Document management 201

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The document discusses a technology demonstration of a document management system (DMS). It begins with an introduction of John Cachat and his experience. It then discusses challenges organizations face with documents being unorganized and difficult to find. The demo shows how a DMS can store, organize, retrieve, track and distribute documents to address these challenges. It highlights lessons learned from the EPA in emphasizing processes over technology and the financial impacts of automation. It concludes with how to get started with a DMS and contact information.

Technology Business

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

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

Quality in your organization: Is it a competitive advantage, or just another cost of doing business? Quality and finance may not always see eye to eye, but are they really that different? Great gains can be made by quality and accounting working together when the main focus is cause and effect analysis. John Cachat, an expert in quality management system software and design, will share insight on how to more effectively open communication to get your project funded. • Quality professionals need a better understanding of financial terms and approaches • Finance professionals need a better understanding of Quality terms and approaches • Everyone needs to learn how to significantly improve situations over which they have control People and process will drive the correct application of technology. Culture will eat technology for lunch.

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Document management 201

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

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

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

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

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