Introduction to Capstone Project - Option A Background Information: Congratulations! You've just secured a Business Analyst position at Clarity Insurance Company, and your first big project is to lead a project that will standardize the company's document management practices. The project is called Vital Doc. You learned that the solution you'll be implementing is a commercial off-the-shelf application. You will be reporting to Jan Brown (Manager of Enterprise Content Management), and collaborating with Mitch Watson (Project Manager). The entire team is made up of the following people: Product Owner - Wendy Schmidt (of Enterprise Content Management) Project Manager - Mitch Watson . Solution Architect - Randall Sanders Change Manager - Ruth Lloyd Project Assistant - Brendan Stone Business Analyst - Yourself You have been given the following information to bring yourself up to speed: Clarity Insurance Company background information Project Brief Enterprise Content Management team background information Background on Clarity Insurance Company Clarity Insurance Company is an insurance services company located in Grand Tower, Illinois. The company's main line of business is automobile insurance. They also offer life insurance and property (homeowner, rental, and condo) insurance. Clarity Insurance Company was founded in 1976. They initially specialized in auto insurance and later expanded its services to other types of insurance. Currently, Clarity Insurance Company has 35,000 employees and 5,000 agents. Clarity Insurance Company services 30 million policies, of which 17 million are for automobiles, 8 million are for property, and 5 million are for life. Project Brief Executive Summary The purpose of the Vital Doc project is to improve Clarity Insurance Company's capability to cost effectively manage its valuable documentation as an integrated enterprise. The primary drivers are to reduce enterprise risk and cost while increasing productivity. This will be achieved by ensuring a single enterprise document management platform for all lines of business. The platform will provide integration services to specialized applications, such as ERP tools, and electronic communication to allow for attachments and other content to be centrally managed using a common toolset. A procurement process is currently in progress with a selected vendor to provide the solution as well as the integration and ongoing support services. The solution will include a set of documentmanagement functionalities as well as document workflow to automate business processes, such as claims processing document capture, and enhanced search features. The implementation period is scheduled for two years. To enable this timeframe to be met cost effectively, the project will focus on high-volume, enterprise-wide document creation and management functions only. When the enterprise has migrated to one common platform, it is expected that additional initiatives will begin to leverage the platform's supplementary tools. Program implementation is expected to require an investment of $14.88M over 2.5 years. A Steering Committee will periodically review progress and, if satisfied, approve next stage funding at milestones. The Steering Committee will be made up of leaders from the business lines and support functions. Background Wendy has led the recent analysis as summarized below: Timing Actions 2 years ago The Term Life Insurance Group was made aware that their existing document management system would no longer be supported. They asked the information technology group to pilot a collaboration tool as a replacement. 1 year ago The scope was increased to include all life insurance groups and a group was formed to look at the feasibility for a company-wide document management solution. The collaboration tool pilot determined that there was too much risk in using a collaboration tool to manage documents and the decision was made to look for a more robust solution. Presently The scope has been increased to support a company-wide document management solution and the Term Life Insurance Group still does not have a document management system replacement. Request for quote has been released to potential vendors and three vendors have been short-listed. The core project team has commenced. Vital Doc Project Overview The Vital Doc Project must be a business-driven change with technology partnering with business leaders to identify areas that would derive the most benefit from a single document management solution. Each business area will need to participate, identify their documentation, test, and be trained on the new technology. Users will be engaged in the development, and product owners will prioritize the work. The technology group will need to shift away from a mindset that they will implement the platform and users will be expected to just use whatever they deliver. A major consideration is the minimization of non-productive or stoppage time for the users as we implement the solution. Much of the documentation is vital to running our business. It is critical that Clarity Insurance Company does not have any business disruption associated with unavailability of documentation.Summary of Benefits Reduced storage costs. . . Reduced risk of data leakage. Increased support for data loss prevention. . Improved personal productivity savings of 885,600 days/year - assuming that the average information worker spends 2.4 hours/day dealing with document challenges. Opportunity for automation of business processes. Enterprise Content Management Group Background Vision Employees and agents can access any type of business content within governing regulations and organization guidelines from their digital devices using voice and touch command. Mission Enable our people to efficiently manage and access the right information at the right time to enhance productivity and make better decisions. Guiding Principles Our people own their content and are accountable for appropriately managing it. End-user experience and continuous improvement are key areas of focus. Clarity Insurance Company's systems information is managed in accordance with organizational guidelines and governmental regulations. ECM leads by example in managing information. Responsibilities of ECM Group Burn and ship CD/DVD's or secure hard drives to offsite storage locations. Dispose/destroy documents; verify records have been disposed of with approval. . . Provide consulting services to better understand the user's current state and help increase business productivity. Generate an inventory of records that meet the scope/requirements of a particular legal discovery. Manage physical documents in long-term, offsite storage. The Enterprise Content Management Group is made up of the following individuals: Jan Brown, Manager of ECM Group. Responsible for leading and developing the ECM Platforms team. Wendy Schmidt, Product Owner/Content Management Supervisor. Responsible for the integration of ECM platforms. Christina Goodman, Document Governance Supervisor. Responsible for ECM policies and procedures. Madalyn Smith, Change Specialist. Responsible for managing the change and ensuring that standard policies and procedures are adhered to.Michael Gale, Physical Records Supervisor. Accountable for the security and accessibility of all physical records. There are several other project team members who report to the aforementioned employees