Claire,
Our experience of overall costs for an
EDRM implementation is that you should allow something in the order of £1800 -
£2500 per user, depending upon the size and complexity of the organisation as
there is definitely an economy of scale.
This guestimate would cover software (~20%)
and likely infrastructure upgrades found necessary (~20%). The rest of the
cost (~60%) relates to business analysis, file plan creation, integration, information
and security model design and configuration, data migration, training, change
management, communications and implementation.
I hope this is of help to you.
Mike
mobile:
07931 320 584
efax: 07092
189 532
web:
www.bramble.cc
EDRM and
Business Consultancy Services
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From:
The UK Records Management mailing list
[mailto:[log in to unmask]] On
Behalf Of Paul Blackwell
Sent: 08 September 2005 12:42
To:
[log in to unmask]
Subject: Re: EDRMS prices
.."And this I cannot do without some
ballpark figures which, as is apparent, suppliers themselves will not provide
at this early stage."
Claire
Please don't bracket all suppliers together based on the
response of just one. You only have to ask, as Jan did a year ago, and you can
have whatever information you need to assist in the process. It is in our
interests so to do.
I hope you understand that we would naturally prefer you to
ask us directly, as information provided to other organisations is supposed to
be private and confidential to them.
Good luck with getting the funding.
Paul Blackwell
TOWER Software UK Ltd
From: The UK
Records Management mailing list on behalf of Moore, Claire
Sent: Thu 08/09/2005 12:27
To:
[log in to unmask]
Subject: Re: EDRMS prices
Many
thanks Jan! I was half expecting to be shot at for asking the question. We're
in the process of research and forming a view of our institutional needs, but
as you so correctly identify, we can do nothing about this until I'm allocated
the budget and staffing resources to follow this through. And this I cannot do
without some ballpark figures which, as is apparent, suppliers themselves will
not provide at this early stage.
Thanks again for your help,
Claire
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]]
On Behalf Of Jan Hargreaves
Sent: 08 September 2005 11:41
To: [log in to unmask]
Subject: Re: EDRMS prices
That's all very well, Paul, but when you work for a public body, where your
funding streams are dictated by the governing body's Finance Department,
sometimes you need to give them a rough idea of how much money they're likely
to need to set aside for a specific project, or by how much your funding stream
for that year might need to be increased.
Not all public sector organisations are in the position where they can wait and
see how much the ideal package for their RM needs is going to cost before
allocating the money. Sometimes you get your costings in for your ideal
package, only to be told that the organisation can't commit the funds that
year.
A year ago, we obtained costings for the system that would have met our needs,
taking into account all the points you raise about investing to achieve
long-term improvements and not seeking a "quick fix" system that
would require subsequent modifications. By the time the costings came in, our
funding stream for that year could not support such an investment. I had
obtained ball-park figures from other organisations prior to approaching
companies, which enabled our Finance Department at the start of the financial
year to say that I could go ahead with obtaining specific costings (which ended
up being in the same area as the general figures I had obtained).
That's why we ask for an idea of how much something is likely to cost. Perhaps
suppliers of systems need to pay more attention to the very real limitations
public bodies have in terms of spending, and be a bit more understanding when
we ask these obviously tiresome questions.
I'll be sending details of the costings we received to Claire, since it
probably will be of use to her.
Jan Hargreaves
Senior Archivist
Museum of Science & Industry in
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]]On
Behalf Of Paul Headey
Sent: 08 September 2005 11:25
To: [log in to unmask]
Subject: Re: EDRMS prices
From an EDRMS suppliers' perspective we obviously get asked this question all
the time and usually far too early in the procurement cycle for it to have any
relevance to the reality of the total cost of a successful EDRMS project. When
we are asked this too early it immediately rings alarm bells as to what the
driver and justification behind the investment will be based on. i.e. we need a
system to get a tick in the box to show we have made some sort of effort to
enhance our information management position, therefore will choose "best
value" or the "the cheapest proposal", where as the emphasis we
look for as a supplier to respond to an RFP is whether we feel the prospective
organisation is really interested in providing a massive difference to their
organisations information life cycle management and thus make a better return
on their capital investment by making better use of their information, reducing
storage overheads, providing immediate an secure access to information, driving
cost out of our business processes etc.
I emphsasise successful implementation because as a supplier we come across
numerous RFP's many which we respond with a "no bid" response because
of the obvious lack of commitment in the change management, an overwhelming
under estimation of the preparation required to design departmental file plans,
design disposition schedules and retention policies and without this
understanding of the requirements it's quite impossible to provide any where an
accurate proposal for the project. Setting up the RM properties is a fairly
minimal task when you do it once with minor changes. However re-configuring RM
properties time and time again due to lack of preparation and the
underestimation of the preparation effort can render the whole project a total
failure through going over budget as the specification keeps changing. non
adoption from users if they haven't a clear understanding of what the system is
supposed to be doing for them, and if they haven't been provided with the
appropriate amount design inclusion and user training, and there are numerous
examples I could cite. Examples that we haven't responded to I might add!
The danger is that cost becomes the paramount consideration, and not the return
on the capital invested. If the £250,000 proposal is chosen over the £350,00
proposal you should provide the suppliers the opportunity to justify what they
are supplying for their premium. The £100,000 could be the difference between
the system being delivered successfully or not.
If anyone actually responds by supplying you with the tender costs, beware that
you don't set a precedent on the budget which minimises your scope to pay for
an appropriate amount of fileplan design by your own organisation, user
training and up front fileplan consultancy which tend to be areas where
investment is minimised.
The software cost should be least of your considerations without having made
some progress into the preparation of the business requirements/specification
to provide some chance of the suppliers providing you with a reasonably
accurate project estimation. There is plenty of shelfware out there gathering
dust through non adoption due to lack of proper planning.
Good luck, hope you take on board the point in making the effort on defining
your own business requirements rather than plagiarizing other organisations
RFP's and supplier responses.
Paul Headey
Deltascheme Ltd.
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]]
On Behalf Of Moore, Claire
Sent: 07 September 2005 17:17
To: [log in to unmask]
Subject: EDRMS prices
Would anyone be kind enough to share, off-list, tender prices/ quotes that
you've received for EDRMS? I'm trying to get budget allocated for a system here
at
I'm aware this is something of a 'how long is a piece of string'
question: if you have figures relating to systems for university administration
only, or incorporating academic and other support departments, all of these
would be useful - please could you briefly outline the applicable
circumstances? If you'd like to provide any information in confidence, I can
ensure both the source of the data and the supplier name is anonymised in my
use of the figures.
Many thanks in anticipation
Claire
Claire Moore
Records Manager
Bailrigg
Email: [log in to unmask]
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