“8 Ways to Ensure ROI With “8 Ways to Ensure ROI With ECM Initiatives”ECM Initiatives”
Pamela Doyle, DirectorPamela Doyle, DirectorFujitsu Computer Products of AmericaFujitsu Computer Products of America
Chair, The TWAIN Working GroupChair, The TWAIN Working Group
Business Drivers
• Cost ReductionCost Reduction
• Compliance
• Customer Service
• Collaboration
ECM Strategies & Technologies
• Rapid and simultaneous accessRapid and simultaneous access
• Accelerated business processes
• Improved team productivity
• Better decision making
The SharePoint® Evolution
• In 2000, birth of team collaboration and department portalsdepartment portals
• Broad adoption
• Established platform for high impact p g pcollaboration
• In 2007, evolved to an information t l tfmanagement platform
User Interface
Microsoft Office
Web browsers
3rd party apps
ECM Components
Policy Web Content Forms Mailbox
pp
Exchange 2007
Records Document Management Management ManagementManagement
Unified Services
Workflow Metadata Policies Library Services
Transport Services
Rules Policies
ManagementManagement
Unified Storage Architecture
Workflow
Search
Metadata
Security
Policies
IRM
Library Services
Collaboration
Rules
Search
Policies
Security
SMTPSOAP
SharePoint® is ECM
• Single platform for collaboration, communication and content managementcommunication and content management
• Beyond the portal, SharePoint® became ECM
• ECM is technology and strategy for managing gy gy g gall content (electronic, web, and paper‐based)
Paper Remains Pervasive
• Most organizations buried in paper
R l f• Rely on paper for:
• Historical reference
• DiscoveryDiscovery
• Proof of business activities
• Legal complianceg p
• Mission‐critical business processes initiated by paper (job application, PO, invoice)
7
Volume and Cost of Paper
• Volume:
• The number of pages • Cost:
• $25,000 to fill a 4 drawer p gconsumed in the U.S. is going up at a rate of 20% per yr. (Environmental Paper Network)
$ ,filing cabinet, $2,000 to maintain (futurelawoffice.com)
• Average document is • 768 million trees to produce
world’s annual paper supply (conservatree.com)
• 1 tree = 8 333 sheets
gphotocopied 9X (Gartner)
• Print cost = $18.00 per 1K
• 7 minutes to fax a 3 page• 1 tree = 8,333 sheets
• Average office worker prints10,000 per year (Xerox)
• 45% thrown out within 24
7 minutes to fax a 3 page document (Davidson Consulting)
• $8 ‐ $15 to send a packet via courier service• 45% thrown out within 24
hrs. (Xerox)
courier service
• Cost of office occupancy in Atlanta ‐$21.29 city/$24.05 suburbs (Global MarketView
8
suburbs (Global MarketView‘2009)
Capture
• Given volume and cost, capture is critical role in ECM strategyin ECM strategy
• Investment in capture is strategic to leveraging investment in SharePoint®
• Pairing capture and collaboration
• Access to all information
• Maximize use of corporate data
• Execute more accurately, consistently and productivelyproductively
9
MOEITS
• Company Overview:• IT Services Branch for the Midwest Operating
E i L l 150Engineers - Local 150• One of nations largest labor unions• Chicago based (Iowa, Illinois and Indiana)• 24,000 members
• Numerous business units:• PharmacyPharmacy• Legal• Claims
C dit U i• Credit Union• Pension• Accounting• Contracts
MOEITS• Key Issues:
• Geographically dispersed• Geographically dispersed• Silos of information• Inability communicate (collaborate)• Costs• Costs
• Paper everywhere• Losing hundreds of thousands, if not millions,
on inefficient paper-based processeson inefficient paper based processes• Employee time searching for information
($31.25 per hour)• Office space ($18 - $20 per sq. ft.)Office space ($18 $20 per sq. ft.)• Office site storage ($9,000 per mo.)
• Compliance (HIPAA, GLB/SOX, Taft Hartley)
MOEITS• Objectives:
R d li• Reduce reliance on paper• Address diversified compliance concerns• Streamline business processes• Ensure business continuity• Enable communication and collaboration• Leverage existing investmentLeverage existing investment• SPOA• Ease of Use
MOEITS• Thorough research and analysis• Solution:
• SharePointMi ft h• Microsoft shop
• Portal• Seamless integrationSeamless integration• Granular security
• KnowledgeLake Imagingg g g• Fujitsu Scanners
MOEITS
• Phase 1 – Legal • Paper intensive• Consuming office space• 200 banker boxes in basement• Difficult to find information for discoveryDifficult to find information for discovery• Document capture and barcode• Fujitsu fi-6130, 6140 and 6010 scanners• Metadata facilitates search and integration
with MATTERS database• Once scanned most shreddedOnce scanned, most shredded
MOEITS
• Phase 2 – Political Action Committee Fund• Not always volume but flow of paper• Form authorizes contractor to collect .05
cents per hour for PAC (lobbying funds)• Deficient process resulted in contractors p
not getting form – not collecting .05 cents• Huge financial loss
Sh P i t f W kfl• SharePoint for Workflow
MOEITS
• Phase 3 – Contracts• Another example of process automation• Signed contract took 34 days and 14 steps
to get approved including:• 2 trips to FAXp• Multiple shuttles through interoffice• 1-2 pages grew to 111 pages
• Now, signed contract scanned at point of origin
• Routed electronicallyy• 34 days to 20 minutes
MOEITS Update
• Ron Borden, Executive Director of IT ,
MOEITS
• Benefits:• Achieved payback projection of 5 months• Hard dollar savings:g
• Reduced on premise and offsite storage• Recovered $6 – 800,000 (PAC)• Reduced grievance process from 4 5 hrs• Reduced grievance process from 4.5 hrs.
to 10 minutes• Eliminated traditional paper costs (mail,
fax courier)fax, courier)• Soft dollar savings:
• Reduced time to find documents• File sharing and collaboration• Business continuity• Significant process improvementsg p p
• Projecting $1 Million over 3 years
What MOEITS Did Right(8 W t E ROI)(8 Ways to Ensure ROI)
1 B i A t1. Business Assessment2. Technology Assessment3. Expert Advice4. Careful Vendor Analysis4. Careful Vendor Analysis5. Demand Proof of Handling
What MOEITS Did Right(8 W t E ROI)(8 Ways to Ensure ROI)
6 Ph d A h6. Phased Approach7. Benefit Realization8. Leverage Investment
KnowledgeLake ConnectFor Capturing Electronic Content
KnowledgeLake CaptureScanning Paper Documents
(Desktop, Departmental and Production Scanners)
Scan
ExportSearch
View
Web-Based CaptureImportIndex
Imaging
KnowledgeLakeC S
Web-Based Indexing SharePoint Server withCapture Server KnowledgeLake Imaging
Users Remote Users
Fax Server
Multi-Function DeviceUsers Remote Users
Professional
Fujitsu Scanner Product Line‐UpProfessionalLine of Business
Production
fi‐6770 $7,995
fi‐5900C $24,995 fi‐6770A $8,995
fi‐6670 $5,995fi‐6670A $6,995
fi‐6800
fi‐6140 $1,995fi‐6240 $2,495
fi‐4340C $4,995
$19,995
fi‐5530C2 $3,995
fi‐5110C $895 ScanSnap fi‐6010N
fi‐6130 $1,195fi‐6230 $1,995
fi 60F $395
fi‐5015C $695
ScanSnap S1500 $495
Decentralized
ScanSnap S1500M $495
p$2,995
2222
fi‐60F $395
ScanSnap S1300 $295Personal
DecentralizedTransactionFront Office
Featured Products
• SharePoint:
– Leverage existing platform vs
• KnowledgeLake:
– Built on Net – Leverage existing platform vs. new
– Easy to implement and use
Single platform for
– Built on .Net
– Improved collaboration (all documents)
• F jits – Single platform for collaboration, communication and content management
• Fujitsu:
– Diversified product offering
– Superior paper handling and image quality
– Market leadership
More Information
• 8 Ways to Ensure ROI with ECM Initiatives in eBook• Platform:
MOSS t i ft / h i t• MOSS at www.microsoft.com/sharepoint• Software:
• KnowledgeLake at www knowledgelake com• KnowledgeLake at www.knowledgelake.com• Scanners (Product Information, Case Studies and
White Papers):– Fujitsu at http://us.fujitsu.com/fcpa– ScanSnap at www.scansnapcommunity.com
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