How to implement ECM?

AIIM developed in late 2005 and early 2006 in partnership with Education Advisory Groups in North America and Europe and Cornwell Management Consultants a roadmap for implementing ECM solutions. This became the basis of the ECM and ERM Specialist training programs, and this roadmap should supplement your project management methodology, not replace.

This below diagram shows how all implementation steps fit together in the ECM implementation lifecycle.

Step 1 addresses the over-arching task of managing that program and its constituent projects.  Remember that ‘program’ could be a smaller project, the principles covered here are the same.

Step 2 addresses the governance of the organisation’s information and applies throughout the lifecycle.

Step 3 explains what is called the ‘Concept of Operations’.  This is a basic statement of the vision of the organisation, when operating with the ECM-related program implemented. 

Step 4 addresses an information survey.  An information survey determines the situation of information at a particular point in time, in selected media, formats and locations.  The information survey needs to be updated regularly throughout the ECM lifecycle and so is shown to continue throughout the lifecycle in this diagram.

Step 5 explains the business case for an ECM-related program.  The final version of the Business Case is the Benefits Evaluation which is determined on the basis of the results of the Pilot implementation.

Step 6 explains how to create a set of good business and system requirements for an ECM-related program.

Step 7 explains how to decide on and create a business classification scheme (BCS) that is appropriate for an organisation.

Step 8 first explains the information that is needed regarding users during the ECM lifecycle and how to gather it.  It then goes on to consider what involvement from users is needed throughout the ECM lifecycle and offers advice on how to make that happen.

Step 9 addresses issues concerning the IT infrastructure during an ECM-related program.

Step 10 considers the pilot phase within an ECM program.  This starts once the draft new environment, including technology, roles and responsibilities, processes, procedures, training and support, has been determined and tested.

Step 11 considers the Roll-out phase of an ECM program.  This starts once the Pilot has proved adequately successful and the full environment for roll-out has been finalised and tested.  It completes when roll-out is complete and the post roll-out review has been produced.

Step 12 is called “Post Implementation”.  It starts after roll-out has completed, sometimes referred to as ‘steady state’.  Perhaps a better name is ‘maintenance’ as it obviously goes on for many years.

For more information: http://www.aiim.org/education/ecm-content2.asp?id=30635&layout=1

Comments

[charlene]

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