This document provides guidance on scoping a records digitization project using SalesManager software. It describes collecting key project and customer information, defining the project scope including document types and volumes, and selecting options for various stages of the digitization process from inventory and document preparation to imaging, indexing, storage, and ongoing hosting. Making choices at each step allows customizing the solution and accurately pricing the project.

1. INTRODUCTION
SRIIA TECHNOLOGIES
SALESMANAGER
Activity Based Cost Systems

2. Records Management Sectors
Scan
Conversion of Hardcopy / Analog Media to Digital Image
Store
Database / Repository for Electronic Records
Retrieve
Index
Secure, Accurate and Global access to Electronic Records
Creation of Searchable Databases and Index Systems for Digital
Images & Records
Integrate
Link / Connect various databases at levels from simple DB
ping-return to fully update-able connections.
Archive
Archiving & Storage for Digital and Hardcopy Information
1/24/2014

3. Records Management Sectors
Superior Selling
Position
Move from
selling sectors to
a “business
services” model.
ACME Business Services Company
Scan
Index
Store
Integrate
Retrieve
Archive
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4. Business Challenges
•
Superior Selling Position;
•
Document Imaging Services
OEM - Document Management Software, Content
Management Software, Scanners, Servers – Other
Hardware
Consulting Services
Specialty Software Development
Professional Services
BPO (Business Process Outsourcing)
•
Hosting
•
•
•
•
•
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5. Business Delivery Model
Build
Buy
Lease
Sell It
Build It
Account
for It
Mixed COGs
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6. Advantages Using SalesManager
1.
2.
3.
4.
5.
6.
Account for all SKUs
Account for all Lists and Fields
Configurable for varied operations environments
Configurable for team leads, shift leads, training
and remediation
Configurable Autonomic COGs
Itemized COGs for each step in operations
workflow (operations based cost drivers )
1/24/2014

7. Business Challenges
•
Conventional Cost Accounting;
•
•
•
•
•
Units of output
Direct labor hours
Various Costs - ?
End of Month – hopefully (Income > COGs)
Problems
•
•
Biased, materially misleading cost estimates
Omission of operations based cost drivers may distort the
investigation of the likely effects on costs of changes in
operating strategies.
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8. SalesManager Base Architecture
Complete Sales Book – Lists and Fields and Cost Drivers;
Record Types
Not Used
List / Fields
SKU
Management
Abstract of Judgment
Affidavit of Claim
Assignment of Mortgage
Index Assignment of Mortgage
Bill of Sale
Birth and Death
Book of Plats
Brands
Certificate of Cond Sale
Certificate of Sale
Chattel Mortgages
Civil Court
Commissioners Journal
Media Types
Not Used
16mm-Roll Film Diazo 215
16mm-Roll Film Silver 100
16mm-Roll Film Silver 215
35mm-Roll Film Diazo 100
35mm-Roll Film Silver 100
Aperture Card
Binders
Cabinet
COM Microfiche: 42x - up to 208
frames
COM Microfiche: 48x - up to 270
frames
Exported Database 1
Exported Database 2
File Box Legal
Software
Not Used
DataCap-Fastdoc Capture
DSI-PaperFlow
DSI-PVE Capture
Kofax-Express
LF-Intuition
LF-Quick Fields
ReadSoft-Document
Software-Enterprise Content Management
Not Used
DSI-PVE Enterprise (Single)
DSI-PVE Enterprise (10-20)
DSI-PVE Enterprise (21-50)
DSI-PVE Enterprise (51-200)
DSI-PVE Enterprise (201-500)
DSI-PVE Enterprise (>501)
DDMS- Enterprise Edition with Workflow
1/24/2014

9. Operations Based Cost Drivers
SalesManager Base Architecture
Example – Human Powered Process (HPP)
Step 1: 1st Pass
• Indexing
a.
+
Step 1: 1st Pass
Operations
• Indexing
b.
c.
• Indexing-2nd
Pass
Ratio = 2:1
Step 2: Audit
+
Step 1: 1st Pass
• Indexing
X
X
X
Step 2: 2nd Pass
• IndexingAudit
Step 2:
+
1/24/2014
Ratio = 10:1
Step 2: QC
• Project QC @
established
rate

10. Operations Based Cost Drivers
SalesManager Base Architecture
Team Lead / Shift Lead Labor
Calculations
FTEs
Example for calculating Team Lead cost burden;
FTE Hourly Pay Rate…
Team Lead Pay Rate….
$13.50
$16.50
FTE Indexing Rate…..
16 FTE @ 59.15 RPH….
59.15 RPH
946 RPH
13.50 * 16 =
$216.00
→ (COGs-FTE) 216.00 / 946 =
$0.22
→ (COGs-TL) 16.50 / 946 =
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
$0.017
→ (COGs FTE + TL) =
1
$0.237
1/24/2014
Team Lead

11. Methodology: Training / Remediation
SalesManager Base Architecture
•
Training
•
Determine the number of training hours for each new
project;
•
•
•
Total Hours
Weekly Hours
Remediation
•
Determine the number of remediation hours for each
new project;
•
Total remediation hours
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12. Autonomic Cost Drivers
=
- COGs = 1,125.00
Implementation = 1 ½ hours
Training = ½ hour
- COGs = 1,600.00
Implementation = .75 hours
Training – Admin = 8 hours
Training – Trainer = 4 hours
Training – User = 2 hours
1/24/2014

13. Cost Drivers to Base Architecture
SalesManager COGs
Inventory
Document Grouping
13.50 / 655 = .021
Document Prep
13.50 / 525 = .026
.021
.075
.054
.028
.026
Indexing
Operations
13.50 / 3,000 = .005
COGs
13.50 / 655 = .021
Document Scanning
13.50 / 5,500 = .002
• Indexing
1/24/2014

14. Methodology: Benchmarking
SalesManager Base Architecture
•
Benchmarking
•
•
The process of improving performance by continuously
identifying, understanding, and adapting outstanding
practices and processes found inside and outside an
organization (company, public organization, University,
College, etc.).
Pioneered by Xerox Corporation in the 1979s…
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15. Methodology: Benchmarking
SalesManager Base Architecture
•
Benchmarking-why?
•
Camp *4+ states that “whether it is internal, competitive,
or noncompetitive, benchmarking should be corporate
wide, comprehensive, controlled, continuous, and an
integral part of the planning process.” In this way,
organizations can use benchmarking to simplify business
processes and thereby meet true customer
requirements, reduce training and labor costs, reduce
process redundancies, make processes more
predictable and repeatable, and be more sensitive to
changing customer requirements.
•
*Camp, R.C. (1989), “Benchmarking: The Search for Industry Best Practices That Lead to
•
Superior Performance,” Quality Progress, Vol. 22, No. 5, pp. 66-68.
1/24/2014

16. Methodology: Piece Rate Calcs
FTE Rate = 13.50
Process Benchmark = Tn
Tn = 65 RPH (records per hour)
Apfd = .09
•
•
•
Tstd = 59.15 RPH
 Piece Rate
 Quota
Personal needs
13.50 / 59.15 = .228 per record
Fatigue
Unavoidable Delays Allowance
*US DoL suggests 15% for PD&F
*US OPM - Hourly and biweekly rates of pay for most Federal civilian employees are
computed as required by 5 U.S.C. 5504(b) – 2,087 work hours annually.
1/24/2014

17. SalesManager Base Architecture
Sales Scoping is fixed, repetitive process;
• Primarily dropdown and radio button driven
process
Only “data entry” is at;
Sales
•
•
•
•
Customer Information
Project Information
Project Scope
Index Books Detail
• Project QC @
established
rate
1/24/2014

18. Methodology: Pricing Workflow
Sales
Admin
Admin
Admin
Admin
• Scope,
information
gathering
• Production
Manager
(ProdM)
• Project
Manager
(PM)
• Development
Manager
(DevM)
• Sales
Manager
(SalesM)
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Customer
Pricing
Socialization
• Proposals
• SOWs
• RFP
Responses

19. Example Sales Scenario
1/24/2014

20. Scenario 1: Medical Records (Boxes)
•
Patient Records (Medical Records)
•
•
Implementing a multi-facility integrated EMR
system
Select to begin the backfile imaging of analog
records in preparation for a completely digital
records environment.
1/24/2014

21. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Patient Records (Medical Records)
•
•
•
Interim solution – hosting until EMR “go-live”.
Estimated go-live in 4-6 years;
Scanning solution for day-forward imaging.
1/24/2014

22. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Facility
Hospital
Storage #2
Scope
Doc Type
Date Range
Doc ID Range
Media Type
Media
Volume
Page Per
Pages Per
Record
Medical Records
2002-2010
0134528
0132878
Banker’s Box
(Letter) (8 ½ x 11)
1,601
3,000
45
1/24/2014

23. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
•
Sales Notes for Processing:
Pre-Scan Services
•
Inventory
• Inventory to be done on-site at storage
facility.
•
1/24/2014

24. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Imaging Services Detail:
•
•
•
•
Auto Deskew
Auto Crop
Auto Despeckle
Skeleton Filter
•
•
(DSI system will allow for original final image for
viewing)
OCR for Full Text
1/24/2014

25. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Document Grouping (Stapling)
•
•
Ave record is 45 pages.
Document Creation Stapling
•
•
Create barcodes for stapling
Barcode sheets are to be deleted upon
recognition, marking new
1/24/2014

26. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Indexing (from existing database)
•
Hospital has database containing full indexing
information.
1/24/2014

27. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Indexing (from existing database)
•
Each patient file should have a cover page
containing the following minimum information;
•
•
•
•
•
•
Patient Name
Patient Number
Intake Number
Admin Date
Hospital Number
Use auto-indexing to pull data from cover page
for match & merge with existing database.
1/24/2014

28. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
Data Storage
•
•
Hosting - Provide enterprise hosting for all
images. Hosting may end upon EMR
implementation – to be negotiated. (5 year
contract)
Analog Storage
•
•
Create 16mm roll film for archiving
Provide box & container storage. (5 year
contract)
1/24/2014

29. Scenario 1: Hospital Records (Boxes)
Scenario#1: Medical Medical Records
•
•
System Sales:
Departments;
•
•
•
•
Ambulatory
Surgical Center
General Practice
10 Capture Stations
•
•
•
Capture Software
Capture Hardware
Workstations w/ monitors
1/24/2014

30. Phase 1
Sales: Project Scoping
1/24/2014

31. Scoping Exercise (Assume Wizards SetUp)
•
Lists, Fields
•
•
•
•
Software, Hardware
Supplies, 3rd Party services
Travel
Production Process elements
•
•
•
•
Performance Benchmarking
PFD
Tstd, Tn (quotas)
Training, Remediation, Team Lead (TL) Ratio
1/24/2014

32. 1. Customer / Project Information
•
Customer Info;
•
•
•
Identify Sponsors and Stakeholders – no short-cuts;
many people rely on this info.
State can determine Professional Services billing rate
Project Information
•
•
•
•
•
Project name – help everyone out – name it!
Type of response
Required response date
Projected launch date
In-house / on-site
1/24/2014

33. 2. Project Scope
•
Source Document Profiles;
•
•
•
•
•
•
•
Document Type
Media Type
Document Year; From – To: (ad-hoc)
Document ID; From – To: (ad-hoc)
Number of Units: (ad-hoc)
Number of Items per Unit: (ad-hoc)
Page Per Document/Record: (ad-hoc)
1/24/2014

34. 3. Inventory
•
Must have inventory;
• Existing from customer (spreadsheet, database,
word doc…)
• Done by us?
• In-house or on-site
• If film, need Tri-Check labels?
1/24/2014

35. 4. Document Prep
•
•
In-house / on-site;
Identify by established category (1 – 4)
•
•
•
•
•
Bankers box or other
Number of pages per
Page size / quality
Bindings, folders, books
Need to create barcodes sheets / labels
1/24/2014

36. 5. Volume Edits
•
Only step in process that will edit the delivered
number of images
•
•
•
•
Duplex Scanning
Automated / manual removal of selected pages (i.e. –
cover sheets etc…)
For real property records / vitals: page duplication for
run-ons, certificate extraction for births / deaths…
Etc…
1/24/2014

37. 6. Auto-Imaging Processing
•
•
•
•
Deskew, Despeckle, Auto-Cropping
OCR
Skeleton Filter
Automated Redaction Processing
•
•
If redaction, don’t forget about verification
Other…
1/24/2014

38. 7. Manual Imaging Processing
•
•
•
•
Zonal Enhancements
Manual Cropping
Dual Polarity Reversal (Photostats)
Text Enhancement
1/24/2014

39. 8. Document Creation (Stapling)
•
Manual
•
•
•
Manually identifying first / last for each record /
document
If Match & Merge, get copy of db for analysis prior to
pricing
Automated
•
For automated from barcode sheet or label,
determine if sheet / label creation pricing is required
•
•
Include barcode pricing if required
If creation from database, get copy of db for analysis
prior to pricing
1/24/2014

40. 9. Indexing
•
Manual
•
•
•
Associate an existing manual indexing type (1 – 4) and
associate with each media type
If Match & Merge, get copy of db for analysis prior to
pricing
Automated
•
For automated from barcode sheet or label,
determine if sheet / label creation pricing is required
•
•
Include barcode pricing if necessary
If creation from database, get copy of db for analysis
prior to pricing
1/24/2014

41. 9.a. Indexing (cont.’)
•
•
Government – Index Books
Look at source materials and get image examples
for;
•
•
•
Number of pages per book
Number of lines per page
Number of characters per line
1/24/2014

42. 10. Film Services
•
Film Assessment needed?
•
•
Images archived to film?
•
•
•
Select category by service level requested
Size of film for creation
If day-forward service, determine duration for
contract
Duplication
•
•
1st Generation copy, Dupe?
If day-forward service, determine duration for contract
1/24/2014

43. 11. Vault Storage
•
•
Container or Shelf?
Duration for contract?
•
Microfilm (roll, fiche, aperture cards)
•
•
•
•
Existing
Newly created from project images
Boxes (Letter, Legal, Other)
Books (size)
1/24/2014

44. 12. Digital Storage
•
Active Data – Hosting
•
•
•
•
Source Docs for image creation
Select hosting product and service level (by volume in
GB)
Establish default image
size for calculations
Determine duration for contract
Off-Line Data Hosting
•
•
•
Source Docs for image creation
Select storage product and service level (by volume in
GB)
Determine duration for contract
1/24/2014

45. 13. 3rd Party Services
•
3rd party services for services on media types
entered into scope
•
•
•
•
Scanning (film, paper)
Special Imaging Services
On-Site, travel costs
Other
1/24/2014

46. 14. Supplies
•
Supplies
•
•
•
•
•
CD mailer kits
USB project drives
Tapes / back-up supplies
Microfilm supplies
Boxes
1/24/2014

47. 15. Warehouse / Logistics
•
Warehouse
•
•
•
•
•
Faxing, Document / file retrieval
Scan-on-demand
Document Purge, Document Destruction
CD duplication, Other
Logistics
•
•
•
Pick-up delivery
Shipping project media
Shipping project drives, Other
1/24/2014

48. 16. System Sales
•
Capture Hardware
•
•
Workstations – other hardware
•
•
•
Workstations
Monitors
Capture Software
•
•
Type and level of scanner
Manufacturer
Professional Services
•
•
Installation
Client Training
1/24/2014

49. Phase 2
Sales Submits Project
for Admin Review
1/24/2014

50. 1. Ops / Production Manager Review
Default: Review over-all
scope and notes.
Scanner
Settings
FTE
Selections
•Image Format
•DPI
•Duplex
•Classifications
•AM / PM
allocations
Quotas
PFD
•Production
Manager
•FTEs
•Update
Unavoidable
Delays
Allowance –
check to see
review
schedule
Training /
Remediation
•Ratio to total
labor hours
1/24/2014
Team Leads
•Ratio of FTEs
per Team Lead

51. 2. Project Manager Review
Default: Review over-all
scope and notes.
Project
Durations
•Conversion Project
•System
Implementation
Project
Management
Hours
Project
Management
Hours
•Conversion
•System
Implementation
Travel Costs
• Inventory
• Pilot Phase
• Project
Meetings
On-Site
Calculations
Client
Training
• Mileage
Costs
• Set-up, daily
fees
• Remote
• On-site
1/24/2014

52. 3. Development Manager Review
Default: Review over-all
scope and notes.
AutoImaging Dev
Hours
AutoStapling Dev
Hours
AutoIndexing Dev
Hours
AutoRedaction
Dev Hours
System
Install
1/24/2014
Tech Support
and Other

53. 4. Sales Manager (Final) Review
Default: Review over-all
scope and notes.
Scope
•What kind
•How many
•Volume Edits
System
Install
Storage
Services
•Software
•Hardware
•Services
•Hosting
•Analog
Film Services
•Writing
•Duping
•Assessment
Review onsite details
•Travel details
•On-site duration
•Distance
1/24/2014
Pricing
•Mark-Up
•Margin
•Per Unit

54. Q&A
•
Thank you…
•
•
•
•
Kevin Williams, CDIA+
Principal
kevin.williams@sriiatech.com
512.333.4059
1/24/2014