City of Richland – InfoWorld Top 100 IT Projects Recognition

 

The City of Richland, was recognized as a top IT project for 2009 by InfoWorld!  Every year, the InfoWorld 100 Awards celebrates 100 IT organizations that have implemented and integrated technologies in innovative ways in pursuit of concrete business goals.  

“The City of Richland streamlined its operations, launching an ECM initiative in partnership with ImageSource, integrating technology from Oracle, ABBYY, Cardiff, and ImageSource ILINX to automate workflow and transitioning the city away from paper-based processes.”

I am so pleased to have had the opportunity to have been assigned as the ImageSource Project Manager for this.

The project went smoothly from start to finish. We were fortunate to have been able to work with a project manager from the City of Richland who had been the project manager for the previously completed ECM implementation at the City of Kennewick. Having had a great working relationship and understanding of business processes already established helped move the project along efficiently and effectively. It was especially evident and proven to be most effective during the discovery and solution design stages of the project.

As in all projects there were some hurdles and obstacles to overcome. During the project execution phase the main architect of the solution had moved on to another position and we also had a new Assitant City Manager come on board. The new Assistant City Manager eventually took on the project management role for the City. The project continued on without missing a beat.

Because we use a well documented methodology, a well documented project plan, and we have exceptional people, the transition to a new systems architect and a new City project manager was near effortless. The systems engineer had a clear picture of what needed to be accomplished and the new Assistant City Manager was able to quickly grasp the solution and what business needs were being addressed.

It all goes to having excellent people around you and a great plan!

Al Senzamici, PMP
Program Manager
ImageSource, Inc.

  

ECM Best Practices – Green Support

Enterprise Content Management Solutions
– Remote and Mobile Employees

Many of today’s business discussions revolve around the fact that providing select employees with the ability to work from home, in a mobile environment, or otherwise more independently, is a positive factor towards fostering conservation and a “GREEN” initiative.  Considering the integrated component benefits of a well conceived and implemented Enterprise Content Management System (ECM), with the right employees selected for a remote work environment, this green initiative can also promote a highly efficient and productive business environment.

Employees that successfully work from home or on the road as much as they do in the office are likely characterized by desirable core competencies.  This is nothing new and these strong employee qualities have always been required of the person working independently from constant co-worker and management relationships and support. 

Successful remote employees are oriented towards achieving results, and as such, as a group they can be described as being self-motivated, self-disciplined, and as self-sufficient as their supporting infrastructure will allow them to be.   “Remote” employees very often maintain a strong client focus and spend a lot of time working at client sites, communicating with clients, and seeking new clients. 

In order to give the successful remote employee the best opportunity to be as productive as they can be, and promote an organization’s green initiative,  that organization can develop the information management and communications infrastructure that fosters collaboration and information self service.  This also prepares an organization to address the current business trend towards more remote employees.  This developed business structure can also support instances where employees are able to work, but have to do that work away from the office due to illness, convalescence, family emergency, transportation problems, etc.

In addition to the infrastructure, it is important to implement a training program so that these resources are known to the remote employees and they are well trained in making the most of them.

The following are among those driving guidelines that support effective mobile and remote employees:

• Digital information and content are increasingly pervasive and require well developed broadband technologies and services.  Remote employees must be provided with required independent information access and research needed for commercial, client, and business awareness.  ECM Benefits contributing towards a green initiative and remote employee support include:
  • ECM – Customer and business information access through web based document and image management
  • ECM – Research and document re-purposing through web based document management
  • ECM – Work and transaction processing continuation through web based workflow processing
• Group and teamwork oriented communications channels are instrumental to effective and collaboration between the remote employee, clients, co-workers, and management, and to providing effective remote presentation resources.  Integration of Collaboration Management and web based meeting services with compatible ECM systems provides a productive team environment contributing to a focused energy and natural resource conservation effort.
• Businesses (and individuals) must effectively communicate on the move and be supported by personal mobile communication technology and web services.  Personal mobile devices now provide a technology that not only communicates between people, but also communicates information to people using compatible web based Enterprise Content Management systems.
• Data submission and resolution tool resources allowing for information communication and independent problem solving must be provided to the remote employee dependent upon business type and objectives.  Digital Forms Processing and Management systems, a major component of many ECM systems, can provide effective solutions.

Neil W. Lindsey
Project Manager / Senior Business Analyst
ImageSource, Inc.

Attend the following GREEN oriented sessions at
NEXUS 2009, November 2nd, 3rd, 2009, Bellevue,
Washington

Finding the PR Value in your Green ECM Technology
Reducing Your Organization’s Cost and Carbon
Footprint Through Inter-Office Scanning
Economical & Environmental Benefits of eForms

ECM Upgrade – Do it Yourself or Turn to the Experts?

Content/Document Management (“ECM”) systems are built upon software platforms that are continuously innovating and improving features and performance.  The vast majority of organizations using ECM systems subscribe to Annual Software Assurance so they can continuously receive updated or upgraded software as it is released by the software publisher. 

For example, Oracle® and Kofax® are software publishers of two of the frequently implemented ECM solutions among the many that are supported by ImageSource to provide solutions for clients.  These two major software vendors  have traditionally been expected to publish major upgrades approximately every 18 to 24 months. 

Users of ECM software understand that it is critical to maintain currency with regard to the versions of mission critical software applications they are running.  By upgrading to new releases, you enhance your ECM system with new features and functionality and maintain your investment.  You also stay on the most current version so that you always acquire the benefits of having the fully up to date software throughout the life of your system.

The question frequently asked by user organizations is whether or not to implement major upgrades using internal resources, or turn to an expert and trained vendor to work with them to get the tasks completed.  With each new release, the new software version solves additional business challenges and offers new functionality. 

Some vendor and integrators (ImageSource included) offer an Upgrade Consultation Program.   Using this approach is ideal for customers who are currently using an older version of the software applications, have received or are about to receive their update/upgrade, and are interested staying current and moving their system to the latest product release.  This professional services program is normally designed to accurately identify all of the technical and functional considerations that need to be taken into account prior to and during an upgrade. 

Major reasons to consider the involvement of your ECM vendor or integrator as a business partner when you are faced with a major upgrade can include factors where the experienced vendor or integrator:

• provides technical resources that may not be available internally, or only available at the sacrifice of other planned internal projects
• has specific training with regard to the version upgrade being implemented – they know the most efficient way to complete the required tasks
• has deep software product knowledge and prior experience implementing the upgrade at other clients
• has dedicated staff whose primary job description and every day experience is working with the software and all aspects of installation, planning, and other important factors.  User organizations do not usually have staff that spends significant time and an intense level of focus on the intracies of the ECM system software.
• frequently, as a part of the upgrade project, organizations take advantage of new features to implement improved processes and applications – or just make the effort to enhance the system with new productive solutions when additional ECM training within the organization is going to be scheduled anyway

The recommended program should follow a formal Project Methodology developed through specific knowledge and experience.  It should provide the user organization with the analysis, process, a defined Project Plan and a firm cost to move forward with the assistance resources needed for a major upgrade project.  This analysis and planning is critical in order to minimize potential complications and allow a smooth and successful upgrade with minimal if any reflection on the productive use of your system.

User Organization Benefits of an Upgrade Consultation

• Increase return on the initial investment in the ECM system by implementing additional functionality
• Benefit from the expertise of a knowledgeable and trained Project Team who utilize best practices
• Gain a detailed understanding of the project requirements and cost justification of an upgrade
• Understand system requirements to ensure success
• Understand the opportunity for organizational benefits leading to improved operations
• Identify major considerations upfront and proactively determine ways to avoid risks
• Define the Training Program that will optimize the new upgrade features and benefits

Primary Tasks in an Upgrade Consultation

• Current system audit and assessment
• On-site analysis and interviews
• Current system snapshot and baseline metrics
• Create upgrade execution plan
• Review upgrade execution plan with customer

Project Plan Developed For an Upgrade Project

• Report on the opportunities, benefits, and functionality that will result from the upgrade
• Architecture analysis — a detailed analysis to review the current hardware and network architectures and then identify any recommendations for improved performance with the upgrade
• Upgrade Project Schedule and execution plan (procedures, activities, roles, prerequisites)
• Firm – Fixed Cost based on disclosed considerations and staying with the Project Plan
• A Project Plan developed in conjunction with, and presented to, key stakeholders (IT, application owners, executive management, etc.)

On average, an Upgrade Consultation Program should be able to be completed in seven to fifteen days – depending upon the complexity of the installation and the amount of customization that has been included with system design.   If you are attending NEXUS 2009, make sure to discuss your approach to your next major upgrade project.

Neil W. Lindsey, Project Manager / Business Analyst
ImageSource, Inc.
www.imagesourceinc.com