Www.methoda.com MethodECMS © כל הזכויות שמורות. Methoda Computers Ltd 2 MethodECMS MethodECMS is a proactive package that enables the establishment

www.methoda.com

MethodECMSMethodECMS

www.methoda.com

© כל הזכויות שמורות

2Methoda Computers Ltd

MethodECMS

MethodECMS is a proactive package that enables the establishment and maintenance of content management system (documents)

Managing all processes in an organized project file RFP, Choosing tool, Initiation Phase, Analysis phase Filing, indexing and evaluating an existing systems

MethodECMS serves as a Toolbox for the system administrator


MethodECMS

MethodECMS enables quick definition of requirements and product adapting according to the organizational requirements

MethodECMS capabilities: Import & export of documents Defining processes Working with templates Scanned documents, Indexed document & active

documents


Content management system - Related Methods/ Kits

MethodQMS

Package that assist in establishing & maintaining the

quality system in the organization

Text retrieval kit

Retrieve document and text in documents

Project file kit

Arrange the exist documents in the

organization

MethodDoc

Template, toolbarOrganizational Computerized

office kitOrganization

document management

, Fax & mail management

MethodWF

Defining WF of documents in the

organization

System archive kit

Archive management


Benefits

Creating organizational culture which includes working with unique DB of documents available for unlimited amount of users

Activating WF derived from Update/New documents

Handling Document version

Handling Metadata

Organization Taxonomy (Glossary)


ECMS= ?

Enterprise Content Management System

Content ManagementServices

Content ManagementSystem

Data ManagementSystem


Document management and Archive management in the same area?

Repeating demand to manage all kind of documents

Working on new documents relying on existing documents, for example:

An insurance company that handles client requests, answering Faxes and letters according to client scanned documents

Municipality that handles citizen requests, receiving a request and answering it according to scanned documents about the Building/area/neighborhood

Reorganizing documents – depends on the implementation phase of the system


Optional Software


Suppliers

Prospective cooperation with several suppliers during the project:

Software supplier Scanning and indexing solution supplier (Optional) Scanner supplier

Scanning and indexing solution suppliers usually work with all existing software

The software suppliers can recommend scanners and scanner suppliers

Furthermore, there is a lot of information on the internet (scanner information)


Scanning and indexing

Outsourcing of scanning and indexing service

Locating scanning options: Inside the organization - by the organization employee Inside the organization - Outsourcing Outside the organization - Outsourcing

Different types of scanners according to the requirements’ scanning

Extermination\storage solution, using outsourcing storage solutions


Indexing

The scanned and the “active” documents are indexed in the same method

The indexing of the “active” documents is performed continuously

Every computerized file can be indexed

Different fields can be defined for different departments in the organization


Information security

Compliance with an existing information security process

The system access protocols will be defined according to the organization procedures

Classified documents will be defined and they will be access limited

Audit trail of each document and the whole system

Documents wouldn’t be deleted, their status would change

Defining permission for each user group in the system


Risk Management

Conduct Risk management of the project

The risks and mitigation plans will be integrated into the system

The related risks will be combined in the work plan

Pilot is recommended in order to reduce the level of risk

Project risk document


MethodECMS Implementation Plan

Activity 0101 0202 0303 0404 0505 0606 0707 0808 0909 1010 1111 1212

Writing Detailed initiation documentWriting RFP and sending it to suppliers

Choosing applicable software

Defining system fields

Choosing scanning solution (Optional)

Choosing applicable scanner

Defining WF that rely on documents

Performing readiness testing

Performing Pilot

Work plan

System maintenance

Performing Periodic evaluation


Phase 1 - Writing detailed Initiation document

Kick off meeting with the organization management

Coordination meeting with users representatives from the departments in order to understand the requirements

Writing Initiation document according to methodA (using questions and data collected)

Initiation document approval by the organization management

Input: Initiation document kit, adapted initiation document for ECMS systems

Output: Approved initiation document








Performing Pilot

Work plan

System maintenance



Phase 2 - Writing RFP and sending it to suppliers

Handling RFP according to methodA

Conversion of initiation document to RFP

Preparing PEM documents

Sending the RFP to the suppliers

Input: RFP kit, Detailed initiation document

Output: The RFP document is answered by suppliers








Performing Pilot

Work plan

System maintenance



Phase 3 - Choosing applicable Software

Choosing the applicable software according to the supplier answers in the RFP

Viewing demo of the related systems

Inquiry deployment of the system in other companies

Input: Suppliers response to the RFP, Comparison between suppliers, Related tools

Output: Software is chosen and the agreement is signed








Performing Pilot

Work plan

System maintenance



Phase 4 - Defining System Fields

Defining indexing fields

Defining Metadata fields, such as: document types, topics, contact person etc

Defining required fields & their format

Input: Initiation document, applicable software

Output: Fields definition








Performing Pilot

Work plan

System maintenance



Phase 5 - Choosing scanning solution (optional)

This step is relevant only when scanning is required

Choosing Location and performers of scanning options:

Inside the organization by organization employee

Inside the organization by specialized company (outsourcing)

Outside the organization by specialized company (outsourcing)








Performing Pilot

Work plan

System maintenance



Phase 5 - Choosing scanning solution (optional)

Choosing the best option according to

the parameters list

Choosing specialized company for

scanning and indexing (if relevant)

Input: Parameters list, Price list

Output: scanning solution and

company (optional) are chosen








Performing Pilot

Work plan

System maintenance



Phase 6 - Choosing applicable Scanner

Defining organizational requirement for the scanner

Choosing scanners for a daily use

Choosing scanners for massive scan (optional)

Input :scanner information

Output: applicable scanner is chosen








Performing Pilot

Work plan

System maintenance



Phase 7 - Defining WF that rely on documents

Defining required WF

Defining the document type and the relevant processes according to the document types

Entering WF

Input: Relevant procedures

Output: Implemented WF








Performing Pilot

Work plan

System maintenance



Phase 8 - Performing Readiness Testing

System testing by users representative

Testing the compliance of the system to the initiation document

Fixing bugs that are found during testing

Users representative approval

Input: off the shelf system compliance to the organization

Output: Pilot approval








Performing Pilot

Work plan

System maintenance



Phase 9 - Performing Pilot

Choosing a department for pilot User guidance Incoming documents are handled in the

system Massive documents scanning and

handling it in the system Continuously working with the system Storage of the scanned documents

according to the relevant procedure Input: System is ready, document

storage instruction Output: Active system








Performing Pilot

Work plan

System maintenance



Phase 10 - Work plan

Lesson learned after the pilot

Decision making according to the Pilot results:

Deployment of the system in other departments

Changing one or more methods Re-compliance of the system to the

organization

Input: Pilot results

Output: Decision making according to the Pilot results








Performing Pilot

Work plan

System maintenance



Phase 11 - System Maintenance

SLA agreement for maintenance and bugs fixing (should be agreed in phase 3)

Defining procedures for handling mistakes and faults

Handling requests for changes and improvements

Super User guidance – permissions to change procedures and fields if necessary

Update system versions








Performing Pilot

Work plan

System maintenance



Phase 12 - Performing Periodic Evaluation

Performing system periodic evaluation each year

In the beginning ,the evaluation will be performed frequently; after a successes full deployment in several departments, the frequency can be decreased

Defining measures: Procedure efficiency, Level of use, Time saving

MethodMetrics can be helpful

Periodic evaluation planning and result documentation








Performing Pilot

Work plan

System maintenance



In Conclusion

Efficient & simple-to-use system is required in order to handle a large amount of documents in the organization

MethodECMS can save time and money in locating & handling all the organization documentation


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