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Asco Application Landscape

Asco Application Landscape. Introduction : Why DMS ?. Situation – Jan 2011 – Information within ASCO DominoDoc (EasyQ) File server structure (P:drive , S:drive, …) Mailboxes Documents in Filecabinets Smarteam (PLM) Structured data in business applications (MAPICS, eMO , eRDR )

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Asco Application Landscape

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  1. Asco Application Landscape

  2. Introduction : Why DMS ? • Situation – Jan 2011 – Information within ASCO • DominoDoc (EasyQ) • File server structure (P:drive , S:drive, …) • Mailboxes • Documents in Filecabinets • Smarteam (PLM) • Structured data in business applications (MAPICS, eMO, eRDR) • Task lists via Call tracking, Tenforce, Excell sheets, … • Advantages document management system • Shared information across departments • One single source of information • Easy Search of information • Version control of documents • Facilitates collaboration over multiple locations • Integration with document workflows • Security management

  3. Approach

  4. Approach

  5. Objectives • Identify different information types • Identify current document management requirements • Define overall Routemap • Define different sub-project for implementation • Define the scope of each sub-project • Identify the possible risks for each sub-project • Define infrastructure and Tools SharePoint Topology

  6. Scope of the analysis Identify and specify all unstructured information of following departments: • Human Resources • Finance • Admin & Legal • ICT dep • Quality & Assurance • Project Management • Industries • Supply Chain • Engineering • Program management • Sales and bidding Team • Operations Type of documents and the required functionality

  7. Out of scope • Information related to: • CAD/CAM documents • Information managed with PLM system • Management of physical paper documents

  8. Approach • Workshops and interviews • Groups of representativesare made related to the organizational structure • Sequence • Kick Off meeting • First workshop/interview for each group • Review meeting with conclusions for each group • Overall design • Overall presentation

  9. Planning & Budget Estimate

  10. Interviews andvalidation meetings

  11. Your role as Representative ? • Representative • Gives input over the (current) process • Gives input over the information related to the process • Gives input over the information characteristics • Gives input over possible optimizations (what can be done better ?) • Gives input over current or new requirements

  12. Information - analysis • For each information type we document the characteristics: • General characteristics: owner, author,… • Meta data • Versioning • Lifecycle • Draft / Approval / Publish / End • Languages • Legal requirements • Optimizations • New Requirements / Opportunities • Identify the collaborationgroup

  13. MainOpportunities • Confidential info • Task management • Follow Up • Action Lists • Workflows (Approval – Signing) • Alerting • New Processes • HSE • REACH • ISO • Paper Workflows • Missing information governance • Need for Templates and Standards • Ownership of general information (knowledge repositories) • Missing links between applications and documents • Redundant data storage • Domino Doc (LN) & Fileshares • Receiving/Buyer/Requestor • (new) Program & Project Information • Budget input files (Finance) • Customer / Supplier & Asset Info • Publishing information • General Company info • Supplier - Customer - Program ...

  14. Currentsituation Corporate Engineering Supply Chain Finance U drive U drive S drive S drive T drive L drive U drive U drive Outlook Outlook Outlook Outlook P drive Domino Doc HR Structured S drive U drive Outlook Cognos PLM system Mapic System Finance System Qualified Create Lead Qualified Create Lead Create Lead Create Order Create Invoice Make …. Retire

  15. Basic principles • Information governance required to define ASCO information policies • Usage of structured world to manage unstructured datae.g. MAPICS, PLM database, Cognos reports • Central metadata usage • Customer naming convention same on all portals • Product name – one convention • ......

  16. 3 types of Portals • Data Centric portals • General ASCO Collaboration Portals • Meta data driven: Content which is needed by everyone • Supplier • Customer • Program • Project • Assets • Process Centric - Role based workflows Content related to a process • Organisation related

  17. Topology • Metadata suppliers /Customers/Programs/Projects/Assets Structured worldprocess centric Cognos PLM system Mapic System Cognos Cognos Finance System PLM system PLM system Mapic System Mapic System Finance System Finance System Qualified Create Lead Create Lead Qualified Qualified Create Lead Create Lead Qualified Create Lead Create Lead Create Order Create Invoice Qualified Qualified Create Lead Create Lead Make …. Create Lead Create Lead Create Order Create Order Create Invoice Create Invoice Make …. Make …. Retire Retire Retire

  18. Topology Logistics Logistics Financial information General info Logistics General info General info Pictures General info General info Quality Quality Quality Quality Procedures Certificates Quality Quality Communicatoni ... Program Project Customer Supplier Assets Unstructured Data Centric Cost ... Programs Cost Manuals • Metadata suppliers /Customers/Programs/Projects/Assets Structured worldprocess centric Cognos PLM system Mapic System Cognos Cognos Finance System PLM system PLM system Mapic System Mapic System Finance System Finance System Qualified Create Lead Create Lead Qualified Qualified Create Lead Create Lead Qualified Create Lead Create Lead Create Order Create Invoice Qualified Qualified Create Lead Create Lead Make …. Create Lead Create Lead Create Order Create Order Create Invoice Create Invoice Make …. Make …. Retire Retire Retire

  19. Topology- processrelated portals .... Quality Logistics Logistics Financial information General info Logistics General info General info Pictures Pictures Pictures General info General info General info General info Content Related workflows Procedures Certificates Quality Quality Quality Quality Procedures Procedures Certificates Certificates Quality Quality Communicatoni ... Program Project Customer Supplier Assets Unstructured Data Centric Manuals Cost ... Programs Cost Manuals Manuals • Metadata suppliers /Customers/Programs/Projects/Assets Structured worldprocess centric Cognos PLM system Mapic System Cognos Cognos Finance System PLM system PLM system Mapic System Mapic System Finance System Finance System Qualified Create Lead Create Lead Qualified Qualified Create Lead Create Lead Qualified Create Lead Create Lead Create Order Create Invoice Qualified Qualified Create Lead Create Lead Make …. Create Lead Create Lead Create Order Create Order Create Invoice Create Invoice Make …. Make …. Retire Retire Retire

  20. Topology .... Quality Logistics Logistics Financial information General info Logistics General info General info Pictures Pictures Pictures General info General info General info General info Content Related workflows Organisational ASCO Procurement ASCO Corporate Departmental Procedures Certificates Quality Quality Quality Quality Procedures Procedures Certificates Certificates Quality Quality Communicatoni ... Site (Zaventem) Site (Zaventem) Site (Gedern) Site (Gedern) Site (Vancouver) Site (Vancouver) Program Project Customer Supplier Assets Unstructured Data Centric Manuals Cost ... Programs Cost Manuals Manuals General Procurement Projects Aero Program category dashboard category dashboard category dashboard category dashboard • Metadata suppliers /Customers/Programs/Projects/Assets Structured worldprocess centric Cognos PLM system Mapic System Cognos Cognos Finance System PLM system PLM system Mapic System Mapic System Finance System Finance System Qualified Create Lead Create Lead Qualified Qualified Create Lead Create Lead Qualified Create Lead Create Lead Create Order Create Invoice Qualified Qualified Create Lead Create Lead Make …. Create Lead Create Lead Create Order Create Order Create Invoice Create Invoice Make …. Make …. Retire Retire Retire

  21. Customer info • Logistics • Delivery Locations • Holidayinformation • Local contacts • Route information • Supply Chain • Open Invoices • Open Orders • Quality • Customer Audit Reports • General info • Location: Region, Country,... • Contact details • Annual reports • Financial reports • Score Cards • Company information (pdf brochures, …) • Company accreditations / certificates(AS9100 / ISO9000 / …) • Plant Locations

  22. Program • General information • Program name • Program manager • Program objectives • Program state • New • Mature • Customer • Products • List of related projects • General Communication • Legal & Compliance • MOU • NDA • LOI • Supply chain • Open Customer PO’s • None moving stock • Quality • On time delivery • Complaints • Customer satisfaction • KPI’s • Contracts • Contracts • Review & Execution • RRB

  23. Routemap Q3 2011 – Q1 - 2012 Q2 - 2011 Q1 2011

  24. Timing info • Budget : 28 days external resource • Internal : +/- 60 daysinternal resources • Company with 1250 employees • Duration – 3 months

  25. Phase 0 : Information governance • Missing information governance • Need for Templates and Standards • Ownership general information (knowledge repositories) • Missing links between application and documents • Define for generic ASCO data • Meta structure • What is a customer, program, supplier, … • How to manage one structure for Belgium, Canada and Germany • How to manage lifecycle of metadata (new supplier, ..) • Clean up scrubbing in current applications – bring semantic metadata layer • How to avoid popup of local projects • Should fit in a global ECM strategy • Avoid new islands • Define clear Routemap / Topology accepted by organisation • Avoid adhoc projects....

  26. First SharePoint Project Customers, Contracts, Programs

  27. SharePoint Project objectives • Create a collaborationworkspacetoshare information within ASCO relatedtoCustomer and Program information. Depending of yourrolewithin ASCO the specific information is accessiblefrom a centralmanagedplace. The solution must cover the information management in itswholelifecycle – from customer/program initiation – toits manage phaseandits end of life phase.

  28. Planning • Kickoff 15 September 2011 • Estimatedduration of project 3 - 5 monthsincluding Migration

  29. Migration Strategy • Volume • Estimated # docs - 14.000 documents (only Belgium - programs) • About program and customer information • Methodology: • Set of documents need to be migrated manual • Specific document supported with migration tools • Collect FileShare Information in Excel • Manually Identify & Tag with Metadata • Upload Files to designated SharePoint locations • Performance • Data uploader tool

  30. Migration strategy

  31. Time Info • External mendays – 3 portal • 75 days • Migration Budget • 15 dagen • Internal resources • Internal business analyst (Full time) • Number of key users : 2 & 3

  32. Tips beforeyou start • Key-users need to understand sharepoint terminology before start of analysis • Start early with cleanup and restructuring of data on drives and folders • Way of working need to be defined by the customers at an early stage (information types, flows) • Take time for a clear definition of the entities in your organisation. (E.g. What is a customer ?) • Fix naming conventions • Optimize tool for tagging and migration • Better balance between on site and off site work • Adding documents to sharepoint takes more time than in file structure

  33. Result of projectIn production since March 2012 Demo

  34. AnyQuestions?

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