What are the key elements to consider when preparing a business case for an EDM project?

The first requirement for any business case put forward to promote the implementation of an electronic document management system is to prove that cost savings will be made. The easiest way to do this is to focus, initially, on one department such as Finance and select one process for example, invoice approval. Gather data on volumes, processing time, error rates etc. and include materials costs for paper, toners and equipment. There are a number of cost savings calculators around to help work out the total labour and materials expenditure.

Business Continuity is another area which should be brought to the attention of senior management so research the costs of data recovery.

Emphasise the usability of an EDM system and its ability to integrate with existing systems. Look also at the option to lease or ‘rent’ software instead of purchasing it and spreading the cost between departments rather than a capital expenditure.

There are many other benefits which could be highlighted but a business case at first phase should be kept relatively simple with a clear and convincing message.

For further information and advice on how to present a business case for an EDM project, please call The IPC Group on 08081 45 46 47.