PROJECT: ENTERPRISE CONTENT MANAGEMENT (ECM) IMPLEMENTATION (CMP 2)
Project Manager TBD
EXPECTED RESULT
IX.2 An agile and smooth functioning Secretariat with a well managed and appropriately skilled workforce which is effectively delivering results
OBJECTIVES, SCOPE AND APPROACH- BACKGROUND
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The project is to introduce a central enterprise repository to store documents. This will enable users to work together (collaborate) on document creation, to search and access information more easily, and will allow documents to be linked to transactions in the ERP system.
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During the planning phase of the implementation of the ECM project, changes to the approach and scope were proposed whilst maintaining the original objectives. These changes to approach and scope serve to further increase the probability of successful delivery of both the organizational changes and technical implementation elements of ECM. The revised approach is based upon a phased implementation with a number of ‘early wins’ (detailed below), where business benefits will be realized by specific business sectors, through the automation of a number of their document- centric processes, prior to the corporate level deployment of ECM.
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The objectives of the ECM project are:
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The implementation of an organizational wide system for the storage, retrieval and management of WIPO documents, records and archives (the ECM application);
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The implementation of process-specific configurations of the ECM Processes within the ECM Application to support content rich business processes. These processes may be sector specific or organizational wide;
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Integration where required, with the sub components of the ERP, to allow the linkage of supporting content (held in ECM) to transactional records (held in ERP) where the business processes implemented in ERP require;
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The ECM application and supporting infrastructure will be hosted and managed in a manner to meet the service availability and security objectives of such a system based upon its business criticality;
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The implementation of the records and archives components of the ECM application and supporting processes will be compliant with the WIPO Records Management and Archiving Policy (OI 15/2013);
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End users will be trained in the use of the system, as well as the processes and procedures to ensure ongoing operational compliance with WIPO OI 15/2013 (ECM processes);
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The system will implement sufficient security controls to maintain compliance with the WIPO Security policies;
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The ECM Application design, license procurement, implementation, base configuration, individual ‘early win’ project specific configurations, full organizational wide base ECM capability, user training and transition top live operation will be delivered within the budget allocated to the project under the Capital Master Plan (see WO/PBC/21/18, July 31,2013).
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The project will be broken down into a number of phases /sub -projects, each delivering a set of business benefits to one or more business areas. Each sub-project will include:
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business analysis required to specify the business process which the ECM solution will support;
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the identification and documentation of the interfaces to existing systems, including the ERP system where required;
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the design of the ECM configuration based upon the business process;
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the implementation of the ECM system configuration to support the business process;
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the system testing and user acceptance testing of the ECM system configuration to support the business process; and
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the training for the end-users on the business process specific ECM configuration.
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The currently identified sub-projects are:
Corporate Records and Archives - a sub-project to increase the functionality of the Records and Archive service, including the enhancement / replacement of their document scanning processes, as well as the implementation of an incoming mail scanning and tracking process (scan and workflow), and the implementation of section level archiving based upon the WIPO records management policy (records & archive management).
Vendor & Contract Management System - an ‘early win sub-project’ to implement a solution/processes to manage contract information, allowing for creation of contract documents (document management), the storage of documents related to a contract (case management), the reporting and alerting of events during the contract lifecycle (workflow and case management), and the searching against the contracts (search).
ODG Incoming Mail - the scanning and document workflow of Incoming Mail for the Office of the Director General, with the links to the resulting response, with monitoring of progress to ensure that the response is completed and sent within the appropriate time frames.
Mission Reports - the management of the creation of mission reports (document management), the processes of review and publication of the mission report (work flow), and the searching of previous mission reports (search) based upon categorization (locations, personnel, topic and organizations visited).
Human Resources (Staff eFile )- the creation of secure HR folders (cases) for each employee, to contain the electronic documents and records for that employee, with the inclusion of electronic scans of the existing paper records (imaging & scanning). HRMD staff will have the ability to search across the eFiles to identify and retrieve any required files (search).
Translation request - the automation of a document based workflow with tracking and reporting, for the allocation of documents to be translated by the Languages Division.
Organizational wide ECM Capability - the integration of ECM into the standard WIPO Corporate Desktop so allowing all WIPO users to perform Document Management (storage, categorization, search & retrieval, and version control) on user, unit and organizational created content. The content will include user desktop created content such as word processing files (e.g. Microsoft Word and PDF documents), Spreadsheets (e.g. Microsoft Excel), presentations (e.g. Microsoft PowerPoint), diagrams (e.g. Microsoft visio), project plans (e.g. Microsoft Project) emails.
OVERVIEW OF PROGRESS IN 2014 (KEY MILESTONES)
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In 2014, a study was undertaken by an external consultant to: (i) validate the project approach to be aligned with best practices; (ii) capture comprehensive business requirements through Organizational stakeholder engagement; (iii) prioritize “early wins” following discussions with stakeholders; and (iv) recommend a technology solution. The study was completed at the end of 2014, and the findings will be reviewed and considered in 2105, with an anticipated start date of project implementation in 2016.
BENEFITS REALIZATION
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The benefits for the initial phases of the ECM Project will be realized on a sector-by-sector basis through the implementation of particular ECM configurations to support knowledge-centric business processes.
Expected Benefits 2016
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Expected Benefits 2017
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Following the operational deployment of the Contract & vendor management ECM system configuration:
The Procurement Section will have a single searchable source of information relating to ongoing and concluded procurement tenders, this will result in:
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The reduction in the time taken to identify and retrieve current information;
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The reduction in error and re-work through ensuring that the latest version of each document can be clearly identified, so reducing errors and re-work.
The Procurement Section will have a single dashboard showing the progress of active tenders as well as information of when existing contracts will need to be re-tendered, this will result in:
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Greater staff utilization of productive task through better forward planning of procurement activities.
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Following the operational deployment of the electronic HR staff record ECM system configuration:
The HR Management Department will have a single repository for the storage of documents relating to staff, covering both historical documents, which will be scanned, as well the capture of newly created documents. This will result in:
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The continued capture, management and preservation of key HR files and delated documents. The single repository of information will reduce the time and HR staff effort required to identify and extract relevant documents in support of key organizational processes;
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The latest version of each HR document relating to WIPO staff will be clearly identifiable so reducing the time and effort required in identifying the latest version of documents, and reducing the level of re-work.
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Following operational deployment of the eCourier ECM system configuration:
The OGD and the Senior Management Team will have a single system for the distribution and tracking of the creation of responses to external correspondences, this will result in:
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The time taken to complete responses to external correspondence will be reduced as the correspondences and responses will not need to be physically distributed around the WIPO campus, so assisting in the achievement of the response time objectives;
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The status and progress of each response to an external correspondence will be known via a management dashboard, so reducing the staff effort required in tracking the status of responses to ensure compliance with objectives, this will release administrative staff to focus on other activities.
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Following the operational deployment of the Translation workflow and status ECM configuration:
The creation of Document translation work flow and status tracking system for the Language Division will result in:
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a reduction in the staff effort required to report on the status of the translation requests, as the system will produce automated reporting;
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the ability to ensure the translation service levels are achieved through active monitoring and reporting of the status of each translation request.
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Following the operation deployment of the Mission Reports ECM system configuration:
The contents of Mission reports, as well as information relating to planned missions will be searchable across the organization. This will result in:
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The number of missions could be reduced if overlapping trips and agenda items are identified, so reducing costs;
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Missions will become more productive as the WIPO staff will have access to greater amounts of information relating to previous missions to a particular country or organization, and be able be prepared to respond to outstanding questions which may have been asked at a previous mission.
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Following the operational deployment of the Organizational wide ECM configuration:
The implementation of Enterprise Content Management to the wider WIPO organization when in support of the knowledge sharing and information management culture changes within WIPO, in addition to the ‘early win’ sub-project will result in:
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The ability to search across the complete WIPO knowledge base, reducing the amount of duplicate knowledge creation and recording through information sharing;
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The ability to expand the compliance with the Records and Archives policy to a wider number of business units;
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An ability to reduce the ongoing cost for physical archiving of documents as these documents become electronic;
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An ability to reduce the cost of electronic storage of documents, as the ability to search across the complete Organizational knowledge base should reduce the level of rework and duplication of the recording of knowledge.
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RESOURCE UTILIZATION
Project Budget Utilization
(In Swiss francs, as at December 31, 2014)
Project Name
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Project Budget
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Actual Expenditure to Date
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Actual Budget Utilization
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Implementation Progress Rate of the Project
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ECM Implementation Project
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2,068,000
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35,170
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1.7%
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PROJECT TIMELINE BY MILESTONE
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2014
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2015
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2016
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2017
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Key Milestone
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Q1
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Q2
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Q3
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Q4
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Q1
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Q2
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Q3
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Q4
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Q1
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Q2
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Q3
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Q4
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Q1
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Q2
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Q3
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Q4
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Study
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X
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ECM Technology selected
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X
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Implementation partner tender completed
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X
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Base ECM Configuration accepted
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X
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Records & Archives configuration accepted
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X
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Vendor & Contract management ECM configuration operational
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X
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OGD Incoming Mail ECM configuration operational
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X
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Mission Reports ECM configuration operational
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X
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HR Staff eFile ECM configuration operational
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X
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Translation workflow and status tracking ECM configuration operational
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X
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Organizational wide ECM Capability configuration operational
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X
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BUILDINGS-RELATED PROJECTS
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