strictly confidential1 h drive manual a guide to navigate the h drive september 2, 2005

Strictly Confidential 1

H Drive ManualH Drive Manual

A Guide to Navigate the H Drive

September 2, 2005


Purpose and Objectives

Purpose• To create standardized and consistent guidelines for

Courtyard’s H Drive• To facilitate practices that decreases dependency

upon other resources to find materials

Objectives• To define content rules and guidelines• To increase communication and information sharing


Table of Contents1. The H Drive

1.1 Background1.2 What has been done?

2. H Drive Folders2.1 Folder Contents2.2 Client Folder set up2.2 Client Acronyms

3. Zilverline Search Engine3.1 What is it?3.2 H Drive and Zilverline3.3 Keywords to help you with your search


1.0 The H Drive

1.1 Background

• The H Drive was designed for CYG staff to have access to all materials including proposals, resumes and HR documents.

• When it was first developed, CYG staff ensured that the H Drive was kept up to CYG standards; it was organized; it was efficient; and all materials were collected and posted.


The H Drive – The Past


1.0 The H Drive

1.1 Background

• As the company grew, the H Drive slowly became a victim of growing pains and was a tad neglected.

• It became less reliable to find information; difficult to navigate; and began to resemble this:


The H Drive – Present


1.0 The H Drive

1.2 What has been done?

• The H Drive had to be re-organized in order to become the useful tool it once was.

• As of September 2005, The files and folders have been cleaned up and a new search tool called Zilverline has been implemented to assist in performing searches for materials.

• Nearly all of the H Drive folders and documents have been reorganized and indexed for search purposes.

• The ultimate goal is for the H Drive to resemble this - again:


The H Drive – The Future


Table of Contents

1. The H Drive1.1 Background1.2 What has been done?




2.0 H Drive Folders

2.1 Folder Contents

There are currently nine main folders on the H Drive. Six of these have been reorganized:

• Administration• Clients • Templates• Human Resources • Intellectual Property• Marketing


Administration

• Staff Meetings: Features 2004-2005 Staff Presentations as well as Meeting Minute Folders for the NYC and Edmonton offices.

• Corporate Hotel: Information for the NYC Office• CYG Mission Values• Fob Info• Humour: Features various jokes, comic strips• Integration Meetings: Minutes• Staff Telephone List• Technical: Features IT Information


Clients

• Ontario: including the Eastern provinces of NFLD, NS, QUE & PEI

• National• United Kingdom• United States• Western Canada


Templates• Company Profile: features the CYG Overview• Consultant Activity Schedule• Edmonton Office: (Features Fax and Office Letterhead)• Fax Cover Sheet (for Toronto Office)• Federal Government Business Procurement Number: Required for answering

most Gov. of Canada Proposals• Framework Templates• Letter Templates: Toronto Office• London & NYC Office: Letterhead, Fax (coming soon)• News Release• Non-Disclosure Agreement• Presentation: All official presentation templates)• Project Open & Close forms• Proposal: Features Short Form, Long Form, VOR, Transmittal Letter, Pricing,

etc• P&P Templates• Resume• Staff Billing Rates (2005)• Standard Terms & Conditions: for Canada & US office• Status Report• Teaming Agreement


Human Resources

• EIP• Mentorship• Multisource Feedback• Organizational Structure: Features the CYG Organization

Chart• Performance Review• Policy Manual• Professional Development• Resume: Features resumes (CVs) from present and former

staff, as well as Associates


Intellectual Property

• Account Management• CICS• CPOE and eMAR Toolkit• Delivery Management• Integration Management• Procedure Toolkits• Research• Health Articles & Presentations: Features various newspaper

& journal articles and presentations as well as eHealth links to various online sources

• CYG Library Index: Features all materials currently in the Toronto Office Library


Marketing

• Billing Rates: with shortcuts from Templates folder• Conference & Event Planning: Event Planning Guide• Courtyard Branding: Rules & Guidelines• Courtyard Logos• Marketing Reports & Presentations: Various documents for

browsing• Proposal Materials: with shortcuts to templates folder• Project Profiles• RFP Tracking Sheets: for the Toronto, Edmonton Office

(coming soon the NYC & London office)


2.0 H Drive Folders

2.2 Client Folder set-up

• The Client folder will have the most relevance to a majority of CYG staff

• The Client list has been separated into five distinct regional folders – Western– Ontario– National– United Kingdom– United States

• Within each of the client folders, it set up according to this format:Project Name: within the Project Name folder there are four files1. Proposal (Final Proposal)2. Project Background Information and Research (all relevant

documents pertaining to the project)3. Working Documents (the folder that staff can work from)4. Final Deliverable (the final product of available)


2.0 H Drive Folders

2.2 Client Folder set-up

• In order to maintain the current client folder set up, the H Drive manager will work directly with the Project Manager (PM).

• The PM will submit a list of staff working on a project or proposal. The H Drive Manager will allow access to those individuals to the “working document” folder in order for staff to work and share information.

• When the project is complete, the PM will submit a request to close or ‘lock’ the working documents folder and send the final deliverable (FD) to the H Drive Manager for posting.

• The FD will have key words added to it and will become searchable on Zilverline.


2.0 H Drive Folders

2.3 Client Acronyms

• Client names are written in abbreviation format • There is a document available in the H Drive client folder

that provided a list of client abbreviations

• To access this document, type in the search engine:‘H Drive Client List & Abbreviations’. Or just go directly to the Client folder to retrieve it


Table of Contents1. The H Drive

1.1 Background1.2 What has been done?




3.0 Zilverline Search Engine

3.1 What is the Zilverline Search Engine?

• The zilverline search engine performs searches for required data within local drives and the Intranet (which will be coming soon)

• You can search and retrieve any information you are looking for from the files within the H Drive system files. It can extract content from PDF, Word, RTF, txt, java, CHM as well as zip, rar, and many other archives (unfortunately it does not retrieve .dot documents).

• In order to use this system, you must insert the following http link into your browser:

http://cygtools/cygsearch/search.htm



3.2 How does it work for CYG?

• Zilverline is similar to most search engines. The more information your put in, the narrower the search.

• For example: If you type in the word ‘resume’ or ‘proposal’ , the search engine will retrieve every proposal or résumé from the H Drive.

• You have the ability with this search engine to narrow your search – if you know the name of the resume you are looking for, type it in, select the HR folder, and hit enter.

• Below the search tool you will see a number of boxes with checkmarks in it. Each of those boxes represent the main folders of the H Drive.

• *TIP* You can narrow your search even more, by selecting the appropriate H Drive folder. i.e. Resumes are located in the HR Folder- click the HR Box, type in resume or a the staff name of the resume you want, and it will retrieve it.



3.3 Keywords

*Tip: Again, to use the search tool effectively, narrow your search terms by client, by date, by title or all of the above

Some keywords to keep in mind when performing searches:

• Proposal - use these terms to locate specific proposals-Business Case, Change MGT, Consulting, Contract Negotiations, DI, EHR, IM/IT, VOR,

• Client - Acronyms or full client name• FD - Final Deliverable• DI – Diagnostic Imaging• DIS - Diagnostic Imaging System



3.3 Keywords

• ID – Interfacing Development• IS – Inventory System• PM – Project Management• PMO – Project Management Operation• EHR – Electronic Health Record• CM – Change Management• BC – Business Case• OD – Organizational Development• VOR – Vendor of Record• PACS – Picture Archiving Communications• Resume or CV –Both will highlight staff and associate resumes or

just type in the name of a staff member



3.3 Keywords

• Charge Rates- for CYG Billing information• Official –will search a multitude of ‘official’ CYG documents• NPDUIS - National Prescription Drug Utilization Information System• Staff Meeting Presentations –will search and highlight all staff

meeting PP Presentations• Articles – will search for all health articles on the drive• eHealth Bulletin & Links- document that highlights all current

ehealth websites and magazines• Library – will locate all CYG Library index


Rules and Responsibilities

Courtyard Staff• Will ensure all relevant documents are sent to the H Drive Manager

for posting.• Will review all final documents before sending to the H Drive

Manager for posting.• Will work exclusively in the working document folders of the H Drive

– no exceptions.

H Drive Manager • Will ensure that H Drive is kept to standard to provide easier

searches for CYG staff• Will ensure all folders are organized and kept up to date.• Will ensure all documents are properly indexed• Will provide assistance for any inquiries regarding the H drive.• Will work closely with technical staff to ensure maintenance is

upheld


Questions?


www.courtyard-group.comToronto New York Edmonton London

strictly confidential1 h drive manual a guide to navigate the h drive september 2, 2005

Documents

h drive folders

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confidential1 h drive

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