Maximizing Knowledge: Effective Information Management at Our Company

1. Content / Knowledge Management at Our company Irene Belinsky Document Controls Manager November 3rd, 2016

2. What is IM?Death-by-Data or Data Driven Innovation? • https://www.youtube.com/watch?v=E97Tm15CY4o

3. Information Management? • Information management (IM) concerns a cycle of organizational activity: • the acquisition of information from multiple sources • the ownership and the distribution of that information to those who need it • and its ultimate disposition through archiving or records management.

4. In Simple Terms: • INFORMATION MANAGEMENT is an umbrella term that encompasses all the systems and processes within an organization for the creation and effective use of company information.

5. What else is it? • The infrastructure used to collect, manage, preserve, store and deliver information • The guiding principles that allow information to be available to the right people at the right time or security • The view that all information, both digital and physical, is an asset that requires proper management • The organizational and social contexts in which information exists

6. What is the Purpose of IM • Design, develop, manage, and use information with insight and innovation • Support decision making and create value for individuals, organizations, communities, and societies • Mitigate Risk

7. Why is it Important? (2015 stats) • Document challenges account for 21.3 % productivity loss – searching • 92% of Knowledge Workers collaborate over documents using email • 83% of Knowledge Workers lose time to versioning issues, every day • Professionals spend 50% of their time searching for information and take an average of 18 minutes to locate each document

8. And other reasons its important • 77% of workers want to be able to access files remotely • The average worker shares 6 documents as email attachments each day • Time wasted on document challenges are costing organizations almost $20K per worker, per year. • 45% of companies report that it takes over a week to get a contract signed.

9. We all know Runaway Files! • https://www.youtube.com/watch?v=qw8mNp592Yc

10. You and Your Documentation • Regardless of what function or role you have at Our company, you work with information and documentation on a daily or even hourly basis, day in and day out • It’s IMPORTANT you understand it! • All our project work relies on information of one kind or another • Daily volume of information that we produce is staggering! • It’s important IM is managed correctly so you find and have the right information you need, when you need it!

11. What’s in it for YOU? • It makes your job so much easier • Saves you time, lots of it! • Gives you a history of your work and other projects, i.e. Lessons Learned to help you with your project • Allows you to document your work (project) development and track it • Enhances your performance and the quality of your work and the quality of our project work – you have more information so you can do more!

12. Inactive Files & Buried Files • https://www.youtube.com/watch?v=Aojc6-6NYP4 • https://www.youtube.com/watch?v=opz9flUkXXI

13. Within IM we find: • Content Management(CM), processes and technologies supporting the collection, managing, and publishing of information & • Knowledge Management(KM) is the process of creating, sharing, using and managing the knowledge and information of an organization. This refers to a multi-disciplinary approach to achieving organizational objectives by making the best use of knowledge • ECM - Electronic Content Management • Records Management • Document Controls

14. Benefits & Solutions Information Management provides benefits and solutions both to the following: • Data quality. • Information management. • Process efficiency. • Security. • Organizational agility. • Dig Deeper.

15. Why have an IM Initiative? • Mitigate Risk – data is a fundamental asset of our company • Integration of data – for distribution, analysis and consumption by all users throughout company • Understanding IM will improve understanding of business processes, organizational roles, which in turn promotes collaboration and cooperation needed to achieve success • Business information then is secure, easily accessible, meaningful, accurate and timely

16. Effective IM is NOT Easy! • Many systems to integrate • Huge range of business needs to meet • Complex organizational and cultural issues to address • Information management is fundamentally a business challenge, not a technology problem

17. Effective Information Management • Recognize Complexity – different business areas have different requirements • Focus on Adoption • Requires heavy duty change management plan • Provide Strong Leadership and Endorsement • Build it one step at a time

18. The Major Parts: • Information management therefore encompasses: • People • Process • Technology • Content

19. Information Management @ Our Company • From the moment you start work here, you are utilizing our IM protocols • Your ID Badge • FERC Training • Logging in to your computer - “caveat” of privacy • Outlook – the Vault • Internet usage – monitored • Training for SharePoint site • Soon to become McLaren

20. Information Management • Document Controls within Business Solutions at our company helps manage our information while Business Solutions helps to create more streamlined information tools for you and your projects • Document Controls • is the “agent” for information management • provides governance of documentation and records • sets standards, provide guidelines and manage access and security of documentation

21. Our Company & Information Management • Our department falls under a Corporate Umbrella for: • A SharePoint Home Page • We have our own group dedicated to Information Management: • Business Solutions: • Document Controls • PMIS Group

22. Document Controls – S. Plainfield We use basic principles of Info Management daily to ensure our deliverables of documentation to our clients: • Recognize (and manage) complexity • Focus on adoption • Deliver tangible & visible benefits • Prioritize according to business needs • Provide strong leadership and guidance • Mitigate risks • Communicate extensively • Aim to deliver a seamless user experience and make your job easier!

23. How do we do that? • Develop standards for our information • Provide requirements for current and new systems • SharePoint • McLaren • Provide guidance and training wherever needed • Monitor adoption/usage through a variety of communications • Listen to our internal customers and respond immediately • Provide support for any and all user needs

24. What else does Doc Controls do? • Ensure our Procedures (22+) are reviewed in a timely manner, every 3 years, posted and rolled out – we facilitate review process leading SME teams and reporting out • Provide training whenever needed • Manage mandatory trainings and testing and reporting out • Publish a monthly newsletter for our group • Facilitate Webinars as needed

25. Doc Controls - Newark • We have a Document Controls department in Newark who support the Engineering/Design department • They monitor our drawings largely for Inside Plant and transmit them to multiple A&E Vendors when needed • They also assemble drawing packages for review for all projects – these can include up to 1000 drawings + • So they’re managing information which is on the drawings, including sites, stations, circuits, etc.

26. Doc Controls & SharePoint • Standards • Metadata • Projects • Required Documentation • Everything else . . . • https://sharepoint.pseg.com/sites/DPC/Pages/Home.aspx

27. SharePoint also offers: • Onboarding Tracker • Procedures and Reference Manuals • Vendor Access to A&E Standards • Reports and Presentations • Links to: Safety Site, SERIM, CRC, GIS, Railroad Tracker, Investigations, Benchmarking, Procurement • Project Integration • Permitting Status • Scorecard • Lessons Learned & Best Practices • Other

28. What happens if we don’t manage our information? • Company files are ASSETS of the company • Our company owns these assets • We put the company at risk if we are not managing our vendors files for our projects

29. PMIS Group/Business Solutions • Develops tools needed to manage your information with greater accuracy and monitor trends, etc. (they have developed 46 to date). These are our highly skilled and experienced programmers and developers. • Primavera 6 – Scheduling / Master Project List • P6 Analytics • SERIM • Safety Watcher Program • Outage Planning Management System • Forecasting Database/Accuracy

30. More PMIS Products • EOS Estimating System/Database • URB Approvals/Database • SEER • Exception Reporting • Workforce Models • Dashboards for viewing/tracking • Headcount Database • Talent Monitoring Tool • Accruals Tracking • And others . . .

31. Business Solutions Let’s go to the Business Solutions Home Page • https://sharepoint.pseg.com/sites/DPC/BusinessSolutions/Pages/Home%20-%20Copy.aspx

32. Moving Forward • Information is the next Natural Resource • Key Trends: • Economics changed increasing amount of data you can capture • Tools have changed, expanding data types you can analyze • Framework has evolved so you can use the right tool for the right job.

33. We are all in the Business of Information / Data • Information is exploding and will continue to explode • Our business is now real time, all the time • Our information differentiates us from the “others” and helps us win Reliability Awards year after year • Our information usage drives our data value • Information is a key business asset. • And we will not run out of information / data, BUT we may be overwelmed by it. • So Information Management is KEY and here to stay

34. In Closing . . . • The Next Natural Resource – a Ted Talk, by William McKnight • https://www.youtube.com/watch?v=Kn0loIL_amk&feature=youtu.be