“8 Ways to Ensure ROI With “8 Ways to Ensure ROI With ECM Initiatives”ECM Initiatives”

Pamela Doyle, DirectorPamela Doyle, DirectorFujitsu Computer Products of AmericaFujitsu Computer Products of America

Chair, The TWAIN Working GroupChair, The TWAIN Working Group

Business Drivers

• Cost ReductionCost Reduction

• Compliance

• Customer Service

• Collaboration

ECM Strategies & Technologies

• Rapid and simultaneous accessRapid and simultaneous access

• Accelerated business processes

• Improved team productivity

• Better decision making

The SharePoint® Evolution

• In 2000, birth of team collaboration and department portalsdepartment portals

• Broad adoption

• Established platform for high impact p g pcollaboration

• In 2007, evolved to an information t l tfmanagement platform

User Interface

Microsoft Office

Web browsers

3rd party apps

ECM Components

Policy  Web Content  Forms Mailbox 

pp

Exchange 2007

Records Document Management Management ManagementManagement

Unified Services

Workflow Metadata Policies Library Services

Transport Services

Rules Policies

ManagementManagement

Unified Storage Architecture

Workflow

Search

Metadata

Security

Policies

IRM

Library Services

Collaboration

Rules

Search

Policies

Security

SMTPSOAP

SharePoint® is ECM

• Single platform for collaboration, communication and content managementcommunication and content management

• Beyond the portal, SharePoint® became ECM

• ECM is technology and strategy for managing gy gy g gall content (electronic, web, and paper‐based)

Paper Remains Pervasive

• Most organizations buried in paper

R l f• Rely on paper for:

• Historical reference

• DiscoveryDiscovery

• Proof of business activities

• Legal complianceg p

• Mission‐critical business processes initiated by paper (job application, PO, invoice)

7

Volume and Cost of Paper

• Volume:

• The number of pages • Cost:

• $25,000 to fill a 4 drawer p gconsumed in the U.S. is going up at a rate of 20% per yr. (Environmental Paper Network)

$ ,filing cabinet, $2,000 to maintain (futurelawoffice.com)

• Average document is • 768 million trees to produce

world’s annual paper supply (conservatree.com)

• 1 tree = 8 333 sheets

gphotocopied 9X (Gartner)

• Print  cost = $18.00 per 1K

• 7 minutes to fax a 3 page• 1 tree = 8,333 sheets

• Average office worker prints10,000 per year (Xerox)

• 45% thrown out within 24

7 minutes to fax a 3 page document (Davidson Consulting)

• $8 ‐ $15 to send a packet via courier service• 45% thrown out within 24 

hrs. (Xerox)

courier service

• Cost of office occupancy in Atlanta ‐$21.29 city/$24.05 suburbs (Global MarketView

8

suburbs (Global MarketView‘2009) 

Capture

• Given volume and cost, capture is critical role in ECM strategyin ECM strategy

• Investment in capture is strategic to leveraging investment in SharePoint®

• Pairing capture and collaboration

• Access to all information

• Maximize use of corporate data

• Execute more accurately, consistently and productivelyproductively

9

MOEITS

• Company Overview:• IT Services Branch for the Midwest Operating

E i L l 150Engineers - Local 150• One of nations largest labor unions• Chicago based (Iowa, Illinois and Indiana)• 24,000 members

• Numerous business units:• PharmacyPharmacy• Legal• Claims

C dit U i• Credit Union• Pension• Accounting• Contracts

MOEITS• Key Issues:

• Geographically dispersed• Geographically dispersed• Silos of information• Inability communicate (collaborate)• Costs• Costs

• Paper everywhere• Losing hundreds of thousands, if not millions,

on inefficient paper-based processeson inefficient paper based processes• Employee time searching for information

($31.25 per hour)• Office space ($18 - $20 per sq. ft.)Office space ($18 $20 per sq. ft.)• Office site storage ($9,000 per mo.)

• Compliance (HIPAA, GLB/SOX, Taft Hartley)

MOEITS• Objectives:

R d li• Reduce reliance on paper• Address diversified compliance concerns• Streamline business processes• Ensure business continuity• Enable communication and collaboration• Leverage existing investmentLeverage existing investment• SPOA• Ease of Use

MOEITS• Thorough research and analysis• Solution:

• SharePointMi ft h• Microsoft shop

• Portal• Seamless integrationSeamless integration• Granular security

• KnowledgeLake Imagingg g g• Fujitsu Scanners

MOEITS

• Phase 1 – Legal • Paper intensive• Consuming office space• 200 banker boxes in basement• Difficult to find information for discoveryDifficult to find information for discovery• Document capture and barcode• Fujitsu fi-6130, 6140 and 6010 scanners• Metadata facilitates search and integration

with MATTERS database• Once scanned most shreddedOnce scanned, most shredded

MOEITS

• Phase 2 – Political Action Committee Fund• Not always volume but flow of paper• Form authorizes contractor to collect .05

cents per hour for PAC (lobbying funds)• Deficient process resulted in contractors p

not getting form – not collecting .05 cents• Huge financial loss

Sh P i t f W kfl• SharePoint for Workflow

MOEITS

• Phase 3 – Contracts• Another example of process automation• Signed contract took 34 days and 14 steps

to get approved including:• 2 trips to FAXp• Multiple shuttles through interoffice• 1-2 pages grew to 111 pages

• Now, signed contract scanned at point of origin

• Routed electronicallyy• 34 days to 20 minutes

MOEITS Update

• Ron Borden, Executive Director of IT ,

MOEITS

• Benefits:• Achieved payback projection of 5 months• Hard dollar savings:g

• Reduced on premise and offsite storage• Recovered $6 – 800,000 (PAC)• Reduced grievance process from 4 5 hrs• Reduced grievance process from 4.5 hrs.

to 10 minutes• Eliminated traditional paper costs (mail,

fax courier)fax, courier)• Soft dollar savings:

• Reduced time to find documents• File sharing and collaboration• Business continuity• Significant process improvementsg p p

• Projecting $1 Million over 3 years

What MOEITS Did Right(8 W t E ROI)(8 Ways to Ensure ROI)

1 B i A t1. Business Assessment2. Technology Assessment3. Expert Advice4. Careful Vendor Analysis4. Careful Vendor Analysis5. Demand Proof of Handling

What MOEITS Did Right(8 W t E ROI)(8 Ways to Ensure ROI)

6 Ph d A h6. Phased Approach7. Benefit Realization8. Leverage Investment

Print

KnowledgeLake ConnectFor Capturing Electronic Content

KnowledgeLake CaptureScanning Paper Documents

(Desktop, Departmental and Production Scanners)

Scan

ExportSearch

View

Web-Based CaptureImportIndex

Imaging

KnowledgeLakeC S

Web-Based Indexing SharePoint Server withCapture Server KnowledgeLake Imaging

Users Remote Users

Fax Server

Multi-Function DeviceUsers Remote Users

Professional

Fujitsu Scanner Product Line‐UpProfessionalLine of Business

Production

fi‐6770    $7,995

fi‐5900C  $24,995 fi‐6770A $8,995

fi‐6670    $5,995fi‐6670A $6,995

fi‐6800  

fi‐6140 $1,995fi‐6240 $2,495 

fi‐4340C $4,995 

$19,995 

fi‐5530C2 $3,995 

fi‐5110C  $895 ScanSnap fi‐6010N

fi‐6130  $1,195fi‐6230  $1,995

fi 60F $395

fi‐5015C $695

ScanSnap S1500 $495

Decentralized

ScanSnap S1500M $495

p$2,995 

2222

fi‐60F $395 

ScanSnap S1300 $295Personal

DecentralizedTransactionFront Office

Featured Products

• SharePoint:

– Leverage existing platform vs

• KnowledgeLake:

– Built on Net – Leverage existing platform vs. new

– Easy to implement and use

Single platform for

– Built on .Net

– Improved collaboration (all documents)

• F jits – Single platform for collaboration, communication and content management

• Fujitsu:

– Diversified product offering

– Superior paper handling and image quality

– Market leadership

More Information

• 8 Ways to Ensure ROI with ECM Initiatives in eBook• Platform:

MOSS t i ft / h i t• MOSS at www.microsoft.com/sharepoint• Software:

• KnowledgeLake at www knowledgelake com• KnowledgeLake at www.knowledgelake.com• Scanners (Product Information, Case Studies and

White Papers):– Fujitsu at http://us.fujitsu.com/fcpa– ScanSnap at www.scansnapcommunity.com