Electronic Document System A Complete Guide - 2020 Edition

Electronic Document System

Complete Self-Assessment Guide

The guidance in this Self-Assessment is based on Electronic Document System best practices and standards in business process architecture, design and quality management. The guidance is also based on the professional judgment of the individual collaborators listed in the Acknowledgments.

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Copyright © by The Art of Service

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About The Art of Service

The Art of Service, Business Process Architects since 2000, is dedicated to helping stakeholders achieve excellence.

Defining, designing, creating, and implementing a process to solve a stakeholders challenge or meet an objective is the most valuable role… In EVERY group, company, organization and department.

Unless you’re talking a one-time, single-use project, there should be a process. Whether that process is managed and implemented by humans, AI, or a combination of the two, it needs to be designed by someone with a complex enough perspective to ask the right questions.

Someone capable of asking the right questions and step back and say, ‘What are we really trying to accomplish here? And is there a different way to look at it?’

With The Art of Service’s Standard Requirements Self-Assessments, we empower people who can do just that — whether their title is marketer, entrepreneur, manager, salesperson, consultant, Business Process Manager, executive assistant, IT Manager, CIO etc... —they are the people who rule the future. They are people who watch the process as it happens, and ask the right questions to make the process work better.

Contact us when you need any support with this Self-Assessment and any help with templates, blue-prints and examples of standard documents you might need:

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Included Resources - how to access

Included with your purchase of the book is the Electronic Document System Self-Assessment Spreadsheet Dashboard which contains all questions and Self-Assessment areas and auto-generates insights, graphs, and project RACI planning - all with examples to get you started right away.

How? Simply send an email to

access@theartofservice.com

with this books’ title in the subject to get the Electronic Document System Self Assessment Tool right away.

You will receive the following contents with New and Updated specific criteria:

•The latest quick edition of the book in PDF

•The latest complete edition of the book in PDF, which criteria correspond to the criteria in...

•The Self-Assessment Excel Dashboard, and...

•Example pre-filled Self-Assessment Excel Dashboard to get familiar with results generation

•In-depth specific Checklists covering the topic

•Project management checklists and templates to assist with implementation

INCLUDES LIFETIME SELF ASSESSMENT UPDATES

Every self assessment comes with Lifetime Updates and Lifetime Free Updated Books. Lifetime Updates is an industry-first feature which allows you to receive verified self assessment updates, ensuring you always have the most accurate information at your fingertips.

Get it now- you will be glad you did - do it now, before you forget.

Send an email to access@theartofservice.com with this books’ title in the subject to get the Electronic Document System Self Assessment Tool right away.

Purpose of this Self-Assessment

This Self-Assessment has been developed to improve understanding of the requirements and elements of Electronic Document System, based on best practices and standards in business process architecture, design and quality management.

It is designed to allow for a rapid Self-Assessment to determine how closely existing management practices and procedures correspond to the elements of the Self-Assessment.

The criteria of requirements and elements of Electronic Document System have been rephrased in the format of a Self-Assessment questionnaire, with a seven-criterion scoring system, as explained in this document.

In this format, even with limited background knowledge of Electronic Document System, a manager can quickly review existing operations to determine how they measure up to the standards. This in turn can serve as the starting point of a ‘gap analysis’ to identify management tools or system elements that might usefully be implemented in the organization to help improve overall performance.

How to use the Self-Assessment

On the following pages are a series of questions to identify to what extent your Electronic Document System initiative is complete in comparison to the requirements set in standards.

To facilitate answering the questions, there is a space in front of each question to enter a score on a scale of ‘1’ to ‘5’.

1 Strongly Disagree

2 Disagree

3 Neutral

4 Agree

5 Strongly Agree

Read the question and rate it with the following in front of mind:

‘In my belief,

the answer to this question is clearly defined’.

There are two ways in which you can choose to interpret this statement;

1.how aware are you that the answer to the question is clearly defined

2.for more in-depth analysis you can choose to gather evidence and confirm the answer to the question. This obviously will take more time, most Self-Assessment users opt for the first way to interpret the question and dig deeper later on based on the outcome of the overall Self-Assessment.

A score of ‘1’ would mean that the answer is not clear at all, where a ‘5’ would mean the answer is crystal clear and defined. Leave emtpy when the question is not applicable or you don’t want to answer it, you can skip it without affecting your score. Write your score in the space provided.

After you have responded to all the appropriate statements in each section, compute your average score for that section, using the formula provided, and round to the nearest tenth. Then transfer to the corresponding spoke in the Electronic Document System Scorecard on the second next page of the Self-Assessment.

Your completed Electronic Document System Scorecard will give you a clear presentation of which Electronic Document System areas need attention.

Electronic Document System

Scorecard Example

Example of how the finalized Scorecard can look like:

Electronic Document System

Scorecard

Your Scores:

BEGINNING OF THE

SELF-ASSESSMENT:

Table of Contents

About The Art of Service8

Included Resources - how to access8

Purpose of this Self-Assessment10

How to use the Self-Assessment11

Electronic Document System

Scorecard Example13

Electronic Document System

Scorecard14

BEGINNING OF THE

SELF-ASSESSMENT:15

CRITERION #1: RECOGNIZE16

CRITERION #2: DEFINE:28

CRITERION #3: MEASURE:45

CRITERION #4: ANALYZE:60

CRITERION #5: IMPROVE:76

CRITERION #6: CONTROL:93

CRITERION #7: SUSTAIN:106

Electronic Document System and Managing Projects, Criteria for Project Managers:134

1.0 Initiating Process Group: Electronic Document System135

1.1 Project Charter: Electronic Document System137

1.2 Stakeholder Register: Electronic Document System139

1.3 Stakeholder Analysis Matrix: Electronic Document System140

2.0 Planning Process Group: Electronic Document System142

2.1 Project Management Plan: Electronic Document System144

2.2 Scope Management Plan: Electronic Document System146

2.3 Requirements Management Plan: Electronic Document System148

2.4 Requirements Documentation: Electronic Document System150

2.5 Requirements Traceability Matrix: Electronic Document System152

2.6 Project Scope Statement: Electronic Document System154

2.7 Assumption and Constraint Log: Electronic Document System156

2.8 Work Breakdown Structure: Electronic Document System158

2.9 WBS Dictionary: Electronic Document System160

2.10 Schedule Management Plan: Electronic Document System163

2.11 Activity List: Electronic Document System165

2.12 Activity Attributes: Electronic Document System167

2.13 Milestone List: Electronic Document System169

2.14 Network Diagram: Electronic Document System171

2.15 Activity Resource Requirements: Electronic Document System173

2.16 Resource Breakdown Structure: Electronic Document System175

2.17 Activity Duration Estimates: Electronic Document System177

2.18 Duration Estimating Worksheet: Electronic Document System180

2.19 Project Schedule: Electronic Document System182

2.20 Cost Management Plan: Electronic Document System184

2.21 Activity Cost Estimates: Electronic Document System186

2.22 Cost Estimating Worksheet: Electronic Document System188

2.23 Cost Baseline: Electronic Document System190

2.24 Quality Management Plan: Electronic Document System192

2.25 Quality Metrics: Electronic Document System194

2.26 Process Improvement Plan: Electronic Document System196