In spring 2014, when a West Coast homebuilding company began its search for a document management system, IBM recommended BerkOne as an ideal service provider. Up against several formidable document management firms in the RFP process, BerkOne offered a fresh approach rooted in business needs and a comprehensive proposal that addressed technology and organizational requirements alike.
How We Did It
The client was a growing company. As a conglomeration of several newly joined business entities, the leadership was still working through the challenges of fusing operations. One of these challenges was centralizing documentation from the companies’ 950 employees and 8 locations into a secure and accessible cloud-based environment. The ability to manage the influx of hardcopy and electronically stored information (ESI) from disparate sources was becoming increasingly difficult to manage – with an estimated 2.5 million objects to be migrated.
Rather than immediately preparing a proposal based on the RFP, BerkOne’s regional solutions director, Victor Flores, reached out to the client’s consultant, who had been hired to manage the vendor selection process. By asking the right questions, Victor gained the insights needed to draw up his game plan.
Next, he called on resident FileNet expert Stephen Hendrick, BerkOne’s director of enterprise solutions, and Jessica Cain, director of technical integration. Together with other members of BerkOne’s solutions team and guidance from a trusted colleague at IBM, they prepared for the presentation to be given at the client’s office, thinking through not only the logistics of technology implementation but anticipating – and accounting for – potential organizational challenges as well.
A Winning Proposal
The proposal’s first objective was to allow the client to overcome its backlog of documentation. This would be done through the adoption of FileNet P8, the latest version of the company’s current document management software (FileNet v 4.1.1). BerkOne saw the advantages of this as two-fold: 1) it would facilitate an easier transition for users familiar with the current system and 2) it would allow BerkOne to leverage its long-standing expertise with the software’s past and current versions to ensure a smooth and efficient implementation process.
In addition to providing short-term relief to the company’s documentation bottleneck, the proposal laid out a plan that would meet a second objective: setting the company up for long-term success through thoughtful implementation and knowledge transfer. The comprehensive plan proposed that BerkOne:
- Configure and deploy an infrastructure and document/taxonomy in line with industry best practice
- Convert legacy files to the FileNet P8 repository
- Enact an enterprise records file plan based on the client’s retention history
- Provide knowledge transfer and training
Ultimately, BerkOne’s preparedness was reflected in its proposal. So much, in fact, that the client presentation, which had been allotted 2 hours, became a day-long dialogue. During the meeting, the client’s CEO and COO asked questions surrounding technical requirements and anticipated deployment pain points, to which BerkOne’s expert team readily responded.
BerkOne won the account not by relying solely on technical know-how but by doing the preliminary research required to craft a solution that fully aligned with the client’s business needs.
Once FileNet adoption was underway, the BerkOne team worked with the client to further streamline its document management practices by proposing enhancements to scanning processes, which had involved the use of dongles, or stand-alone capture devices at the company’s various scanning stations across the country. BerkOne helped to simplify this front-end process by obtaining a server license that combined the use of Kofax, a data capture software, with FileNet P8. This was implemented using a flexible deployment timeline that allowed the company’s many offices to fold into the new system as they came ready to do so.
Today, the company’s many business entities have become better integrated, due in part to the ability to effectively collaborate in a secure and accessible document management system. Authorized users across all eight sites now have the availability to view, edit and upload documents into a single centralized location. The resulting synergies have contributed to the company’s many successes, including receiving several prestigious builder awards, which serve as testament to the important role smart technology applications can play in furthering critical business goals.