The different phases of an electronic DMS project
A DMS project leads to organisational changes within the company. It thus depends heavily on the project’s management and its ability to dialogue with the different functional departments, manage conflicts and convince doubters.
The areas where an Document Management System project can be deployed are many, meaning that the implementation of the MULTIGEST solution is different every time, requiring a specific methodology (PDCA: Plan / Do / Check / Act) to be applied.
We can provide a team of project managers who are experts in the transition to paperless processes, electronic document management, archiving, workflows and collaborative working. They analyse your current organisation and your needs, define the implementation specifications, configure our software, train your teams and support you at all stages of the project, particularly during commissioning.
Phase 1: Requirement audit and analysis
The document management project begins with a review of the internal organisation of departments and divisions, information, office tools and networks. The goal is to understand the environment within which the document management solution will function.
Building on the analysis of user needs, the objectives of the document management project are defined and the real requirements are specified. After all, the solution is just a tool to serve the company, and its purpose has to be clearly defined.
At the end of this phase, the project manager on the client side prepares a Functional Design Document embodying the needs expressed and the goals of senior management.
Phase 2: Model – test site
The production of a model makes it possible to test all the functions (classification scheme, numbering, indexing, messaging/workflow etc.) defined in the test cases prepared by users and to make sure it fits into the overall IT system. It is also an opportunity to test and validate the tools provided to users such as scanning equipment (dedicated scanners, multi-function devices), capture and indexing software etc.
The stage of designing the services of the exchange platform requires skills in IT, networking, database administration and systems integration.
The DMS applications (access authorisation, advanced interface) are implemented in consultation with the user committee (end users).
Once the DMS applications are validated on the test site, deployment on the production server and user workstations can then be planned.
Phase 3: Installation – deployment of the solution – commissioning
The Efalia project team, certified by Canon, takes care of installing and deploying the DMS solutions in your IT environment. 70% of customers make use of our installation services.
Our approach, from the preliminary stages to execution, analyses the existing situation, makes recommendations on any upgrades necessary and ensures a flexible installation to suit the IT policy you define.
The acceptance testing of the installation guarantees that our services match the specification.
Phase 4: Training
To ensure you can use our product independently, our technical teams are available to provide training at several levels:
- Functional training: training in administering and using MULTIGEST, training in DMS concepts…
- Operations training: training in installing, updating and backing up MULTIGEST components, servers and workstations
- User training: our trainers train groups of your users in understanding and using the Document Management System to make it into tomorrow’s work tool. The training takes half a day or a full day, depending on the level required.
100% of the training can count towards the 1% training contribution.
Efalia is a certified training provider with number 82.6902715.69.
Certification issued by the Lyon Chamber of Commerce.