ADA ECM Onbase System

Business Requirements

Business Process

All High Commission for the Development of Arriyadh (ADA) business processes are done manually and

we will automate it through ECM Cloud Computing system which outsourced to SquareOne

Technologies. ECM system include some features as shown in the below diagram.

Figure 1 ECM System (Ayub Khan ,2015)

In real, most of redundant processes will be eliminated and some others will be modified or effected as

we will be discussed it. Now we will show the processes states that will be as following:

As-is

In this case, the data is coming in a paper format as a hard copy only, which is making the capture, store,

manage, and distribute the data is more difficult and more sophisticated. The below process as shown in

the diagram was doing in each ADA department in isolate form.

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Figure 2 Content management process as-is Activity Diagram

Figure 3 Content Management as-is use case diagram

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Main Functions:

1. Create file: the information record in a paper format (hard copy) only.

2. Submit for review: doing manually to the administrator. If the file is valid the administrator will

send it to manager for approval, if not it will back to review.

3. Submit for approval: administrator submit the file for manager for approval. If the file is

approve the file will distribute, if not it will dispose.

4. Distribute file: the administrator will distribute the file among the departments manually. If the

file is active in current state it will keep in store, if not it will send to the archive department.

5. Store: If the data is still used will be retention in its department, if not will transfer to archive.

6. Archive: if the data does not use (not active) will transfer to archive department.

The changes in processes as following:

1. The time needed for conducting business processes has lowered from hours to minutes.

2. ADA has closed the archive department and replaced with Online Single Repository. And has

distributed its employees to other departments.

3. Overcome on the disruption the employees to move and submit the hard copy.

4. Gives ability to grant approving authority for other employees by manager, which increase the

business processes speed and let manager to working on other tasks.

5. Add new processes are: Grant Approving Authority and Capture data from different sources.

6. All enterprise units are working in consolidated shape through single platform which make the

firm more solid.

To-be

In below diagrams show the main activities that are Capture, Review, Approve, and Publish with the

responsible employees for Documents in the new state. ECM contains main processes as following:

1. Document management process

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Figure 4 ECM Content management process (EPRO, 2017)

2. Workflow

Figure 5 ECM workflow process (Saad Faruque ,2012)

3. ECM integration

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Figure 8 ECM integration Structure (NSI, 2017)

As we see in the diagram Onbase ECM can integrate with any system server and sharing the data. It

provides many purpose-built integrations for many widely-adopted applications including:

4. SAP

5. Oracle PeopleSoft

6. Microsoft Office and Outlook

7. Esri – GPS App (Map)

ECM Main Functions

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Figure 6 Content Management process to-be Activity Diagram

Figure 7 Content Management to-be Use case Diagram

1. Capture: the system will capture the data in any format web page, paper, e-mail, and fax.

Any employee can create the data.

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2. Review: Administrator office review the files by collaborate with other reviewers. If the file

is valid will send to manager for approval, otherwise will check it again.

3. Publish: after approval the administrator will publish data through email, portals, CD/DVD,

mobility, web, and print.

4. Store: after publish now need to store data. If it is still used will be retention if not will

disposition.

5. Archive: if the data does not use (not active) will transfer to archive.

6. Approve: Manager only who can approve to release the data on system, and who he gives

approving authority in order to ensure the integrity of data.

7. Grant Approving Authority: manger only who can gives approving authority for any

employee to conduct approve function.

Functional Requirements

1. Information Security: for data protection, encryption and sharing and avoidance of unauthorized access.

Through using encryption that implemented in various storage components.

2. Information Integrity: minimizing the risk to reputation and of failing an audit. And avoiding the

accidental or malicious modification or deletion of data. through:

a. Protected storage: Storage devices that do not allow data modification or deletion before a

predefined expiration date

b. Data Governance policy automation: Clear and well defined IT processes and procedures that

define the data lifecycle and policy automation tools to automate the business processes.

3. Information Retention: for placement and movement of data between the most cost-effective storage tiers

and timely deletion of old data.

Will applied through IT enabler that has been chosen for address information retention that is:

a. Policy based archiving: Storing data on storage media and moving data between different storage

media tiers according to predefined policies. Archiving is often implemented by using software

products.

4. Information Availability: it is for a high or continuous availability and the access performance to data.

For the ECM system will use multiple storages solution enablers for data availability that are:

a. Data consistency: enablers can guarantee that the data and the ECM system metadata are in sync

at all times, even in the case of individual component failure.

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b. Virtualized storage infrastructures: can facilitate scalability and operational tasks, like

component migration and replacement.

c. High performance storage devices: can allowing guarantee application response times even

under heavy load conditions. Also, it is required for non-functional requirements like data

protection with backup products.

Non-Functional Requirements

The Equipment needed to run ECM System

1. Need internet connection to access the system (wireless, Mobile Data).

2. Using any browser to access the system, Internet Explorer for a best browsing.

3. Need Database Servers and distributed channels.

The System Quality assurance

4. Availability:

a. The IT infrastructure component availability is 24x7 with a downtime allowance of two hours a week

for planned maintenance operations.

b. Recovery from any unplanned IT infrastructure outage will be successfully completed within one day

of the outage.

5. Backup and recovery:

For ensuring that the data is available and can be recovered after a system failure or outage for these Data:

a. ECM database data: needs a high level of protection, so Database transaction logging must be

enabled to allow for database roll-forward recovery. The system might have a daily full backup of

the database and periodic archiving of the database log files.

b. ECM content data: The data on file systems will be backed up incrementally on a daily basis. A

monthly image backup operation will be performed for fast restores of the whole file system.

c. Static data: includes program files and operating system data, which will be backed up on a daily

basis.

6. Security: For ensure the system security must applying:

User authentication and identification: To protect against fraudulent access to data and information

and avoid deception by using the information fraudulently obtained.

Access control: To prevent unauthorized use of a resource

Integrity: To ensure the correctness of information and data stored in the system and returned by the

application

Accountability: To ensures that the actions of a user can be traced back to the user.

7. Performance:

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To ensure a high performance will determine the response time characteristics as follows:

97% of all inquiry transactions must complete within 3 seconds.

97% of update transactions must complete within 5 seconds.

The remaining 3% of transactions must complete within 120 seconds.

8. Reliability:

Ensure the ability of an IT infrastructure to deliver system services in a predictable and consistent manner,

both under normal conditions and under unexpected conditions. Through:

Return the same data and results under any type of system condition: both normal load and high

load conditions.

A transaction failure must not result in non-recoverable data loss or data corruption

In case of failure, the IT infrastructure must report clear error messages to the user with suggested

recovery steps.

9. Capacity planning:

The system should be scalable to growth in each year to 20% as a minimum from its current load as

needed. For all its components:

a. Hardware

b. Software

c. Applications

10. Standards:

ECM system infrastructure has to be built upon industry standards and best practices, because can

contribute to facilitate co-existence and interchangeability of multiple technologies and tools. To enable

ADA to be more flexibility to react to changes in business or technology conditions without restricting the

overall solution architecture.

Features

1. Working on any device desktop, laptop, tablet, and mobile.

2. Can integrate with any existing systems utilizing VB scripting and robust API calls.

3. It is enterprise-wide system with a Single repository.

4. Ensures that documents are routed in a standard, controlled, and prompt manner

5. Accommodates exceptions to the configured model by assigning specific users with rights to add

or exempt stages on an ad hoc basis

6. Forwards documents without delay to each successive phase

7. Automatically distributes documents to specific work groups

8. Allows documents to be prioritized in each queue. If there is no priority assigned, the documents

are sorted by the date and time they enter the lifecycle

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9. Monitors and measures the time it takes to complete a process

10. Audit Queues allow periodic review for quality assurance

11. Processes are easily added or adjusted at the document, process, group, or enterprise level by

specified users or administrators

12. Point-and-click configuration enables customization of both the routing and the user interface

without programming

13. Extensive set of pre-defined rules and actions adds to ease of configuration.

Business Benefit Justification

Business benefit is an outcome of a decision or action that contributes towards meeting business

objectives and achieves organization’s goals. In this section we illuminate the financial metrics for the

new enterprise systems. Therefore business costs, savings, and returns on investment. As we know the

costs and benefits of IT systems are notoriously hard to estimate, that why we try to assess the required

funding and show the value of our solution.

Cost Benefit Analysis

The business benefit concept is central in strategic planning and most forms of business case

analysis, where business people evaluate investments and actions in terms of likely cost and benefit

outcomes. Those pursuing these activities learn quickly, however, that some kinds of benefits are easier to

measure and value than others. A business case will normally look at not just the establishment cost for

the digital preservation solution, but the all-in cost, including project/program management costs and

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other activities being undertaken to support implementation such as training and publicity. However

digital preservation costs are often the most critical

Financial costs:

Cost in High Commission for the Development of Arriyadh (ADA) may include:

The price of used hardware.

The price of licensed software that we used to site design.

The price of hosting the site on the server.

Regular maintenance of the site.

Non-Financial costs:

The largest non-financial cost is the time and effort to complete the project (outsourcing).

Financial benefits:

Reduce the cost of securities used in the registration of students manually.

Non-Financial benefits:

The largest number of beneficiaries of the service students.

Reduce the pressure on staff and effort.

Raising the proportion of students and staff satisfaction.

OnBase Cost Benefit Analysis

Arriyadh Development Authority had a contract (ADA) with OnBase Company to build ECM integration

system. We calculate the cost of outsourcing system through by:

SquareOne Local Support company

Vendor license – onbase company

Benefits either tangible or intangible benefit

As shown in the table below in more details:

Item Part No Rate (SR) Qty Amount (SR)

SquareOne Local Support company (4/4/2017 – 5/5/2019) - Three Year

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SquareOne Onsite Support Level

Including:

Support Unlimited of Incidents

for the OnBase Servers in Head

office remotely and phone.

Quarterly Health Check.

OnBase Features & release

patches update installation.

Three Years Local Support

TSC -

0001488,314 01 88,314

Vendor license – onbase company (4/4/2017 – 5/5/2019) - Three Year

Hyland OnBase software Assurance

subscription License Renewal for Three

Years on the following items:

TSC -

RFOT00012123,828 01 123,828

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Licenses Name QTY

Named User Client 1

Desktop Document Imaging

(unlimited)1

Advance Capturing 1

Workstation Client 1

Unity Client Server 1

Multi-User Server 1

Single Sign-On for

Microsoft Active1

Directory Service 1

Unity Automation API 1

Configuration Migration

Utility1

Unity Forms 1

Workflow Named User

Client1

Total amount Investment for Three Years SAR 212,142

Special Discount For NWC “ Support for 3 Years “15% “

Total amount Investment for Three Years After

DiscountSAR 180,321

Benefits

Tangible benefit from new system SAR 90,000

intangible benefit from new system SAR 70,000

Total benefits SAR 160,000

Total SAR 340,321

Table Cost Benefits analysis – OnBase Company

Return on Investment

Project ROI = (total expected benefits –total expected costs)/total expected cost

= (340,321-180,312)/180,312

= 0.8874 * 100 = 88.74%

So Return on Investment = 88.74%

Success MetricsEnterprise content management solution (ECM) allows to create business value from content without

compromising the needs of security and standards compliance. ECM information management aims at

various stages, and improve business productivity, and risk mitigation and control the costs of increasing

quantities of content.

To measures the success of ECM, we must define a set of criteria. In addition to verify that the objectives

defined at the beginning of the project. Here we will need other metrics to help us to get good pointers for

success:

Criteria Explanation

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Met the business

objectivesTrack whether expected value was delivered after applying ECM or not.

ECM turnover Verify that ECM key staff are not lost.

User adoption Check the use of ECM system efficiently and utilize all its features.

Political issues Check the compatibility of the ECM system with State policies.

Privacy Check the system's ability to protect information and high privacy

References

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Online (World Wide Web)

[1] Ayub Khan, (2015), Lessons learned from an ECM solution implementation. Available:

https://www.linkedin.com/pulse/lessons-learned-from-ecm-solution-implementation-ayub-khan Last Accessed 4

April 2017.

[2] EPRO, (2017), Enterprise Content Management. Available: http://www.epro.com.hk/sol-ECM.shtml Last

accessed 3 April 2017.

[3] Saad Faruque, (2012), What is ECM? Document workflow work in an ECM? Available:

https://tektab.com/2012/05/14/what-is-ecm-document-workflow-work-ecm/ Last Accessed 1 April 2017.

[4] NSI, (2017), NSI ONBASE by HYLAND SOFTWARE. Available:

http://www.nsisoluciones.com/eng/index.php/80-ecm-dms/108-onbase Last Accessed 2 April 2017.

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