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Knowledge Management Questar Callon St. Mary Land Energy Company Evarts- Tremaine- Flicker Fidelity Exploration All Studies |
Case StudyDocument Management System Global Design and Deployment - 3,000 person oil and gas companyBackground In September 2000, Full Circle Systems was contracted to assist a major oil and gas company with their Knowledge Management initiative. Specifically, Full Circle was focused on the Electronic Document Management business model design, technical design and product validation and deployment strategies. The initial project was broken into two phases; Document Management Global Design and Pilot Deployment. Overall, enterprise deployment and integration was expected to take between two and three years. The Document Management rollout was part of a larger Knowledge Management initiative. Over the course of the previous year, Full Circle had assisted our client in developing a vision for their Knowledge infrastructure based on the best practices of comparably sized companies in the oil and gas sector as well as in other industries. Working within the framework of the established vision, Full Circle Systems began the Global Design phase. Global Design Full Circle Systems' role in the Global Design phase was to consult with stakeholders at all levels of the organization to determine the Document Management business requirements of key areas. Following extensive interviews, Full Circle helped our client develop key aspects of the business model for their Document Management deployment. These included a document security model, determining electronic document conversion and scanning protocols, document search and retrieval guidelines, and the development of business rules to support the Document Management processes. Another key deliverable of the Global Design phase was building cost-benefit models for each pilot group. These models helped pilot groups determine their current costs of managing electronic and paper documents, and compared that cost to the anticipated cost savings of moving to an Electronic Document Management system. Full Circle also provided technical design services. These services included determining infrastructure requirements, establishing document storage requirements, stress testing the repository, identifying and determining appropriate methods of integrating existing systems, and building migration plans for legacy / redundant systems. Pilot Rollout The Global Design phase lasted approximately four months. Following sign-off from the Steering Committee for this phase of the project, Full Circle Systems was asked to participate in the deployment of the system to four pilot groups. These groups were selected from various areas within the organization.Full Circle Systems provided project management and systems analysis services, as well as software development, configuration and integration services. Full Circle was highly involved in determining specific document security protocols, the design and configuration of a document scanning system (Kofax Ascent Capture) and the deployment of the system. The rollout of these pilots took between four months and six months to deploy and were delivered on time and 20% under budget. Development A key deliverable identified during the Global Design phase was to develop a custom web interface for the organization. Working on-site with our client, Full Circle's developers provided interface technical design, prototyping and custom coding for the enterprise interface. Full Circle's development team worked closely with the software vendor to ensure that all customizations will work consistently with the product, in both the short and long term. Corporate System Deployment Based on the success of the Global Design and Pilot phases, our client decided to deploy the system enterprise-wide. Full Circle Systems was asked to continue work in the design and deployment of the system to a variety of departments. Our work on the enterprise interface and in the configuration and deployment of the Kofax Ascent Capture scanning system is ongoing. The ultimate vision for the system is an enterprise document repository, which is fully integrated with the organization's data systems, including their ERP system. Also, the system will be seamlessly integrated with their corporate Intranet, as well as tied into several Web Portal, and Spidering products. The combination of these various technologies will comprise a powerful, yet easy to use, Knowledge Management system. Back To Case Studies |
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