The ideal procedure in ECM-projects, our Project Activity Plan, PAP has already been established since 1994 and also been adopted by clients.
Although it is not necessary to finish all tasks in every project, the PAP provides a check list as a reminder of all important activities on the one hand and on the other hand, it offers taxonomy to ensure the right thing to be preformed in correct order at a reasonable cost.
The preliminary study often based upon our ECM Potential Analysis is a useful way to identify a concrete target. Depending on customer objective, the concept development and business case analysis being part of the analysis are not necessary.
The Actual Status Analysis
In this phase, all the necessary information, which are relevant to targeted ECM applications, are collected. If the support is expected to be provided by workflows, a process analysis might be drafted, too.
The whole procedure (documents and data input, indexing and storage, retrieval and finally disposal) should be organized and designed to fully take advantage from the opportunities offered by ECM. During the organizational structuring, the technical conditions on the market and of the clients have already been taken into account.
As soon as the organizational concept has been completed, the necessary components will be defined and identified. In addition, there are concepts for security and integration into the clients’ existing IT system.
The Profitability Analysis
Although the cost-benefit ratio is continuously being watched durching the conception phase, at this stage, the actual situation is evaluated to have a clear basis for planning. Different stages of completion need to be considered in the course of time and need to be taken into account in cash flow.
Finally, an accurate project planning for procedure and for the necessary time, personnel and financial resources should be carried out serving as basis for the subsequent project management.