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Scope of Work for Enterprise Content Management Project

CTG and the New York State Homes and Community Renewal (HCR) project team developed an Enterprise Content Management Strategy based on the work conducted over a six month period. Below are the key project activities.

Conduct Enterprise Content Management (ECM) system tools orientation with CTG team and identify business processes to be used during the project. This will include a Developer Workshops where CTG and HIS teams discuss how HCR is using current ECM tools and learn more about the capabilities of each (Sharepoint and Livelink).

Map out a selected core business process and information relationships and conduct a business process improvement activity. This resulted in an improved business process model and the identification of key records and determine the records to be retained in ECM system for the selected process.

Identify records retention requirements and security classifications including a Records Classification Workshop with records manager, business process owner, OCS, NYS Archives and ITS. The result was a Record Classification Document for Single Process and Records Classification Criteria Template for Additional Processes.

Map the business process and associated documents to the ECM system. A developer workshop was held and focused on presenting a draft standardized entity/document relationship diagram based on the selected business process. The result was a Standardized Entity/Document Relationship Diagram for Single Process and Dataset Design Document to include Controlled Vocabulary and Standardized Index Value Templates.

Finalize ECM Strategy “How To” Guide and additional tools. All analysis, findings, and recommendations developed during the project were integrated into a ECM Strategy “how to” guide and additional tools to support the design and implementation of an ECM strategy.