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A Lean Approach to Your Records Strategy
Andrew SanAgustin, Program Manager (CELA)
DPMO (Defects Per Million Opportunities) calculates Sigma Level
DPMO = 125,000
87.5% Defective Rate
Sigma = 2.65
500 (Defects) /
4000 (Opportunity X
Forms) =
0.125
X 1,000,000
Form = 20 fields
(OPPORTUNITIES)
Review set = 200
(FORMS)
Defects found = 500
(DEFECTS)
Example – Data Form Review
Values Formula Results
Lean
• Eliminates waste
• Increases speed
• Removes non-value added steps
• Fixes disconnects between steps
• Focus on customer
Six Sigma
• Reduces variations
• Quality improvement
• Reduces variation with remaining steps
• Optimizes remaining steps
• Focus on customer
Deliverables | Quality | Satisfied Staff | Happy Customers
I Am Chairman Of Chrysler Corporation of America
IACOCCA
”Change before you have to.”
”Control your own destiny or somebody else will.”
What’s missing? Best selling clamshell phone of all time.
Boeing 737’s will have 50% more space for carry-on luggage
The Process: At-A-Glance
The DMAIC Process Phases
Define Measure Analyze Improve Control
1 - Define
Define the problem and desired goal/outcome
• Problem Statement | Goal Statement | Charter | Owner | Executive Sponsor |
Road Map | Opportunities | Stakeholders/Principals | Assumptions
What is the current process?
• Existing process map | Select the project | Boundaries/Risks | SIPOC/COPIS
| (VOC) Voice of the Customer
Customers and requirements
• RACI (Responsible, Accountable, Consulted, Informed) | BRD (Business
Requirements Document | In/Out scope | Scenarios/Personas
DMAIC
2 - Measure
Select measures
• Defining Measurements | Interviews | Performance Variables
Data collection
• Checksheets | Collection Plan | Process/culture learning
Baseline and charter update
• Value Stream Maps | Understand the business
DMAIC
3 - Analyze
Process review/examination
• Analysis | Cause & Effect issues | Defects | 5-Whys
Visually display data and brainstorm potential problems
• Pitfalls and their Causes | Breakdowns | Affinity Diagram | Pareto Chart |
Swimlanes
Charter update
• Developments and nuances are captured
DMAIC
4 - Improve
Solutionizing
• Possible fixes | Resolve the specific problem | Weighted Criteria Scorecard
Final implementation strategy
• Additional benefits of solutions | Impact Effort Matrix (potential adverse
effects) | FMEA (Failure Mode and Effect Analysis
Improvement measurement
• Developments and nuances are captured | Select the best fix | Operationalizing
limits
DMAIC
5 - Control
Continued improvements
• Changes in business, needs, or team | Onboarding new duties | Technology
enhancements/upgrades/and sunsets
Compliance
• Monitor | Communicate | Redefine Owner(s) and responsibilities
Sustainable and scalable
• Future State Documentation | Review | Audit | Repurpose learned lessons
DMAIC
User experience
Design
Design
User experience
My “Mea Culpa”
Understanding the business, culture, &
how to manage change.
Collaborate Externally – upload, view, manage documents and data
Outside
Counsel Vendor
Outsourcing
eRecords Business Process
Devices Apps Users
Enable users
Allow users to work on the devices of their choice and provide consistent access to corporate resources.
Hybrid Identity
Deliver a unified application and device management on-premises and in the cloud.
Protect your data
Help protect corporate information and manage risk. Management. Access. Protection.
Data
At Microsoft we have established standards with tools and processes to secure and protect
our information assets on premise and in the cloud
Enabling Information Governance
Andrew J. SanAgustin
Q&A
124 Operations – MS Boxes with IM, NOT at Kent
Use
rR
eco
rds
Op
era
tio
ns
Off
site
Ve
nd
or
Processed by Records Operations Team
Complete MS
Inventory Form
Via MS
Intranet
Box supply/
barcodes
delivered if
necessary
Requests
filtered thru
RECMAN
Inventory form
received by
Records Operations
No Reconciliation
between Inventory
and Box, as the box
doesn t come to
Records Operations
Accutrac updated
with physical box/
content
descriptions
Request for pick-up
is managed via
IMConnect thru
Redmond
SKP is
updated via
IMConnect
request
Records are
sent offsiteEND
Eligible for
destruction?
Policy/Compliance
approves
destruction order
Vendor facilitates
destruction
No
Yes
Road Map
Define the Problem
• Creation | Intake | Business Use | Sharing | Management | Archive | Retrieval
Destruction
Tools and Solutions
• O365 | SharePoint Records Center | Imaging Software | RMS |
Vendor Partners | Immutability | Media Agnostic and Format Neutral
Enterprise Delivery
• Driven Compliance | Proper Retention Mapping | Continuity | Business Diversity
5 • Inventory
6 • Motion
7 • Extra Processing
1 • Defects
2 • Overproduction
3 • Wait Time
4 • Transportation
LEAN - 7 Deadly Sins
Lean Six Sigma and Microsoft Records Management
THANK YOU!
The Journey
Current
• Improve Phase
• BRD and Solutioning
• QBE and Mentor Meetings
Future
• Implementation
• Multi-Generational Project Plan
• Board Certification
Lessons
• Too big of an initial project
• Re-directioning
• Re-aligned to existing projects
A Plan to Connect
Operational Governance Model
Centrally manage access control and audit polices from Windows Server Active Directory.
Automatically identify and classify data based on content. Classification applies as files are created or modified.
Integration with Active Directory Rights Management Services provides automated encryption of documents.
Central access and audit policies can be applied across multiple file servers, with near real-time classification and processing of new and modified documents.
File classification, access policies and automated Rights Management works against client distributed data through Work Folders.
Holly Hanna: Leveraging SharePoint in Legal Organization
Joanna Elazrak: (Session 4) Tuesday, 5-20, 10am to 11am
Joe Do: Records Management in SharePoint (Session 5) Tuesday, 5-20, 11:30am to 12:30pm Sara Manning Dawson: eDiscovery in SharePoint 2013 (Session 6) Tuesday, 5-20, 2pm to 3pm
Understanding of the business, culture, a ability to effectively manage and implement change