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Leveraging Leveraging Leveraging Leveraging Project Management with Project Management with Project Management with Project Management with Information Management (IM) Information Management (IM) Information Management (IM) Information Management (IM) to Foster to Foster to Foster to Foster CollaborationCollaborationCollaborationCollaboration

January 18, 2014

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IM Certifications?

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OPM3®

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The Information Governance Assessment is the most comprehensive platform available to help your organization assess and mitigate information risk. Based on a large body of generally accepted practices, international- and national-level standards, and legal and regulatory requirements, the Information Governance Assessment provides an authoritative and objective means of measuring your organization’s information governance (IG) program’s maturity.

Project Management

� Project � A temporary endeavor undertaken to create a

unique product, service or result

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What is a Project Manager?

“The individual

responsible for the

project”

-The PMBOK Guide

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Information Management

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Information Management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences.

IM entails organizing, retrieving, acquiring, securing and maintaining information. It is closely related to and overlapping with the practice of data management.

IM has become a powerful resource and a large expense, as well as risk, for many organizations.

Information Management

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Records Management SystemRecords Management SystemRecords Management SystemRecords Management System

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� A specific set of processes, related control functions, and tools that are consolidated and combined to record and retain information about the project-

The PMBOK Guide

Information Management and Information Management and Information Management and Information Management and Collaboration Features and FunctionsCollaboration Features and FunctionsCollaboration Features and FunctionsCollaboration Features and Functions

� Content Management System (CMS)

� Enterprise Content Management (ECM)

� Business Process Management (BPM)

� Learning Management Suite (LMS)

� Web Content Management (WCM)

� Document Management System (DMS)

� …..

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Where to integrate or apply EIM?Where to integrate or apply EIM?Where to integrate or apply EIM?Where to integrate or apply EIM?

95% - have multiple repositories >2

46% have more than 10 repositories “The Future of Content in the Enterprise,” Connie Moore and Robert Markham

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Organizations often face a significant Organizations often face a significant Organizations often face a significant Organizations often face a significant Content Management ChallengeContent Management ChallengeContent Management ChallengeContent Management Challenge

� Paper-based systems: outdated and detrimental to communications/collaboration

� Spending excessive time on “non-value add” tasks such as file tending, paper management etc.

� Inability to manage, track, control work because process is paper and manual based

� Current business processes are single threaded

� Users must be co-located with paper which inhibits business consolidation initiatives

� Lack of consistent, standard meta tagging or taxonomy approach

� Purge of hard goods (paper, optical) & digital content following retention expiration

� Legacy systems: home grown and departmentally-based

� Literally millions of non-integrated data points

� Correlation of data points with different properties/formats

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Why Customers Why Customers Why Customers Why Customers NNNNeed a Reliable eed a Reliable eed a Reliable eed a Reliable “Document Manager”“Document Manager”“Document Manager”“Document Manager”

� Centrally manage office documents securely - CONTROL

� Information objects are becoming more granular and their reuse and control is becoming more critically important – RELATIONSHIPS

� Documents need to be under control from the moment of creation until

their final disposition – LIFECYCLE

� No matter how much information is stored in a repository, none of it is of any use unless it can be easily found when

needed – EASE OF USE

� Useful document management systems are ones where the

users ask for change and the successful ones are those where the changes can be made rapidly

– EASE OF DEPLOYMENT

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1. Handles Event-Based Retention

2. Legal Holds

3. Handles Changes in Regulations/Retentions

4. Legal Audit

5. Accommodates Physical Records

6. Compliance

7. …..Collaboration!

Seven Reasons Customers Need Seven Reasons Customers Need Seven Reasons Customers Need Seven Reasons Customers Need Records Records Records Records ManagementManagementManagementManagement

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Enterprise Records ManagementEnterprise Records ManagementEnterprise Records ManagementEnterprise Records Management

Documentum

FileNet OpenText

Shared Drives

Content

Manager

Repository

Content Management

Retention Management (Storage, Search, Security)

Physical

Records

Microsoft

Office

Notes &

Outlook

Desktop Applications

CAD

Storage

Retention

Management

Records Management (File Plan, Retention Schedule)

Databases

Lotus

Notes

Microsoft

Exchange

eMail

Email Archiving

Retention Management

Document Management

Retention Management

App 1 App 2

Business Applications

App 3

Content Federation & Enterprise Search

Retention Management

Retention Management

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Information CaptureInformation CaptureInformation CaptureInformation Capture

(Info Life Cycle Mgmt)

Best Practices…

(Disposition) Doc Mgmt

(Disposition)

via Records

Scheduling

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Embedded ApproachEmbedded ApproachEmbedded ApproachEmbedded Approach

Note integrated document management menus

Records can be declared

from within MS Word

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Making eMaking eMaking eMaking e----Records DisappearRecords DisappearRecords DisappearRecords Disappear : Keep It Simple: Keep It Simple: Keep It Simple: Keep It Simple

� Users Don’t Want Another Piece of

Software for Recordkeeping.

– Perceived as Administration.

– More work, no return. � Recordkeeping Must be Part of Everyday

Work Processes.

– No “separate” effort for recordkeeping.

� Build e-Records Into the Business

Software.

– Declare a record and

classify while writing,

approving, and sending

documents.

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Common Email Management Common Email Management Common Email Management Common Email Management ObjectivesObjectivesObjectivesObjectives

� Retain Emails for the Appropriate Time Frame

� Transient Emails – Retention can be set at a minimum default and/or users can delete at anytime.

� Official Records – Retention is tied to an assigned records category

� Emails on Legal Hold – Retention is tied to the needs of each “hold”

� The Ability to Search Them Quickly and Accurately

� Place relevant search results on “legal hold”, according to requirements

� Save common searches for ease of regular use

� Export results out in native format for delivery to regulators/attorneys � Offer search/export capability to authorized users

� both internal and external to the organization

� Minimize Impact on Users

� Retain Their Existing Email Functionality

� Ideally – get the best of both worlds

� Storage/performance improvements AND appropriate retention (records and non), discovery, legal holds

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How Things will Change once Formal Records How Things will Change once Formal Records How Things will Change once Formal Records How Things will Change once Formal Records Management is implemented EnterpriseManagement is implemented EnterpriseManagement is implemented EnterpriseManagement is implemented Enterprise----wide:wide:wide:wide:

1. Most / all employee work products are captured as records / information assets of the corporation

2. Destruction is carried out exclusively by records professionals, under a prescribed structured process

3. All documents are stored within a carefully controlled repository

4. Users have a prescribed process to store/share documents

5. Access to documents is prescribed and controlled

6. Repurposing of objects done from official records

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General Methodology for DeploymentGeneral Methodology for DeploymentGeneral Methodology for DeploymentGeneral Methodology for Deployment

Establish underlying Corporate

Policies

Prepare Compliance and

Implementation Strategy

/ Plan

Enterprise Rollout

Deploy and Monitor Records Policies Corporate

Awareness

Conduct Pilot

Map Business Processes

Implement

Production

System

Train Core

Teams

Records GAP

Analysis

Align Procedures

and Controls

Policy

Communication

Technology

People

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Deming Cycle Shewhart Cycle Regardless of the technology the issues will remain

the same – access/control/integrity of retention

Why Records Management?Why Records Management?Why Records Management?Why Records Management?

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Why Records Management?Why Records Management?Why Records Management?Why Records Management?

� Records form the basis to determine corporate and individual Responsibility

� Responsibility through recorded evidence leads to corporate and individual accountability

� Accountability controls corruption and fraud

� Recorded evidence supports prosecution

� Strong accountability through records management provides integrity and authenticity

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Roadmap to Records Management Roadmap to Records Management Roadmap to Records Management Roadmap to Records Management UUUUnderstandingnderstandingnderstandingnderstanding

� Definitions and

Vocabulary � Records

� Subject Classification

� Retention Schedules

� Physical Records/Storage Management

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Retention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on PoliciesRetention Schedule Rules Vary Based on Policies

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So, what’s new on the EIM horizon?So, what’s new on the EIM horizon?So, what’s new on the EIM horizon?So, what’s new on the EIM horizon?

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Organizations are under everOrganizations are under everOrganizations are under everOrganizations are under ever----increasing increasing increasing increasing regulatory pressure and scrutinyregulatory pressure and scrutinyregulatory pressure and scrutinyregulatory pressure and scrutiny

NASD memo - “Regardless of the informality of instant messaging, it is still subject to the same requirements as email communications and members must ensure that their use of instant messaging is consistent with their basic supervisory and record keeping obligations”

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Collaboration with SharePointCollaboration with SharePointCollaboration with SharePointCollaboration with SharePoint

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Today’s Social Media definition Today’s Social Media definition Today’s Social Media definition Today’s Social Media definition –––– courtesy of Wikipedia (courtesy of Wikipedia (courtesy of Wikipedia (courtesy of Wikipedia (which is one which is one which is one which is one

format of Social Mediaformat of Social Mediaformat of Social Mediaformat of Social Media))))

� Social media refers to the means of interactions among people in

which they create, share, and exchange information and ideas in virtual

communities and networks. Andreas Kaplan and Michael Haenlein

define social media as "a group of Internet-based applications that build

on the ideological and technological foundations of Web 2.0, and that

allow the creation and exchange of user-generated

content. Furthermore, social media depends on mobile and web-based

technologies to create highly interactive platforms through which

individuals and communities share, co-create , discuss, and modify

user-generated content. It introduces substantial and pervasive

changes to communication between organizations, communities and

individuals.

� Social media differentiates from traditional/industrial media in many

aspects such as quality, reach, frequency, usability, immediacy and

permanence.

� http://en.wikipedia.org/wiki/Social_media January 6, 2014

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Cloud and mobile……Cloud and mobile……Cloud and mobile……Cloud and mobile……

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?

We Have Control

It’s located at X.

It’s stored in server’s Y, Z.

We have backups in place.

Our admins control access.

Our uptime is sufficient.

The auditors are happy.

Our security team is engaged.

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Today’s Data Center “Tomorrow’s” Cloud

Cloud: Simple ExampleCloud: Simple ExampleCloud: Simple ExampleCloud: Simple Example

ubiquitous

existing or being everywhere, especially at

the same time; omnipresent

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From a RIM perspective From a RIM perspective From a RIM perspective From a RIM perspective –––– what are the what are the what are the what are the issues? issues? issues? issues?

� Private sector focus has been more on the backup and archiving side of IT – not managing records in this environment

� Regulatory Compliance – where is my records repository

� Security – who has access, data encryption issues, privacy

� Data Ownership – migration from one host service to another

� Performance – access, speed and ease of use

� Backup and Disaster Recovery – does it exist and is it auditable? And what happens if they “disappear”

� Technical standards still evolving

� Wild Wild West – lots of vendors but not all will survive – how can I trust anyone?

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Potential Spending on Cloud by Agency*

*Source: Federal Cloud Computing Strategy; 02/08/13

Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be Future cloud spending is forecast to be significant and will be required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet required to reduce costs, support mission goals and meet mandatesmandatesmandatesmandates

Mission driven requirements will

need private/hybrid clouds that

have tighter security and

operating protocols.

Expectation is that migrating to

cloud will provide significant cost

savings and efficiency

improvements*

At least 25 new ‘cloud’ related

projects are forecast to be

awarded in 2014

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As security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, unAs security remains a top obstacle for cloud, un----funded or funded or funded or funded or conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the conflicting mandates and cultural issues further contribute to the complexitycomplexitycomplexitycomplexity

Source: MeriTalk 9/26/2011

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RecapRecapRecapRecap---- EIM and CollaborationEIM and CollaborationEIM and CollaborationEIM and Collaboration

� An effective EIM is dependent on

process and governance as much as

technology.

� Look at collaboration and content

management from an employee

engagement perspective.

� Create the foundation first…… then

grow.

– Build, rollout, watch…Repeat.

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Certification Choices Questions/CommentsQuestions/CommentsQuestions/CommentsQuestions/Comments

� S. Hasnain Rizvi, PMP, PMI-ACP, PMI-RMP, PMI-SP, CSM, CPCU, CISA, CISM, CRISC, CSSGB, CITP

(Fellow), CDIA+, Project+, OPM3 Certified Consultant, PhD

� HRizvi@AAA-U.com

� Skype: GlocalPM

� 818-428-7768

www.AAA-U.com www.GlocalPM.com

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