Corralling the Document Chaos - intergen.co.nz · Twilight – Corralling the Document Chaos High Level Business Requirements Description Business Priorities Business Benefits Phase

Corralling the Document Chaos Twilight

Steve Lapwood

Management Consultant / July-August 2012

Why?…

Our Agenda

The Current State and Challenges Ahead

Achieving the Successful Business

Transformation

The Underpinning Solution Components

Twilight – Corralling the Document Chaos

Your presenter

ECM/EDRMS Specialist

Business Systems Strategy and Roadmaps

Information Management

Programme Management

Change Management

40+ years IT experience

Name Steve Lapwood

Title Management Consultant

The Current State and Challenges Ahead


Where can people store documents?

And why do they store them where they do?


Over 100 “file types”

Kinds of documents

Text files (11)

Data files (16)

Audio files (10)

Video files (14)

3D Image files (3)

Raster Image files (12)

Vector Image files (4)

Page Layout files (3)

Spread-sheet files (3)

CAD files (2)

GIS files (2)

Web files (13)

Encoded files (3)

Compressed files (11)

Source: fileinfo.com/filetypes/common


Growth is exponential with increasing duplicates

Profile of documents

Typically n,000s to m,000,000s

Increasing by 40% to 120% per year

Volumes Duplicates

Typically 30% to 50%

And rising


■ 30%: time spent/wasted looking for stuff

■ Navigating a directory: they need to know how

■ Searching: they need to use the right keywords

■ Ask someone: highly disruptive!

■ Right version?: fingers crossed!

■ And if they don’t find what they are looking for:

they give up or create another variation of it

How do people find documents?

And what happens if they don’t find them?


How do you manage information as a valuable asset

How are your documents managed?

Who “owns” the documents?

How is collaboration done? & with

whom?

Who can create a library?

Folder names/file names conventions?

Who has access to a document?

Who decides what a record is?

Who has a copy?

Governance Information Management

How many levels in to repository

hierarchy?

How many documents with

metadata/properties fields?

How are terms used?

Is there an organisation wide

taxonomy? & who uses it?

How is “legal hold” done?

How is the retention and disposal

applied?


Is finding the right document when you need it a bit like a “lucky dip”?

There is a better way …

The Solution Components

Twilight – Corralling the Document Chaos Your Awesome Presentation Title {Segoe UI 12 pt.} Twilight – Corralling the Document Chaos

1. Capture 3. Deliver

Forms Documents

Web Content Versioning

Security

Workflow

Data

2. Manage and Store Business

Information

Digital Assets Searchable Classification

Apps Data

Findable

Usable

@ the core is:

SharePoint for Document Management

eMails

SharePoint

Integration

Office ActiveDir

Outlook

Explorer WCF/BCS

Content Mgt Doc Mgt

Ent Search

Outlook

Office

RecordPoint

OnePlaceMail File shares

Information Portal

Project, Program Sites

Libraries Lists

Views

Repositories

Team, Division Sites

Corporate

Libraries Lists

Views

Libraries Lists

Views

LAN/WEB

Collaboration

Forms

Lync

Lync


Create/Capture Store – Share – Collaborate – Review Find - Consume

Content Store - Knowledgebase

Office

Intranet

Outlook

Mobile

CRM

Lync

So… what does “good” look like?

Search


Easily capture documents into SharePoint


… and emails too!


… plus automatically tag Records


Fast and Effective Search


Clients who have chosen SharePoint for Document Management

http://www.canterbury.ac.nz/

Successful Business Transformation

The Solution is very good …

BUT you need more for

high user adoption …


Well executed business transformation

From current “document chaos” to well managed information

Business Case: well articulated requirements and benefits

Deployment Roadmap: realistic and budgeted

User-centred Design: easy and attractive to use

Relevant Classification: user view and records view

Effective Change Management: to achieve user adoption

Pragmatic Governance Framework: on-going integrity

Some Client Examples


High Level Business Requirements

Description Business Priorities Business Benefits

Phase 1 • EDRMS - document

& records

management

• Email records

• Enterprise search

• Project sites

• Programme sites

• Corporate team sites

• Team, division sites

• Executive views

• Project reporting

• Financial reporting

• Mobility –

smartphone, iPad

High Improved:

Access to information

Information integrity

PRA compliance across

all areas of XXX

Project consistency

Project visibility

Project management

Reporting

Example with benefits identified


EDRMS Enterprise Search Project Documents Team/Division Sites Reporting + BI Programme View Mobility

Project Collaboration Instant Messaging Applications Links Phonebook

Intranet Staff Profiles E-Forms Applications Portal



Project Collaboration

Instant Messaging Applications Links Phonebook

Phase 1 Phase 2 Phase 3

Business Priority Driven Roadmap

Example


Currently viewing content for: <role><department> <location>Change view >

News article title28 November 2011

Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Cras quis lorem. Proin tincidunt. Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Cras quis lorem. Proin tincidunt.

Title of the news item - 28 November 2011

A brief blurb the news item would go here to explain the news article





View all news articles >

1 2 33 View comments

1

0

11

What’s newLocal/team newsGlobal News

XXX NEWS

Share prices Exchange rates

Cognos reports : report type

Events

View more details >

3,000

2,900

2,800

2,700

2,600

NZD AUD<>

Rate: 0.7916 Rate: 1.2633

10000.00 7915.78=

Convert

View more details >

Change report

HOMEPAGE OPTION

This option works and displays more like a dashboard for the user. All the content and functionality is “bubbled” up to the surface through the homepage interface. Here the user can see some important content and functionality that is relevant to their role (and location).

The dashboard could include some webparts such as cognos reports.

The dashboard would be divided into two distinct areas. The left portion would include global/organisation wide content. On the right hand side it would include role based content, functionality and links.

The default tab would be the global news tab. There would be a feature space at the top of the panel that would promote key pieces of information.

Under that would be a news listing that would have a title, date and blurb for each of the news listings. There would be a link to view all of the news articles are the bottom of the panel.

The user will have the option to select the tabs at the top of the panel to find out local news, what’s new and events that are happening. The content format would just be a list format. (however events would have to include type, date, location and any relevant information that is key to oceana Gold).

The content components on the right hand side would be dependant on the role of the user. In some cases there would need to be the cognos reports present and in others it shouldn’t display.

My documents would list out the relevant information with links.

Please note, commenting on news items is not within scope of phase 1 delivery. It may be incorporated for future phases of work.

Please note: this concept continues on the next page.

Welcome Joe Bloggs

Applications: Employee connect | Application title | Application title

Site search

Advanced search

Help | Glossary | Key Contacts

Type to start searchFind a person:

News & events Information for...Forms & templates Documents Human resources About Oceana GoldHealth & safety

You are here: Home

Policies, procedures & management

My documents

· Title of the document – there would be a very brief description that would go here.



View all documents >

My forms & templates

· Title of the form or template






View all forms & templates >

1

1

2

2

3

3

4

4

User-centred Design Example


Site hierarchy and

Function/Activity

Examples of User View and

Records View


■ Communications Plan

■ Sponsors Activity Plan

■ Managers Coaching Plan

■ Resistance Management Plan

■ Training Plan

Highly Effective Change Management

Example


Framework Element Role &

Responsibility

Process Framework Element Role &

Responsibility

Process

Sponsorship · Links

· Vision and Goals · Profiles

· Roadmap · Migration/Capture

· Budget · Retention/disposal

· Projects Security

· Site Ownership · Access

· Site Admin · Permissions

Functions Deployment

· Document

management

· Documentation

· Workgroup

Collaboration

· Education

· Search · Adoption

· Forms

Management

SharePoint Admin

· Workflow · Provisioning

· Feedback · Monitoring

· BI · Site Lifecycle

Design · Support

· Site Topology IT Service Delivery

· IA · Infrastructure

· Branding · Modifications

· Templates · Integration

Content/IM · Transition

· Classification · Applications Support

· Content Types &

metadata

· Service Delivery

Pragmatic Governance Framework

And so in summary


You may need to …

For more information, contact [email protected].

■ Understand the needs of your organisation and why

■ Select and implement the right solution

■ Transform the way you manage information

■ Ask us for assistance …

To gain full value from your information assets …

Any questions?

Thank you [email protected]