Tuesday, September 25, 2012 Session 44-3:15 4:30
Why do you need a document management solution? Document Management What is it really? Practical Experiences Watertown Municipal Utilities (WMU) Adam Karst, CPA Director of Administration Selection Process and initial deployment experiences Hillsdale Board of Public Utilities (BPU) Annette Kinney Chief Financial Manager, Assistant Director Selection Process and five year expansion experiences
Only 10 % of corporate information lies in structured databases. The remaining 90% - often critical to business processes - lies in unmanaged chaotic file system structures. For every 10 printed pages, only 1 is ever consulted. In labor, the average office spends: $20 filing or retrieving a document, $120 finding a misfiled document, and $250 recreating a lost document. Sources: Coopers & Lybrand, PC Magazine, AIIM, Imaging Magazine.
Chaotic File Structures Departmental cross pollination / data access Audit trail Security Lost WHY files NOT? Damaged originals Back up / Disaster Recovery Legislative requirements Electronic, automated processes Management of retention policies Revision tracking Control of approval process Cost control, tangible and intangible More and more and more
Word Excel PowerPoint Text CSV PDF Scans Faxes Inbound Email Outbound Email Host System reports Host System data outputs Video Streams Audio files IVR recordings GIS Maps Proprietary files ANY document type The ability to capture virtually any type of document, index and compress it for secure archival and future recall. The solution should act as an overlay to your existing environment, integrate to all of your mission critical databases, and provide a single, secure repository for your document management and retention needs.
Access multiple document types through virtual folders, making searches more efficient and uniting silos Ability to search on Parent folders, to include common indexes for all document types within sub-folders Ability to create searches across multiple folders
Full-text search capability for text based documents, by word, number, or string User defined indexes for each document type / class Drop down index values for quick, intuitive searches Ability to group documents by common index values, such as customer number or account number
Full automation capabilities, including: The ability to add notes, highlights, redactions, etc. The ability to automatically route documents through an approval process The ability to notify users via email of an action or request, requirement
Extreme levels of Security Absolutely no chance of deleting any files, except to meet retention policies. Ability to track all changes and actions for every single document full audit log Client and Web Access Both database and screen integration to host systems File storage and Compression Ratio
QUESTIONS? Contact Information Kimberly Williams 678-428-1699 Email: kaw5477@yahoo.com
Tuesday, September 25, 2012
Who Is Watertown Municipal Utilities? Why Do We Need a Document Management System? Our Selection Process The Implementation Timeline Conclusion/Questions
Serve over 13,000 customers with Electricity, Water and Natural Gas Currently implementing a document management system M-Files provided by Marco Incorporated
Natural Disaster Preparedness In 2008, a local business fire destroyed numerous records Personnel files Invoices Sales Reports Many other important documents
Succession Planning 25% - 33% of our workforce will be eligible to retire in the next five years Long-term employees will no longer be available to locate important documents or files
Original Plan Needed an easier way to search for documents
Added Benefit: Automated Workflow Process: Unaware of this valuable benefit of a document management system A/P invoice approval process Track employee improvement plan progress notes Log and track customer investigation orders
The IT Department Completed Initial Research: Local vendors Other Utility contacts
Held Presentations With Multiple Vendors Included Representation of Our Key Users Customer Service Human Resources Purchasing IT Director of Operations A/P Clerk Executive Secretary Sheila needs a raise!!!!
Narrowed it down to two vendors Each finalist presented (in person) to our Key User Group
Selected Marco M-Files based on the following criteria: Ease of Navigation Price Integration With Other Software Programs Capabilities to Enhance in the Future Local Support
August - Initial Set-up and Training Reviewed our business processes Setup M-Files to be connected to our other systems Presented an introduction of the features available Discussed workflows with key users and department heads Setup various workflows for us to test
Currently we are holding Department Head round table discussions System wide implementation timelines What work processes do we actually want to implement Lack of our knowledge to know what the capabilities are of this system
We are happy that we made the decision to go with a document management system Still learning and understanding as we go Don t ask your HR department to help prepare your Powerpoint presentation!
QUESTIONS? Contact Information Adam Karst 605-882-6233 Email akarst@watertownmu.com
Tuesday, September 25, 2012 Session 44-3:15 4:30
Who Is Hillsdale Board of Public Utilities? Why we needed Document Management Our Mistakes In-house Solution Our current Solution Implementation Strategy How Has Document Management Helped? Conclusion/Questions
Serve over 6,500 customers with Electricity, Water and Sewer Implemented a document management system starting in 2008 FileNexus provided by Loris
The typical reasons Storage area Reduce paper & ink usage Extend printer life Ease of finding documents Security Audit trail
In-House Solution Archive journals from our CIS system in July 2008 onto our server Converted to.pdf, using an in-house naming system Acceptable as long as you never wanted or needed to find something
External Solution Solved our initial needs And Integrated with our CIS system and financial system Offered additional Bells & whistles Designed to allow us to implement over multiple budget years / Economically feasible Automation
Phase 1 (2008) Back scan existing and scan incoming paper using a dedicated scanner and multifunction devices Bar coding Automatically archive system generated reports
Phase 2-2009 Capture PC based documents (email, Word, Excel, PDF, videos, audio, etc.) Add form artwork to system generated text (Purchase Orders, Quotes) Search content of text based documents Full Disaster Recovery licenses
Customer Supporting Document Example We are able to archive by customer any document that we want to keep. We have developed a list of items that we currently archive. Any customer supporting document can be found through our CIS system and those documents can also be opened.
Phase 3-2010 Expansion to Engineering Lots 48, 46 and 76 need reinspection with builder Area 2 is Kwilliams fine 06/18/201 Kwilliams 1 06/18/201 1
Phase 4-2011 Capture large PDF output files (bill print runs) ebill presentment and unlimited access for customers via the web portal
Phase 5-2012 Automate the solution to Capture payroll statements and check images Forms Overlay application Automatically archive them to each employee s secured virtual folder Automatically notify employees that their statements are available for viewing Format for future expansion
Simply. We can find what we are looking for and all the documents are secure All staff has access to the folders that are relevant to their position Management can review any vendor and their payments easily Audit time has greatly improved the auditor accesses the document management system, and can verify A/P, purchase orders and billing directly through the system without staff having to manually hunt for supporting documents.
A company that understands the utility industry and has implemented other utilities helped us think of ways to use document management that we might not have otherwise realized Ability to find the document you need within minutes of being asked PRICELESS We have all truly come to hate paper.
QUESTIONS? Contact Information Annette Kinney 517-437-6413 Email: akinney@hillsdalebpu.com