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Improving Document Management Processes for North American Sales Division

Improving Document Management Processes for North American Sales Division. (Concurrency Corporation). Contents. Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps. 2. Background.

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Improving Document Management Processes for North American Sales Division

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  1. Improving Document Management Processes for North American Sales Division (Concurrency Corporation)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 2

  3. Background • Your Customer Support Group currently faces a number of challenges related to its Document Management process, including: • Delays in document delivery • Lack of coordination between document authors and organizational units • Difficulty meeting internal stakeholder deadlines • Significant amounts of document rework • Frequent recreation of existing information or document research components 3

  4. Engagement Participants 4

  5. Executive Summary • Concurrency proposes expanding upon your current Office System deployment to incorporate advanced Document Management and workflow capabilities to automate a number of critical sub-processes. • Implementing the proposed Document Management Solution will provide you with: • Improved quality of documents delivered to stakeholders • 30% decrease in delays to deliver documents to clients 5

  6. Executive Summary 6

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Document Management Process Phases – Analysis Summary 8

  9. Current State Process Diagram 9

  10. Current State Process Diagram 10

  11. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 11

  12. Future State Process Analysis Document Management Process Phases – Analysis Summary 12

  13. Prioritized Process Solutions High 5 Improved ability to track changes, compare, and integrate document versions (Word 2010, SharePoint Server 2010) Searchable employee profiles, skill-sets, and contact information (SharePoint Server 2010) • Searchable, collaborative document repository and storage • (SharePoint Server 2010) Level Of Complexity 3 Shared calendaring / presence awareness to determine resource availability (Exchange Server 2010) Low 1 5 1 3 High Low Value to Business 13

  14. Future State Process Diagram

  15. Future State Process Diagram

  16. Anticipated Benefits - Process 16

  17. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 17

  18. Adoption & Implementation Planning Summary 18

  19. Potential Adoption Roadblocks 19

  20. Adoption Roadblock Mitigation Actions by Stakeholder 20

  21. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 21

  22. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 22

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