John EarnshawSenior Sales ConsultantDiagonal Solutions Ltd

Making the Business Case for an EDRMS

Selecting an EDRMS

EDRMS in Higher Education

Diagonal Team John Earnshaw – Senior Sales

Consultant/Account Manager – Education Sector

Who are Diagonal Solutions?Diagonal Solutions Overview

Established 1968

75 Staff

Records Management since 1986

Wholly owned subsidiary of Morse plc - £430 Million Turnover

Microsoft Information Worker and Integrated E-Business Gold Partner

Integration and Information Management Specialisation Documents/Records Management (National Archive 2002 Approved) Intranet/Collaboration Business Process Integration/Workflow Content Management Online Forms Knowledge Management/Searching Enterprise Applications Integration/XML Enablement – BizTalk Server 2004 B2b e-Commerce Development

Partnership business model – not an outsourcing approach

Morse FYE June 2005

T/O £430m PBT £11m Cash reserve £36.3

Parental guarantee 1,800 employees Acquisition of Diagonal in August 2004

Business Management

Own Software

Business Consulting

Technology & Integration

Wakefield MDC - CMSPerth and Kinross Council - CMSWest Yorkshire PTE/PTA - CMSPeterborough City Council - CMSNottingham County Council - EDRMSBirmingham City Council - EDRMSSouth Gloucestershire Council - CMSCopeland Borough Council - CMSLondon Borough of Sutton - CMSCumbria County Council - CMSBarrow in Furness Borough Council - CMSCarlisle City Council - CMSEden District Council - CMSNorth Tyneside District Council - CMSSouth Holland District Council - ECMSRochford District Council – CMSEducation Leeds – FOI Case TrackingQueen Margaret's University Portal – CollaborationUniversity of Teesside – Learning PortalTraining & Development Agency – EDRMS/CollaborationHealth Development Agency - EDRMSUniversity of Huddersfield – EDRMS/CollaborationNottinghamshire Constabulary – FOI Case TrackingUniversity of Wales Institute Cardiff – Collaboration/CMS

Leicestershire County Council – EDRMS Norfolk Constabulary – ECMSEastleigh Borough Council - CMSTest Valley Borough Council – ECMSSouth Lakeland District Council – CMSChester City Council – CMSCrewe & Nantwich Borough Council - CMSInland Revenue – ERMSMOD – ERMSHM Treasury – ERMSODPM – ERMSStates of Jersey Government – CMSCompetition Commission – EDRMSNICE – EDRMSNational Savings and Investments – EDRMSShropshire Fire & Rescue – FOI Case TrackingDTI – ERMSGCHQ – ERMSHM Prison Service – EDRMSThe Coal Authority - EDRMSAtlantic Housing – EDRMSSaxon Weald Housing – EDRMSScottish Executive – ERMSBlackburn with Darwin MBC - EDRMS

Public Sector Customers

Enterprise Content Management?

ASPIRE • DELIVER • BENEFIT

Physicalassets

Records

Images

Email

Instantmessaging

PaperDocuments

WWW

Diagonal’s Business

Diagonal’s Business

EDRMS in Higher Education There is a basic requirement for good records

management Searching for Content Sound life cycle management Saving of space

Freedom of Information Institutional Repository

Corporate Research

EDRMS in Higher Education Fundamental to Enterprise Content

Management and IIM Open Archives Research Assessment Exercise E-Portfolio

Records Management

Every folder has properties that define:Retention periodReview actionDisposal actionSecurity access

File plan folders can store electronic files and/or paper markers

Freedom of Information

Freedom of Information

Institutional Repository Corporate

Corporate file plan Structured Business driven

Research Research based file plan

Relatively unstructured

Enterprise Content Management EDRMS provides the basis to store and manage

enterprise content Integration with Collaborative environment

Microsoft SharePoint Corporate workflows driven within collaboration

and managed within EDRMS Publication of content to a web environment

Intranet Public Web

Open Archives EDRMS allows for both provider and requestor

within Open Archives Potential second EDRMS installation for provision of published

data – no extra license cost Potential to provide requestor software within Microsoft

SharePoint Portal Server EDRMS acts as the corporate repository

Accept and service requests in accordance with OA Metadata Protocol Use of Wisdom API & Web Services

Research Assessment Exercise RAE 2008

Use of Institutional Repositories – IRRA RAE Software for Institutional Repositories (L. Carr & J MacColl)

Type A - Repositories that act as comprehensive research publication repositories (accommodating metadata-only and metadata + full text items)

Type B - Repositories which act as open access research publication repositories holding metadata + full text items only

Research Assessment Exercise Type A - In trials at the University of Southampton,

where the use of a repository is accepted, this has radically reduced the effort required by (and complaints from) the researchers and lecturers.

Type B - IRRA will provide a web application which will interface with the open access institutional repository, but will permit the loading of records both directly and by import from other systems (such as a separate publications repository).

E - Portfolio

E - Portfolio Recommendations from feasibility study on how to

provide integrated e-portfolios by 2007. Action

Provide a personalised online learning space for every learner that can encompass a personal portfolio.

Action Encourage strategic development of a collaborative approach to learner

progression.

Higher education sector priority actions Many of the above actions are included at system-level in earlier

chapters, for example in relation to personalised support through development of e-portfolios.

So why is there so little uptake in HE?

Business case Is there a ROI? Pilot areas

Culture change Devolved budgets and responsibilities Spending priorities – is it student centric? Sponsorship Fairly low impact of FOI in HE.

Business Case & ROI How do I prove an ROI for EDRMS? What tools are available? Are there any metrics I can use?

Business Case & ROI Recent studies by IDC, AIIM and Reuters have found

that; Knowledge workers spend on average between 15%-35% of their time

searching for information 90% of the time that knowledge workers spend in creating new

reports/documents is spent in recreating information that already exists “Knowledge work deficit” costs on average £3,500 per worker per year

The business benefits arising from implementation of an EDRMS are classified into Improved efficiency Qualitative business improvements and Compliance benefits.

Business Case & ROI

Business Case & ROI

Discounted Cash Flow Modelling

Discounted Cash Flow Modelling

Diagonal’s own EDRMS solution with a heritage back to 1986 TNA 2002 Approved (previously 1999 approved) Browser Based Interface (CSS) Fully Microsoft Integrated – SharePoint (WSS & SPS)/Office WebDav –

“File Save As” Seamless Integration with SharePoint Portal Server 2003 Seamless Integration with Wisdom Workflow Integration with InfoPath Forms Integration with MCMS 2002

Extensive Paper Legacy Management- Barcode/Scanning/OCR Email Management – Any SMTP Mail eGIF/XML/Web Services/.NET/SOAP eGMF/eGMS – LGCL/GCL/LGCS/Dublin Core - IPSV ISO15489/PD0008/PD0018 FOI, DPA & EIR Web Forms Integration

Wisdom EDRMS

• Enterprise Class Workflow• Improved process efficiencies and cost savings• Seamlessly Integrated with Wisdom EDRMS• SharePoint & BizTalk Accelerators• Many pre-built workflows for Public Sector Process,

including: - eSCR, Housing, Planning, FOI, Transport, Highways etc

• Business Process modelling• Define legislative/compliance processes, FOI, Sarbanes

Oxley, Basel 2, FSA, Companies Act• Monitor deadlines, workloads, targets, prioritise, access to

information….

Wisdom Workflow

Document Level Security Searching of all Information, including Paper Records,

held in Wisdom Enforced capture of information, metadata etc Finalisation of Documents which are declared “Records” Lifecycle management – Declare, Retain, Review and

Destroy Seamless Integration – Wisdom Web Part/MS Office Enterprise Level Workflow Compliance with Legislation, FOI/DPA etc

Benefits of SharePoint & Wisdom

Integration Capabilities SharePoint Portal Server 2003 Microsoft Content Management Server Orchard’s ArcHouse SWIFT SITS MS Office

Wisdom Web Part within SharePoint, which is

displaying Records and which has underlying

workflow

SharePoint & Wisdom

Personal Portfolio (My Site)Navigation fully Navigation fully integrated into SPS integrated into SPS

navigationnavigation

Personal tasksPersonal tasks

Personal essaysPersonal essays

Add Evidence

Link evidence to essay. All Link evidence to essay. All documents in My Site are directly documents in My Site are directly

availableavailable

Other Wisdom/SPS Projects

SPS 2003 & MCMS 2002 for Collaborative

Intranet/Document & Content Management

MCMS 2002/SPS 2003 Distance and Life Long Learning

Wisdom Documents & Records Management

SPS 2003 & MCMS 2002 for Collaborative

Intranet/Document as part of managed learning

environment & Content Managed Website

Shropshire Fire & Rescue Service

Enterprise Content Management –

CMS/EDRMS/Workflow and Portal Development

Collaborative Intranet and FOI Case Tracking

Delivering Learning Gateway based on SPS 2003 which will be accessed by all

schools in Durham. Development of WSS for Education Department and Implementing Collaborative Intranet

across the whole council

Collaborative Intranet/Knowledge Portal and FOI Case

Tracking

Collaborative Intranet/Knowledge Portal and FOI Case

Tracking

EDRMS and SPS 2003 Intranet

Microsoft Learning Gateway for Higher Education

LaunchedJune 2005

Diagonal one of only 3 initial partners

Integration with VLE

Full Integrated Information Management capability SharePoint, Records Management (Wisdom), MCMS 2002, Workflow, InfoPath, BizTalk

Server 2004, Live Communication Server Extensive track record in Public Sector Business Solutions for Public Sector – Local Government, Education,

eSCR, Housing Working with Microsoft developing Microsoft Learning Gateway Microsoft Gold Partner – Information Worker & Integrated e-Business Heritage in Records Management since 1986 Tried and Trusted Modular Business Service approach Prince 2 Methodology Referencability Cost Effective – Business Area or Site Licence Bundle/EA Increasing levels of back office integration Increasing levels of pre-built workflow

In Summary

A one-day event for Higher Education10th May 2006

The Conference Centre, Lancaster University

Selecting an Electronic Records Management System