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How to Implement Content Management within an Enterprise Environment

How to Implement Content Management within an Enterprise Environment. Carol.VanderDonck@iriscorporate.com. Agenda. Top 5 reasons for failure of ECM projects IRIS methodology Some examples Q&A. Nr 5 top issue. Underestimated effort of content migration Electronic content:

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How to Implement Content Management within an Enterprise Environment

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  1. How to Implement Content Management within an Enterprise Environment Carol.VanderDonck@iriscorporate.com

  2. Agenda • Top 5 reasons for failure of ECM projects • IRIS methodology • Someexamples • Q&A

  3. Nr 5 top issue Underestimated effort of content migration • Electronic content: • Sharedfolders • Email • Paper content: • Volume • Condition

  4. Nr 4 top issue Uneven use - poorprocedures and enforcement • Ways of working: • Process • People • Alternatives remain: • Printer, email • Personalstorage

  5. Nr 3 top issue Internalpolitics • Lack of support: • Senior management • Peer groups • Changingpriorities: • Not business critical • Littlestrategic value

  6. Nr 2 top issue Lack of training • Users: • Processes, policies • Applications • Support: • Helpdesk • Administration, operations

  7. Nr 1 top issue Underestimating the process – organisational issues • Processes: • Impact • Acceptance • Organisation: • Readiness • commitment

  8. Why IRIS • 20 years of specialized expertise • Clear focus on all aspects of ECM • Specialised consultants: • ECM change management • Documentalists • Project management • Technologyspecialists

  9. Our metholodoly • Multidimensionalapproach • Alignmentwithothersystems • Documentary focus • Scope control • Specific objectifs for document management • Specific business objectives • Genericfunctionalities • Conceptualisation and global vision • Top management support • Responsive and respectful of all players • Respect existingenvironment • Adoption • Decisions

  10. Alignmentwithothersystems • The ECM-BPM platformneeds to beperfectlyintegratedwith the other information systems of the organisation. • Integration and interaction is essential: • Transparancy • SSO • Portal • Webservices • URLs • …

  11. Objectives for document management • Improve information retrieval (faster, more precise) • Creation of unique folders per project/customer/activity • Increasetracability (records management, legalarchiving) • Improvesecurity and access to documents • Reduce/eliminatepaperflows • Reduce/eliminatepaper archives • Reducerepetitive, low value tasks

  12. Business objectives • Increaseproductivity(gain time or reactivity). • Increasequality (coherentanswers, betterdecisions, internalwatch, proactiveness…) • Agility and flexibilitynew way of working, quicklyrespond to changingneeds • Reducecosts(consolidate infrastructure, extendexistinginvestments) • Compliance (regulatoryrequirements, tracability) • Bettercustomer service (fasterresponse times, self service, …)

  13. Multidimensionalapproach • Organisational aspects: actors, roles, information flows, procedures, change mangement, collaboration, best practices… • Informational aspects: documentary structure, metadata, document types, thesaurus, classification… • IT aspects: technical and functionalspecifications, software architecture, hardware, networking, storage, archiving

  14. Organisational aspects • Collaboration, best practices, sharing experiences and change management are essential to the success of an ECM project • Definition of roles and responsabilities of systemsthatwillinteractwith the ECM platform

  15. Change management Goals are to • End usersunderstand and adherent to the new way of working • Eachimplicated party knowsstakes • End users are autonomous to use the system • It operationsintegrated Through: • Network of change: main sponsor, project team, local sponsors • Change management plan • Communication

  16. Change management

  17. Typical questions • Whatis the scope of the project? • What are the general objectives? Whoistargetted? What are the priorities? • What are the regulations to respect? • What are the keysuccessfactors? • What are the expectedbenefits? • Whois the main sponsor of the project? • Are there power usersthatcanbeintegratedearly in the project? • Are theresystemsthatshouldbeintegratedwith? • Whatis the corporate culture? • Are different communication channels possible? • …

  18. Informational aspects About documents: • Different document objects • Links betweenobjects • Identifiers, metadata • Indexation • Templates… About the organisation in folders / structuring About classification

  19. About documents Metadata Templates / Indexation Manual indexation Semi automaticthroughcontext Automatic • Twocategories: • Relatif contentant • Relatif contenu • Wellknownexample : Dublin Core • Best practices: • Link with document type • 10 metadata per doctype • Automate indexation • Closedchoicelists

  20. Typical questions • What are the different content items? • How do youidentify a document? • What are the different document types? • Whatis important information for each document? • How are documents linked? • How do you organise documents today? • What about versioning? • How do you know nowwhat the latest version of a document is? • How do yousearch for information? • How is information classifiednow? • …

  21. IT aspects Addresses: • Functionalrequirements • Technicalrequirements • Storage • Records management • Workflowneeds • Indexation • Needs for scalability and availability • Integrationwith scanning / protocols for data integration • …

  22. IT aspects

  23. Typical questions • What are the corporate software/hardware standards? • How to assure long termstorage of content? • Is legalarchivingnecessary? Is fixedstoragealready in place? • What are the requiredsecurity standards? • How canintegrationwith LDAP bedone? • How canintegrationbeaccomplishedwithexistingsystems (web services, API, …) • What are the desktop productivitytools in place? • Shouldexisting content beintegrated? • Should a migration beforeseen? • …

  24. References • Befimmo • DeGroof • DeltaLloydLife • Ethias • Eurocontrol • FMSS (Liège) • INAMI • La Poste • MSHO • Parlement Luxembourgeois • PuilaetcoDewaay • UCM • SNCB (H ICT) • SNCB (HR) • Sogepa • STIB

  25. How to face your major challenge: Do more with less, while reducing your carbon footprint IRIS engages in a truepartnership to ensure the success of an ECM project and covers • Informational aspects • Organisationals aspects • IT aspects

  26. How to Implement Content Management within an Enterprise Environment Carol Van der Donck ECM Practice

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