Information management programme dos and don'ts

Information Management Programme

Dos and Don’ts

Slide 2

EUMETSAT

Mission

Monitoring weather and climate from space

24/7 hours a day, 365 days a year

International organisation

26 member states

500 employees

30+ nationalities

Darmstadt, Germany

Slide 3

agenda

Starting point

What did we do

What was the outcome

Challenges

Dos & Don’ts

Some things to consider before starting …

Phase 2

Slide 4

some definitions

Information A recorded conversation

Information Management - IM IM is the collection and management of information from one or more

sources and the distribution of that information to one or more audiences

Activities: capture, create, organize, preserve, store, distribute and destroy information

Purpose of IM Provide the right information to the right people at the right time

Programme A set of related activities or projects with the objective to improving an

organization's performance.

Slide 5

which problems did we want to solve? (2)

Poor integration between intranet and Document Management

No integration between email and Document Management

Uncontrolled growth of storage space (TB)

DMS

WCMS

Email

File System

Slide 6

ecm study time line

01/09/2007 01/06/2012

1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12

Ph 1 - Define solution

Ph 2 - Develop plans

Implement

Slide 7

plan vs reality

01/09/2007 01/06/2012


01/09/2007 01/06/2012




Implement …


Ph 2 - Define option

Implement

Slide 8

where are we?

01/09/2007 01/06/2012



Ph 2 - Develop plans Implement …

Slide 9

phase 1 - what did we do?

Survey of current information and systems

Identify options to better integrate current systems

Select a solution

Conducted by external consultant

Slide 10

phase 1 - findings

Information is difficult to find Information is not organised for search and navigation; Duplication of information

Organisational risks Unclear or non-existent policies and procedures on handling, archiving,

and retaining information

Process inefficiencies Costs associated with IM are overlooked; Paper storage occupies space and requires special protection

The study’s conclusion

No need to further integrate the systems at this point in time Instead focus on information management policies and guidelines

Slide 11

Dos and Don’ts (1)

01/09/2007 01/06/2012




Implement …

Challenges Go ahead with next phase

Dos and Don’t Engage external expertise if not available inhouse

Understand underlying causes for resistance

Slide 12

where are we?

01/09/2007 01/06/2012




Slide 13

phase 2 - what did we do?

Definition of Information types

Organisation wide file plan

Combination of organisation, product and function

Electronic Workflow Specification

Information Management Roadmap

Slide 14

phase 2 – how was it done?

Project Manager

Project Support

Inhouse

External

Steering Committee

IO Ref Group

“User Group”

IO Team

Core team

Slide 15


01/09/2007 01/06/2012




Challenges Involvement by

organisation

Dos and Don’ts Define project organisation before starting

Define tasks and responsibilities clearly before starting

Ensure line management understands the activity, effort

required and their involvement

Ensure participants understand the purpose and scope of

their tasks

Slide 16


01/09/2007 01/06/2012




Challenges Work by committee

Organisation culture

Dos and Don’ts Cross-organisational and cross-functional representation

Balance large/small project team with involvement/pace

Work for a climate of openness and pragmatism

Slide 17


01/09/2007 01/06/2012




Challenges Competence/skills

Decision making

Mgmt support

Dos and Don’ts Ensure participants have sufficient skills

Provide and schedule in training if needed

Define decision points and criteria before starting

Ensure that decisions at lower level have management

backing

Slide 18

where are we?

01/09/2007 01/06/2012




Slide 19

im programme - approach

Establish IM governance & support structure

Gap Analysis

Analyse As Is situation, define To Be situation, identify gap, define activities to close gap

Build on existing knowledge

Identify good practice, develop common policies - no green field approach

Change Management and Training throughout all activities

Slide 20

governance structure

Management Board

IM Governance Group

IM

User Group

IM

Expert Group

System

Support

Slide 21

im programme - portfolio of activities

Information Management Policies & Documentation

Information Management Infrastructure and Integrations

Document Management Tool Implementation

Electronic Workflow Pilot for Documents

Collaboration Pilot and Roll-out

Web Content Management Tool Implementation

Enterprise Search

Mail Registration

Slide 22

im programme - schedule

Slide 23


01/09/2007 01/06/2012




Implement …

Challenges Governance structure

Governance members

Mgmt resistance

Trust/confidence

Dos and Don’ts Find a sponsor high enough up in the organisation

Define Governance and responsibilities

Define balance involvement/hands-off

Build trust with involved management

Build credibility throughout the organisation

Educate at all levels

All involved need to understand IM concepts

Get buy in from the organisation

Slide 24

some things to consider before you start …

Is it even worth the the effort and cost to start managing information more systematically?

Is it wise to try to convince your organisation to focus on IM?

How would you persuade your organisation?

How much would make sense to include?

Slide 25

what ever you do, it’s gonna be a bumpy ride …

Business

Information management programme dos and don'ts