代写一个文档管理系统的开发项目计划。
Project title
To build up a document management system
Key words
Large organizations, Cloud-Hosted Document Management System, Document
sharing, paperless office,
Introduction
We are IT project team of Mandatory Provident Fund Association named “Global
Financial asset”, established in the year of 2000 and become the major 5 MPF
companies in Hong Kong rapidly. We are proud of holding excess over one
million client’s basis up-to date. To keep challenging with competitors,
numbers of staff have been increasing to 1600 headcounts in order to cater the
daily enquires of more than 500 transaction from our customers as well as the
internal affairs. Starting from the year of 2000, due to comply with the
government MPF regulations, we need to keep the related document transaction
up to 7 years record in our storage library and the requirement of such
storage place need to be entertained. As of the above concern, we find
difficulties in managing the huge volume of transactions without a sufficient
space and no manpower to handle the filing. According to the continuous
business development and concept of paperless office management, physical
copies will no longer be safe-keeping under a storage place and scanning all
the transaction documents into the document management system will further
become a trend in the business strategy. For such, the mind set of indcost
saving is easily be achieved.
Evidence of requirement
Considering of which type of software to be adopted will be our main concern.
It is believed that the most scientific and updated version of software will
make us to solve the problem more effectively and accurately.
In addition, the related supplementary facilities equipment with obtaining the
license such as the scanning machines, hardware of server are our
consideration needed to be included in the project. Such tools will help to
fix up the issues at the same time easily.
Problem definition
Besides the problem of cost saving and storage places, all departments should
have the concern of how to handle the document management, For example, it is
wasting time to locate the document needed under the current situation
especially for those employees who new join the company, They have no idea of
which documents have been created in the past and time is consumed in
searching. On the other hand, to continuous adopting the existing work flow
will make the processing slowest.
Global aim
The aims of this project are to achieve the document keeping under an
automation centralization in document management system. With using the
scientific software and IT expert will finally go through all the tackles and
success to doing this. In the coming future, abandon the hardcopies keeping
storage and usage the computerize scanning storage will eventually
accomplished.
Digital content and template management software that allows all business
documents, templates and digital assets complaint and easily accessible to
every employee.
Objectives
Further study the existing advantages and disadvantages of document management
system will help to explore a more suitable and enhanced one to replace with.
Search and have deep understanding of which type of software to be adopted in
the processing of document management system will facilitate the workflow of
processing
To identify the current bottlenecks and specify user functional requirement
for appropriate document life cycle. Workshop with key users to gather
information on existing problem. Proposal on package selection need to be
evaluated, the short list of such packages should be reviewed accordingly and
perform product evaluation and advise preferences.
Those selected system should have prepared the implementation, of which
documentation conventions and rules, system use, functional set up should be
advised at the end.
Using the existing approach, documents may find damaged or disappeared and
high supply and storage cost of documentation will easily increasing the
burden of a company.
General context description
To centralize all document assets and transaction deals/ template control into
a single platform which could enhance the workflow of uploading, updating and
deploy corporate content under self-assessment.
Providing an easy guideline on the business documents, slides, images, text
elements and other digital assets for the employees so that there is no
limitations on the application usage afterwards.
Physical limitation will be released as the new software allows everyone to
run across all devices and platforms anywhere. Having a centralized, cloud-
based administration system for us to access all up-to-date content in the
platform.
As nowadays, business units’ parties normally using an online approach for
uploading and downloading documents at anytime and anywhere, the setup of
document management system become a mere choice to use. On those large
companies with rapid growing their business, the necessity for keeping their
documents enables them to choose the document management system under an
organizational hierarchy will become more important. Moreover, to consider the
habit of user, an attractive user interface approach should be well adopted so
that they are willing to try the new system approach. In the aspect of the
database, increasing document volume may hinder to find out the specific
document they want to have in a short period. Hence, a strong search engine
are essential to browse the company’s knowledge base on a handy basis and
saving time in the long run. Meanwhile, the best document management system
should have a version which allows the user has an option to change and save
what they have input or set some scenario which could only access by
themselves and no stranger can easily attack the information. For further
safeguarding the usage from specific user and protect the important documents
from being altered, permission of access rights needed to be set up for such
purposes. Facing the technology progress, the document management system
deserves an extension that allows the insertion popping-up documents in the
coming changes.
Brief product description
For the good concern of choosing the document management system, company
should have the comparison amongst the various suppliers in order to choose
the most suitable one for their use. It is true that to fully satisfy the
needs and requirement of every existing users are not easy. However, it still
worth to search the most benefit one for them as they are assets of the
company.
For facilitation of the usage of new concept of document management system, a
series of guideline and handling procedures should be introduced for all staff
so that they could adapt the changes with a clear direction and assistance.
Providing a comprehensive training courses and consultation for enquires would
be the best arrangement for the staff.
Monitoring their progress on the usage of new document management system will
increasing their confidence to use it.
Deliverables
With consolidation the new ideas of how to enhance the format of software
adoptive from the existing users will fasten the processing, it means some
brainstorm concept is useful in exploring the new concept of product.
Evaluation approach
Keep exercising the UAT approach (User acceptable test) as ongoing basis in
order to testify what and which processing of document management system are
adoptable. From which, users could reflect their ideas on the areas that to be
improved, added or deleted within the scope.
Review the pro and cos between the old function processing and new software
document management system.
To enquire the past statistics from IT so as to integrate a simplified list
for new software of document management system in future.
Resources
Composite a team which dedicate on specific tasks of document management
system, they are included but not limited to (e.g. data collecting,
consolidation the graph figures) so that the outdated/ unused areas could be
eliminated.
Purchasing the external license on some new software and hardware suite to
facilitate the functioning of document management system.
To employ an IT expert, programmers and vendors to help on the aspects of
processing. They could fix the problem with their experience and the ability
of problem solving.
