The eDMS Project, Business Proposal Example

Description of Scope

The intention of this scope is to identify fact-base of an overall approach to the work required to originate, design, carry through, control and assess implementing the replacement of our existing document management system through applying a new Electronic Document Management System that is comprehensible with enhanced qualifications created to make all information kept by our company and make it usable, whether is paper, automated or undeclared. An innovative method will sustain a variety of departments throughout our organization and provide unified access and hegemony of sensitive documents.

The project in itself is considered as somewhat extensive especially in relation to how it is supposed to function for the company. An Electronic Document Management System or eDMS is expected to create a centralized approach in determining the document storage and retrieval operation in the organization. This is of course is viewed as a productive approach that would improve the work-efficiency in the organization especially among departments that often cross-share references and documents for the sake of reviewing performances and improved operations of the group.

The creation of such a system is one of the most basic yet the most complicated part of the project. Making sure that the software is able to respond to the function it is expected to perform is an important part of the development. Relatively, this instantiates a distinctive coverage by which the project manager assures what needs to be done and effectively respond to such list of needs in an efficient manner through considering all the technical operations that could be used to estimate the operation’s rate of improvement that is required.

Among the functions that eDMS is supposed to respond to are three core-foundations of the operation that the company depends upon. One is the storage of data and documents; another is the centralized access of such data and third is the security of keeping the said documents in the system. It is assumed that such data would be highly private. Some may be accessible to all members of the organization; however, there are segregations on other documents which ought to be accessed only by authorized personnel who are allowed to see and use the said data in relation to the operations of the organization.  This is the reason why when it comes to creating the project, meticulous attention to detail is necessary. Relatively, such condition of project management would require that several steps of assuring the system works at its best even after it has already been completed and tested is a necessary step before the eDMS application could be considered a ‘go’ for the company.

Detailed Project Deliverables

Project Plan Basics

The project plan basics shall indicate the detail on what is needed by the organization and how eDMS could actually be used to respond to it. Along with the said data is the consideration over the expectations on how eDMS is supposed to impact the overall function of the organization alongside the overall operation of the business between its internal departments.

Technical Description of eDMS

This document shall give a deeper indication of what eDMS is about and how it is supposed to operate within the organization. Relatively, such concept of discussion ought to be focused on how a technical process would be able to determine a distinct effect on how technology would better help ease out the operation by which the organization is highly dependent on. This document then shall provide a proof that eDMS is to help in improving the concept of operational flow in the organization especially in relation to keeping and accessing documents at the same time.

Testing Documentations

The testing documentations shall prove whether or not the system is all ready to serve what the organization needs. Relatively, these testing documentations shall also be used to check for mistakes and/or bugs in the system that may affect the way it is supposed to function for the organization.

1. First test run: this test run is dedicated towards determining the basic functions of the system which is keeping the documents and accessing them when needed. Repeatedly inputting data and retrieving them would be the best test for this option of the process.
2. Second test run: This test run shall be dedicated to determining the security capacities of the system and how it could protect the data through firewalling systems that would require authorized login details for the retrieval of specifically private data stored in eDMS.
3. Third test run: the third test run will be dedicated towards assuring that the overall function of eDMS is effective and flows smoothly for the operation of the organization.

Implementation and Training Plans

Once eDMS has been established ready for use, training of the personnel who would handle its management should be in place. This document shall help the organization understand how they are to undergo the transition period through giving specific employees and officers the training they need to understand and utilize eDMS.