EDRMS Implementations: Case Study & Business Case Comparison

EDRMS Implementations: Case Study & Business Case Comparison

EDRMS Implementations: Case Study & Business Case Comparison iCognition Pty Ltd Presenter: Nigel Carruthers-Taylor, Managing Director ACCC Case Study Single portal to access and manage ALL information Implementation of an Enterprise Information Solution (850 staff in 9 sites nationally) Centralised virtual environment www.diemsolutions.com iCognition won a tender for a TRIM Interface for Australian Competition & Consumer Commission (ACCC) ACCCs Vision Regional File Servers Email Archive Email Stores Central File Servers Intranet Line-of-business

Systems Existing EDRMS ACCCs Vision Regional File Servers Email Archive Email Stores Central File Servers New EDRMS Line-of-business Systems Intranet Existing EDRMS Virtual Environment 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 Intranet New EDRMS Items and Documents Can be accessed via DORIS Line-of-business Systems Document is deleted after 3 days Scratch Space for drafts (My Documents + Diem Folder Monitor) Virtual Environment Others have enterprise info management Australian Crime Commission Catholic Education Office Canberra-Goulburn admin documents only network drives restricted HR documents next

www.diemsolutions.com same as ACCC except no auto email capture only a few units exempt This approach Change management issues So, is the change worth it? CIO www.diemsolutions.com migrating all documents browse vs search paradigm access to other applications Youre going to capture ALL my documents & emails??!! Lets compare it using this method..... 5 year Total Cost of Ownership (TCO) model Quantify costs and benefits where appropriate Unquantifiable benefits identification Major risks and issues www.diemsolutions.com EDRMS cost-benefit analysis for 500 staff EDRMS business case options 1. Records Management implementation

enterprise-wide (available on all desktops) only capture corporate records 2. Business-specific implementation business unit or business process specific e.g. Ministerial or claims processing 3. Enterprise Information implementation enterprise-wide capture all, or the majority, of documents and records www.diemsolutions.com Most common implementation type Existing business processes and information stores Register document when finalising, approving, emailing or archiving documents, or creating vital records. www.diemsolutions.com Option 1: Records Management (RM) implementation

RM implementation 5 year TCO Item Year 1 000 Year 2 000 Year 3 000 Year 4 000 Year 5 000 Total 000 Software licences $375 Software maintenance costs $75 $75 $75

$75 $75 $375 Scanning software $22 $2 $2 $2 $2 $30 Scanning hardware $15 $1 $1 $1 $1 $19

Hardware costs $50 $5 $5 $5 $5 $70 Database costs $97 $16 $16 $16 $16 $161 Third party implementer costs $150 $50

$50 $0 $0 $250 Migration costs $0 $0 $0 $0 $0 $0 Vendor training costs $40 $10 $6 $0 $0

$56 $20 $20 $20 $20 $80 Ongoing support costs - vendor $375 Ongoing support costs - DBA contractor $36 $18 $18 $18 $18 $108 Internal project team $208

$116 $116 $116 $116 $670 Travel and living $10 $2 $2 $2 $2 $18 Other - eg. Incidental software and utilities $10 $3 $3 $1,088

$318 $314 $255 $255 $2,228 $109 $32 $31 $25 $25 $223 $1,197 $349 $345 $280 $280 $2,451

Raw total Risk & contingency (10%) TOTAL (ex GST) $16 RM implementation 5 year benefits Direct Savings Year 1 '000 Year 2 000 Year 3 '000 Year 4 '000 Year 5 '000 Total 000 Reduction percent 0%

10% 10% 15% 15% Reduction in offsite storage cost $0 $8 $8 $11 $11 Reduction percent 0% 10% 15% 20% 20% Reduction in printing costs

$0 $37 $55 $73 $73 $238 $0 $44 $62 $84 $84 $275 TOTAL Productivity and Efficiency Savings Year 1 '000 Year 2 000

Year 3 '000 Year 4 '000 Year 5 '000 $38 Total Reduction percent 0% 20% 20% 25% 25% Reduction in onsite storage cost $0 $42 $42

$53 $53 Achievable target 30% 40% 50% 60% 70% Staff efficiency productivity benefits $292 $390 $487 $585 $682 $2,437 $293 $432

$530 $638 $735 $2,626 TOTAL $189 Productivity & efficiency savings Item Best Case Worst Case Likely Case (Av.) Employees Minutes/day saved Average salary Working days/year Working minutes/day 500 20

$65,495 261 420 500 5 $65,495 261 420 500 12.5 $65,495 261 420 Salary costs per minute $0.60 $0.60 $0.60 $1,559,405 $389,851 $974,628 Productivity benefit after 1 year Non-quantifiable benefits &

issues Reduction in compliance risks Staff can continue existing business processes. Records repository only contains relevant information 30-70% usage means many records are missing... www.diemsolutions.com Filing time and wait time reduction Option 1: RM implementation findings 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. www.diemsolutions.com Quantifiable analysis is line ball Common in private industry Claims or investment processing Used in government Ministerial or executive correspondence

Cost-benefit influenced by % staff using solution. www.diemsolutions.com Option 2: Business-specific implementation Business-specific costs & benefits Reduced licences, implementation and support costs Narrower focus results in reduction of efficiencies and savings. www.diemsolutions.com Costs and benefits similar to Option 1 RM Implementation except for: Option 2: Business-specific findings Net Present Value = minus $309,000 Internal rate of return = minus 0.16 Investment cost is high for a limited scope Only consider this option for strong non-quantifiable business cases www.diemsolutions.com Quantified analysis is negative

client service improvement is critical responses to key stakeholders or clients must be faster and more effective. 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. www.diemsolutions.com Option 3: Enterprise Information Implementation Productivity & efficiency benefits are appreciably higher Compliance risks significantly reduced but draft & ephemeral info in system Storage growth reducing Progress toward Green IT . www.diemsolutions.com Enterprise info implementation Higher costs for migration, technical and business costs & benefits services, and change management 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 www.diemsolutions.com Enterprise info implementation costs & benefits Quantified analysis result is significant net present value = $2,437,000 benefit/cost ratio = 2.00 internal rate of return = 1.66 www.diemsolutions.com Option3: Enterprise info implementation findings In conclusion Enterprise Implementation is a clear winner ... An order of magnitude better! Option OPTION 0: Do Nothing OPTION 1: Records Management Implementation OPTION 2: Business-specific Implementation OPTION 3: Enterprise Information Implementation

Net present value ($1,009,00 0) $184,000 Costbenefit ratio (2.80) Internal rate of return - 1.09 0.14 ($309,000) 0.78 (0.16) $2,437,00 0 2.00 1.66

But... 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 www.diemsolutions.com Change management process is significant 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

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