2009 July Edition

Message From Doris: Are Your Documents Managing You?
Seek software solutions to fix those issues.

What's up with "document management", i.e. another buzz word? What does that mean for your firm and what is all the hype? Filing, storing and retrieving documents is a very old problem. All the “buzz” is about revamping the solutions via technology, and when solved, even in a small firm it can render great efficiencies. If you’re symptomatic of the following, document management software may be a solution for you.

• No “central server filing system” - your project files exist on multiple drives, private folders, email boxes, PDAs, desk draws, and file cabinets.
• Multiple electronic file types. i.e. PDF, BIM, XLS, DOC, DWG.
• The challenge of opening files for viewing (i.e. authoring application needs to be owned to execute Word, Excel, AutoCAD, PDF or to view a document)
• Emails everywhere except with the project and viewable by the team.
• Document sizing that's too big for spam filters and email systems.
• Project contacts in separate databases.
• Manual documents: sub consultant contracts and invoices.
• RFI, Submittal tracking.
• Stumbling through critical client communication figuring who said what last.

The inability to look up information timely and accurately can cost big project dollars or worse be an embarrassment to the firm. In my opinion, if AE firms could allocate capital budget to any technology for 2009, document software is something to consider. Key management and owners do see the value to automating mounds of electronic and non electronic documents for better project collaboration. In times where fees are raise resistant, firms are trying to actively locate efficiencies that will turn up profit, not enlarge overhead nor reduce project quality.

In seeking a document management system you can solve for many of the common symptoms, keeping in mind that the more integration/slickness you want, you’re more likely up against a higher cost.

A document management system should allow for file naming and sorting conventions that your firm is used to. Do not skimp on disk space, all information in respect to project collaboration is important information at some point. Most systems accommodate immediate storing of emails, photocopies to a file server. A system needs to accommodate viewing and searching of all types of documents in most popular softwares and versions. Logged tracking of tasks, timelines, activities, RFIs, and communication all centralized, easy to locate and view. Integration with various models of PDAs is a must as well as Outlook web access so those communications can be logged. Share point technology or equivalent to manage drawings and document revisions via mark ups.

Preparing for document management systems is a serious undertaking and possibly the most difficult to deploy. Why? Because professional staff, managers and principals have habits that are hard to break, and the paperwork itself is wide and deep in volume. You can establish a starting place by identifying ways to organize your server files as they stand now. Consider the following:

• Label all folders on your existing server: clean, locate, move and centralize files of all types.
• Clean your manual files, scan then shred them.
• Identify IT requirements and areas of communications: phones, photocopiers, faxes and PDAs.
• Centralize contacts. If not currently centralized, work on a process and security plan to do so.

There are a number of AE document managements systems on the market today. Some of them solve only for vertical problem (AE document management), others stretch more broadly to other industries and CRM, while certain financial solutions try to solve for all CRM, Accounting and Document/Proposal, Business Development in varying combinations. There are many choices, and you need to compare a few before making a decision. Keep in mind not all document management improvements necessitate the "buying" of software. You could simply improve the way you maintain your files with some of your existing technology.

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A Client's Perspective: Moving from Deltek® FMS (Wind2)

A Client's Perspective: Moving from Deltek® FMS (Wind2)

• 10am - 11am PT
• 11am - 12pm MT
• 12pm - 1pm CT
• 1pm - 2pm ET

“As Deltek® phased out their Wind2 software, it provided us the opportunity to find a better solution with Ajera. This software is so easy to use!” Sack & Associates

Join us July 22, 2009 for an informational roundtable with three Axium clients that have switched from Deltek FMS (formerly Wind2). You will learn from their perspective what issues are critical and how they are handled with Axium and our software:

• Workflow
• Reporting/Inquiry
• Accounting
• Implementation & conversions

“One thing I really loved about Wind2, was that they were so in touch with their customers. I really felt Deltek was a different company. I chose Axium because I felt that they are much more like Wind2 in terms of being in tune with their clients.” – Rosie Wagner, HTG Architects

Don’t miss our online panel discussion Wednesday, July 22, 2009 at 10am Pacific Time with former Wind2 clients who have switched to Axium for their software solution.

Wind2, Deltek FMS are registered trademarks of Deltek®.

07/22/2009

1.0 hours

To attend this webinar: Register

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DMC Systems Group, Ltd. is on YouTube!

Feel free to check us out at: www.youtube.com/dmcsystemsgroup

There you will find over 40 educational videos on: Accounting, Project Management, and Tips on software such as Deltek, MYOB and Axium.

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New DMC Systems Group Website coming soon.

After several months of hard work on the redesign of our website, DMC Systems is proud to announce that it is almost ready to launch.

Keep visiting our website for updates on what’s going on at DMC and feel free to send us comments as your feedbacks are important to us.

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