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Hur genereras värde ur information? Generating value from information

Vattenfall's EIM vision,

strategy and process

Marie Lindblom

ECM Manager, Vattenfall

Nov 11th, 2016Confidentiality – Medium (C2)

Vattenfall is one the largest energy companies in Europe

Confidentiality - Medium (C2)

Vattenfall | Marie Lindblom |Nov 11th, 20162

Vattenfall is one of Europe's largest

producers of energy and the largest

producer of heat. Our main products are

electricity, heat and gas.

Company started – 1909

Energy produced – 173 TWh

Employees – 28 567 (Dec 31st 2015)

Current situation

Content management is an integral

part of all business processes of

Vattenfall

Managers and information workers

handle content on a daily basis

Content represents value



3

Network – a prerequiste for success

• Content Manager network

- Nordic – 6 times/year

- Global – Quarterly

• Livelink network – Monthly

- IT Supply and Service Desk supports

• Ticket status

• Know issues

• Ambassadors within each area/unit



Processes and

related topics

Example of topics discussed or presented

• Information Security – Confidential classification

• Archiving rules – paper originals

• Approval of contracts – using BankID

• Cooperation with Semcon

• Findability

• Document managment within a specific unit

• Maturity and Awereness

• Process development

• Business needs

• Digitalization



Collaboration – Across borders

• All units – Business Areas/Business Units

• Information Security

• Managment system for Vattenfall – VMS

• HR Onboarding

• Internal Audit



End user

focus

Information classification – A quick guide.

WhyWithout classifying your information, you cannot decide how it should be

handled and what measures should be taken to protect it.

To ensure that information will be handled with the

appropriate level of protection, all information shall be

classified.

WhoIf you are the originator and/or

owner of a document,

classifying and labelling

information is your

responsibility.

If you notice a particular

classification label is outdated,

incorrect or missing, please

contact the owner and arrange

proper classification.

WhatAll information must be

classified: presentations, reports and any documents,

paper as well as electronically stored or shared.

In case of verbal communication, you need to

act according to the classification of the owner of

the information.



C4Critical

C3 - High

C2 - Medium

C1 - NoneConfidentiality - None (C1)

Can be shared with anyone.

Example: Media releases, Website content

Confidentiality – Medium (C2)

Can be shared with a relatively wide target

group (e.g. Vattenfall employees).

Example: Intranet

Confidentiality – Critical (C4)

Must be treated with strong restrictions

(distributed to a registered minimum

number of persons).

Example: Risk analysis, vulnerability

analysis, pre-annual reports

Confidentiality – High (C3)

Can be be only shared with a limited

amount of persons.

Example: Personal or customer data

www.vattenfall.de

+

-

Pro

tecti

on

req

uir

ed

None

Minor

Major

Severe

Impact of disclosure

or breach

In practice: How to classify and label information

Make sure to clearly label the classification level on the information



where to store them

where to find them

how to use them

the status of the document

… and that they are managed in a safe way

Document Instruction


Purpose and value added with Document

management is that you know…

Document Management is described in

VMS document FI311 which requires all

BU/SF/OU to have a document plan and a

document instruction implemented

before end of 2015.

Light blue areas are not covered in the Instruction FI311 – Content Management

9


http://www.google.se/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=0gWySNAMA5uy2M&tbnid=XI_vjvAVTXAPZM:&ved=0CAUQjRw&url=http://www.idatix.com/what-is-document-management/paper-mtn/&ei=aCLpUq-5C8jdygPi34HwDw&bvm=bv.60157871,d.bGQ&psig=AFQjCNFqw4ljU2A9gJujaFdxezZ2nCvSmg&ust=1391096784414808



Vattenfall Document Process – VDP

Complete document lifecycle

Document creation Document maintenanceDocument publishing

10

Vattenfall Document Process (VDP)

The VDP is implemented in our IT

systems, but can also be handled

without extensive IT support

A Document Plan has to be

established for all units describing

also requirements for the VDP



Metadata – how to make it happen

• Most columns in the Document

plan represents a specific

metadata

• A few columns have a more

supportive role

• Next step – Show mandatory

columns

• If needed (business needs) it is

possible to add new columns



Reference library

available

Where are we now?

• Several units have already

- created a Document Plan and

Document Instruction

- Implemented the process

• Support from VF Internal Audit.

Handle outcome from audit.

• Identify all units that need to start

up their work to create and

implement a document process



Current situation Next step

All units

need to be

compliant!

Level of maturity


No structure

Some orderlineness

Some

standardization

and searchability

Efficient document

management

Flexible and

optimized document

management

Monetary

savings

Current situation

Desired situation


ECM Strategy


Business

IT

2014

Creating Foundation

2015

Building Trust

2016

Maintain trust and keep

strong relationships

Establish

CM network

Implementation of

VDP started within units

Increased awareness within the

ECM area

- understand differences between

Essential and None Essential

documentation

“Train the trainers” within

Content Management

Collect business

requirements

VDP approved

and published

Information shared

between units

Harmonised IT structure

development started

Electronic workflows

used in some units

CS10 implemented

Identification of

performance issues

Simplify permission

administration

External access

secured

Project for

Enterprise Search

initiated

Improved structure in Livelink

Generic document templates

created

Implement Lean to improve

efficiency

Content Management

is deeply understood

by all Vattenfall

employees and they

act accordingly

Customized user interface


2017

Maintain trust and keep

strong relationships

Establish

LL network

User Guides translated

to all languages

SSL encryption

activated

Merge of LL environment

Group Instruction

updated

Simplified

Collaboration SharePoint

Online – start of enrollment

SharePoint

Online –enrollment

continues

Digitalization

• Implementation of MS Office 365

• Ongoing enrollment – Pre-pioneers

• SharePoint online

• Purpose – Collaboration environment



Vision – SharePoint Online

User friendly interface

User acceptance

Clear and simple handling

of ownership and

permissions



https://www.google.se/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwj-g7LSntDLAhVpJJoKHURrA6sQjRwIBw&url=https://ascent.atos.net/category/blog/social-collaboration/&psig=AFQjCNFVXql3suMGbE_pi08mYz5ewzqXDA&ust=1458596656121881

Governance



Group Content Manager

ECM Coordination Group

LivelinkSAP DMS

DE

Other

systems

SAP DMS

SE

Other

systems

ERP Sponsor

ERP Coordination Group

ERP Steering Board ?ECM Steering Board Focus

group

Focus

group

Focus

group

Focus

group

Document management

focus

Example – Contract Management in Procurement

Noise

Data

Information

Remove

waste

In context

Fit for purpose

Noise

Data

Information

InsightBu

sin

ess v

alu

e

The mitigation actions below enable the strategic

purchaser to select the best performing supplier.

Different identifications of suppliers hinders to connect

contract information to current performance data, i.e.

level of qualification.

Supplier performance data can be connected to

contracts through a harmonised group wide supplier

registry.

Information about similar German contract are not

available, since these are stored in local binders (or in

different DMS) to which only local purchasers have

access.

A Common Procurement document plan that states

all contract shall be made electronically available for

any authorised purchaser.

Besides relevant contract information, the DMS folder

includes old, outdated contracts, irrelevant mails to

supplier, etc.

Proper metadata on contract documents enables to

filter out what is relevant for this purpose.

Objective: During a tendering process, Swedish purchasers want to exploit known information about previous

contracts and its suppliers performance. Most of the actions are dependent on group wide document

management policies and technologies.



19

Noise

Data

Information

Remove

waste

In context

Fit for purpose

Noise

Data

Information

Insight

Improving business value - from noise to insight

Bu

sin

ess v

alu

e

Information shall be made

available to the user, when

it’s wanted in the format

necessary and with the

quality required

Optimizing value means balancing two contradictory forces:

Compliance to laws and regulation, external as well as internal

Effectiveness from sharing information and collaboration

This can only be done in a local context (Procurement needs are different from

Legal). The document plan states how this shall be achieved



20

Remember – make sure you have your

process described before

implementation!

Awareness is the key to success!

Contact information:

[email protected]

mailto:[email protected]

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