Phase 1: Review of Document Management including Business and Gap Analysis
Phase 1 of this project will review Document Management needs and develop a business case or plan to improve the service. Audit of Document Management needs across the University, proposing common standards and integrated systems. Develop the Business case for a replacement system if required, complete a gap analysis or develop a Service Improvement Plan if the current software is shown to meet the University’s needs.
Phase 2:
Phase 2 of this project will procure and subsequently implement a document management system that meets the requirements across the university. The project will cover a full procurement exercise for relevant products based on the outcomes of the project to review Document Management needs across the university.
The procurement will cover all aspects of a document management. We currently use Kofax scanning software which does meet the University’s requirements. However scanning may be included in the procurement if it is offered as a part of a complete solution by any vendor.
There are potentially huge savings to be made across the University if we can offer an accessible DMS service that, in being easier for business areas to adopt and use, allows them to automate the digitization of business documents. A business case could present figures after a more comprehensive review.We would continue to be subject to high support costs from our current DMS provider, as well as a difficult upgrade journey every couple of years. In addition, the present system done not meet current user requirements (finance), the UI is very clunky, and the system does not offer any degree of workflow.
Phase 2 is dependent on the requirements gathering project producing clear requirements that can be translated into an ITT for procurement. These are being deliverd in phase 1. .
This project will require input from areas across the University. In particular it will impact on users currently using Serengeti, these area Finance and E&B.
There is an increased demand for document management. Common policies, procedures and systems will ensure that sensitive documentation is secure, ensure that business rules are followed consistently, and enable us to respond to change more quickly. Data-driven rules will allow for automatic migration of documents or purging, depending on policies. A common framework for accessing documentation will make audits easier, faster and more cost-efficient. Of interest to anyone with paper documentation across the University.
A market review, analysis of business needs and comparison to other tools (for instance SharePoint) will ensure that the University has a system that meets its needs for the long term.
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Not known
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Enablers - Infrastructure | x |
Enablers - Finance | x |
1.Alignment with University Strategic Plan/Business Objectives | 3 |
2.Risk of not doing the project | 4 |
3.Benefits relative to cost | 4 |
4.Time to deliver tangible benefit | 2 |
TOTAL SCORE | 13 |