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Document Management 201
The Technology Demo
JOHN M. CACHAT
jmc@peproso.com
© Copyright John Cachat
Housekeeping
Phones are muted
Use the question
block for questions Copy of presentation
available upon request
© Copyright John Cachat
About John M. Cachat
• Driving Business Performance
– Helping companies align their business and technology
– Focus on people, process, and then the technology
– Subject matter expert on business process management
– On-going research into next generation of technology for enterprise
systems
• 28 years experience in enterprise systems
– USAF Research Project (1985)
– Founder of enterprise quality software company (1988)
– Chair of ASQ technical committee on computerizing quality (1992)
• Trusted advisor to global organizations, government agencies,
and professional groups
http://www.linkedin.com/in/johncachat
© Copyright John Cachat
© Copyright John Cachat
Are your files….
Unorganized?
Out of control?
Unmanageable?
4
© Copyright John Cachat
Who Cares?
Information is scattered across multiple sources
Knowledge workers spend 40% of their time on
document related tasks (96 days a year)
Can’t find documents
Can’t find the right version
If and when I find a document, it is too late
80% of companies’ strategic information is NOT in
enterprise computer systems (ERP, CRM, etc).
5
© Copyright John Cachat
Document Management 101 Recap
What is a Document Management System (DMS)?
The most popular DMS – the K:> drive
DMS model and related processes
ROI, cost justification, benefits
How do I get started?
6
© Copyright John Cachat
Document Management 201
Today’s Discussion
Demonstrate how a DMS works in real
life situations
Show how technology can reduce cycle
times and reduce non-value added
labor costs
7
© Copyright John Cachat
What is a
DMS?
8
© Copyright John Cachat
Store
Organize
RetrieveTrack
Distribute What is a
DMS?
9
© Copyright John Cachat
Store
Organize
RetrieveTrack
Distribute What is a
DMS?
10
© Copyright John Cachat
Store
Organize
RetrieveTrack
Distribute What is a
DMS?
11
© Copyright John Cachat
Store
Organize
RetrieveTrack
Distribute What is a
DMS?
12
© Copyright John Cachat
Store
Organize
RetrieveTrack
Distribute What is a
DMS?
13
© Copyright John Cachat
DMS
Storage
Location
Database
Workflow
Web
Access
DMS
Technology Components
14
© Copyright John Cachat
THE DEMO
Document Management 201:
15
© Copyright John Cachat
• Inefficient Workflow Processes
• Difficulty locating documents & recordsChallenges
• Focused on developing a process to evaluate software
• Sought out a technical solution before analyzing and
streamlining business processes
What They Did
• Emphasized the users’ ability to access information
• Conceptualized the full process as it exists
• Grasped an understanding of workflow and content
management
What They
Should Have
Done
Lessons Learned from EPA
16
© Copyright John Cachat
Lessons Learned from EPA
• Inefficient Workflow Processes
• Difficulty locating documents & recordsChallenges
• Focused on developing a process to evaluate
software
• Sought out a technical solution before analyzing and
streamlining business processes
What They Did
• Emphasized the users’ ability to access information
• Conceptualized the full process as it exists
• Grasped an understanding of workflow and content
management
What They
Should Have
Done
17
© Copyright John Cachat
Lessons Learned from EPA
• Inefficient Workflow Processes
• Difficulty locating documents & recordsChallenges
• Focused on developing a process to evaluate
software
• Sought out a technical solution before analyzing and
streamlining business processes
What They Did
• Emphasized the users’ ability to access information
• Conceptualized the full process as it exists
• Grasped an understanding of workflow and content
management
What They
Should Have
Done
18
© Copyright John Cachat
DMS Priorities
3
Software
2
Process
1
People
19
© Copyright John Cachat
DMS Financial Impact
Automation improves turnaround time
Reduces the potential for processing errors
A document management also helps organizations
to comply with industry regulations
The ability to automate document retention /
destruction schedules helps with record
management strategies
Do more with less
Recover 96 days per year capacity
20
© Copyright John Cachat
How Do I Get Started?
• Where Am I?
• Costs/Risks
• People/Process Issues
Point A
• Where Do I Want to Go?
• Savings/Benefits
• Technology Required
Point B
21
© Copyright John Cachat
About Us
John Cachat
jmc@peproso.com
Contact
Proven expertise in business
information systems
Rapid Solution
Development™ process
Services
Assess Current Status
Develop Short and Long
Term Plans
Develop Specific Solutions
to Your Problems
Assist in ROI Analysis
22
© Copyright John Cachat
FREE Proof of Concept
23
© Copyright John Cachat
We
We
Document Management 201 Answers
&
Contact:
John Cachat
jmc@peproso.com
Copy of
Presentation
&
Request a Demo
Visit:
http://peproso.com/webinars
Future Webinars
24
© Copyright John Cachat

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Document management 201

  • 1. Document Management 201 The Technology Demo JOHN M. CACHAT jmc@peproso.com © Copyright John Cachat
  • 2. Housekeeping Phones are muted Use the question block for questions Copy of presentation available upon request © Copyright John Cachat
  • 3. About John M. Cachat • Driving Business Performance – Helping companies align their business and technology – Focus on people, process, and then the technology – Subject matter expert on business process management – On-going research into next generation of technology for enterprise systems • 28 years experience in enterprise systems – USAF Research Project (1985) – Founder of enterprise quality software company (1988) – Chair of ASQ technical committee on computerizing quality (1992) • Trusted advisor to global organizations, government agencies, and professional groups http://www.linkedin.com/in/johncachat © Copyright John Cachat
  • 4. © Copyright John Cachat Are your files…. Unorganized? Out of control? Unmanageable? 4 © Copyright John Cachat
  • 5. Who Cares? Information is scattered across multiple sources Knowledge workers spend 40% of their time on document related tasks (96 days a year) Can’t find documents Can’t find the right version If and when I find a document, it is too late 80% of companies’ strategic information is NOT in enterprise computer systems (ERP, CRM, etc). 5 © Copyright John Cachat
  • 6. Document Management 101 Recap What is a Document Management System (DMS)? The most popular DMS – the K:> drive DMS model and related processes ROI, cost justification, benefits How do I get started? 6 © Copyright John Cachat
  • 7. Document Management 201 Today’s Discussion Demonstrate how a DMS works in real life situations Show how technology can reduce cycle times and reduce non-value added labor costs 7 © Copyright John Cachat
  • 8. What is a DMS? 8 © Copyright John Cachat
  • 9. Store Organize RetrieveTrack Distribute What is a DMS? 9 © Copyright John Cachat
  • 10. Store Organize RetrieveTrack Distribute What is a DMS? 10 © Copyright John Cachat
  • 11. Store Organize RetrieveTrack Distribute What is a DMS? 11 © Copyright John Cachat
  • 12. Store Organize RetrieveTrack Distribute What is a DMS? 12 © Copyright John Cachat
  • 13. Store Organize RetrieveTrack Distribute What is a DMS? 13 © Copyright John Cachat
  • 15. THE DEMO Document Management 201: 15 © Copyright John Cachat
  • 16. • Inefficient Workflow Processes • Difficulty locating documents & recordsChallenges • Focused on developing a process to evaluate software • Sought out a technical solution before analyzing and streamlining business processes What They Did • Emphasized the users’ ability to access information • Conceptualized the full process as it exists • Grasped an understanding of workflow and content management What They Should Have Done Lessons Learned from EPA 16 © Copyright John Cachat
  • 17. Lessons Learned from EPA • Inefficient Workflow Processes • Difficulty locating documents & recordsChallenges • Focused on developing a process to evaluate software • Sought out a technical solution before analyzing and streamlining business processes What They Did • Emphasized the users’ ability to access information • Conceptualized the full process as it exists • Grasped an understanding of workflow and content management What They Should Have Done 17 © Copyright John Cachat
  • 18. Lessons Learned from EPA • Inefficient Workflow Processes • Difficulty locating documents & recordsChallenges • Focused on developing a process to evaluate software • Sought out a technical solution before analyzing and streamlining business processes What They Did • Emphasized the users’ ability to access information • Conceptualized the full process as it exists • Grasped an understanding of workflow and content management What They Should Have Done 18 © Copyright John Cachat
  • 20. DMS Financial Impact Automation improves turnaround time Reduces the potential for processing errors A document management also helps organizations to comply with industry regulations The ability to automate document retention / destruction schedules helps with record management strategies Do more with less Recover 96 days per year capacity 20 © Copyright John Cachat
  • 21. How Do I Get Started? • Where Am I? • Costs/Risks • People/Process Issues Point A • Where Do I Want to Go? • Savings/Benefits • Technology Required Point B 21 © Copyright John Cachat
  • 22. About Us John Cachat jmc@peproso.com Contact Proven expertise in business information systems Rapid Solution Development™ process Services Assess Current Status Develop Short and Long Term Plans Develop Specific Solutions to Your Problems Assist in ROI Analysis 22 © Copyright John Cachat
  • 23. FREE Proof of Concept 23 © Copyright John Cachat We We
  • 24. Document Management 201 Answers & Contact: John Cachat jmc@peproso.com Copy of Presentation & Request a Demo Visit: http://peproso.com/webinars Future Webinars 24 © Copyright John Cachat