KM SHOWCASE 2019 - GSA EDMS - "Fixing Document Management"
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The GSA implemented an Enterprise Document Management System (EDMS) to consolidate multiple document management systems, integrate seamlessly with applications, and manage documents as electronic records according to federal guidelines. Key features of the EDMS include secure document storage and sharing, efficient search and retrieval, and effective electronic records management. A case study highlights how the EDMS improved management of federal building contract documents by addressing users' issues and integrating with their system. The EDMS has provided benefits such as compliance, support for modernization initiatives, and time and cost savings. Future plans include unlocking the power of government data.
KM SHOWCASE 2019 - GSA EDMS - "Fixing Document Management"
- 1. The GSA EDMS “Fixing Document Management” KM Showcase Arlington, VA 4/5/2019
- 2. GSA’S MISSION GSA delivers value and savings in real estate, acquisition, technology, and other mission-support services across government.”
- 3. The Early Days In 2014, GSA saw the need for a central repository or Enterprise Document Management System (EDMS). The EDMS would help GSA in its transformation to a paperless work environment. The new system was built to make staff more productive, provide better security over documents, simplify FOIA requests and automate records management
- 4. GSA Goals for DM ● Consolidate DM for all GSA business lines. Merge multiple DM systems onto one EDMS platform. ● Integrate seamlessly with front-end applications to provide storage/retrieval of documents for users across many business lines ● Manage documents as electronic records - archive delete and place on hold records according to federal guidelines set by NARA
- 5. Features of the GSA EDMS Secure environment to store and share documents. Securely save documents using user groups and permissions. Efficient search and retrieval of documents. A single search for all of the documents stored in the EDMS. Simple integration with other systems. A system that would serve as the backend for other systems that incorporate document upload capabilities Effective management of documents as records. EDMS will ensure that GSA meets the Managing Government Records Initiative (M-12-18).
- 7. Easier Access, Management and Controls 7 ● Single Sign-On ● Standard Site Structure ○ Business Line Site Administrators ○ Group based Permissions ● User Profiles and Defaults ● Site & User Dashboards ● Out-of-the Box UI with minimal customizations
- 8. Simplified Upload and Storage Processes 8 ● Easy browse/navigation ● Folder-level access control ● Folder metadata inheritance ● Drag and drop
- 9. Metadata Best Practices 9 ● Enterprise Taxonomy ● Document Preview ● Enterprise Content Types ● Record Type Metadata
- 10. More and Better Ways to Search ● Full-text search ● Custom and Advanced Search Capabilities ● Faceted/Filtered Search ● Secured Search Result Listings ● Hit Highlighting ● Document previews 10 ADVANCED SEARCH SECURED SEARCH RESULTS w/ HiT HIGHLIGHTING FULL TEXT SEARCH FACETED SEARCH DOCUMENT PREVIEWS
- 11. Electronic Records Management Capabilities 01 02 03 04 Document is declared as a Record Identify Record Category and insert into File Plan Folder Document Record follows Disposition Schedule based on File Plan Document is disposed or transferred while its record is left behind Record Lifecycle
- 12. Overview DM Solution - GSA EDMS ● Consolidation of many document management systems to one document management system ● Integration, where possible, so users do not notice when switching between applications and the document management system ● Implement Electronic Records Management to archive, delete temporary records and move permanent records to NARA
- 13. Case Study: EASi Building Contract Document Management
- 14. Case Study: EASi Management of Federal Building Contract Documents ● The owner of the contract system came to EDMS looking for support for the storing of their contracts and support documents. ● Initially the group came to the EDMS Team with a list of complaints with their current system, not a requirements list. ● EDMS leveraged the Agile Methodology to convert their complaints to actual requirements. ● After 4 months of work we integrated the contract system leveraging IT tools to make the contract system appear seamless with its interaction between their application and EDMS.
- 15. Case Study: EASi Management of Federal Building Contract Documents ● Legacy system users issues and needs ○ Upload multiple documents at once ○ Upload documents at any step in the workflow ○ Contract document filing system with 40 standard tabs across the organization ○ “Seamless integration” between the contact workflow and the document filing system ○ Auditors to be able to search for and find any document with any keyword ○ Specific security based on the user role and the contact, folder, and document level ○ Store contract related emails and attachments without downloading and reuploading
- 16. Case Study: Getting Stakeholder Buy-in for EASi Sprint Increment Sprint Planning Sprint Review Sprint 0 - Free Discovery 8/30/17 9/21/17 Evaluation & Planning 9/22/17 - 9/28/17 Sprint 1 9/29/17 10/12/17 Sprint 2 10/13/17 10/26/17 Sprint 3 10/27/17 11/9/17 Sprint 4 11/10/17 * 11/28/17 Sprint 5 11/29/17 12/5/17 Sprint 6 12/6/17 12/19/17
- 17. Case Study: EASier Solutions to Old Problems - Prototyping
- 18. Case Study: The EASi Solution CO inbox Common mailbox EDMS API Send: email content (pdf) to EDMS Forward: Contract / Solicitation related communication Notification: Success/Failure 1 2 3 SendToEDMS Send/Receive Contract Docs View: Email Communication EASi CMIS Browser pbs.ecf@gsa.gov AccessControl
- 20. EDMS Success Measurements Search and Discovery Security and Permissions Records Retention and Disposal EDMS ● Compliance with Federal mandates ● Supports GSA’s Technology Modernization Strategy ● Time Saver for Employees ● Increased Transparency and Oversight are made possible
- 21. Old vs. New (Costs Comparison)
- 22. GSA Savings
- 23. Future Plans ● Enable the American people and an increasingly mobile workforce to access high-quality digital government information and services anywhere, anytime, on any device. ● Ensure that as the government adjusts to this new digital world, we seize the opportunity to procure and manage devices, applications, and data in smart, secure, and affordable ways. ● Unlock the power of government data to spur innovation across our nation and improve the quality of services for the American people.
- 24. Questions?
- 25. Thank You! Richard Shaw Project Manager/ Product Owner General Services Administration Angela Pitts Consultant, Taxonomist Enterprise Knowledge Sara Mooney Consultant, User Experience Architect Acuity Systems, LLC Dean Grady Consultant, Scrum Master Omnisolve, Inc.