A global pharma company needed to upgrade or replace their global Electronic Document Management Solution (EDMS). The system is a critical backbone in most of the organisation’s core processes reaching from research to production. The customer was faced with the challenge of either upgrading the key components of the existing Documentum/FirstDoc-based solution or to implement a new, most likely cloud-based, solution.
Taking the roles of line of business project manager and EDMS SME, BASE was centrally involved in the sequence of strategic decisions going from establishment of an initial solution evaluation framework to the actual decision on upgrading the existing solution, ensuring long term in-support operations. First, BASE was responsible for defining a solution and preparing a vendor evaluation framework. Second, the solution’s total life cycle cost was evaluated and presented to the customer. Third, when the initial budget was approved by the customer, the process of selecting the right solution, vendor and implementation partner started. Once the right solution has been found, BASE started forming the project organisation and doing governance on the project. Finally, once the basic setup of the project was established, a detailed project implementation plan was generated and thus, execution begun.
The project’s recommendation as to solution and implementation approach, was agreed across all functional areas. The project’s final business case and mandate were subsequently agreed by all relevant governance bodies, and the implementation project was initiated in due time to ensure in-support operations. In parallel to the definition of the recommended implementation project, a strategy initiative was established, aimed at defining the company’s future EDMS solution landscape.