Automation 2019

Automation 2019Go For The Green. How To Build A Killer DBA Business Case

George Warner | Horizon View Services LLC

Venue SixTen | June 12, 2019

2

Digital Business AutomationA Strategic Technology

80% of an organization’s information & knowledge is not managed nor analyzedIt is Dark Content

An organization cannot digitally transform if 80% of its content, knowledge, or processes are bound to and move at the speed of paper.

Public Sector processes are content driven.Historically, processes are paper bound and folder driven

ECM/DBA is a technical solution to a business problem TFrame the ROI/Business case in terms of

Solving business pain & providing opportunity

3

Automation 2019An Explosion of Ideas and Possibilities

4

Automation 2019Hey, We Could ...

5

Back at the Office

The Three No-s of the Gatekeeper

It’s Too Expensive

It’s Not a Priority

There’s No Money

6

It’s Too ExpensiveHow Much Does The Current Process Cost?

Both in staff and opportunity?Answer – Ahhh…

No one knows the cost of the current process

It’s Not a PriorityRevolutionizing, Improving Processes isn’t a Priority?

Answer – Well ….Quantify the cost of the current process and it will become a priority

There’s No MoneyIsn’t Revolutionizing Processes & Improving Organizational Capability Worth it?

Answer – Hmm.Once the Cost is Quantified & the Potential Identified, the Money Will be Found

Question – Can I investigate this opportunity and issue an analysis.Answer – yes, 30 days.

7

Congratulations, You Have Just Been Invited To TheCompeting For Dollars Derby.

It is a Contact Sport. Funding Goes to The Winner

CompetingFor Dollars

Derby

8

BackgroundInitiated & Led the establishment of the largest ECM Practice in US State gov’t

Grew the ECM Practice from:An initial 100 users to 100,000+ users.

From 1 ECM app to over 50.Apps range in size from 35K users to 15 users

From Enterprise to mission critical to repository function

Hosting 5+ billion pagesIngesting 100 million pages per quarter (1.6+M pgs per night)

Annual ECM Benefits calculated at $98 million

Flawless technical delivery4+ years of 100% production uptime

To grow this practice, 1st step was to win at the ROI/Business Case level

9

Four Sections of a Killer ECM/DBA Business Case T

Section 1 - NarrativeCreate a Vision

Outline the PainDescribe the Solution

Section 2 – Current Infrastructure ObsolesencePaper is Cheap.

Supporting a Paper Ecosystem is ExpensiveDigital Content is 100X Cheaper, Faster, and Safer T

Section 3 – Current Process ObsolesencePaper Bound Processes Move at the Speed of Paper - Slow

Staff Move at the Speed of the AppsContent is Lost & Duplicated

ConclusionBring it Home

10

Examples of Pain in Content Processes

What does the Process Make/ProduceProcess Applications: Homes For Children

How Many Staff Are Engaged in the ProcessEvaluate Finger Images

How Long Does it Take to Make The ProductPay Vendor Invoices

What Resources/Infrastructure are Required to Produce the ProductFile Request: County Morgue

New: How Can Automation Enhance the ProcessesTransforms Ingestion into Hands Free/Smart Ingestion & Knowledge Harvesting

11

Physical Process

Retrieval of Content – 20 mins/review-Develop a map of steps (Family Circle)

-Find an Exec to job shadow staff

Staff Time to Fill a File Cabinet w/ Content (12.5 hrs)

1,000 Staff plus file cabinets

Storage: Cost of file cabinet, to assemble & deliver, & annual floor space

Infrastructure ObsolesenceContent Lifecycle Comparison – Physical vs. Digital

Digital Process

Retrieval of Content – 5 sec/review-Staff at desk, no Distractions

Staff Time to File - 01.6M pages/night, no staff

Storage: .5GB = 1 File Cabinet

12

Digital File Cabinet will need any prorated hardware, software, license investments added

Annual Cost Comparison – Physical vs. Digital File Cabinet

$2,519

$26 $0

$500

$1,000

$1,500

$2,000

$2,500

$3,000

Physical Digital

13

•Note: 10,000 Physical File Cabinets Required Approx. 1.3 Acres For Storage

Annual Cost Comparison Physical vs Digital File Cabinets# File

Cabinets # Pages Physical DigitalAnnual Savings

1 12,500 $2,519 $26 $2,493

10 125,000 $25,190 $260 $24,930

100 1,250,000 $251,900 $2,600 $249,300

1,000 12,500,000 $2,519,000 $26,000 $2,493,000

10,000 125,000,000 $25,190,000 $260,000 $24,930,000

14

Digital Native 10,000 File Cabinets (125,000,000 pages)Is the Equivalent of 31X Times The Willis Building

(8.5 miles)

Other Impacts Include:

Not Using 6.1 Tons of TonerNot Using 675 Tons of Paper

Not Harvesting 16,000 trees (29 Forested Acres)Not using 10,500 File Cabinets.

Significant Environment Offsets AlsoPrevents CO & SO2 Emmissions

15

Section 3 – Process Obsolesence

Key Process Concepts T

Business Process DebtHow out of date is the Process Infrastructure

Mrs. Maisel and the manual switch boardGutenburg Printing Press Meets Xerox

Organizational Information TopologyFree Agency From Physical Record Rooms

Convert to Digital Record Room & Adjust the OrganizationEnd duplicate records

Return on ServiceIncreased process velocity

Ability to Deliver Service Faster, Cheaper, Smarter

16

ROI/Business Case - Impact on Program Staff

Knowledge Hunters & GatherersFor a paper based process, 25%-50% of staff time is spent looking for content

Typically over 50% T

How Many Staff Will Be Engaged in the New ProcessRule of Thumb, Once the Paper Process is Replaced.

Over 2-3 years, the staff will reduce to 1/3.

Instead of Paper Schleppers, Staff Become Knowledge Workers.30 could not accomplish what 12 can

How Long Does it Take to Make The ProductAs Part of Business Case, Get Staff Levels and Annual Production Numbers

Post Deployment, Update These Parameters

17

To Win The ROI/Business Case Derby

Develop a Killer Business CasePersistence and Enthusiasm are also key factors in securing Yes

Be Patient, Play The Long Game TA No Is an Opportunity to Come Back Next Budget Cycle

Spend the Interim Improving the Business Case & Building SupportHave Go To Plan Ready For Execution

Negotiate With BudgetIn The Public Sector, Budget Will Want To Immediate Layoff ‘Extra’ Staff

-That Will Freeze Program.-Negotiate for 3 yrs Hold Harmless.

Develop Post Deployment Baseball CardsOutline Where the ROI/Business Case Was Correct & Can Be Improved

Be Relentless, Have Grit, Look For Opportunities

18

Jack Keen authored the 2 best books on ROI RoadmapInclude both tangible and intangible factors in Your ROI/Business Case

After Action ReviewTell me

What Worked, What Didn’t Work, & Where to Improve?Please Email Your Guidance to: George.Warner@HViewS.com

Let Me Know How I May Be Able To Help.George Warner

Founder/Chief Content EvangelistHorizon View Services

(518) 409.3565

19

Go For The Green