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CM/Taxonomy/Portal IntroductionFor

HSE

May 12, 2003

Dan Ranta and Vincent Njoroge

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Agenda

Overview

Content Management

Taxonomy

Portal Presentation

Change Management

COMMENTS / QUESTIONS

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Content Management

A content management solution… Identifies and defines the types of content

page elements/business content types rules for display (or at least supporting metadata)

Identifies how the content is maintained owners/authors/administrators content dates (expiration, review, creation, etc.) content life cycle

Identifies how the content is published Identifies how the content is distributed Identifies how the content is reviewed Implements security on managed content

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Overview• After extensive evaluations, Halliburton chose Interwoven

as the application for the enterprise-wide Content Management System -- CMS

• Interwoven compliments our Plumtree Portal – enterprise-wide solution

• Interwoven’s key components for Content Owners:– TeamSite “WebDesk” (your user interface)

– Metatagger (web-based tagging interface)

– Workflow notification (e-mails)

• Key actions (roles) for Content Owners will be:– Review Documents

– Tag Documents

– Approve Documents

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Benefits of New CMS

Enterprise-wide Benefits:

– Lower costs by standardizing our content management processes

– Single source for internal and external content

– Increased content quality

• HSE Benefits:

– Complete content management process flow

– One content source (to maintain) for multiple venues

– Taxonomy enhances search capabilities, improving access and reuse

– Process improved, with streamlined content to portal delivery

– Features such as Email Notification – to renew, update, and remove content – Preview Capability, Greater Report Generating, and Versioning/Rollback

• Future Benefits:

– Additional content creation sources

– Live content editing for additional Content Owners/Authors

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Challenges of New CMS

Challenges for HSE:

•This is a new application to learn

•There is a learning curve

•Some upfront, minor maintenance

•Enterprise-wide Taxonomy – new approach to tagging

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Evolution of Content Tagging for HSET

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100%

50%

80%

July September

Content Migration

--ExistingContent

CMS Lifecycle

HSE:Tagging Quality =

Better Web Presentation

TaggingEnhancement

Conceptual Representation

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Content Management Roles

Role Description

Authors Authors or sources of the content – typically SMEs

Content Owners

People who have responsibility for the integrity of the HSE content (Review, Tag, Approve)

Approvers Approve content (ex. legal, subject matter experts, …)

Content Administrators

Content administrators for HSE are people who will have similar responsibility as content owners in addition to overall administration of HSE’s CMS

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Content Lifecycle and Roles

Maintain

Deploy Approve

Create

ConceptCreateRevise

DistributePublish

Review/Tag/Approve

Key Content Actions

Review/Tag/Approve

Expire

Review

Tag

Approve

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Role as Content Owners/Authors

Content Owners/Authors will conduct three key actions:

Review

Tag

Approve

1.

2.

3.

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Taxonomy

Taxonomies are structures that provide a way of classifying things -- living organisms, products, books, processes -- into a series of hierarchical groups to make them easier to identify, study, or locate.

Taxonomies typically have the following elements: List of standard terms Hierarchical relationships Cross references

Taxonomies are important because they provide a framework for users to efficiently and effectively search through large volumes of information in order to find what they need. Taxonomies can increase efficiency by assisting the user to quickly find the categories of information they are looking for, while increasing effectiveness by displaying relevant information based upon the context of the inquiry.

In addition, taxonomies are important because they can help focus users on additional categories of information that may provide additional context to an issue.

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Taxonomy Categories (definitions)• Content Type*: These are classifications of information that help filter the content for the audience. Sales and marketing material is

typically not to the same technical level as a Procedure would be.

• Location*: These are places on earth. Maybe we could add the universe. But they are physical places well known to everyone. Although we may think of NWA's as a place, they are really just a collection of Locations.

• Organization*: Consider this a collection of people organized in PSL & sub PSL buckets. Our customers really don't care about our organization. Note that HSE can be an organization but that many HSE related documents would not be tagged with HSE organization.

• E & P Lifecycle*: Consider this to be a timeline. It is basically the serial sequence of events in the life of a well. Many documents will relate to several of these categories.

• Business Process: This relates the document to the HMS system. Many documents will relate to several Business Process categories but the majority of the MyHal documents will be categories with the Develop Solutions category under "Execute and maintain Business".

• HSE*: Categories of Health Safety & Environment. This may relate to the HSE that MyHal (or other groups) used under the ASSET tab.

Note that the HSE facet is not an organization but is HSE categories of information.

• Product Groups*: These are High Level Services or High Level (Big Bucket) Products that a customer understands. Sub Categories of Product Groups are smaller buckets of services or Products. Drill Bits is a product group and PDC bits is a subcategory of Drill Bits. This is somewhat related to PSL & sub PSL but not directly related to the organization of a PSL. Product Groups may cross several or all PSL's.

• Tools & Components: These are the downhole tools that are used to perform services or make up products. Note that a 6" bit is a

tool. • Oil, Gas, Chemicals & Lubricants: These are the chemicals, additives, etc that make up the chemical services we offer. • Challenges: This is the root problem that a customer faces. Anything that is a service in our price book is not challenge. Challenges are

reservoir and environment related. • Other Materials & Equipment: These are basic materials like cement & salt. And items we can buy from others like pumps, trucks

and cables. Most of our surface equipment falls in this category.

* = (likely) Required Field

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Taxonomy Facets – which apply?

* = Required Facets

Taxonomy Facets

Group Content Type*

Location* Organi-zation*

E&P Life-cycle*

Busi-ness Process

HSE Product Groups*

Tools & Compo-nents

Oil, Gas, Chemicals, and Lubri-cants

Chal-lenges

Other Materials & Equip-ment

HSE

TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD TBD

TTCP ● ● ● ● ○ ○ ● ● ○ ● ○

CPS ● ● ● ● ○ ○ ● ● ○ ● ○

L&P ● ● ● ● ○ ○ ● ● ○ ● ○

SS ● ● ● ● ○ ○ ● ● ○ ● ○

BAR ● ● ● ● ○ ○ ● ○ ● ● ●

CEM ● ● ● ● ○ ○ ● ○ ● ● ●

SDBS ● ● ● ● ○ ○ ● ● ○ ● ○

P/E ● ● ● ● ○ ○ ● ● ● ● ●

IS/IT ● ● ● ● ○ ○ ● ○ ○ ● ○

Always = ● Sometimes = ○ Never = N/A

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You Tag within Four Tabs

General• Title• Description• Content Type• Access Control (Public or Internal Only)• Content Administrator• Content Author• Content Owner• Site Administrator• Legal Approver

Subjects• Location• Organization• E&P Lifecycle• Business Process• HSE*• Taxonomy Suggestions

Equipment & Materials• Product Groups• Tools & Components• Oil, Gas, Chemicals and Lubricants• Challenges• Other Materials & Equipment

Administrative Data• Launch Date (format: YYYY-mm-dd): • Calendar -- Review Date• Calendar -- Expiration Date• Calendar -- New Technology

Commercialization Start Date

• Allow this file to be indexed for search?

KEY:Required Fields*HSE Prime Focus

KEY:Required Fields*HSE Prime Focus

Tax

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Subjects Tab (taxonomy)

Subjects• Location*• Organization*• E&P Lifecycle*• Business Process• HSE• Taxonomy SuggestionsNote: Key taxonomy

facet for HSE is HSE(you can select as many tags as needed under HSE)

Click this Add/Edit Button (to add

taxonomy)

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Taxonomy Changes

• Taxonomy Editor – Owns the taxonomy change

and maintenance process

• Taxonomy Steering Committee – Provides Strategic

Direction. David Smith, Brandon Lackey, Michael

Behounek, Mary Rose Martinez, and the

Taxonomy Editor, others – TBD

• User Group – Content owners, editors and content

users

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No

User group requests taxonomy change

Start

Taxonomy Editor assesses business needs

for change

Approve change?

No

Yes

Taxonomy Editor works

with user group to make changes

Taxonomy Editor informs &

explains reasons to user

group

User group accepts or

appeals decision Yes

Modifica-tions

Complete

User group works with Taxonomy

Editor to update related materials

Taxonomy Editor informs User Group of

completed changes

Success-ful test?

User group tests taxonomy changes

Taxonomy Steering Committee

Taxonomy Change Process

Strategic Direction

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Adding New Categories

• Requires review of all documents in the next higher level category and may require review of other categories.

• New categories should only be added if the parent category has more than 20 documents

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Deleting a Category

• Deleting a category requires a review of all documents tagged with the category.

• Automatically changes the category tags in the documents.

Changing a Category Name

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A portal can be many things to many people

A windowinto information

A place tosupport customers

A place where knowledge canbe created and sharedA place to

buy things

A personalisedinformation library

A company broadcasting andcommunications environment

A place to get access to all companyknowledge and information assets

A place tocollaborate

A place to socialise andbuild personal networks

A lifestylesupport environment

A place to promote andsell products and services

A place to attend classesand learn

What is a portal?

A window intobusiness applications

What applies for HSE?

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Key Steps for the Portal

• Gather User Feedback– Understand your User ( User Needs and

Tasks )

• Design Portal – using existing standards• Apply CMS

– Identify Content (Content Inventory) – Select Templates– Identify Workflows

• Define Reporting and Metrics

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Portal Re-design for Organizations

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IT Org Portal – main page (Sample)

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MyHalliburton – Home Page

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MyHalliburton – Documents Directory

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Content Presentation – an example of how data will be presented in portal

First, the following tagging takes place in:-- E&P Lifecycle-- Product Groups-- Content Type

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Content appears in primary folders – just like today

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Maintenance shows the Challenges Content Types and Product Groups

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Completion shows the Challenges Content Types and Product Groups

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Change Management

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We follow these steps to create your comm-unication plan for change management

Time

IdentifyStakeholders

CommunicationStrategy

StakeholderResponsibilities

Final ActionPlanning

Co

mp

lex

ity

Change Management

For HSE CMS/Porta

l Project

Four Phases:Preparation

SupportReview

Delivery

Execution

Iteration &Follow-up

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Summary

Goal: We want to help you so that we…

Keep it flexible

Keep it simple

Keep it streamlined

IMPROVE HSE

COMMENTS / QUESTIONS