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Methoda Computers Ltd 2 MethodECMS  MethodECMS is a proactive package that enables the establishment and maintenance of content management system (documents)  Managing all processes in an organized project file  RFP, Choosing tool, Initiation Phase, Analysis phase  Filing, indexing and evaluating an existing systems  MethodECMS serves as a Toolbox for the system administrator

Methoda Computers Ltd 3 MethodECMS  MethodECMS enables quick definition of requirements and product adapting according to the organizational requirements  MethodECMS capabilities:  Import & export of documents  Defining processes  Working with templates  Scanned documents, Indexed document & active documents

Methoda Computers Ltd 4 Content management system - Related Methods/ Kits MethodQMS Package that assist in establishing & maintaining the quality system in the organization Text retrieval kit Retrieve document and text in documents Project file kit Arrange the exist documents in the organization MethodDoc Template, toolbar Organizational Computerized office kit Organization document management, Fax & mail management document management MethodWF Defining WF of documents in the organization System archive kit Archive management

Methoda Computers Ltd 5 Benefits  Creating organizational culture which includes working with unique DB of documents available for unlimited amount of users  Activating WF derived from Update/New documents  Handling Document version  Handling Metadata  Organization Taxonomy (Glossary)

Methoda Computers Ltd 6 ECMS= ? E nterprise C ontent M anagement S ystem Content Management Services Content Management System Data Management System

Methoda Computers Ltd 7 Document management and Archive management in the same area ?  Repeating demand to manage all kind of documents  Working on new documents relying on existing documents, for example:  An insurance company that handles client requests, answering Faxes and letters according to client scanned documents  Municipality that handles citizen requests, receiving a request and answering it according to scanned documents about the Building/area/neighborhood  Reorganizing documents – depends on the implementation phase of the system

Methoda Computers Ltd 8 Optional Software

Methoda Computers Ltd 9 Suppliers  Prospective cooperation with several suppliers during the project:  Software supplier  Scanning and indexing solution supplier (Optional)  Scanner supplier  Scanning and indexing solution suppliers usually work with all existing software  The software suppliers can recommend scanners and scanner suppliers  Furthermore, there is a lot of information on the internet (scanner information)

Methoda Computers Ltd 10 Scanning and indexing  Outsourcing of scanning and indexing service  Locating scanning options:  Inside the organization - by the organization employee  Inside the organization - Outsourcing  Outside the organization - Outsourcing  Different types of scanners according to the requirements’ scanning  Extermination\storage solution, using outsourcing storage solutions

Methoda Computers Ltd 11 Indexing  The scanned and the “active” documents are indexed in the same method  The indexing of the “active” documents is performed continuously  Every computerized file can be indexed  Different fields can be defined for different departments in the organization

Methoda Computers Ltd 12 Information security  Compliance with an existing information security process  The system access protocols will be defined according to the organization procedures  Classified documents will be defined and they will be access limited  Audit trail of each document and the whole system  Documents wouldn’t be deleted, their status would change  Defining permission for each user group in the system

Methoda Computers Ltd 13 Risk Management  Conduct Risk management of the project  The risks and mitigation plans will be integrated into the system  The related risks will be combined in the work plan  Pilot is recommended in order to reduce the level of risk  Project risk document

Methoda Computers Ltd 14 MethodECMS Implementation Plan Activity Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 15 Phase 1 - Writing detailed Initiation document  Kick off meeting with the organization management  Coordination meeting with users representatives from the departments in order to understand the requirements  Writing Initiation document according to methodA (using questions and data collected)  Initiation document approval by the organization management  Input: Initiation document kit, adapted initiation document for ECMS systems  Output: Approved initiation document Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 16 Phase 2 - Writing RFP and sending it to suppliers  Handling RFP according to methodA  Conversion of initiation document to RFP  Preparing PEM documents  Sending the RFP to the suppliers  Input: RFP kit, Detailed initiation document  Output: The RFP document is answered by suppliers Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 17 Phase 3 - Choosing applicable Software  Choosing the applicable software according to the supplier answers in the RFP  Viewing demo of the related systems  Inquiry deployment of the system in other companies  Input: Suppliers response to the RFP, Comparison between suppliers, Related tools Related tools  Output: Software is chosen and the agreement is signed Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 18 Phase 4 - Defining System Fields  Defining indexing fields  Defining Metadata fields, such as: document types, topics, contact person etc  Defining required fields & their format Defining required fields  Input: Initiation document, applicable software  Output: Fields definition Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 19 Phase 5 - Choosing scanning solution (optional)  This step is relevant only when scanning is required  Choosing Location and performers of scanning options:  Inside the organization by organization employee  Inside the organization by specialized company (outsourcing)  Outside the organization by specialized company (outsourcing) Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 20 Phase 5 - Choosing scanning solution (optional)  Choosing the best option according to the parameters list  Choosing specialized company for scanning and indexing (if relevant)  Input: Parameters list, Price list  Output: scanning solution and company (optional) are chosen Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 21 Phase 6 - Choosing applicable Scanner  Defining organizational requirement for the scanner  Choosing scanners for a daily use  Choosing scanners for massive scan (optional)  Input :scanner information  Output: applicable scanner is chosen Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 22 Phase 7 - Defining WF that rely on documents  Defining required WF  Defining the document type and the relevant processes according to the document types  Entering WF  Input: Relevant procedures  Output: Implemented WF Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 23 Phase 8 - Performing Readiness Testing  System testing by users representative  Testing the compliance of the system to the initiation document  Fixing bugs that are found during testing  Users representative approval  Input: off the shelf system compliance to the organization  Output: Pilot approval Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 24 Phase 9 - Performing Pilot  Choosing a department for pilot  User guidance  Incoming documents are handled in the system  Massive documents scanning and handling it in the system  Continuously working with the system  Storage of the scanned documents according to the relevant procedure  Input: System is ready, document storage instruction  Output: Active system Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 25 Phase 10 - Work plan  Lesson learned after the pilot  Decision making according to the Pilot results:  Deployment of the system in other departments  Changing one or more methods  Re-compliance of the system to the organization  Input: Pilot results  Output: Decision making according to the Pilot results Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 26 Phase 11 - System Maintenance  SLA agreement for maintenance and bugs fixing (should be agreed in phase 3)  Defining procedures for handling mistakes and faults  Handling requests for changes and improvements  Super User guidance – permissions to change procedures and fields if necessary  Update system versions Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 27 Phase 12 - Performing Periodic Evaluation  Performing system periodic evaluation each year  In the beginning,the evaluation will be performed frequently; after a successes full deployment in several departments, the frequency can be decreased  Defining measures: Procedure efficiency, Level of use, Time saving  MethodMetrics can be helpful  Periodic evaluation planning and result documentation Periodic evaluation Writing Detailed initiation document Writing RFP and sending it to suppliers Choosing applicable software Defining system fields Choosing scanning solution (Optional) Choosing applicable scanner Defining WF that rely on documents Performing readiness testing Performing Pilot Work plan System maintenance Performing Periodic evaluation

Methoda Computers Ltd 28 In Conclusion  Efficient & simple-to-use system is required in order to handle a large amount of documents in the organization  MethodECMS can save time and money in locating & handling all the organization documentation

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