| SUMMARY In
2001, the Naval Sea Systems Command (NAVSEA) was planning to move from
Crystal City to the Washington Navy Yard. In planning for the move,
NAVSEA considered it an opportunity to deploy knowledge management
technology. With the assistance of RGS, NAVSEA took advantage of the
power of OpenText's Livelink Application (workflows, knowledge
management, collaboration, and other powerful features) which in turn
has resulted in saved timed and dollars for NAVSEA. Today there are
over 2,000,000 documents, dozens of automated workflows, and many other
business improvement methods resulting in more efficient operations at
NAVSEA and a more effective Navy.
THE BUSINESS CHALLENGE
The biggest challenge for using Livelink was introducing a
significant change to NAVSEA's business processes while planning for a
major physical move of the whole organization. NAVSEA is a large
organization (5,000 employees) whose mission is to engineer, build and
support America's Fleet of ships and combat systems. Accounting for
nearly one-fifth of the Navy's budget (approximately $20 billion),
NAVSEA manages more than 130 acquisition programs, which are assigned
to six affiliated Program Executive Officers (PEOs) and various
Headquarters elements. The history of the organization is steeped in
paper documents and subject matter experts and it was realized early on
that in order for the project to be successful, a culture change would
be necessary. An additional complexity is that NAVSEA has different
types of data are classified at different levels there requiring
significantly different security rules.
HOW RGS HELPED
To accomplish this task, the Command Information Officer tasked RGS
to work with two program offices to do a pilot with the solution to
work out any technical issues and determine if Livelink was the right
software for NAVSEA to bet on. Following the pilot applications'
success, it was determined that Livelink would be the
commercial-off-the-shelf (COTS) application upon which NAVSEA would
build their Command Document Management System (CDMS). Over the
following months, RGS and our business partners rolled out the CDMS
solution to over 10,000 users across the country which included both
government and contractor personnel. All of the old document management
systems that had been spread across the enterprise were migrated into
CDMS which saved NAVSEA millions of dollars in maintenance contracts
and support personnel. Overall, RGS implemented 4 different servers
depending on the classification of the data that would need to reside
in the system. They are:
- CDMS Primary - an unclassified system which can be accessed by anyone on the web who has a need to get to the data
- CDMS UNNPI (Nuclear data) - a system that can only be accessed in a closed environment
- Two classified systems - systems that can only be accessed in a locked room
RGS developed the security documentation for each of the systems and
led the process to have the systems and their documentation approved by
the Information Assurance organization.
BENEFITS DELIVERED
CDMS is now used as an every day part of their business process by
thousands of personnel at NAVSEA Headquarters, NAVSEA Field Activities
and NAVSEA business partners. NAVSEA contractors doing business with
the government deliver their products directly into CDMS as electronic
deliverables saving both time and money from previous methods. As time
passes, the knowledge management infrastructure implemented by NAVSEA
and RGS becomes more and more valuable as knowledge is captured from
the workforce. Older workers are retiring and younger workers are more
mobile and move from office to office rather than staying within the
same program for 30 years. These two factors make it imperative that
NAVSEA strive to capture corporate knowledge and make it accessible
across the enterprise. CDMS provides the vehicle to achieve this goal.
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