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
Twilight – Corralling the Document Chaos
Where can people store documents?
And why do they store them where they do?
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
■ 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?
Twilight – Corralling the Document Chaos
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?
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
Create/Capture Store – Share – Collaborate – Review Find - Consume
Content Store - Knowledgebase
Office
Intranet
Outlook
Mobile
CRM
Lync
So… what does “good” look like?
Search
Twilight – Corralling the Document Chaos
Easily capture documents into SharePoint
Twilight – Corralling the Document Chaos
… and emails too!
Twilight – Corralling the Document Chaos
… plus automatically tag Records
Twilight – Corralling the Document Chaos
Fast and Effective Search
Twilight – Corralling the Document Chaos
Clients who have chosen SharePoint for Document Management
Successful Business Transformation
The Solution is very good …
BUT you need more for
high user adoption …
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
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
EDRMS Enterprise Search Project Documents Team/Division Sites Reporting + BI Programme View Mobility
EDRMS Enterprise Search Project Documents Team/Division Sites Reporting + BI Programme View Mobility
Project Collaboration
Instant Messaging Applications Links Phonebook
Phase 1 Phase 2 Phase 3
Business Priority Driven Roadmap
Example
Twilight – Corralling the Document Chaos
Currently viewing content for: <role><department> <location>Change view >
News article title28 November 2011
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Title of the news item - 28 November 2011
A brief blurb the news item would go here to explain the news article
Title of the news item - 27 November 2011
A brief blurb the news item would go here to explain the news article
Title of the news item - 26 November 2011
A brief blurb the news item would go here to explain the news article
View all news articles >
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What’s newLocal/team newsGlobal News
XXX NEWS
Share prices Exchange rates
Cognos reports : report type
Events
View more details >
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2,900
2,800
2,700
2,600
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Rate: 0.7916 Rate: 1.2633
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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.
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News & events Information for...Forms & templates Documents Human resources About Oceana GoldHealth & safety
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Policies, procedures & management
My documents
· Title of the document – there would be a very brief description that would go here.
· Title of the document – there would be a very brief description that would go here.
· 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
· Title of the form or template
· Title of the form or template
· Title of the form or template
· Title of the form or template
· Title of the form or template
View all forms & templates >
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User-centred Design Example
Twilight – Corralling the Document Chaos
Site hierarchy and
Function/Activity
Examples of User View and
Records View
Twilight – Corralling the Document Chaos
■ Communications Plan
■ Sponsors Activity Plan
■ Managers Coaching Plan
■ Resistance Management Plan
■ Training Plan
Highly Effective Change Management
Example
Twilight – Corralling the Document Chaos
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
Twilight – Corralling the Document Chaos
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]