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Architect of the Capitol Project Assessment Kick-Off 1 Architect of the Capitol Project Assessment Kick-Off 1

Agenda IQ Business Group/Point One Team Introductions Project Focus Technology Today Assessment Approach Assessment Agenda IQ Business Group/Point One Team Introductions Project Focus Technology Today Assessment Approach Assessment Questions 2

Point One • Specialty IT Company in Washington, DC • Schedule-holder for GSA Smart. Point One • Specialty IT Company in Washington, DC • Schedule-holder for GSA Smart. BUY Records Management program • Longtime partner for this program • Current programs include: – National Park Service – Multi-National Force Iraq – United Nations – Bureau of Land Management – National Security Agency 3

IQ Business Group • Trusted Advisors – Enterprise Content and Records Management (ECRM) GIS, IQ Business Group • Trusted Advisors – Enterprise Content and Records Management (ECRM) GIS, and Web Design – Working in many of the largest enterprise programs launched to date – Comprehensive Approach • Broad Experience 4

IQ Business Group Services Planning & Strategy • ECRM Strategic Planning • ECRM Program IQ Business Group Services Planning & Strategy • ECRM Strategic Planning • ECRM Program Development • Role of Trusted Advisor Compliance & Records Management • Corporate taxonomy • Records Retention Schedule Development • RM Systems Design and Deployment Web & Portal Development • WCM systems design and development • Creative + ECM expertise • Portal solutions Systems Integration & Migration • ECM systems implementation and integration • Custom ECM and GIS solution development • Systems migration BPM and Workflow • Business process analysis • Workflow automation • Document-centric, image-centric GIS Services • Spatial Systems Planning & Strategy • GIS Solution Implementation • GIS Integration Services 5

Team Experience Public Sector 6 Team Experience Public Sector 6

Recommended Project Methodology 7 Recommended Project Methodology 7

Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions 8

Project Background • Supports the AOC Strategic Plan by improving management and preservation of Project Background • Supports the AOC Strategic Plan by improving management and preservation of AOC records per NARA standards • Supports the Records Management and Archives Branch in carrying out its responsibility in implementing an effective records management and archives program • Provides an electronic archive critical to preserving permanent records • Study is critical to implementation of ERM System 9

Gap Between Vendors and Users 10 Gap Between Vendors and Users 10

Taxonomy 11 Taxonomy 11

Taxonomy 12 Taxonomy 12

Taxonomy • Common fields, common entry. • Common terminology. visitor vs. user client vs. Taxonomy • Common fields, common entry. • Common terminology. visitor vs. user client vs. customer 13

Taxonomy • Common fields, common entry. • Common terminology. • Improves search due to Taxonomy • Common fields, common entry. • Common terminology. • Improves search due to consistency. • Simplifies system maintenance and migration. • Taxonomy is hard, but yields substantial benefits, especially over time. 14

Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions 15

Growing Volumes 16 Growing Volumes 16

New World of Content 17 New World of Content 17

Industry Changes – Legal Issues 18 Industry Changes – Legal Issues 18

Records Management, for example, is a new liability • Federal rules of evidence changed Records Management, for example, is a new liability • Federal rules of evidence changed on December 1, 2006. • No difference between paper and electronic. • New emphasis on liability & processes. • Rule says “reasonably” anticipate. • Ambiguities favor the lawyers. • Fines already are in the millions of dollars. 19

Industry Changes – Inexpensive Storage 20 Industry Changes – Inexpensive Storage 20

User ECM Usage Model Share. Point 2007 Office 2007 Explorer Native ECM Outlook 2007 User ECM Usage Model Share. Point 2007 Office 2007 Explorer Native ECM Outlook 2007 Legacy ECM Legacy App Interfaces Basic Classification Basic Content Services Default Classification Default Retention Advanced Content Services Enterprise Taxonomy Retention Management MSG Specific Classification Extended Classification Default Retention Starting here Extended Classification Default Classification Retention Records Management MSG Specific Classification ECM Retention Management Records Management Enterprise Taxonomy Paper Storage Share. Point Retention Management File Systems Extended Classification Removable Media Default Classification Records Management Data (Fully Automated Rules) Manual & Semi-Auto Rules & Policies Search / Navigation / Taxonomy Exchange Legacy ECM Legacy Apps Notes 21

New World of Content 22 New World of Content 22

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Enterprise Content Management Infrastructure 26 Enterprise Content Management Infrastructure 26

Email Archive 27 Email Archive 27

Old Systems 28 Old Systems 28

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Workflow 33 Workflow 33

File Cabinet 34 File Cabinet 34

Different Types of Workflow 35 Different Types of Workflow 35

Workflow 36 Workflow 36

Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions 37

High Level Assessment 38 High Level Assessment 38

HLA • HLA used to determine scope and cost feasibility • Relatively fast analysis HLA • HLA used to determine scope and cost feasibility • Relatively fast analysis of entire organization • Leverages experience with similar organizations & processes • Provides: – High Level ROI – Implementation Sequencing – Reference Architecture (gap analysis) 39

Interviews • Structured one-on-one interviews • Focus on tasks and information – Industrial engineering Interviews • Structured one-on-one interviews • Focus on tasks and information – Industrial engineering approach – ‘Turn-around’ information • Performed at person’s desk (usually) • Will ask for samples • Managers perceptions will be different from staff reality 40

Business Drivers • Increasing our Operations Directorate Service • Improving our Operations Efficiency • Business Drivers • Increasing our Operations Directorate Service • Improving our Operations Efficiency • Risk Reduction • Technology Consolidation 41

Operational Efficiencies • Timely information access. • Increase responsiveness to stakeholders. • Control costs Operational Efficiencies • Timely information access. • Increase responsiveness to stakeholders. • Control costs (real estate and storage, etc. ). • Reduce duplicate information. • Manage physical and electronic document flow. • High availability of information. • Streamlined naming/searching/retrieving. 42

Cost Savings • Easiest decision. • Generally, if better than 5 year payback it Cost Savings • Easiest decision. • Generally, if better than 5 year payback it should be good business to implement. • Ignore ‘ 12 month payback’ cut-offs. • Frequently underestimated. 43

Cost Avoidance • Technology avoids a future expenditure. • More complicated ROI calculation (time Cost Avoidance • Technology avoids a future expenditure. • More complicated ROI calculation (time value of money) but just as important as cost savings. • Do not confuse budget-based accounting for real costs. 44

Good Projects = Good Justification • Focus on hard dollar savings. • Clear ROI Good Projects = Good Justification • Focus on hard dollar savings. • Clear ROI will make the project easier. • Be careful to avoid ‘subsidizing’ features. • Avoid making the project bigger than necessary. • Be conservative in the initial implementation. 45

Strategic Advantages • Improved customer service • Better decision making – Access to information Strategic Advantages • Improved customer service • Better decision making – Access to information – Sharing of information • Coordination across departments and stakeholders 46

Risk Reduction • Ensure staff safety and compliance, reduce litigation exposure, ensure business continuity Risk Reduction • Ensure staff safety and compliance, reduce litigation exposure, ensure business continuity – Better requirements management – Deliver accurate, easy to find and understand information and processes to front-line workers – Support safety and compliance needs – Support legal/litigation needs – Business continuity – Automate retention and destruction – Highly secure documents 47

ECRM Roadmap 48 ECRM Roadmap 48

Architecture and Process Flow Departments Outside world New Requirements Analyze Requirements Server 49 Architecture and Process Flow Departments Outside world New Requirements Analyze Requirements Server 49

Deliverables • Project Plan (Proposed and Revise) • Weekly Activity Reports • Oral and Deliverables • Project Plan (Proposed and Revise) • Weekly Activity Reports • Oral and interim Assessment Report • Final Assessment Overview • System Requirements Document • System Design Document and Pictorial • Cost Benefit Analysis • Implementation Plan • Final Presentation and Report 50

Your Role • Participate in interviews to gather help identify people who can provide Your Role • Participate in interviews to gather help identify people who can provide representative information. • Help identify exceptions. • Provide sample documents and screens. • Review draft materials. Ask questions and correct mistakes, especially for Current Operations. 51

Schedule Conducts Interviews 10/26 – 01/14 Review/Analyze Records Schedules 12/07 -12/31 Review/Analyze IT Environment Schedule Conducts Interviews 10/26 – 01/14 Review/Analyze Records Schedules 12/07 -12/31 Review/Analyze IT Environment 01/11 -02/11 System Requirements Document 02/12 -03/10 System Design Document/Pictorial 03/11 -04/05 Cost Benefit Analysis 04/06 -05/06 Develop Implementation Plan 05/04 -05/21 Presentation & Report Est. June 8 52

Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions Agenda IQ Business Group/Point One Introductions Project Focus Technology Today Assessment Approach Assessment Questions 53