Implementation Approach
The technical implementation of the DriveU Suite is easy and straight forward. The client's requirements and specifications are quickly reflected in the system's extensive and flexible parameters.
Therefore, the main focus of any implementation project is not about the technical setup of the system but on the organisation of the client's future archive, the archiving processes, the work flow support, access rights & restrictions, and other organisational issues.
The objective of this planning exercise is to define the most effective way of how to use the system in daily operations.
Based on this understanding our implementation approach can be broken down into the following steps:
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Feasibility study: Based on a short 2-3 days analysis of the current situation and the key objectives of the client, we suggest a framework for the implementation of the DriveU document and workflow management suite together with a Return on Investment (RoI) calculation.
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| B) |
Planning Phase: In this 4-6 weeks Phase the findings of the feasibility study regarding the current situation and the client's requirements are detailed and a high level design of the future scope and timeline of the DriveU implementation is developed. This typically includes issues like: the migration of any existing paper archive into the new electronic archive, defining locations of document capturing, capturing processes, usage of active content management options, scope and type of desired workflow support and others.
The planning phase ends with the development of a detailed implementation plan for the first implementation phase and a high level plan for any following implementation phases, if a phased approach to implementation is recommended.
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| C) |
Implementation Phase(s): Depending on the individual client's needs we normally recommend a phased approach to the implementation of the system, in order to:
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Achieve an early success and enable the client to benefit from the system's capabilities from an early stage on. |
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Allow for a smooth organisational change that takes the users on board and does not confront them with a big-bang change |
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Allow the management to evaluate the results of the individual steps and adjust the further implementation to experience from the first phases, new ideas or new requirements that might have come up since the start of the project. |
Typical implementation steps are:
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Set up of an electronic "passive archive", which operates similar to a paper archive - no change in any business procedures required |
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2. |
Set up of "active content management" - the DriveU capabilities to interact with electronic input channels and to actively distribute and forward documents are exploited according to the client's specific needs |
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3. |
Workflow management - The active content management is extended to automatically support the business workflow of the client by controlling and monitoring the designed workflow steps and provide all required documents at each individual step of the workflow |
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Integration with legacy systems - Information input into DriveU at an early stage (e.g. Client identification data in combination with an application) may be used to automatically open a transaction in the legacy system without entering data twice (e.g. to setup the deal, when the application is accepted). Vice versa, data stored in the legacy systems might be displayed automatically in DriveU at any given step of a client's work flow in addition to the relevant document in order to provide the user with the complete set of information that he requires for taking his decisions. |
Each Implementation step consists of:
- a detailed design of the solution, specifying e.g. index values, access rights, exception procedures, scanning volumes, workflow activities and their linking and many more
- System delivery parameterisation and setup; any custom development identified during the design, e.g. interfaces to legacy systems
- Systems tests, UAT, pilot implementation, rollout and post-implementation support
Naturally, the above mentioned implementation steps will change with every client. However, our proven implementation method ensures that the system is set up and implemented into the client's organisation in the most secure, controlled and effective way.
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"DriveU components work together to provide a completely integrated document management solution."
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Related links
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