management, Basic Components

I have requested EDMS for our Company, Many EDMS providers sent
their proposal, I am now in the preparing a excel sheet with basic
components of EDMS to compare between the companies Solution
Any one have done this job before. I want this checkuplist/compare list
and what items should i include inside
such as Security/indexing/ocr/db/retrieval....etc

Thanks

I did a COTS matrix last year. Here is how I did it.

Put together a list of your basic requirements. Group the items in the
list into logical headings. Rank each item in terms of how important it
is. Rankings are not only orderings of the items, but tags such as
"Must Have", Should Have", "Would be Nice to Have", and
"Doesn't matter because the only one who wanted it was that weird
guy in Accounting".

Using a workbook, in spreadsheet 1, Col A = the ranking, Col B = the
requirement, Col C = A better description of the requirement (which can
be hidden), Col D = "Can Do? Y/N", and Col E = the first vendor
possibility. Col D is a column that tells you if the vendor can do the
requirement at all. Col E is for briefly explaining how the vendor will
accomplish the requirement, IE: is it standard functionality,
tailoring, or customization? Col E can also be used for short
commentary about that item and that vendor. Col D and Col E repeat for
each of the vendors you are considering. You should also have a column
for your own comments, and a column for explanation or the importance
of the requirement.

Spreadsheet 2 is for your voting. It repeats Col A and B. Col C is the
possible point value for the item (Must Have = 4, Should Have = 3,
etc.). The next 5 to whatever columns are for each of the vendors and
each voter within each vendor

Vendor1 Vendor2
You Me Him You Me Him
2 1 2 1 2 1

Spreadsheet 3 is the voting categories, and results.

Product Ranking Vendor1 Vendor2
Grouping Score Rank Score Rank
Product Requirements / Compliance 5 1 4 2
Search Capabilities
Reporting Flexibility
Storage Options
Workflow Interface and Administration
System Security
System Administration
User Interface
Totals

Overall Score
Overall Rank


Hope this helps. There is a fairly new book out on Procurement
Management by Quintin Fleming that you might want to pick up.

Maybe this group and I know I'd appreciate you sharing your spreadsheet
once you get it filled in?

Is there a file upload place in this google group??

tnx, curt

Curt

My spreadsheet was very specific for the project we were working on
at the time. I gave you the headers which should help you. The data is
proprietary.

Have you done your requirements analysis yet? I strongly recommend
doing a through requirement analysis. Talk to everyone. List
everyone's requirement to start. It is better to have everything on
the list, then subtract, then have your project half built and discover
some important "Thing" that it must have.

The general requirement headings should include Search capability
(metadata and / or Full Text), Workflow (simple routing or complex),
reporting (metrics), Administration (how easy), Security (DOD level?),
Storage and Archiving (how and where), Database (do you already have a
site license?) and Miscellaneous (the things that don't fit anywhere
else). Also, how many metadata fields do you need, and are you storing
them in the document or in a database (affects which search engine you
want).

Hope this helps.

When I see what was supposed to be a table, it really looks bad. the
numbers are supposed to line up with the words above them.
It looked OK in the preview.

Sorry.

Curt

My apologies. I thought you were the original sender of this
thread.

Good: Open eyes and understand first.
Bad: Open mouth, insert foot.