EDRM Requirements Assessment

The company asked Venture to investigate its requirements for management of electronic documents and records. We reviewed the company's functional areas, working with members of the senior management team and staff onsite in West Africa and back in London to identify key processes and information. Having examined and understood the company's information flows we were able to define a set of technical, functional and general requirements for management of electronic documents and records

Background

Our client is a joint venture company that produces methanol from a plant on Bioko Island, Equatorial Guinea. Taking natural gas from the nearby fields, the company began making methanol in 2001 and now sells it to customers around the world.

To meet the challenges of an expanding business and to improve the efficiency of its financial systems, The company upgraded its Computerised Maintenance Management System (CMMS) and implemented an SAP-based enterprise resource system in 2006. With an integrated and consolidated CMMS and financial system, the company recognised that further efficiency gains were inhibited by processes that relied on hardcopy documentation, or electronic documentation that was hard to find or difficult to have confidence in.

Outcome

As a result, our client gained a clear understanding of their requirements, and what the critical needs were. They were then able to quickly progress to selection of a new EDRM system with the confidence that they could focus investment on a system would address critical needs, and would support their business processes.

Building on the success of this exercise, our client asked Venture to develop the requirements into a set of criteria for an EDRM system, draft a tender document and manage the subsequent system selection process on their behalf.