1. Project Team kick-off meeting
DGS/OSP Imaging & EDMS 2016
Project Team kick-off meeting
June 1st, :30 – 4:30
707 3rd street, west Sacramento, ca , 8th floor

2. Kick-off Meeting Agenda
Introductions
Project Scope
Project Goals
Work Plan Development
SME Interviews
Facility Visits
Scheduling
Recap, Questions & Answers
Resources

3. Introductions Attendee Introductions
David Covey, Project Manager, SyTech Solutions
Jonathan Pritt, Project Administrator, SyTech Solutions
Sam Velasquez, Technical Lead, SyTech Solutions
Gayle Aguilar, Technical Writer, SyTech Solutions
Identification of Key DGS-OSP Personnel
Contact Information Form

4. Project Scope Batch workflow Customer On-Boarding Document Assessments
Schema Development
File Transport & On-Boarding
Project Configuration (software)
Document Preparation
Scanning
Indexing & Verification
Quality Control
Deployment to Repository
Customer Acceptance
Document Storage/Disposition
End-User Training
Billing & Reporting
Customer Support

5. Project Scope
Account Management, Warehouse Services, Information Technology, Production
Customer On-Boarding
Document Assessments
Schema Development
File Transport & On-Boarding
Project Configuration (software)
Document Preparation
Scanning
Indexing & Verification
Quality Control
Deployment to Repository
Customer Acceptance
Document Storage/Disposition
End-User Training
Billing & Reporting
Customer Support

6. Project Goals
Development & Adoption of Best Practices for Imaging and Document Management
Procurement and Implementation of a common repository for documents, content and related workflows
Enhance records retention practices
Provide real time access to content
Reduce space requirements
Augment disaster recovery efforts on a state-wide basis
Modernize the way OSP performs its statutory duties

7. Project Goals Best Practices for Imaging and Document Management
Performing Accurate Records Assessments
Understanding Customers’ Document Management Needs
Developing Useful Document Schemas
Managing Large Scale Document Imaging Operations
Multi-Format Imaging Workflow
Making Use of Existing Data for Indexing and Verification
Managing Customer Expectations (Cost-Benefit Analysis)

8. Project Goals
Procurement and Implementation of Common Repository (EDMS)
Secure Platform for Document Access (HIPAA, HITECH, FERPA, etc)
Access Management with Audit Capabilities
Compliance with Trusted System Requirements
Multi-Tenant Support
Flexible Schema Support
Workflow Functionality

9. Project Goals Enhance Record Retention Policies
Identification of Document Types
Assigning Adopted Retention Policies to Document Types
Tracking End of Life Dates
Disposition Types (Delete vs. Purge)
Reporting Requirements

10. Project Goals Provide Real-Time Access to Documents
Leverage Cloud Technology to Provide On-Demand Access to Documents
Hybrid Document Management Services (Scan-On-Demand) Opportunities

11. Project Goals Reduce Space Requirements
Augment Existing Inventory Systems as Needed
Add Access Logging Functionality to Fulfill Security Requirements
Application of Record Retention Policies to Identify Expired Records
Document Disposition Policy Developed for Expired Records
Reporting System for Notifying Customers of Record Status
Tiered Storage for Improved Access

12. Project Goals Augment Disaster Recovery Efforts Statewide
Utilize Geo-Redundant Read-Only Storage
Store Multiple Copies as Required by Trusted System
Develop a Highly Available, Durable Service

13. Project Goals Modernize the way OSP Performs its Statutory Duties
Utilize Notifications and URIs to Keep Customers Informed
Consume Usage Data to Make Better Decisions for OSP and Customers
Shrink Request Times and Lower OSP Cost of Providing Services
Improve Usage Rates by Offering a More Connected Solution
Help Customers Leverage their Enterprise Data

14. Work Plan Development Phase 1 Goal SME Interviews Facility Visits
Scheduling
Draft Plan Due September 2nd, 2016
Final Plan Due September 22nd, 2016

15. Team Communication Efficient Communication and Project Tracking
Project Dashboards - Asana
Task Tracking + Comments
Resource Tracking

16. Phase 1 Scheduling Key Dates - Based on RFP Timelines
6/1/2016 Kick-off Meeting
6/6/2016 – 6/24/2016 SME Interviews
6/6/2016 – 6/24/2016 Facility Visits
6/6/2016 – 8/19/2016 Twice-Monthly Meetings & Status Reports
9/2/2016 Draft Work Plan Due
9/22/2016 Final Work Plan Due

17. Recap – Questions? What’s the Next Step Next Steps Questions?
Toni Holland & David Covey will coordinate to finalize schedule
SME Interviews
Facility Visits
Draft Work Plan Developed
Questions?

18. Resources http://sytechsolutions.com/dgs-osp-imaging-edms/
Updated project resources, dashboards, and contact information can be found at the following url: