Provincial Government, Canada

Provincial Government Client in Canada will be enjoying seven figure savings in the next 18 months

...and benefit from about 20 times better use of senior resources...

with their new Mapping and Migration Tool

ECM Solutions designed and developed Content Mapping and Migration Tool to speed up migrations, reduce manual labor and eliminate errors.

CLIENT


Provincial Government, Canada


SERVICES

  • Requirements and Strategy
  • Visual Design
  • Development
  • Implementation
  • Testing and Support
 
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Challenges

The Client has multiple Business Areas that are still storing data on shared drives, which brings up a set of challenges with controlling access and revisions, finding content and other known issues. Migrating content over to Oracle WebCenter will make content much safer, easier to manage and let Business Areas benefit from retention management, conversion and other features available in Oracle WebCenter, so the decision has been made to complete Migration Project within 1.5 years.

Before the Tool was developed, each area was taking about 4 months of a Sr. Information Management Professional and one IM Support Person. At that rate, the entire migration was going to take 16 years unless new people are added. Scaling up was also problematic due to complex manual process required for mapping old file locations to the new file plan-based locations and other verification and migration activities. It also required highly trained staff due to big probability of error with possible severe implications.

Solutions

ECM Solution’s tool removed the complexity and reduced possibility of error thus reducing the demands on the operator, so now it is much easier to bring additional people to scale up the migration.

The time required to migrate was reduced down to about 1 month of an IM Support Person and just 0.2 month of Sr. IM Professional is now required for supervision. That’s 4x improvement for Jr. IM Staff and 20x improvement for Sr. Stuff.

It is now entirely possible to migrate all of Client's content into WebCenter in allotted 1.5 years and realize improved security, auditing, revisioning, search, metadata, conversion and other benefits of Oracle WebCenter.

 

Outcomes

  • Business areas left to migrate: 47
  • Estimated cost using Excel, manual mapping: 4 months of 2 people per area ... about 63,200 man hours
  • Estimated cost at $50/hr of Sr. IM and $30 of Jr. IM - $2.5 Million
  • Estimated cost of migration using the tool: 1 month of Jr IM and 0.2 months of Sr. IM
  • Estimated cost at $50/hr of Sr. IM and $30 of Jr. IM ... $316,000 ... Savings of $2.2 Million
  • Net savings (including the cost of development) - About $2.1 Million

These numbers could be even better if we factored in the benefits of improved quality of mapping and the savings brought by using Oracle WebCenter Content - that will be realized much sooner. More savings still to be realized with significant quality improvements and time savings on the IT side when comparing the use of the tool with previous Batch Loader, IDC Command and Database Scripting - based migrations.

With using Excel - based manual process, it would take up to 8 additional people to migrate all business areas in 1.5 years. These people need to be hired or pulled off their current projects. All 8 people will also need to be trained before they could begin.

With the help of the new Migration Tool - 2 people that are already dedicated for the project will be able to complete the migration process on time.

“Excel method is a real drain on your senior IM people, whereas the new Migration Tool provides much higher leverage of senior time.”
Stephen Madsen

Program Manager

 
37.781124, -122.402335

13025 Yonge St, Ste 201, Richmond Hill, ON L4E 1A7