Digitizing R&D: P&G's Business Transformation Success Story

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Learn how P&G transformed their R&D organization from paper to digital and the methods of engagement needed from all employees across multi-disciplinary teams including; IT, Records Management, the R&D users, and of course senior management. Hear how records management, case management, and technology found harmony.

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Digitizing R&D: P&G's Business Transformation Success Story

  1. 1. #AIIM14  #AIIM14   #AIIM14   Digi$zing  R&D:    P&G’s  Business   Transforma$on  Success  Story     Jane  Connerton,  CRM   Corp.  Records  Manger   Procter  &  Gamble  
  2. 2. #AIIM14   The  Star$ng  Point   §  7  Individualized  (organically  grown)  site   §  LiHle  to  no  standardizaIon  between  sites   §  Mostly  paper  w/  e-­‐Index  for  tracking   §  Some  electronic  –  but  w/o  e-­‐workflow   §  28  repositories  in  all,  4  plaTorms   §  200+  document  types  managed   §  Doc  entered  w/  up  to  15  piece  of  metadata  by  expert  staff  
  3. 3. #AIIM14   The  Mission   §  Grow  the  central  records  services  for  R&D  from  7   sites,  to  21  global  sites       §  keeping  the  cost/transacIon  flat,  or  decrease   §  while  moving  “completely”  electronic  day  forward   §  and  no  increase  in  headcount    -­‐  0,  null,  nada   §  Oh  yeah,  and  all  the  informaIon  governance     requirements  like  privacy,  compliance,  validaIon,   security,  etc,  etc.   3  
  4. 4. #AIIM14   The  3  Pillars  of  Success   §  Move  from  4  plaTorms  to  single   global,  robust,  document   management  soluIon   §  Standardize  all  processes   §  Drive  costs  down  for  standard   transacIons   §  Make  the  work  standard,   measurable,  repeatable   §  Find  a  “Partner”  to  deliver  the   service   4   Single   Global  Tech   PlaTorm   Standard-­‐ izaIon   of  Processes   and   Procedures     Implement   Blended   Service   Model  for   Delivery    
  5. 5. #AIIM14   Focus:     §  Move  from  a  paper  storage  and  retrieval   service  at  the  end  of  the  of  the  lifecycle            TO   §  Leveraging  our  Intellectual  Property  as  a   Strategic  Advantage  in  reapplicaIon,  strong   compliance  or  regulatory  response,  and  in   liIgaIon.     5  
  6. 6. #AIIM14   Juggling  the  Factors    Technology         People  Processes   6  
  7. 7. #AIIM14   The  TECHNOLOGY   You  are  responsible  for  communica1ng  what  is   needed  –  IT  is  responsible  for  taking  the   “What”  and  then  develop  the  “How”!   §  Know  what  you  want!   §  Meet  with  stakeholders/customers   §  Know  the  industry  opIons!   §  Plan  early  design  sessions  to  learn  about  needs   §  AnIcipate  IT  quesIons!   §  Provide  the  details   7  
  8. 8. #AIIM14   Important  Steps   §  Define  the  business  problem   §  Assess  your  digital  landscape   §  Collect  document  examples   §  Document  mapping   §  Document  the  process   §  Document  Requirements   §  Evaluate  soluIon’s   §  Learning  Plan   §  Bench  mark  (document  the   learning  in  a  report)   §  Develop  Use  Cases   §  Define  the  desired  user   experience   §  Use  excellent  examples   §  Create  Concepts  and  Mock-­‐up’s   §  Create  a  Prototype   §  Define  roles  and  responsibiliIes   §  ConfiguraIon  versus   CustomizaIon   §  TesIng   §  Tracking  changes   §  CommunicaIon   PLAN  THE  WORK   and  WORK  THE   PLAN  
  9. 9. #AIIM14   Document  Examples  Collect  examples  of   documents  from  different   groups,  func$ons,   disciplines,  divisions  as  part   of  the  mapping  process   A  picture  is  worth  a   thousand  words!  
  10. 10. #AIIM14   Define  the  desired  user  experience   §  Provide  examples  of  exisIng  soluIons  that  help  define  the   experience  that  you  want  for  your  customers   §  What  is  a  good  example  of  a  soluIon  that  lets   you  order  something?   §  What  is  a  good  example  of  a  soluIon  that  lets   you  plan?  
  11. 11. #AIIM14   1 1   The  PROCESS  
  12. 12. #AIIM14   The  Processes  for  Records  Mgmt   §  How  to  standardize  7  “similar”  processes?   §  Paint  a  picture  for  EVERYONE  of  the  vision   §  Involve  them  in  the  process  “own  a  piece”   §  K.I.S.  –  easily  repeatable   §  Write  SOP’s  to  govern  overall   §  (who,  what,  where,  when,  why)   §  Write  Job  Aids  to  cover  the  details  of  “HOW”   1 2  
  13. 13. #AIIM14   Meta Data Standardization and Normalization for field names     Mandatory Fields      Document Number Author T-Number Date Title GBU Functional Area Document Location Record Format Status Retention NORMAL   STANDARD  
  14. 14. #AIIM14   The  Processes  for  Users   §  Delight  the  user!         §  Users  are  fantasIc  researchers  and  engineers  but   NOT  InformaIon  Managers   §  “INNOVATE  not  ADMINISTRATE”   §  Drop  and  Go   §  Same:  regardless  of  what  site,  business,  or  record  type       §  VeHed  BEFORE  design,  and  again  before  launch.   1 4  
  15. 15. #AIIM14   Add  UI  screen  shot  
  16. 16. #AIIM14   Processes  –  Be  Visual   User  Drops   off   User   Verifies   and  adds   data   RLM  pulls   from  queue   RLM   verifies  and   adds  meta   data   RLM  Locks   down     1 6  
  17. 17. #AIIM14   Last,  but  NOT  least  The  PEOPLE     §  Communicate  early,  onen,  and  clearly   §  People  will  forget  the  work,  and  their  role  in   it.     §  People  will  _______-­‐up  any  holes  you  leave       §  No  ownership,  no  acIon     §  No  benefit,  they  will  work  around  you   17  
  18. 18. #AIIM14   What’s  in  it  for  ME?   §  Users   §  Have  hundreds  of  tasks  a  day.    Why  do  this?   §  Is  it  easier  than  before?   §  What  benefits  do  I  see,  my  department,  the   company?    (The  closer  the  beHer)   §  What  is  someone  doing  to  help  ME?   §  What  happens  to  all  the  legacy  records?   1 8   ©  CharloHe’s  Web  
  19. 19. #AIIM14   Communica$on  and  Commercializa$on   §  Who,  What,  When,  and  How  you  are  going  to  communicate  the  new   soluIon:   §  Your  department,  Your  leadership,  Your  customers,  Your  customers   leadership,  SupporIng  organizaIons  (QA/Legal/Safety),  etc.   §  What  to  communicate:   §  What  they  need  to  know   §  What  they  need  to  do   §  Why  they  should  care   §  When  they  need  to  do  something   §  Tool/Tip  and  how  to  get  support   §  Make  sure  to  communicate  in  the  right  order.    You  don’t  want  an  end  user   receiving  direcIon  before  their  manager  is  informed.   §  How  will  you  communicate,  email,  bulleIn  board,  digital  media  displays,   smoke  signal?  
  20. 20. #AIIM14   Bring  it  all  Together     Technology     People  Processes   2 0   Leadership - Ownership Timing – Not all at once, realistic expectations Communication – can’t get enough Inclusion – Takes a Village “Chunk it” – One step at a time
  21. 21. www.aiim.org/infochaos   Do  YOU  understand  the  business     challenge  of  the  next  10  years?   This  ebook  from  AIIM  President   John  Mancini  explains.  

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