• Change of approach
      – Capture at creation
      – Reduce documents sent to FRM
4/16/2008       ECM @ MDOT - Challenges, Successes and a Bright Future   Page 6
             Obstacles & Challenges
• Lack of organizational support
• Lack of deployment resources
• Cultural issues
      – Retention policies (physical and digital)
      – Standardization of business processes
• Difficult decision regarding eForms & Workflow
  solutions
• Big price tags
• Lack of enterprise indexing strategy

4/16/2008          ECM @ MDOT - Challenges, Successes and a Bright Future   Page 7
                Pushing Forward
• Enterprise Indexing Strategy
• eFiles Project Deployments
      – A Passive Strategy
      – Our Project Approach
      – Success Stories




4/16/2008        ECM @ MDOT - Challenges, Successes and a Bright Future   Page 8
            Enterprise Indexing Strategy
• The “Texas document”
• The “Florida document”
• MDOT’s approach
      – Define minimum requirements and provide flexibility
      – Living & breathing approach
• Leverage backend systems
      – Reduce keystrokes
      – Reduce keystroke errors
      – Systematically add elements if needed

4/16/2008         ECM @ MDOT - Challenges, Successes and a Bright Future   Page 9
            Passive Strategy – eFiles
• Pull vs. Push strategy
• Newsletters
• Word of mouth




4/16/2008       ECM @ MDOT - Challenges, Successes and a Bright Future   Page 10
            Project Approach – eFiles
• Education Presentation
• Review Business Processes
• Consistent Document Profiling Process




4/16/2008       ECM @ MDOT - Challenges, Successes and a Bright Future   Page 11
            eFiles Education Presentation
•   Paper problems and solutions
•   Clarify terminology
•   Product demonstration
•   Outline project approach
•   Expectations for customer




4/16/2008         ECM @ MDOT - Challenges, Successes and a Bright Future   Page 12
    Review Business Process – eFiles
• Challenge prevailing assumptions
• Reduce copies
      – Key benefit since we could not shred
      – Identify new eFile users by eliminating copies




4/16/2008         ECM @ MDOT - Challenges, Successes and a Bright Future   Page 13
Consistent Document Profiling Process
              – eFiles
• Review documents
      – Name, purpose, owner
      – Current storage, distribution and volumes
      – Accessibility and security
• Make decisions
      – Indexing
      – Equipment needs
      – Personnel responsibilities
      – Outsourcing options

4/16/2008         ECM @ MDOT - Challenges, Successes and a Bright Future   Page 14
            Success Stories – eFiles
• 30 applications
• 9 million images
• Current customers:
      – ROW, FMD, RWD
      – Commission Minutes
      – Permits
      – Materials Division
• People LOVE IT!!
4/16/2008       ECM @ MDOT - Challenges, Successes and a Bright Future   Page 15
Next Steps for ECM @ MDOT
CREATE                                 INDEX,                          ACCESS
 Document                             STORE &
  Imaging
                                      MANAGE
 Electronic                                                Records
   Forms                                                 Management
                                       Content
Collaboration                         Repository
                Workflow                   TIFF
                                           PDF
   Faxes                                   DGN
                                      Native Formats
Web Content                               Audio
Management                                Video
                                           Etc.
   Email
                                                                       Search and
                                                                       Retrieval!!
 Electronic                                  Content
  Reports                                  Integration



                                 MDOT’s Enterprise Data

                           Business            GIS       Engineering
                            Data               Data         Data
              ECM’s Bright Future
• Extremely competent staff
• Documentum / ApplicationXtender can
  support the vision
• New project manager dedicated to ECM
• Renewed organizational support
      – State Transparency Act (HB101)




4/16/2008        ECM @ MDOT - Challenges, Successes and a Bright Future   Page 18
Enterprise Content Management @ MDOT
  ~ Challenges, Successes and a Bright Future ~
                         Q&A
                         Kevin Edelblute, PMP
             Project Manager, Information Systems, MDOT
                     kedelblute@mdot.state.ms.us
                             April 16, 2008

								
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