DEFINING REQUIREMENTS FOR A DOCUMENT MANAGEMENT SYSTEM IN PROJECT DELIVERY BUSINESS

Abstract

ABSTRACT The objective of the thesis is to introduce a tested methodology for an organisation to define the requirements for a document management system. The commissioner of the study is operating in project delivery business in the mining and metallurgical industry. The study examines the first phase of the document management system selection and deployment process, the requirements definition phase. The main research question is as follows: What is the appropriate methodology for defining requirements for a document management system in project delivery business? Four sub questions cover the applicability of the value proposition canvas as a methodology, nominating the representatives participating in the definition phase, practical steps of the work and importance of the document management process. Key concepts are introduced in the thesis, a document, document management, a document management system, and document management process. The theoretical framework of the thesis is based on the qualitative method and constructive research. Semi-structured interviews were used to collect information from the workshop participants. The findings discuss the value proposition canvas as the chosen methodology, arranging facilitation, nominating participants, the main outcomes of the workshops and improvement ideas. The study shows that arranging workshops using value proposition canvas with proper facilitation is an appropriate methodology to define requirements for a document management system in project delivery business. Concrete steps of organising the workshops to collect the requirements are introduced. The commissioner benefits from the study results by having a tested methodology for defining the requirements. Keywords: document management, document management system, document management system requirements, constructive research, value proposition canvas