1. Corralling
the
Document
Chaos
Twilight
Steve Lapwood
Management Consultant / July-August 2012

2. Why?…

3. Our Agenda
The Current State and Challenges Ahead
The Underpinning Solution Components
Achieving the Successful Business
Transformation

4. Your presenter
Name Steve Lapwood
Title Management Consultant
 ECM/EDRMS Specialist
 Business Systems Strategy and Roadmaps
 Information Management
 Programme Management
 Change Management
 40+ years IT experience
Twilight – Corralling the Document Chaos

5. The Current State
and
Challenges Ahead

6. Where can people store documents?
And why do they store them where they do?
Twilight – Corralling the Document Chaos

7. Kinds of documents
Over 100 “file types”
 Text files (11)  Page Layout files (3)
 Data files (16)  Spread-sheet files (3)
 Audio files (10)  CAD files (2)
 Video files (14)  GIS files (2)
 3D Image files (3)  Web files (13)
 Raster Image files (12)  Encoded files (3)
 Vector Image files (4)  Compressed files (11)
Source: fileinfo.com/filetypes/common
Twilight – Corralling the Document Chaos

8. Profile of documents
Growth is exponential with increasing duplicates
Volumes Duplicates
 Typically n,000s to m,000,000s  Typically 30% to 50%
 Increasing by 40% to 120% per year  And rising
Twilight – Corralling the Document Chaos

9. How do people find documents?
And what happens if they don’t find them?
■ 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
Twilight – Corralling the Document Chaos

10. How are your documents managed?
How do you manage information as a valuable asset
Governance Information Management
 Who “owns” the documents?  How many levels in to repository
 How is collaboration done? & with hierarchy?
whom?  How many documents with
 Who can create a library? metadata/properties fields?
 Folder names/file names conventions?  How are terms used?
 Who has access to a document?  Is there an organisation wide
taxonomy? & who uses it?
 Who decides what a record is?
 How is “legal hold” done?
 Who has a copy?
 How is the retention and disposal
applied?
Twilight – Corralling the Document Chaos

11. Is finding the right
document when
you need it a bit
like a “lucky dip”?
Twilight – Corralling the Document Chaos

12. There is a better way …

13. The Solution
Components

14. @ the core is:
SharePoint for Document Management
Forms
Documents
Digital Assets Classification Security Searchable
Web Content Versioning Workflow Findable
Data
eMails Usable
2. Manage
and Store
1. Capture Business 3. Deliver
Information
Apps Data
Your Awesome Presentation Title {Segoe UI
Twilight – Corralling the Document Chaos 12 pt.}

15. LAN/WEB
SharePoint
Information Portal
Content Mgt Doc Mgt
Project, Team, Division Corporate
Collaboration Ent Search Program Sites Sites
Libraries Lists Libraries Lists Libraries Lists
Forms
Views Views Views
Integration
Office ActiveDir
Outlook Lync
Explorer WCF/BCS RecordPoint
Office Lync File shares Repositories OnePlaceMail
Outlook

16. So… what does “good” look like?
Create/Capture Store – Share – Collaborate – Review Find - Consume
Office Search
Intranet
CRM
Outlook
Content Store - Knowledgebase
Lync
Mobile
Twilight – Corralling the Document Chaos

17. Easily capture documents into SharePoint
Twilight – Corralling the Document Chaos

18. … and emails too!
Twilight – Corralling the Document Chaos

19. … plus automatically tag Records
Twilight – Corralling the Document Chaos

20. Fast and Effective Search
Twilight – Corralling the Document Chaos

21. Clients who have chosen SharePoint
for Document Management
Twilight – Corralling the Document Chaos

22. Successful Business
Transformation

23. The Solution is very good …
BUT you need more for
high user adoption …

24. 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
Twilight – Corralling the Document Chaos

25. Some Client
Examples

26. High Level Business Requirements
Example with benefits identified
Business Benefits
Description Business Priorities
Phase 1 • EDRMS - document High Improved:
 Access to information
& records
management  Information integrity
• Email records  PRA compliance across
• Enterprise search all areas of XXX
 Project consistency
• Project sites
 Project visibility
• Programme sites  Project management
• Corporate team sites  Reporting
• Team, division sites
• Executive views
• Project reporting
• Financial reporting
• Mobility –
smartphone, iPad
Twilight – Corralling the Document Chaos

27. Business Priority Driven Roadmap
Intranet
Example
Staff Profiles
E-Forms
Applications
Portal
Project Project
Collaboration Collaboration
Instant Instant Messaging
Messaging Applications Links
Applications Links Phonebook
Phonebook
EDRMS EDRMS EDRMS
Enterprise Search Enterprise Search Enterprise Search
Project Documents Project Documents Project Documents
Team/Division Team/Division Team/Division
Sites Sites Sites
Reporting + BI Reporting + BI Reporting + BI
Programme View Programme View Programme View
Mobility Mobility Mobility
Phase 1 Phase 2 Phase 3
Twilight – Corralling the Document Chaos

28. User-centred Design Example
HOMEPAGE OPTION
This option works and displays more like a dashboard for the user. All the
Applications: Employee connect | Application title | Application title 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
Advanced search
Welcome Joe Bloggs relevant to their role (and location).
Find a person: Type to start search Site search
Help | Glossary | Key Contacts 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
Policies, procedures Information for... role based content, functionality and links.
News & events Forms & templates Documents Health & safety Human resources About Oceana Gold
& management
You are here: Home 1 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.
Global News Local/team news Events What’s new
XXX NEWS
2 Currently viewing content for: <role><department> <location> Under that would be a news listing that would have a title, date and blurb for
Change view > each of the news listings. There would be a link to view all of the news
articles are the bottom of the panel.
Cognos reports : report type Change report 2 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
3 type, date, location and any relevant information that is key to oceana Gold).
3 The content components on the right hand side would be dependant on the
1 News article title
role of the user. In some cases there would need to be the cognos reports
present and in others it shouldn’t display.
28 November 2011
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Cras quis lorem. Proin My documents would list out the relevant information with links.
tincidunt. Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Cras quis
Please note, commenting on news items is not within scope of phase 1
lorem. Proin tincidunt. 4 delivery. It may be incorporated for future phases of work.
3 View comments
1 2 3
4
View more details >
Please note: this concept continues on the next page.
Title of the news item - 28 November 2011
A brief blurb the news item would go here to explain the news article 1 My documents View all documents >
Title of the news item - 27 November 2011
A brief blurb the news item would go here to explain the news article 0 · Title of the document – there would be a very brief description that would
go here.
Title of the news item - 26 November 2011
A brief blurb the news item would go here to explain the news article 11 · Title of the document – there would be a very brief description that would
go here.
View all news articles > · Title of the document – there would be a very brief description that would
go here.
Share prices 3,000
Exchange rates
My forms & templates View all forms & templates >
2,900 NZD <> AUD
2,800
2,700
Rate: 0.7916 Rate: 1.2633 · Title of the form or template · Title of the form or template
2,600 10000.00 = 7915.78 · 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 more details > Convert
Twilight – Corralling the Document Chaos

29. Site hierarchy
and
Function/Activity
Examples of User View and
Records View
Twilight – Corralling the Document Chaos

30. Highly Effective Change Management
Example
■ Communications Plan
■ Sponsors Activity Plan
■ Managers Coaching Plan
■ Resistance Management Plan
■ Training Plan
Twilight – Corralling the Document Chaos

31. Pragmatic Governance Framework
Framework Element Role & Process Framework Element Role & Process
Responsibility Responsibility
Sponsorship · Links
· Vision and Goals · Profiles
· Roadmap · Migration/Capture
· Budget · Retention/disposal
· Projects Security
· Site Ownership · Access
· Site Admin · Permissions
Functions Deployment
· Document · Documentation
management
· Workgroup · Education
Collaboration
· Search · Adoption
· Forms SharePoint Admin
Management
· 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 & · Service Delivery
metadata
Twilight – Corralling the Document Chaos

32. And so in summary

33. To gain full value from your
information assets …
You may need to …
■ Understand the needs of your organisation
and why
■ Select and implement the right solution
■ Transform the way you manage information
■ Ask us for assistance …
For more information, contact steve.lapwood@intergen.co.nz.
Twilight – Corralling the Document Chaos

34. Any questions?

35. Thank you
steve.lapwood@intergen.co.nz