Which process are we pricing the introduction of?
Before selecting the document manager, select the first document circle and its full path. The creation of a searchable archive is another task, and an approval process involving multiple actors connected to external systems is another. The offer can be compared if it describes the same scope of documents, data volume and operation.
What determines the cost?
Users and roles, the amount of incoming documents, the quality of the existing file, the necessary scanning and text recognition, as well as the system connections are also important during the consultation. Operation, support and expected availability must be clarified separately. These are bid criteria; the specific remuneration units are fixed in the offer.
One-time and ongoing expenses
Ask for survey, setup, data migration, integrations and training to be listed separately. Continuous fees related to the use, operation, support or agreed document processing of the system should be visible separately from this. Also record what kind of change requires a new offer.
What should you ask for in the description of migration and integration?
Migration should not only mean file copying: the transfer of case identifiers, metadata, versions and accesses must also be clarified. For each system connection, the data owner, the range of transferred data, the reconciliation of identifiers and the handling of errors should be known. Use samples to check that the received document can really be found and is available to the right user.
How can the introduction time be planned?
The schedule is also influenced by document samples, decision makers and access to existing systems. Have a separate assessment, setup, trial and handover phase. The tasks of the client and the supplier should also be recorded for the dates, so you can see which dependency can delay the next step.
What should be the acceptance conditions?
Choose some tasks that can be played through with real documents: receipt, classification, approval, retrieval and handling an exception. Determine who will evaluate the test results and what constitutes acceptable operation. The control of authorizations and the training of employees should also be part of the handover.
How to measure business performance?
Measure current search and processing times, incomplete file rates, and overdue cases. After the introduction, compare the same indicators according to the same rules. You should only calculate percentage savings or payback time based on your own initial data and actual experience.
What is required for a NOPA reconciliation?
Bring some typical shareable document samples, quantity estimates, and a brief description of your current process. Name the roles involved, the systems involved and the desired first result. Based on these, the specific content of the survey and the offer can be determined.
Digitization: what should a quote include?
EQForm: from forms to tested business rules