information management programme dos and don'ts
DESCRIPTION
Lessons learned from the implementation and roll out of an information management programme. Description of the problem, identification of solutions and plans are compared with how it all played out in reality. Numerous lessons related to the three defined phases are shared; Define Solution, Develop plans and Implementation of the resulting roadmap.TRANSCRIPT
Information Management Programme
Dos and Don’ts
Slide 2
EUMETSAT
Mission
Monitoring weather and climate from space
24/7 hours a day, 365 days a year
International organisation
26 member states
500 employees
30+ nationalities
Darmstadt, Germany
Slide 3
agenda
Starting point
What did we do
What was the outcome
Challenges
Dos & Don’ts
Some things to consider before starting …
Phase 2
Slide 4
some definitions
Information A recorded conversation
Information Management - IM IM is the collection and management of information from one or more
sources and the distribution of that information to one or more audiences
Activities: capture, create, organize, preserve, store, distribute and destroy information
Purpose of IM Provide the right information to the right people at the right time
Programme A set of related activities or projects with the objective to improving an
organization's performance.
Slide 5
which problems did we want to solve? (2)
Poor integration between intranet and Document Management
No integration between email and Document Management
Uncontrolled growth of storage space (TB)
DMS
WCMS
File System
Slide 6
ecm study time line
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans
Implement
Slide 7
plan vs reality
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Ph 1 - Define solution
Ph 2 - Define option
Implement
Slide 8
where are we?
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Slide 9
phase 1 - what did we do?
Survey of current information and systems
Identify options to better integrate current systems
Select a solution
Conducted by external consultant
Slide 10
phase 1 - findings
Information is difficult to find Information is not organised for search and navigation; Duplication of information
Organisational risks Unclear or non-existent policies and procedures on handling, archiving,
and retaining information
Process inefficiencies Costs associated with IM are overlooked; Paper storage occupies space and requires special protection
The study’s conclusion
No need to further integrate the systems at this point in time Instead focus on information management policies and guidelines
Slide 11
Dos and Don’ts (1)
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges Go ahead with next phase
Dos and Don’t Engage external expertise if not available inhouse
Understand underlying causes for resistance
Slide 12
where are we?
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Slide 13
phase 2 - what did we do?
Definition of Information types
Organisation wide file plan
Combination of organisation, product and function
Electronic Workflow Specification
Information Management Roadmap
Slide 14
phase 2 – how was it done?
Project Manager
Project Support
Inhouse
External
Steering Committee
IO Ref Group
“User Group”
IO Team
Core team
Slide 15
Dos and Don’ts (2)
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Challenges Involvement by
organisation
Dos and Don’ts Define project organisation before starting
Define tasks and responsibilities clearly before starting
Ensure line management understands the activity, effort
required and their involvement
Ensure participants understand the purpose and scope of
their tasks
Slide 16
Dos and Don’ts (3)
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Challenges Work by committee
Organisation culture
Dos and Don’ts Cross-organisational and cross-functional representation
Balance large/small project team with involvement/pace
Work for a climate of openness and pragmatism
Slide 17
Dos and Don’ts (4)
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Challenges Competence/skills
Decision making
Mgmt support
Dos and Don’ts Ensure participants have sufficient skills
Provide and schedule in training if needed
Define decision points and criteria before starting
Ensure that decisions at lower level have management
backing
Slide 18
where are we?
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans Implement …
Slide 19
im programme - approach
Establish IM governance & support structure
Gap Analysis
Analyse As Is situation, define To Be situation, identify gap, define activities to close gap
Build on existing knowledge
Identify good practice, develop common policies - no green field approach
Change Management and Training throughout all activities
Slide 20
governance structure
Management Board
IM Governance Group
IM
User Group
IM
Expert Group
System
Support
Slide 21
im programme - portfolio of activities
Information Management Policies & Documentation
Information Management Infrastructure and Integrations
Document Management Tool Implementation
Electronic Workflow Pilot for Documents
Collaboration Pilot and Roll-out
Web Content Management Tool Implementation
Enterprise Search
Mail Registration
Slide 22
im programme - schedule
Slide 23
Dos and Don’ts (5)
01/09/2007 01/06/2012
1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges Governance structure
Governance members
Mgmt resistance
Trust/confidence
Dos and Don’ts Find a sponsor high enough up in the organisation
Define Governance and responsibilities
Define balance involvement/hands-off
Build trust with involved management
Build credibility throughout the organisation
Educate at all levels
All involved need to understand IM concepts
Get buy in from the organisation
Slide 24
some things to consider before you start …
Is it even worth the the effort and cost to start managing information more systematically?
Is it wise to try to convince your organisation to focus on IM?
How would you persuade your organisation?
How much would make sense to include?
Slide 25
what ever you do, it’s gonna be a bumpy ride …