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Why a Document Control System Makes Good Business Sense
IBS AmericaT H E P R O D U C T I V I T Y A D V A N T A G E
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 10 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control…What to Think About
Risk Mitigation
Reduce Operational Costs
Improve Customer Satisfaction
Improve Audits
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Risk Mitigation (Definition)
Definition: Risk Mitigation covers efforts taken to reduce either the probability or consequences of a threat.
These may range from physical measures (protective fences) to financial measures (stockpiling cash, insurance).
Storage
Access
Security
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Operational Costs
Manual System
Time-Consuming
Labor Intensive
Difficult to track:
Change, Accountability, Audit Trail
SharePoint Costs
Architect/Programming Costs
Burden on IT
Maintenance
Training
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Customer Satisfaction
Customer Satisfaction is defined as "the number of customers, or percentage of total customers, whose reported experience with a firm, its products, or its services (ratings) exceeds specified satisfaction goals."
Communication with Clients
Documentation of Issues
Fast Follow Up
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Are you Audit Ready?
Audits: The general definition of an audit is an evaluation of a person, organization, system, process, enterprise, project or product. The term most commonly refers to audits in accounting, but similar concepts also exist in project management, quality management, and energy conservation.
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Before
© OCEG
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THE PRODUCTIVITY ADVANTAGEIBS Overview
After
© OCEG
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 10 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
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THE PRODUCTIVITY ADVANTAGEIBS Overview© IBS, 2006 Page 11
Document Control & Document Management
Managing Documentation
Content Managemen
t
Document Management
Document Control
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Content Management
© IBS, 2006 Page 12
Documents &
Data
• All the many types of enterprise documentation & data
• Financials, PO records, emails, contracts, service manuals, documentation
Security &
Navigation
• Administrating security for large data volumes daunting and subject to enterprise controls.
• Site level access for basic users is challenging.
Agility
• Developing navigation aids specific to local needs daunting. Competition with enterprise needs.
• Change management ponderous
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Management
© IBS, 2006 Page 13
Storage &
Preservation
• Provides a common storage location• Incorporated in IT disaster recovery & back-
up strategy.
Methodology
• Shared public drives• IT developed web portals
Issues
• Assuring revision & archive management• Controlling access & security
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control
© IBS, 2006 Page 14
Control
• Emphasis on revision control• Compliant review & approval authority
Access & Training
• Revision management assuring currency of access
• Training tied to revisions and changes
Change
Manage
ment
• History of change management• Archive and access to document life cycle
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THE PRODUCTIVITY ADVANTAGEIBS Overview
SharePoint as a Document Management/Control Mechanism: Positives
© IBS, 2006 Page 15
Supports Collaborative Work
Part of Microsoft Product Strategy
Plenty of Consultants and App Developers
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THE PRODUCTIVITY ADVANTAGEIBS Overview
SharePoint as a Document Management/Control Mechanism: Negatives
© IBS, 2006 Page 16
Locks you into a particular technology
Does not support compliant signatures and approvals
Requires significant development to address specifics and may have addition license costs.
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Integrated Functionality
© IBS, 2006 Page 17
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Document Control Workflow
© IBS, 2006 Page 18
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Agenda and Introduction
Agenda and Introduction
“The Good, The Bad and The Ugly” of Document Control and Document ManagementMary McAtee, IBS VP of Training & Implementation
Document Control Solution DemonstrationMary McAtee, IBS VP of Implementation
Q&A – 15 minutes
Document Control: What to Think About Julie Arensman, IBS Account Manager
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THE PRODUCTIVITY ADVANTAGEIBS Overview
Thank You! Questions?
IBS America, Inc. www.ibs-us.com
(781) 862-9002
PRESENTER: Julie ArensmanE: [email protected]
P: 239-579-0113
Quality Management 2.0http://info.ibs-us.com
@IBSAmerica