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Viktoria Kalke Mercon Benefit Services DON’T AGONIZE. ORGANIZE. LAWRENCE R. KENNEDY.

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Presentation on theme: "Viktoria Kalke Mercon Benefit Services DON’T AGONIZE. ORGANIZE. LAWRENCE R. KENNEDY."— Presentation transcript:

1 Viktoria Kalke Mercon Benefit Services DON’T AGONIZE. ORGANIZE. LAWRENCE R. KENNEDY

2 DMS?  Digital Media System  Defense Message System  Demobilization Station  Doc Mar·tens a type of heavy lace-up boot or shoe with an air- cushioned sole  Dirty Money Syndicate  Document Management System

3 Agenda  About our organization  Why did we initiate a document management project?  Our choice in document management system (DMS)  Our accomplishments with the implementation of DMS  Our challenges in the implementation of DMS  Future enhancements to our processes

4 About our organization  Merit Contractors Association  Alberta-based for non-union construction industry employers  2,000 member companies; 50,000 employees currently in benefits  Primary purpose  Core businesses – service priorities

5 About our organization (Merit) (cont.)

6 About our organization (cont.)  Mercon Benefit Services  Third-party benefit administrator  Call-center environment

7 Why did we initiate a document management project?  Business continuity  Snow days Albertan’s snowdays Puerto Morelos, Mexico

8 Why did we initiate a document management project? (cont.)  Business continuity (cont.)  Snow days in Alberta Edmonton, Canada

9 Why did we initiate a document management project? (cont.)  Business continuity (cont.)  Epidemic

10 Why did we initiate a document management project? (cont.)  Business continuity (cont.)  Epidemic (cont.)  H1N1 - in Canada, roughly 10% of the populace (or 3.5 million) was infected with the virus, with 428 confirmed deaths (as of 20 February 2010). (Wikipedia)

11 Why did we initiate a document management project? (cont.)  Business recovery  Train derailment

12 Why did we initiate a document management project? (cont.)  Business recovery (cont.)  Flooding

13 Why did we initiate a document management project? (cont.)  Reducing operations cost  Reducing re-work  Reducing purchase of paper, filing peripherals, toner  Ability to support company growth  Eliminated 3 rd party storage provider, no additional storage required

14 Why did we initiate a document management project? (cont.)  Becoming a leader in the industry  Providing quality customer service Adopting to the changes in the industry Adopting to the change in the methods of communication

15 Why did we initiate a document management project? (cont.)  Becoming a leader in the industry (cont.) Helping our people do their jobs Increase productivity and efficiency Increase accuracy Enforce document control Reusability of the tools Reduce delays in data transmission

16 Our choice in DMS  Options reviewed:  Microsoft SharePoint  Xerox DocuShare  SENTRYFILE

17 Our choice in DMS (cont.)  Why DocuShare:  Easy maintenance  One-person system administrations  Web-based and client solution  Secure access to archived information  Allows rapid search and filtering of information  Short-time for training  User-friendly site maneuverability  Ability to integrate with internal systems  Uncomplicated installation

18 Our accomplishments with the implementation of DMS with DocuShare  Scanned all internal and external documents  Employee documentation 11,000 files 13GB Enrollment cards Retiree and optional benefits applications Printed s and letters Disability claims files

19 Our accomplishments with the implementation of DMS with DocuShare (cont.)  Scanned all internal and external documents (cont.)  Division documents 57,000 files (43 GB) Applications and changes to the applications Communications Printed s and faxes Letters/forms/payment methods Remittances

20 Our accomplishments with the implementation of DMS with DocuShare (cont.)  Scanned all internal and external documents (cont.)  Administration manuals  Benefit booklets  Orientation and training material Total documents scanned 300,000 files 100GB of data

21 Our accomplishments with the implementation of DMS with DocuShare (cont.)  Trained staff to access and maintain files stored in DocuShare  Use DocuShare Calendar for communicating time- sensitive tasks  Implement direct link to DocuShare from internal systems  Initiated on-line distribution of packages to the Board of Directors and Board of Trustees

22 Our challenges in the implementation of DMS  Defining the new processes  Scanning issues  Employee buy-in

23 Future enhancements to our processes  Implement external access to archived documents for Mercon employees  Implement external access to new and past packages for Board of Trustees and Board of Directors meetings  Setup escalation processes for the time-sensitive documents  Setup procedures with the Accounting team  daily file sharing (invoices, expense reports)  query resolution on transmitted files (cheques, logs, balancing sheets)  Setup procedures with the Communications team to facilitate documents for corporate media  Streamline office data-flow

24 Re-cap  One-source of information  Easy, integrated access to information  Document and version control  Intuitive and user-friendly sites

25 Q&A Huatulco, Mexico


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