AUGIWorld Magazine November/December 2007

5 1 2 ADVERTISEMENT B E S T PR ACTI CE S for Implementing a Document Management System ToddCummings • Who is supporting the initiative at what various levels in your organization? (Management, Engineering, IT) • Are you planning to automate existing processes or are you looking to re-engineer them? • What potential risks are you currently aware of, for instance, new technology purchases, new processes, pressures to keep things “as is”? • Does it make sense to phase the project over time? holders understand its value. Involve people early and gather their input so they feel part of something new. That way, everyone is better able to support the project and proactively work through any challenges during the rollout. Also, be prepared to manage expectations. Initially, you won’t be able to accommodate all requests about the design and implementation of the system. Stay focused on your priorities—be ready to politely say “no” when appropriate, and consider a phased approach that will accommodate additional requests for capabilities. Say your company has decided to invest in document management, and you’ve been charged with the responsibility to implement the software throughout the organization. You’ll need a game plan to ensure a smooth roll out. Here’s a roadmap for planning and implementing your document management software. DOCUMENT MANAGEMENT IS A TEAM SPORT Your implementation plan is your roadmap through the transition. The most fundamental question is,”What information will be managed?” Go deeper than the obvious answer that you will manage “all” CAD documents. Consider these aspects: • Is your plan to manage all of your enterprise documents from the start? Or, is it more practical to manage a speciﬁc department’s documents, or even a speciﬁc project? • What types of documents will you manage in the short and long term? • Do you want to scan and index all or some of your paper documents? • Do you have attributed title blocks or other existing data sources that will help populate your document management database? • What level of collaboration is required across workgroups, departments, and remote ofﬁces? • How much control over access to different types of documents will be required? 3 WHAT DATA WILL YOU MANAGE AND FOR WHO? Put together a project team that includes key stakeholders from the departments or workgroups who will transition to the new software. This may include various engineering disciplines, as well as marketing, sales, production, maintenance, quality, and IT. The team should be able to make decisions about business processes and technology, or have a direct line to management who can make these decisions. UNDERSTAND AND DOCUMENT THE SCOPE Once you’ve developed your internal plan and clariﬁed expectations, you should seek an external vendor/partner who has in-depth knowledge, a track record of successes, and a laser focus on making you 100% successful with a smooth transition. Such a vendor/partner will review your design with objectivity and make recommendations as necessary. You may also want to consider implementing a pilot before the go live date. A pilot lets you use the document management software in a non-production environment and experience it with your own data. By the end of the pilot, you and your implementation team should feel conﬁdent and comfortable with the solution. Last, develop a training model for both administrators and users and commit to a high quality support program with experts that will help you post-implementation. Now, with all the planning, consensus building and learning behind you, you’re ready to go live. Document management can have a truly profound, positive impact on your business. With a team, a plan, and the appropriate support, you can ensure success and avoid the pitfalls. 5 EXECUTE YOUR PLAN AND GO LIVE The clearer everyone is about project expectations, the more likely you will succeed. Write the requirements, then get all the stakeholders to sign off on them. As you develop the scope, these are the questions you should address: • What problems are you trying to solve with document management and what are the intended beneﬁts? • Which departments will be part of the initial “go live” event and why? Anytime you introduce a change in systems, it’s important to help key stake- 4 MANAGE THE HUMAN FACTORS OF CHANGE Get a deeper understanding of document management—attend a class with Synergis Software’s Todd Cummings at this year’s Autodesk University. Plus, visit our booth (#801) to get a demonstration of Adept document management. SynergisSoftware www.synergis-adept.com 215.529.9900 / 800.836.5440 All products are trademarks or registered trademarks of their respective companies. Copyright 2007 Synergis Software, a division of Synergis Technologies, Inc. All rights reserved. http://www.synergis-adept.com/stopchaos

Table of Contents Feed for the Digital Edition of AUGIWorld Magazine November/December 2007

AUGIWorld Magazine November/December 2007 Table of Contents The CAD Manager Education & Training Finance Training Google Earth: Now Showing in AutoCAD Civil 3D Get Your Input Here A Good First Impression, Part 2 Share and Share Alike Who's Using Revit MEP? Ready… Get Set… Properties! On the Back Page: The Brazilian Model

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