1. Enterprise Content Management (ECM) Project
RTD Board of Directors
Financial Administration and Audit Committee
July 7, 2015

2. ECM Project Overview What is ECM?
Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.

3. ECM Project Background ECM Assessment
Engaged Ciber to conduct assessment of ECM at RTD
Identify RTD needs for ECM
Establish path forward for RTD
Assessment completed in late 2014

4. ECM Project Background ECM Assessment Results
Identified top four organizational needs for ECM at RTD
Integrated ECM platforms
Organization wide uniform taxonomy
Data classification and naming conventions
Easy and robust search
Single source of “truth”
Recommended ECM path forward
Governance structure
Implementation plan

5. ECM Project Background ECM Project Benefits
Reduced long-term costs of data management
Reduced duplication of stored information
Reduced duplication of effort to create information
Reduced IT support requirements
Improved ability to respond to constituent requests
Improved ability to comply with legal and regulatory mandates
CORA information requests
Records required by PUC, FTA, FRA, SEC, and others
Access restrictions for privacy and security concerns
Records retention
Improved strategic usage and value of RTD information for decision making

6. ECM Project Background Financial Considerations
Gartner estimates ECM can reduce overall document-related costs by 40%
searching for nonexistent information
failing to find existing information
recreating information that can't be found
AIIM found that companies spend
$20 in labor to file a document
$120 in labor to find a misfiled document
$220 in labor to reproduce a lost document
These are hidden costs
Reduce productivity and effectiveness of existing staff

7. ECM Project Scope Establish governance structure
Conduct detailed inventory of current documents, policies and procedures, and taxonomy
Define desired future state of ECM at RTD

8. ECM Project Scope Develop alternatives for ECM path forward
Evaluate alternatives for technical path forward
Develop budget and schedule for each alternative
Present recommendation for path forward
Procure required elements of selected alternative
RFP process with Board approval of resulting contracts
Board approval of funding in the Strategic Budget Plan
Appropriations in annual budget
Implement selected alternative

9. ECM Project Scope Owners Representative
Guide and support ECM implementation
Expertise in ECM systems and implementation
Policies and procedures
Taxonomy and metadata structure
Functional and technical requirements and capabilities
Assistance with systems procurement
Change management
Oversight of implementation
Contract monitoring
Independent verification and validation

10. ECM Project Cost $0.8M included in the 2015 Amended Budget
Additional request of $12.9M in the SBP
Funding estimate based on a purchased solution hosted and maintained at RTD
$10.3M through 2018 for initial implementation
$2.6M from for ongoing maintenance
Total cost and timing of expenditures would change if a different alternative were selected

11. ECM Project Schedule Selection of owners representative September 2015
Milestone
Completion
Selection of owners representative
September 2015
Current state inventories
February 2016
Selection of path forward
July 2016
Procurement
December 2016
Full implementation
December 2018

12. Questions?