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Document management 201

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Document management 201

  1. 1. Document Management 201The Technology DemoJOHN M. CACHATjmc@peproso.com© Copyright John Cachat
  2. 2. HousekeepingPhones are mutedUse the questionblock for questions Copy of presentationavailable upon request© Copyright John Cachat
  3. 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 enterprisesystems• 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 groupshttp://www.linkedin.com/in/johncachat© Copyright John Cachat
  4. 4. © Copyright John CachatAre your files….Unorganized?Out of control?Unmanageable?4© Copyright John Cachat
  5. 5. Who Cares?Information is scattered across multiple sourcesKnowledge workers spend 40% of their time ondocument related tasks (96 days a year)Can’t find documentsCan’t find the right versionIf and when I find a document, it is too late80% of companies’ strategic information is NOT inenterprise computer systems (ERP, CRM, etc).5© Copyright John Cachat
  6. 6. Document Management 101 RecapWhat is a Document Management System (DMS)?The most popular DMS – the K:> driveDMS model and related processesROI, cost justification, benefitsHow do I get started?6© Copyright John Cachat
  7. 7. Document Management 201Today’s DiscussionDemonstrate how a DMS works in reallife situationsShow how technology can reduce cycletimes and reduce non-value addedlabor costs7© Copyright John Cachat
  8. 8. What is aDMS?8© Copyright John Cachat
  9. 9. StoreOrganizeRetrieveTrackDistribute What is aDMS?9© Copyright John Cachat
  10. 10. StoreOrganizeRetrieveTrackDistribute What is aDMS?10© Copyright John Cachat
  11. 11. StoreOrganizeRetrieveTrackDistribute What is aDMS?11© Copyright John Cachat
  12. 12. StoreOrganizeRetrieveTrackDistribute What is aDMS?12© Copyright John Cachat
  13. 13. StoreOrganizeRetrieveTrackDistribute What is aDMS?13© Copyright John Cachat
  14. 14. DMSStorageLocationDatabaseWorkflowWebAccessDMSTechnology Components14© Copyright John Cachat
  15. 15. THE DEMODocument Management 201:15© Copyright John Cachat
  16. 16. • Inefficient Workflow Processes• Difficulty locating documents & recordsChallenges• Focused on developing a process to evaluate software• Sought out a technical solution before analyzing andstreamlining business processesWhat They Did• Emphasized the users’ ability to access information• Conceptualized the full process as it exists• Grasped an understanding of workflow and contentmanagementWhat TheyShould HaveDoneLessons Learned from EPA16© Copyright John Cachat
  17. 17. Lessons Learned from EPA• Inefficient Workflow Processes• Difficulty locating documents & recordsChallenges• Focused on developing a process to evaluatesoftware• Sought out a technical solution before analyzing andstreamlining business processesWhat They Did• Emphasized the users’ ability to access information• Conceptualized the full process as it exists• Grasped an understanding of workflow and contentmanagementWhat TheyShould HaveDone17© Copyright John Cachat
  18. 18. Lessons Learned from EPA• Inefficient Workflow Processes• Difficulty locating documents & recordsChallenges• Focused on developing a process to evaluatesoftware• Sought out a technical solution before analyzing andstreamlining business processesWhat They Did• Emphasized the users’ ability to access information• Conceptualized the full process as it exists• Grasped an understanding of workflow and contentmanagementWhat TheyShould HaveDone18© Copyright John Cachat
  19. 19. DMS Priorities3Software2Process1People19© Copyright John Cachat
  20. 20. DMS Financial ImpactAutomation improves turnaround timeReduces the potential for processing errorsA document management also helps organizationsto comply with industry regulationsThe ability to automate document retention /destruction schedules helps with recordmanagement strategiesDo more with lessRecover 96 days per year capacity20© Copyright John Cachat
  21. 21. How Do I Get Started?• Where Am I?• Costs/Risks• People/Process IssuesPoint A• Where Do I Want to Go?• Savings/Benefits• Technology RequiredPoint B21© Copyright John Cachat
  22. 22. About UsJohn Cachatjmc@peproso.comContactProven expertise in businessinformation systemsRapid SolutionDevelopment™ processServicesAssess Current StatusDevelop Short and LongTerm PlansDevelop Specific Solutionsto Your ProblemsAssist in ROI Analysis22© Copyright John Cachat
  23. 23. FREE Proof of Concept23© Copyright John CachatWeWe
  24. 24. Document Management 201 Answers&Contact:John Cachatjmc@peproso.comCopy ofPresentation&Request a DemoVisit:http://peproso.com/webinarsFuture Webinars24© Copyright John Cachat

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