Knowledge Central Governance October 2003 Learning Objectives: To learn all the basics about all aspects of governance for Halliburton’s transition to

Knowledge Central GovernanceOctober 2003Knowledge Central GovernanceOctober 2003

Learning Objectives: To learn all the basics about all aspects of governance for Halliburton’s transition to Employee Central.

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• Governance is a structure of shared ownership and accountability for strategy, development, and operations

• An employee portal provides a platform for integrated service delivery across Halliburton and PSLs

• Therefore, there is not one owner of all business applications, or a natural owner within most organizational structures

“What is your biggest portal challenge”?“What is your biggest portal challenge”?

Portal server function issues

Implementation issues

Portal design issues

Organizational issues 71%

23%

15%

6%Technology

Forrester Research ReportMaking Enterprise Portals Pay

Why is Knowledge Central governance necessary?Why is Knowledge Central governance necessary?

Definition of GovernanceDefinition of Governance

GovernanceGovernance

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Strategy & Business Case

Operational Support

User Experience

Content & Services

InformationTechnology

(IT)

Define portal vision and strategy

Define communication strategy

Define business case and requirements

Determine funding model

Define stakeholders

Determine metrics

Define look and feel standards (branding)

Define task related user experience standards for functions & forms

Determine user access rights

Develop user interface

Manage user experience

Communicate and enforce standards

Define technical requirements

Define Global Web architecture

Identify solution and standards

Develop technical implementation plan for Release 1

Implement technology for Release 1

Identify and implement future enhancements

Determine content and services (existing & new)

Prioritize content and services within release strategy

Develop implementation approach

Determine taxonomy, personalization & content management standards

Implement content and services

Manage content

Continue enforcing standards

Define operational support requirements

Determine operational support model

Identify solution

Implement operational support

Measure success

Halliburton Knowledge Central:Key Governance Processes and Sub-ProcessesHalliburton Knowledge Central:Key Governance Processes and Sub-Processes

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Strategy and Business Case

Operational Support

Information Technology (IT)

Content & Services

User Experience

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Key processes across governance and operational support groupsKey processes across governance and operational support groups

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Components of Knowledge CentralComponents of Knowledge Central

CollaborationDoc

SharingThreaded

Discussions

Content - CMSWeb

Content Mgmt

Doc Mgmt

Info Retrieval

SearchTaxo-nomy

Applications… Sub-Portals…

Portal

Communities

Role-based / Personalization / Branding

OrganizationsWorkgroups

Secu

rity / Ad

min

istration

/ Trackin

g

= in progress

Identity Mgmt

Single Sign-onApp

SharingInstant

Messaging

Digital Asset Mgmt

Expert Locator

Business Process Automation

Multichan. Access

Wireless Access

(e.g. PDA)

Mobile Access

(on/offline)

= future

My Workplace / Pages

User Profiling

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Knowledge Central GovernanceKnowledge Central Governance

• Roles• Portal• CMS – Content Management System• Taxonomy• Personalization• Support• Security• Legal

• Roles

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Governance Roles and ResponsibilitiesGovernance Roles and Responsibilities

Roles Descriptions People

Governance Committee

A cross-functional group that defines the standards, policies and procedures with respect to the use of portal and supporting technology (e.g. CMS, Search, etc)

Michael BehounekBrandon LackeyShawn LeblancBilly HuffJon MuskaPat Parker

Sub-Portal Owner

Reviews / approves respective community and gadget requests

Employee (Michael Behounek)

Executive(Shawn Leblanc )

Customer / Students / Technical Consultants(Brandon Lackey)

Supplier(Billy Huff)

Default(Governance Committee)

Taxonomy Editor

Owns the taxonomy change and maintenance process

David Smith

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Site Roles and ResponsibilitiesSite Roles and Responsibilities

Roles Descriptions Example

Community Sponsor

Person responsible for the overall community; approves any costs for creating and maintaining the community; one per site

VP, Director, cost center owner

Portal Manager Person with overall responsibility for the community’s content, presentation, usability and maintenance; serves as a contact person for any questions and feedback; provides support to content owners; maximum of 3 per site

Community Administrator, Knowledge Broker

Content Owners People who have responsibility for the integrity of a group’s content

Product Mgr, PSL Marketing Coordinator

Content Authors Authors or sources of the content Subject Matter Expert (SME)

Content Approvers

Approve content Legal, SME, Managers

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support

Human ResourcesHuman Resources Development

CommunicationsReal Estate

Marketing and StrategyMarketing/Pricing

Global Account ManagementBusiness Development and

Strategic Technology

Health, Safety and EnvironmentQuality

Procurement and ManufacturingInformation Technology

LegalFinance

support

Human ResourcesHuman Resources Development

CommunicationsReal Estate

Marketing and StrategyMarketing/Pricing

Global Account ManagementBusiness Development and

Strategic Technology

Health, Safety and EnvironmentQuality

Procurement and ManufacturingInformation Technology

LegalFinance

Pool of SME’sPool of SME’sSME SME SME SME SME SME

SME SME SME SME SME SME























Pool of SME’sPool of SME’s

*Part-Time Roles (Portal Managers, Content Owners, Authors/SMEs)

The key components of Knowledge Central align with the businessThe key components of Knowledge Central align with the business

Technology*Content Owner

BD & Marketing*Content Owner

Operations*Content Owner







PSL 1*Portal

Manager

PSL 1*Portal

Manager

PSL 2*Portal

Manager

PSL 2*Portal

Manager

PSL 3*Portal

Manager

PSL 3*Portal

Manager

Division Level

IT Focal Point

Single-source content, controlled, managed, and owned by PSLs

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• Roles• Portal

– Portals / Sub-Portals– Communities / Sub-Communities– Portlets– Projects

• CMS• Taxonomy• Personalization• Support• Security• Legal

ESG has a single portal: Knowledge Central (address: www.myhalliburton.com)

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Sub-PortalsSub-Portals

• Eligibility Requirements– Requires separate branding– Requires different navigation– Need to specify a different destination upon user login

• Application Procedure– E-mail FHALPORTAL with a request and justification– Requests are reviewed for approval at monthly governance

meeting

• Current Sub-portals– Employee Central– Executive Central– Customer Central– Supplier Central– Students– Technical Consultants– Default / Guest

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Sub-Portal BrandingSub-Portal Branding

• Look and Feel – Same style guide for all sub-portals

• Header– Same for all sub-portals– Search engine: Autonomy (enterprise search integrated with

Plumtree documents

• Footer– Same for all sub-portals except Employee, Executive and

Default will also have a link to “Portal Training and Policies” community

community pages only

identifies the sub-portal

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Sub-Portal NavigationSub-Portal Navigation

• Primary Navigation (communities)

• Secondary Navigation (community pages)– vertical navigation portlet in top of left-hand column

Sub-Portal Tabs

Employee / Executive/ Default

MyWorkplace

Communities

Workgroups

Organizations

Customer My Pages

Communities

<Mandatory Customer Community>

Student / Technical Consultants

None. The user will be taken directly to a specific community.

Note: Knowledge Directory tab is disabled for all sub-portals.

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Sub-Portal Primary NavigationSub-Portal Primary Navigation

Tabs Drop-Down ContentsMyWorkplace <administrative actions>

<page 1>

<page 2>

…

Communities Manage Communities

<subscribed community 1>

<subscribed community 2>

…

Workgroups Manage Workgroups

<subscribed workgroup 1>

<subscribed workgroup 2>

…

Organizations View All

Manage Organizations

<mandatory / subscribed organization 1>

<mandatory / subscribed organization 2>

…

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Sub-Portal Secondary NavigationSub-Portal Secondary Navigation

Portlet ContentsVertical Navigation <page 1>

<page 2>

…

<sub-community 1>

<sub-community 2>

…

<related community 1>

<related community 2>

…

<administrative actions>

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Sub-Portal Login DestinationSub-Portal Login Destination

Sub-Portal Login Destination

Employee / Default MyWorkplace

Executive Executive Central Community

Customer <Mandatory Customer Community>

Student Student Community

Technical Consultant Technical Consultants Community

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• Roles• Portal



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Community TypesCommunity Types

Communities WorkGroups Organizations

Purpose • Groups of employees who address urgent business needs by collaborating more effectively. Communities are managed formally and require the establishment of roles, processes and tools. They also use rigorous metrics to determine their progress.

• Groups of employees within a department or working on a specific project needing an online space to share documents and tools, with some collaboration. Workgroups are set up in a self-service fashion since they use a standard set of portlets.

• Provides information and services to all ESG employees, inside and outside any organization;

• Will replace HalWorld sites.

Audience • People across organization with common needs/ purpose

• Intra-departmental/ organizational or project based or ad hoc

• People outside of the department / organization

Open or Closed • Open (preferred) or Closed • Open or Closed (preferred) • Open

Environment Details

• Collaborative• Formally facilitated by full-

time moderator(s)

• Collaborative• Open discussion forums

without a moderator

• Informational• Access to support services

ExpectedParticipation

• <100 • In the 100s • One per internal Halliburton group

Cost • Applies • Applies after 60 days • None

Examples • OTC Community• Logging Community

• IT ESG Technology Management

• IT Services• HSE

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CommunitiesCommunities

• Eligibility Requirements– Meets definition of community type– Has a sponsor and a business case

• Application Procedure– Communities

• Submit online request form

• Requests are reviewed twice a week by respective sub-portal owner for approval; if approved, setup fee is charged

– Workgroups• Submit online request form

• No initial approval necessary

• To remain after 60 days, requests are reviewed by respective sub-portal owner for approval; if approved, setup fee is charged

– Organizations• Submit project proposal form

• Scheduled as a self-service or full-service project

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CommunitiesCommunities

• Application Requirements– Portal Managers must send iLearn certificates of completion to

FHALPORTAL for the following courses prior to being granted access to their community:

• Portal Overview (Portal I)

• Knowledge Central Governance

• Portal Management

– The submission of a Community Request Form indicates an agreement of understanding and compliance with the Knowledge Central Governance and Style Guide

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Community CostsCommunity Costs

Service Charge 1 – 25 users 25 – 100 users

Each addt’l 25 users

Setup one-time $1,000 $4,000 $1,000

M&S annual $ 800 $3,600 $ 800

• Closed Communities– Fees are based on the number of community members

• Open Communities– Fees are based on the estimated number of users specified in the

request form

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Mandatory CommunitiesMandatory Communities

Sub-Portal Mandatory

Employee / Executive / Default

• Closed Communities / Workgroups where user is a member

• Communities / Workgroups where user is an admin

• Select major support organizations that have migrated from HalWorld (case by case basis)

Customer / Student / Technical Consultants

• Closed Communities / Workgroups where user is a member

• Communities / Workgroups where user is an admin

• Application Procedure– E-mail FHALPORTAL with a request and justification– Requests are reviewed for approval at monthly governance

meeting

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Mandatory CommunitiesMandatory Communities

• Policy– Portal Managers of mandatory Organization sites do not have

community administration rights (c/o the Portal Support Team)

• Procedure– E-mail FHALPORTAL with a request– All requests received by 3:00pm will be completed by COB of the

same day

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Community TemplatesCommunity Templates

Collab ToolSearchKnowl SelectorDocumentsCoP Experts

2°Nav*WhtBClbStatCPILinksPrjSel

About Community

CommunityPage 1: “Home Page”

Page 1: “Home Page”

Page 2: “Metrics”

Employee

Sub-Portal

Customer

Sub-Portal 2°Nav*WelcmDocSrhPersDirToolkitVisitorsOGJ

DocDirPubsMSDSExpertDir

ICNewsIndNewsAbout Community

Page 2:

“Projects”AnnouncementsDocumentsCalendarTask ListsTasks

2°Nav*PrjSelDiscMsgsPrjSrch

Page 3: “Commercial Info”

2°Nav*

* Mandatory Portlet

2°Nav*

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Community TemplatesCommunity Templates

About Org*

News*

2°Nav*AnnouncementsDocumentsCalendarTask ListsTasks

2°Nav*WhtBPrjSelLinksDiscMsgsPrjSrchVisitors

WorkgroupPage 1: “Home Page”

OrganizationName: <taxonomy>

Page 1: “Home Page”

* Mandatory Portlet

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• Roles• Portal



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PortletsPortlets

• Eligibility Requirements– Has a sponsor and a business case– Meets specifications in Plumtree Gadget Development Book

• Application Procedure– Submit online request form– Requests are reviewed twice a week for approval– Reviewed / Approved by respective sub-portal owners

• Costs– Development/Upgrades/Maintenance: standard IT developer rates– Hosting: none

• ResponsibilitiesPortlet Owner

Functional Specifications / Collaboration with corresponding application owner

Functional Testing and Final Sign-Off

IT Portal Team

Functional, Style (look and feel) and System Testing

Migration to Staging / Production

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• Roles• Portal



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ProjectsProjects

• Eligibility Requirements– Related to an existing community or workgroup

• Application Procedure– No application necessary– Can be created by any portal manager

• Costs

• Maintenance– Every 3 months, projects will be deleted if:

• they have not been modified in the last 3 months, or

• they are not on any project selector (orphaned projects)

– Project Leaders will be notified 2 weeks prior to deletion

Total Project Disk Space Cost

first 1 GB free

each additional 1 GB $5.50 per month

Note: The maximum individual file/document size is 25 MB.

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• Roles• Portal• CMS• Taxonomy• Personalization• Support• Security• Legal

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Templates and WorkflowsTemplates and Workflows

• Eligibility Requirements– Has a sponsor and a business case

• Application Procedure– Defined as part of a full-service project

• Costs– Development/Upgrades/Maintenance: standard IT developer rates– Hosting: none

• ResponsibilitiesTemplate / Workflow Owner

Functional Specifications

Functional Testing and Final Sign-Off

IT CMS Team Functional and System Testing

Migration to Staging / Production

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MetadataMetadata

General• Title• Description• Content Type• Access Control (Security)• Content Administrator• Content Author• Content Owner• Site Administrator• Legal ApproverSubjects• Location• Organization• E&P Lifecycle• Business Process• HSE

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

• Customer Challenges• Other Materials & Equipment

Administrative Data• Launch Date • Review Date• Expiration Date• New Technology Commercialization Start Date

• Allow this file to be indexed for search?

• Taxonomy Suggestions

Tax

on

om

yT

axo

no

my

Tax

on

om

y

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Content has a LifecycleContent has a Lifecycle

Maintain

Deploy Approve

CreateConceptCreateRevise

ReviewApprove

DistributePublish

ReviewArchiveDestroy

Key Content Actions within CMS

• Maximum expiration date is 1 year• Content Owner is sent a renewal notice 4 weeks prior, 2 weeks prior and upon

expiration

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Taxonomy (categories) (w/definitions)Taxonomy (categories) (w/definitions)

• Content Type*: These are classifications of information that help filter the type of content. For example, sales and marketing material is typically not to the same technical level as a procedure or policy would be.

• Security*: Identifying access to content – restricted, confidential, internal use, public access.

• Location*: These are “places on earth” that are generally well known to everyone. Although we may think of NWA's as a place, they are really just a collection of Locations.

• Organization*: A collection of people organized in PSL & sub PSL groupings. Our customers do not generally care about our organization.

• E & P Lifecycle: This is reflective of a normal working timeline since it represents the serial sequence of events in the life of a well. Many documents relate to several of the lifecycle categories.

• Business Process: This relates the document to the HMS system. Many documents relate to several Business Process categories but the majority of the documents are under categories called “Develop Solutions” and "Execute and maintain Business.”

• HSE: Categories of Health Safety & Environment. Note that the HSE facet actually contains HSE categories of information.

• Product Groups: These are high-level Services or high-level (large category) Products that a customer understands. Sub Categories of Product Groups are smaller groupings of services or Products. For example, “Drill Bits” is a product group and “PDC bits” is a subcategory of Drill Bits.

• 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 generally reservoir- and environment-related. • Other Materials & Equipment: These are basic materials like cement & salt; as well as items that are purchased from

others like pumps, trucks and cables. Most of the surface equipment falls in this category.

* = Required Fields

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Taxonomy Definition ProcessTaxonomy Definition Process

For each group• Define organization and sub-organization (understand all

players)

• Define categories of processes (any key methodologies)

• Define categories of tools

• Discover types of content / documents – do you have policies,

procedures, business practices, organization charts, contact

lists, general presentations?

• Fill in gaps – what is left from above that needs to be a category?

• Discover if locations are important to your documents (country,

state, city) or locations might be better defined at a Halliburton

organization level

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Taxonomy MaintenanceTaxonomy Maintenance

• Deleting a category / term– Content repository is reviewed for all content tagged with the

category / term

• Changing a category / term– Content metadata is automatically updated

• Adding a term– Requires review of all documents in the next higher level category

and may require review of other categories– New categories are added only if the parent category has more

than 20 documents

• Application Procedure– Submit a request to the Taxonomy Editor

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PersonalizationPersonalization

Employee, Executive, and Default Sub-Portal• General Personalization

– Location (country)– Organization (PSL / ancillary support function)

• Additional Personalization– MyWorkplace: role

• User can not change their home location or organization• User can specify other locations or organizations of

interest through user preferences

Sub-Portal Personal PagesEmployee / Executive / Default My Workplace

Customer My Pages

Students / Technical Consultants none

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My WorkplaceMy Workplace

• Applies to Employee, Executive and Default sub-portal• Contains the tools and information needed to perform

one's job on a daily basis• Types:

– Default– By role (done on a project basis)

• Delivery– New users: page as defined– Existing users: portlet bundle (mandatory gadget at top of left-hand

column)

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“Default Employee” Portlet Bundle “Default Employee” Portlet Bundle

Personnel Directory

My Portfolio

Market IndicesHalliburtonSchlumberger(my stocks)

My Weather

Web Search

Google

My Links

SAPGet.ITPPR OnlineEmployee Self-Service(my links)

New Portlets/Portlet Bundles My Projects Selector Halliburton News*

This Week

Press Releases Press Release 1 (date) Press Release 2 (date) Press Release 3 (date) More Press Releases

* This portlet which will be personalized by organization (PSL/Ancillary Support) and location (country) oncethe content is moved to the CMS. Halliburton Announcements will also be added to the portlet at that time.

I Learn

Full View

(my courses)

• Applies to Employee, Executive and Default sub-portal

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My PagesMy Pages

• Applies to Customer sub-portal

Welcome to myHalliburton!

Help GuideNew FeaturesNewsletter ArchiveContact Site Administrator

Documents Directory Halliburton News & Announcements

OGJ Drilling & Production News

My Directory DocumentsDocument Search

Technical Toolkit

Personnel Directory

My Links

Oil and Gas Industry News

Expert Directory

Material Safety Data Sheets

OGJ Exploration & Dev't News

New Portlets/Portlet Bundles

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Portal SupportPortal Support

• Structure

• Urgency

Level Internal External

Tier I RTO Help Desk RTO Help Desk

Tier II General Support (FHALPORTAL and FHOUMYHALLIBURTON)

General Support

(FHOUMYHALLIBURTON)

Tier III Technical Support(IT Portal Team)

Technical Support(IT Portal Team)

Level Example SLA Escalation

Normal Content questions, training requests

7 days Tier I

Critical Login problems, portlet (gadget) errors

24 hours Tier II

Urgent Portal is down 4 hours Tier II / III

Note: Urgency level is determined by Tier I Support. SLA is from the time a ticket is opened to the time it is closed (in business days).

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CMS SupportCMS Support

• Structure

• Urgency

Level Internal

Tier I RTO Help Desk

(beginning Q4 2003)

Tier II General Support(Portal Managers)

Tier III Technical Support(IT CMS Team)


Normal “How do I” questions 7 Days Tier I / II

Critical MetaTagger timed out 24 Hours Tier II / III

Urgent TeamSite is down 4 Hours Tier III


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Enterprise Search SupportEnterprise Search Support

• Structure

• Urgency

Level Internal

Tier I RTO Help Desk

Tier II General Support

Tier III Technical Support(IT Search Team)


Normal Can not find / open document

24 hours Tier I / II

Urgent Search is down 4 hours Tier II / III


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Application SecurityApplication Security

Role Portal CMSPortal Manager

• Has access to limited objects• Activities: Access Admin, Create Groups, Portlets,

Invitations

TeamSite Editor

Content Owner

• Has access to limited objects• Activities: Access Admin, Edit Doc Directory, Self-

Selected Experts, Adv Doc Submission, Access Unclassified Cards, Create Crawlers, Data Sources, Doc Types, Filters, Folders, Jobs, Federated Searches, Taxonomists

TeamSite Author

Content Author / Approver

n/a TeamPortal / Email User

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Enterprise SearchEnterprise Search

Repository Data Source Security Level Indicator

Sub-Portal

Employee Central

Portal CMS content Per the CMS metadata

Employee / Executive / Default

All other Portal content

Inferred from Plumtree group

HalWorld HalWorld non-restricted charters

Internal Employee / Executive / Default

TechSoft Internal

Technology KB Internal

SperryWeb Internal

Baroid Internal

HalWorld restricted charters

Restricted

Customer Central

Portal customer content

Public Customer / Student/ Technical Consultant

Halliburton.com Halliburton.com Public All

Note: Customer Central content is a subset of Employee Central content.

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Content Security LevelsContent Security Levels

Security Levels for Content (with Definitions)Restricted – High - Critical Value: Information intended for restricted use only by those employees with an explicit, predetermined stringent business need-to-know. Information whose unauthorized disclosure or destruction would result in severe damage, provide significant advantage to a competitor, or cause penalties to HAL, its customers, or employees, and/or cause significant impact to HAL systems and business operation.

Confidential – High Risk (Medium - Critical Value): Information intended for sole use within HAL and limited to a need-to-know. Information whose unauthorized disclosure or destruction would directly or indirectly result in adverse impact on HAL, its customers, or employees. Financial loss, damage to HAL’s reputation, loss of business, and potential legal action could occur.

Internal Use – Moderate Risk (Low - High Value): Information is limited to HAL employees, contractors, and vendors covered by a non-disclosure agreement. If there is an unauthorized disclosure, compromise, or destruction of this information, there would be minimal or no significant impact to HAL, its customers, or employees. This is the default classification.

Public – Low Risk (None or Unclassified): Information that can be disclosed to anyone. It would not violate individual’s right to privacy. Knowledge of this information does not expose HAL to financial loss, embarrassment, compromise a competitive advantage or jeopardize the security of HAL.

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TrackingTracking

• Standard Plumtree– Item Change– Security Change– Item Deletion– Locked Account– Global System Change

• Halliburton Custom– User Login– Community Hits– Document Hits

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Legal GuidelinesLegal Guidelines

• Follow company policies, procedures, rules and guidelines• Suggestions and recommendations should be both

realistic and achievable• Qualify your statements by crediting the source or basis

for your opinions, suggestions or comments• Support opinions with facts• Avoid justifying health and safety decisions based upon

cost savings

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Legal IssuesLegal Issues

• Engage Halliburton Legal– Patents– Any discussions concerning sanctioned countries– Discussions about hiring people from the competitor– Any non-HAL documents that contain confidentiality statements /

labels– Pricing comparisons– Any HSE issue or any HSE cost analysis– Discussions about problem jobs– Merger and Acquisition discussions– Corporate Policies

Knowledge Central GovernanceOctober 2003

Thank You

Knowledge Central GovernanceOctober 2003

Thank You