Select and Implement an Enterprise Content Management Solution

Understand the ECM vendor market, make an informed decision, and take a bottom-up, process-based approach for an agile solution implementation.

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Your Challenge

  • Organizations everywhere are transforming their information management practices, and look to introduce or update enterprise content management (ECM) solutions as a foundational piece.
  • The ECM market is confusing and there is a need to disambiguate the players, shortlist and evaluate solutions, and arrive at a vendor decision.
  • ECM technology is in a mature and saturated market, but not all solutions compare equally and understanding the nuances is a daunting task.
  • ECM ends up serving many different use cases across the organization; coordinating and satisfying all of these needs requires a structured approach.
  • Organizations often underestimate the effort involved with content transformations and attempt to roll out to too many areas at once.

Our Advice

Critical Insight

  • ECM is a key piece of digital transformation. Quality information provides a foundation for innovation.
  • No single ECM platform will satisfy all needs. The final solution for total content management will include add-ons, customization, network drives, and data and app integrations.
  • ECM technology on its own is not enough. To truly realize the benefits of ECM on an on-going basis a program is needed to manage it as a capability.

Impact and Result

  • Understand where you want to go by setting an ECM program vision aligned to your organization's greater enterprise information management (EIM) vision, and by structuring your ECM selection and implementation project accordingly.
  • Align your ECM solution selection to the organization’s broader ECM/EIM system architecture (including network drives, other content management products, data architectures, and enterprise or LOB applications).
  • Explore the ECM vendor market through a use-case lens and benchmark performance of key functions to make an informed decision about requirements and priorities.
  • Structure and conduct due diligence activities when evaluating solutions in order to validate vendors' claims during the selection process and arrive at a confident vendor selection.
  • Implement the ECM program gradually, and in a way that avoids common pitfalls, overcomes resistance to change, and minimizes the need for costly re-work, by following Info-Tech’s bottom-up, process-based approach for ECM.

Select and Implement an Enterprise Content Management Solution

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should select and implement an ECM solution, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.


Onsite Workshop

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Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Structure the Vendor Selection Project

The Purpose

  • Level-set facilitator and workshop participant understanding of organizational context and objectives, workshop itinerary, and ECM solution vision and mission.

Key Benefits Achieved

  • Unambiguous ECM solution selection project plan.
  • Organizational consensus on ECM solution vision and mission.

Activities:
Outputs

1.1

Workshop introduction and overview of activities.

  • Stakeholder understanding of workshop itinerary and cadence

1.2

Complete organizational context assessment to level-set understanding.

  • Facilitator understanding of organizational context

1.3

Review and finalize project drivers, objectives, and timelines.

  • Unambiguous ECM solution selection project plan

1.4

Determine ECM solution vision and mission statements.

  • ECM solution vision and mission statements

Module 2: Gather ECM Functional Requirements and Perform Gap Analysis

The Purpose

  • Determine what the business needs to get out of the ECM solution.
  • Identify which ECM use cases are a focus for the organization.

Key Benefits Achieved

  • Business and ECM solution alignment.
  • Understand vendor performance relative to ECM use cases.

Activities:
Outputs

2.1

Gather ECM business requirements from stakeholders (as per scope of workshop) through interviews and focus groups.

  • List of ECM solution business requirements

2.2

Perform ECM use-case assessment.

  • ECM use-case report

2.3

Review use-case results with relevant stakeholders.

  • Stakeholder consensus on ECM use cases

2.4

Review vendor strengths and weaknesses relative to use-case assessment.

  • Stakeholder understanding of ECM vendor performance relative to use cases

Module 3: Develop RFP and Plan Selection Process

The Purpose

Draft an RFP to support the ECM solution selection process.

Key Benefits Achieved

ECM use case defined.

Activities:
Outputs

3.1

Translate business requirements into functional and technical ECM solution requirements.

  • List of functional and technical ECM solution requirements

3.2

Shortlist ECM vendors.

  • ECM vendor shortlist

3.3

Determine vendor selection due diligence and timelines.

  • Clearly defined ECM system selection process

3.4

Develop RFP in alignment with selection due diligence.

  • Completed RFP document

Module 4: Build Consensus for Vendor Selection Project

The Purpose

Build consensus for the ECM vendor selection project among key stakeholders in your organization.

Key Benefits Achieved

Buy-in from key stakeholders for your ECM solution selection project.

Activities:
Outputs

4.1

Meet with project manager to discuss workshop results, action items, and next steps.

  • Workshop stakeholder presentation

4.2

Present a workshop debrief to seniors and stakeholders.

  • Buy-in from key organizational stakeholders