viktoria kalke mercon benefit services don’t agonize. organize. lawrence r. kennedy
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Viktoria Kalke Mercon Benefit Services
DON’T AGONIZE. ORGANIZE.
LAWRENCE R. KENNEDY
DMS?
Digital Media System Defense Message System Demobilization Station Doc Mar·tens a type of heavy lace-up boot or shoe
with an air-cushioned sole
Dirty Money Syndicate Document Management System
Agenda
About our organization Why did we initiate a document
management project? Our choice in document management
system (DMS) Our accomplishments with the
implementation of DMS Our challenges in the implementation of
DMS Future enhancements to our processes
About our organization
Merit Contractors Association Alberta-based for non-union construction
industry employers 2,000 member companies; 50,000
employees currently in benefits Primary purpose Core businesses – service priorities
About our organization (Merit) (cont.)
Strategic Priorities
Government
Relations &
Advocacy
Employee
BenefitsServices
Employee
Relations Services
Workforce Developm
ent
Communications &
Information Sharing
Affinity Services
About our organization (cont.)
Mercon Benefit Services Third-party benefit administrator Call-center environment
Why did we initiate a document management project?
Business continuity Snow days
Albertan’s snowdays
Puerto Morelos, Mexico
Why did we initiate a document management project? (cont.)
Business continuity (cont.)
Snow days in Alberta
Edmonton, Canada
Why did we initiate a document management project? (cont.)
Business continuity (cont.)
Epidemic
Why did we initiate a document management project? (cont.)
Business continuity (cont.)
Epidemic (cont.) H1N1 - in Canada,
roughly 10% of the populace (or 3.5 million) was infected with the virus, with 428 confirmed deaths (as of 20 February 2010).
(Wikipedia)
Why did we initiate a document management project? (cont.)
Business recovery
Train derailment
Why did we initiate a document management project? (cont.)
Business recovery (cont.) Flooding
Why did we initiate a document management project? (cont.)
Reducing operations cost Reducing re-work Reducing purchase of
paper, filing peripherals, toner
Ability to support company growth
Eliminated 3rd party storage provider, no additional storage required
Why did we initiate a document management project? (cont.)
Becoming a leader in the industry Providing quality customer service
Adopting to the changes in the industry Adopting to the change in the methods of
communication
Why did we initiate a document management project? (cont.)
Becoming a leader in the industry (cont.) Helping our people do their jobs
Increase productivity and efficiency Increase accuracy Enforce document control Reusability of the tools Reduce delays in data
transmission
Our choice in DMS
Options reviewed:
Microsoft SharePoint
Xerox DocuShare
SENTRYFILE
Our choice in DMS (cont.)
Why DocuShare: Easy maintenance One-person system administrations Web-based and client solution Secure access to archived information Allows rapid search and filtering of information Short-time for training User-friendly site maneuverability Ability to integrate with internal systems Uncomplicated installation
Our accomplishments with the implementation of DMS with DocuShare Scanned all internal and external
documents Employee documentation
11,000 files 13GB Enrollment cards Retiree and optional benefits applications Printed emails and letters Disability claims files
Our accomplishments with the implementation of DMS with DocuShare (cont.)
Scanned all internal and external documents (cont.)
Division documents 57,000 files (43
GB) Applications and changes to the applications Communications
Printed emails and faxes Letters/forms/payment methods Remittances
Our accomplishments with the implementation of DMS with DocuShare (cont.)
Scanned all internal and external documents (cont.) Administration manuals Benefit booklets Orientation and training material
Total documents scanned 300,000 files 100GB of data
Our accomplishments with the implementation of DMS with DocuShare (cont.)
Trained staff to access and maintain files stored in DocuShare
Use DocuShare Calendar for communicating time-sensitive tasks
Implement direct link to DocuShare from internal systems
Initiated on-line distribution of packages to the Board of Directors and Board of Trustees
Our challenges in the implementation of DMS
Defining the new processes Scanning issues Employee buy-in
Future enhancements to our processes
Implement external access to archived documents for Mercon employees
Implement external access to new and past packages for Board of Trustees and Board of Directors meetings
Setup escalation processes for the time-sensitive documents
Setup procedures with the Accounting team daily file sharing (invoices, expense reports) query resolution on transmitted files (cheques,
logs, balancing sheets) Setup procedures with the Communications team to
facilitate documents for corporate media Streamline office data-flow
Re-cap
One-source of information Easy, integrated access to information Document and version control Intuitive and user-friendly sites
Q&A
Huatulco, Mexico
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