View
409
Download
2
Category
Preview:
DESCRIPTION
Envisioning a SharePoint Information Management & Modernization Program in Municipal Government Ontario, Canada
Citation preview
Enterprise Information Management
-Envisioning a SharePoint Information management & modernization program
in Municipal GovernmentOntario, Canada
By: Sayef Ishaque
Software technologist, Business Analyst, Project Manager IT Consultant @ City Of London, Ontario
BSc in Computer Science, MBA, PMP & ITIL Practitioner 10 years experience across Government, Telecom and Finance
industry Working on SharePoint since 2008 Experienced in managing vendor relations, running RFPs,
envisioning large projects, developing SOW, project planning, scheduling & execution
LinkedIn: http://ca.linkedin.com/in/sayefi/ Email: sayefi@gmail.com
About Me
Why another project? Misplaced business records Lack of capabilities for collaboration and information
sharing IT nightmares
Why SharePoint? Easy to learn and adopt - Microsoft office look & feel Low cost of ownership - Even with required add-ons and
customization Easy to manage & grow - Familiar technology and development
tools for IT folks
Envisioning the Program Step-1: Identify stakeholders and their priorities Step-2: Breakdown in manageable phases/projects Step-3: Analyze risk and dependencies among projects Step-4: Prepare program schedule, resourcing strategy
and business case Step-5: Approach top-management for buy-in
Common Information Management Priorities (1)
Electronic Records Management-Businesses are producing high volume of electronic records in different forms (Emails, Technical drawings, Videos etc) -5-10% Emails are important business records-Documents are frequently miss placed; no control on retention and disposition
Need solution for-Capture Records as it is produced -Intuitive & user-driven content classification-Retention and disposition of records as per enterprise policy and regulatory guidelines (GERP, TOMRMS, DoD 5015.2)-eDiscovery and Legal hold
Possible Stakeholders: Legal, Records Management, Compliance office
Classification
Retention
Destruction
Common Information Management Priorities (2)
Collaboration and Information Sharing-Inefficiency in producing critical contents (RFPs, Contracts, Technical designs); sent back & forth over email-Mid-level managers spending significant time in meetings, searching documents/emails in multiple systems-Key resources are retiring with critical knowledge-Lack of capabilities to share ideas
Need solution for-On-line collaboration space -A search that works-Employee profile & skill search-Information available from anywhere-Access from mobile devices
Possible Stakeholders: Human Resources, Engineering / Technology, Purchase, Communication, Marketing, PMO
Common Information Management Priorities (3)
Physical Records Management-Physical records are managed ad-hoc or with legacy systems-Records are misplaced-Uniform retention and disposition is a challenge
Need solution for-Uniform classification, retention and disposition of physical records-Automated process for records inventory management-Search, eDiscovery or legal-hold scopes-in physical records as well
Possible Stakeholders: Human Resources, Records Management
Common Information Management Priorities (4)
Process Automation-High turn-around time for internal processes and approvals-Lack of confidence on electronic approvals-Workflows are out-of-date or difficult to modify-Business processes are agile in nature and changes in 12-24 months
Need solution that provide-Electronic forms-Integrates seamlessly with legacy scanning processes -Cross platform look-up & integration-Supports digital signature and audit log-Easy to develop workflows which can be managed by business
Possible Stakeholders: Finance, Operations, Purchase
Common Information Management Priorities (5)
Cost Efficient Technology Choice-Multiple platforms; Legacy platform is no longer supported-High turnaround time & cost for application development and management-Skillset required for application development is not available in market-Cost of infrastructure (storage, servers, licenses) is growing up-Incapable to meet new business requirements
Need a platform which -Cost effective-Comes with good range of standard features -Development tools and skillset are available -Has an ecosystem for add-ons (Scanning, email integration, migration, governance, physical records management, etc.)
Possible Stakeholders: Technology, Finance
Common Information Management Priorities (6)
Relationship Management-Inefficiency in working with external stakeholders (vendors, partners, stakeholder bodies)-Lead-time to deliver critical products / projects are increasing-Unhappy clients
Need solution for-Allowing external stakeholders (Vendors, partners) to access relevant information -Controlled access over the internet
Possible Stakeholders: Purchase, Customer Relations, Engineering/Technology
Common Information Management Priorities (7)
Business Intelligence -Less visibility on performance of internal processes and KPIs-Value of information being processes are not utilized up to its potential-Lot of time & effort spend on generating ad-hoc reports-Decisions can not be made quickly because of lack of complete information
Need solution for-Easy integration with line of business data-Enable business users to design reports-Leverage the knowledge an power of MS Excel-Reduce time required to develop new report
Possible Stakeholders: Finance, CxOs
Identify stakeholders and their priorities Involve senior managers/Leaders in the organization Requires a 2-3 hours workshop Rank priorities from 1 to 5 Open discussion, white boarding, voting Capture detail notes for follow-up discussion
Breakdown in manageable phases/projects
Involve a SharePoint Architect Identify technical and business deliverables Analyze organizational readiness
Available resources to engage in project work Readiness for tools and process changes Technical expertise Legacy platforms & integration points Infrastructure readiness Enterprise architecture and standards
Requires a 1-2 workshops/brainstorming
Typical breakdown
Analyze risk and dependencies among projects
Identify resources and roles Estimate resources, time and money required for key
deliverables Identify risk and dependencies Group deliverables into phases and sequence them Evaluate benefits of each phase Re-evaluate different scenarios
Identify Program Team
Executive Sponsor Steering Committee
Infrastructure Specialist
Program Manager
Business
Information Architect
Business Analysts
Designer
Administrator
Technical support Developer
Technology
User community
Work streams Common resources working across multiple phases
Resourcing strategy Identify resources available or better managed internally Expertise required from external sources Funding available A blend works better
Internal resourceInternal resource
Sample Program ScheduleY1Q1 Q2 Q3 Q4
Y2Q1 Q2 Q3 Q4
Y3Q1 Q2 Q3 Q4
Y4Q1 Q2
Phase 1Phase 1
• Information Architecture
• Governance• Infrastructure
Build• Team site roll-out• User Training
Phase 2Phase 2
• Electronic Records Management
• 1-2 Custom build apps
Phase 3Phase 3
• Scanning • eForms & workflows
Phase 4Phase 4
• Content Migration
• Portal / Extranet
Program business case Not having a clear business case is a risk
Business priorities should drive benefits & commitments Both financial and non-financial benefits can be
documented Infrastructure & resourcing strategy will drive cost
Next steps
Detail Requirement AnalysisDetail Requirement Analysis
TrainingTraining
Sourcing / RFPSourcing / RFP
Project planningProject planning
Start Phase 1Start Phase 1
Management endorsementManagement endorsement
Final words - Critical success factors Business engagement – start top down Program management – plan big, start small User adoption – involve users early Governance and best practices – follow proven path Develop resourcing capabilities – train people and find
right partner
Questions? Can be sent to: sayefi@gmail.com
Recommended