I need your help - second message

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All- I need your assistance in gathering some information. The DON CIO is interested in finding out what dept. of navy agencies are doing/have done in regards to document management and workflow software. The information I need to collect from all agencies is: 1) Has your agency/office purchased a doc mgmt workflow package yet? If so, Who? How many seats? 2) What were your requirements? 3) What were your attributes? 4) What were your processes? Did you do any business process re-engineering?

PLEASE RESPOND TO THIS ASAP. We need to gather this information quickly. I know, for example, that NAVAIR is using e-power from USI and NAVSEA is using FileNet. However, I do not have any other details. Please send me all files and information you have to my e-mail address: barth.charley@hq.navy.mil

Thanks for your help. Once I have something compiled, I will post it for the group.

CHARLEY BARTH DON CIO

Asked by charley barth (barth.charley@hq.navy.mil) from 164.224.250.55 on October 20, 1998.

-- Anonymous, October 20, 1998

Answers

Charley,

In response to your request for information, the following is submitted, keyed to your questions: 1. Has agency/office purchased a doc mgmt workflow package yet. - No. We have an optical imaging project that we are beginning. This is confined to the records I manage in the NCIS records center. It allows image management and it called Optika. Document management is down the line as is records management. 2. What were your requirements. Haven't gotten quite this far yet. 3. What were your attributes. Same as above. 4. What were your processes, did you do any business process re-engineering. First part is same as above. Second part is different. NCIS participated in a BPR several years ago. I have some problems with the results of that process as records management rules and processes were not followed when decisions and changes were made. I did not accept some of decisions and have had to alter processes. Additionally, it did not envision electronic management of information as is being envisioned today. This environment is fluid, as you know.

Henry

-- Anonymous, October 21, 1998


Charley: The following is provided in response to your request: (1) Purchase?: NAVFAC has not purchased a corporate-wide product yet. However, I am in the process of completing a report for NAVFAC HQ on some COTS products my team has reviewed. There are several independent projects going on throughout the organization. The purpose of our team is to have one solution throughout the organization without loosing the effort and accomplishments made on the projects that have already begun. (2) Requirements?: I'm not really sure what type of requirements to which you are referring. If the question relates to hardware/software upgrades in order to install and implement a DM/Workflow and RM product, I'm not sure. The IT group would handle that portion. However, if you're asking functional requirements of a DM/Workflow and RM products, our team developed a criteria definition worksheet for purposes of reviewing and evaluating the vendors we demoed. If you'd like to take a look at it, I'm more than happy to share it with you. FYI, the worksheet was provided to each vendor we looked at. (3) Attributes?: We haven't made it that far yet. Our team is recommending to HQ to select a NAVFAC team to develop that. Most likely a combination of program managers, IT personnel and records managers. I hope to be a part of that. (4.a.) Processes?: Some of our business processes are currently being documented and put out on our local web pagest; Southwest and Northwest Divisions that I know of so far. (4.b.) Business process re-engineering?: Southwest Division, San Diego, went through a re-engineering approx. 1 1/2 years ago. However, NAVFAC is now going through a reorganization. We are still in the transition stages. I suspect that some of the documented business processes may have to be updated somewhat. Throughout this whole process, starting back with the re-engineering, records management was not given any thought. At least, in my view; there is no evidence that records management was even considered. Although the re-engineering/reorganization vision did include document management and inter/intranet; records management was not originally a part of that. I'm working very hard to change that. Hope that's what you were looking for. If not, call me at (619) 532-3676 or DSN 522-3676. The following information is provided in response to your previous message dated 10/16/98: The six vendors that our team reviewed and evaluated are Filenet's Panagon IDM w/ForeMost; USI's e.Power (includes DOCS OPEN & ForeMost; Intessera's VueFinder w/Workflow Manager (this product does not partner with any RM product); Open Text's LiveLink (this vendor has just signed a partnership with Provenance (ForeMost); they are not yet DoD certified); Keyfile's Keyflow (this product does not partner with any RM product); Access Corporation's Cimage. I don't know much about the TRIM product. In the early stages of our research, ForeMost was the only company that kept coming up in our queries. After speaking with DISA, I found out that there are approx. 20 RM companies out there. However, it's interesting to note that most of the top DM products have chosen ForeMost to partner with. I have scaned through the summary reports on the two products provided by DISA. I have received DISA's detailed report on ForeMost and awaiting the report on TRIM (they're quite large; approx. 100 pages each). Let me know if you need additional information. I'm happy to share any info we have. Thanks so much for your support! Sorry for the long e-mail! V/R Diane

-- Anonymous, October 21, 1998

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