Porter-Roth Associates Consulting in Document Management
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This presentation outlines the services and capabilities provided by Porter-Roth Associates. We are vendor neutral and consult in electronic document management technologies, including document scanning, electronic documents, workflow, records management, and cloud-based collaboration technologies.
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Porter-Roth Associates Consulting in Document Management
- 1. Porter-Roth Associates Capabilities Statement Porter-Roth Associates
- 2. Porter-Roth Associates Consulting in electronic document management and records technologies Imagin Document Workflo Records Cloud g s w Porter-Roth Associates
- 3. Services Development of cloud-based collaboration strategies Development of document management strategies Business case development Functional requirements & workflow analysis System feasibility analysis and report RFP support, development, and writing Vendor evaluation and selection Project implementation and oversight Document management training Porter-Roth Associates
- 4. Why Porter-Roth Associates? Vision: We understand the technology Experience: Over 20 years in the industry Objectivity: No vendor affiliations Understanding: Have worked with a variety of industries and business applications Cooperation: The customer is part the process, knowledge transfer is part of the program Commitment: Dedicated to quality Porter-Roth Associates
- 5. Technologies Cloud-collaboration strategies and technologies Document imaging/scanning of paper documents Electronic document management Workflow Records management Porter-Roth Associates
- 6. Governance Policies (What is to be done) Procedures (How to execute policy) Compliance (How to measure adherence to procedures) Best Practices Porter-Roth Associates
- 7. Industries Insurance Banking Energy Financial Courts/Legal Retail Manufacturing Federal/State/Local government Education/University Porter-Roth Associates
- 8. Partial Client List Chevron UBS Washington Mutual Bank State of California Fireman’s Fund Insurance First Union Bank/Wachovia State of Washington Federated Department Stores University of California (Berkeley, SF, Santa Cruz) State of Iowa Linsco Private Ledger (LPL Financial) Baptist Foundation of Arizona Porter-Roth Associates
- 9. Capabilities/Advantages Electronic document management is primary focus Principal provides all work and client interface Current with EDM systems and technologies Current with legal requirements Excellent history and references Diverse client base and applications Diverse industry base Porter-Roth Associates
- 10. Project Study Methodology Determine project goals and objectives Agree on critical success factors for the project Identify applications to be reviewed Establish current environment details List deficiencies of current system Analyze current workflows Map current process to potential technologies Redesign existing process to new process Create strawman system architecture Include client users in the process Receive client acceptance at all major steps Porter-Roth Associates
- 11. Typical Report Outline Executive Summary Go/no go decision/recommendation Define system goals, objectives & success factors Application design description Existing process analysis Anticipated process description Functional requirements Review available technologies Estimate system and development effort $ Overall Recommendations Porter-Roth Associates
- 12. Typical EDMS Project Problems Project/scope is too big Implementation timeframe is too fast Implementation drags on too long Project/scope creep adversely affects project Lack of key management support User participation is lacking Project is associated with downsizing Unrealistic/unjustified expectations of technology EDMS is not a panacea for all document problems - good work habits and record keeping must be in-place from the beginning Porter-Roth Associates
- 13. Typical EDM Project Benefits Increase work productivity and efficiency Reduce resource costs where possible Better management and control of paper and electronic documents Improve tracking/accountability of records Provides more accurate data for decision making Reduce/mitigate legal/litigation risk Improve security of information Implement a disaster recovery/business continuity plan Porter-Roth Associates
- 14. Reference Project 1 Top 10 Energy Company SharePoint implementation project. SharePoint is being adopted enterprise wide for document management, collaboration, workflow, and will be used as an application development. SharePoint will provide each business unit with a means to individually customize the system to meet the needs of the user and department. After training, customizations should be achieved by staff members and not require IT or third-party companies. Benefits include: Increased business productivity Better control of documents More accurate search results Porter-Roth Associates
- 15. Reference Project 2 Top 10 Bank System redesign of existing FileNET system for the Retirement Department. Project was approximately 14 months. Work involved interviewing over 40 people and developing 165 before and after business process workflows. Workflows were used to develop system requirements which were used to build the new system. Benefits included: Increased business productivity through redesigned processes Enhanced work processing through new system applications Interface improvements with mainframe applications Porter-Roth Associates
- 16. Reference Project 3 Top 10 Insurance Company Project was to develop requirements, select a vendor, and provide implementation oversight for the company’s intranet search engine. Project was first step in a complete redesign of the company intranet. Work included interviewing users, developing requirements, writing an RFP, selecting the vendor, and providing project implementation oversight. Benefits included: Increased business productivity through more efficient search engine Better control of search engine usage and search requirements Initial testing demonstrated better, and faster, search results Porter-Roth Associates
- 17. Reference Project 4 County Assessor-Recorder Office Project was to convert property records to digital images and to make them easily searchable and retrievable. Project required developing requirements, interviewing users, writing an RFP, and selecting a vendor. Paper records included non-standard paper and forms, color ink, miscellaneous documents, documents that needed to be purged. Benefits included: Increased business productivity Better control of existing files and documentation Provided for document disaster recovery files and backup Porter-Roth Associates
- 18. Company Information Founded in 1990 Sole Proprietor Established track record Over 20 years experience in electronic document management technologies Vendor independent, objective services Competitive pricing Independent working relationship with other consultants and technology specialists Porter-Roth Associates
- 19. Professional Associations Association for Information and Image Management (AIIM) AIIM Master of Information Technologies Certified Document Imaging Architect ARMA – Records Management Association Porter-Roth Associates
- 20. Professional Achievements Speaker at AIIM Conference Speaker at ARMA Conference Popular Speaker at Document Imaging Conferences – AIIM Chapters, State Conference, Company Events Written numerous published articles about document management technology Author of AIIM’s best selling report on requirements and RFP development for document management systems. (TR-27) Author of Request for Proposal: A Guide to Effective RFP Development Addison-Wesley Author of Document Conversion Project Guidelines Author of Writing Killer Sales Proposals Entrepreneur Press Author of Proposal Development, How to Respond & Win the Bid, Oasis Press 3rd edition Porter-Roth Associates
- 21. Summary Provides experienced-based consulting Recognized expert within the community Experienced with all major technologies Experience in many different business applications Porter-Roth Associates
- 22. Porter-Roth Associates Contact us to talk about your needs and our services: Bud Porter-Roth Principal Consultant 415-381-6217 Office budpr@erms.com http://www.erms.com Porter-Roth Associates