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EMC ANZ Momentum User Group 2011- Business Track- Find, Manage & Share

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Find, Manage & Share …

Find, Manage & Share
A holistic approach to defining your Information Management Solution

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  • 1. Find, Manage & ShareA holistic approach to defining your InformationManagement Solution – Lessons from Rio Tinto
  • 2. PurposeTo present on the successful shaping of projectsThe presentation includes: • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 2
  • 3. Setting the scene • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 3
  • 4. Business OverviewRio Tinto is a global organization with diverse business interests – We employ around 65,000 people – We work in over 50 countries – Our products include borates, coal, copper, gold & silver, diamonds, alumina/aluminum, iron ore, uranium, molybdenum, talc, salt, and gypsumAugust 3, 2011 Find, Manage & Share 4
  • 5. Where we operate Key Mines and mining projects Aluminium Copper Diamonds Smelters, refineries, power facilities and processing Energy plants remote from mine Iron ore Minerals Europe NorthAmerica Asia Africa South America Australasia August 3, 2011 Find, Manage & Share 5
  • 6. Business Overview cont. Recent earning strengthCapital Expenditure Underlying earnings August 3, 2011 Find, Manage & Share 6
  • 7. Setting the scene • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 7
  • 8. Key Information Management challengesSupport safe • Safety is our Number 1 Priority and the right information is a operations critical supporting requirement Support • Support a growing organisation through business knowledge capture and easy growth retrievalAugust 3, 2011 Find, Manage & Share 8
  • 9. Setting the scene • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 9
  • 10. Technical Landscape Consists of EMC tools to support – Enterprise Document Management – Records Management – Workflow – Project Collaboration Managed as a single toolset Other Technologies – Portal & Intranet – Forum based communities of practice – Wiki & Blog – Enterprise Search – Team CollaborationAugust 3, 2011 Find, Manage & Share 10
  • 11. EMC Products in use within Rio Tinto• Extensive use of EMC eRoom – for project based collaboration – 8500 active users per month• Extensive use of EMC Documentum – Primarily as a Document Control solution – 10,000 active users per month – Key functional departments include  Health, Safety, Environment  Operations  Engineering  Major Capital Projects August 3, 2011 Find, Manage & Share 11
  • 12. Setting the scene • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 12
  • 13. What have we learntRio Tinto has over 100 Information Management initiatives in its globalprogram presently, with a similar number of initiatives having been completedover the last five yearsOver this time we have completed several reviews and have found: – IM projects are notoriously hard to execute – Scope of projects not well managed and requirements are poorly defined – Significant behavioural change required – Limited availability of appropriate skills – Technology can be difficult to implement correctly – Poorly designed/implemented technology will be a significant hurdle for change acceptance August 3, 2011 Find, Manage & Share 13
  • 14. Our identified Critical Success Factors• Successful Implementations have a: – business drive for the change – strong sponsorship & governance – shared vision of IM objectives, tools and responsibilities – limited scope, grown incrementally – understanding the holistic information requirements – emphasis on the value of the change – focus on sustainability of the change – technology designed to complement the business change – project team with sufficient, appropriately skilled resourcesAugust 3, 2011 Find, Manage & Share 14
  • 15. Setting the scene • Background Information on Rio Tinto • The business Information Management challenges • An understanding of how Rio Tinto uses EMC Products • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for successAugust 3, 2011 Find, Manage & Share 15
  • 16. Find, Manage, Share A mental reference model FindGoal of Find:Easy availability of InformationGoal of Manage:Appropriate Integrity of Information Manage ShareGoal of Share:Collaborative Authorship and GroupOwnership Successful Information Management solutions • Considers Find, Manage and Share dimensions • Understand the relationship between Find, Manage and Share August 3, 2011 Find, Manage & Share 16
  • 17. Find F M SWe build Information Management systems to enable Informationto be easily accessed and then used. Successful Information Management solutions will • Understand why people are looking for information • Develop an Information architecture for each audience • Understand the trade off between richness and reach • Seek out and empower a new breed of embedded Information Manager Avoid Technical Notes • Fragmentation • Documentum’s architecture allows for easy integration • Inappropriate use of with rich data sources technology • Understand how portals, intranets, enterprise search tools will work together for a ubiquitous experienceAugust 3, 2011 Find, Manage & Share 17
  • 18. Richness vs Reach Tradeoff• Information cannot be both rich and have a broad reach ReachEnterprise Enterprise Business GBU GBU Unit Function Function Function Function Function Health Health Safety Highly Richness Collaborative Relational Team Content DataAugust 3, 2011 Find, Manage & Share 18
  • 19. Manage F M SInformation needs to be managed to ensure that its of the rightquality to support its business use Successful Information Management solutions will • Focus on the most important business information • Pick a management strategy that matches the type of information being managed. One size does not fit all! • Integrate your organisational master-data management Avoid Technical Notes • Over Management • EMC’s products are exemplary for management • Duplication • Look to integrate with the key • File-share replacement sources of master-data and projects automate classificationAugust 3, 2011 Find, Manage & Share 19
  • 20. Content Pyramid Value to organisation Increases Match your 1 Enterprise management Content strategy to your contentTiers of 2content Team & Project Content 3 4 Ephemeral & Personal Content 5 Volume of Content August 3, 2011 Find, Manage & Share Grows 20
  • 21. Steering Enterprise ManagementEnterprise EnterpriseBusiness An enterprise “manage” strategy should include: GBU GBU Unit • A standard document control and compliance processes • A general set of system requirementsFunction Function Function Function Function • Require business areas to build a management matrix A management matrix will: Health • define the specific “manage” requirements Health Safety • help collect true business requirements • Will build urgency • Focus on the right information August 3, 2011 Find, Manage & Share 21
  • 22. Management Matrix • Understand the types of Information • Understand the roles • Understand the relationship between both Document Type Safety Specialist Engineering Manager Engineering Lead Designer Document Controller Environmental Review Information Information Information N/A Quality Control Engineering Standard IFI Approver Reviewer N/A Quality Control Engineering Drawing Approver Reviewer Author Quality Control Hazop Final Review Author Information Reviewer Information Quality ControlInteraction of people and document. • Which workflow, and theAllows us to infer: total number of actors in the • security and; workflow • role in workflow August 3, 2011 Find, Manage & Share 22
  • 23. Share F M SWe want to ensure the best possible information is available.Sharing information increases quality by stimulating improvement Successful Information Management solutions will • Ensure that the group takes ownership of the information • Culture, not systems are at the heart of a successful share • Discover, adopt, adapt mentality = learning organization • Identify and stimulate “strategic conversations” Avoid Technical Notes • Focusing on technology • EMC’s Centerstage integrate before culture all the key elements of effective technology for share • Thinking this can happen over night • Social media like effective WIKI’s and Social sites are built for collaborationAugust 3, 2011 Find, Manage & Share 23
  • 24. Discover, Adopt, Adapt • Across the organization development the emphasis on creating a collaborative culture Actively seek information If required already It is exists, adapt it toDiscover created Adopt seek to adopt Adapt suit your before it as is more specific creating purpose something Enhance August 3, 2011 Find, Manage & Share 24
  • 25. Strategic Conversations• Strategic conversations are those that help stimulate the development or continued improvement in an organizational core competency• Provide a way for organizations to identify where and how information needs to be shared for strategic benefitAugust 3, 2011 Find, Manage, Share 25
  • 26. Architectural considerationsFunctional architecture• Several Areas need to be considered for a successful operational information management system• Functionally these systems support use cases for finding, sharing and managing information• It is important that a solution supports effective management, sharing and finding of information• The diagram here highlights the key functional areas that are required in an Information Management solution August 3, 2011 Find, Manage & Share 26
  • 27. Key Takeaways• Shaping a project for success requires that you think about and understand your holistic requirements• Find, Manage & Share need each other. Ask yourself: – Who is the audience of the information and how will they find it? – How will the manage process ensure that the information has the integrity it needs to be trusted for its designated task? – Do people actively share information with an aim to promote and improve it?August 3, 2011 Find, Manage & Share 27
  • 28. Appendix• A more traditional view of an Information Management lifecycle• Rio Tinto Documentum customizations• Reference MaterialAugust 3, 2011 Presentation Title 28
  • 29. More traditional view Empower your communities of practice to take Where does Find, Manage, Share fit? ownership of your strategic content Revision D is po sa l a Ide D e i va l Genera Share Information Ret and Knowledge n tio CaptureAugust 3, 2011 Find, Manage & Share 29
  • 30. Documentum Modifications• Key Additional Functionality – Role based scoping of functionality – Removal of non required functionality – Specialized interface for workflow approvals – Tree control to select templates during import/new doc – Search refinements and multiple taxonomies – Filters by published documentation – Zero footprint links to published documents – Configurable business rules driven by TBO/SBO • Rule based autofiling, acl selection & document numbering • Automatic lifecycle, and retention policy selection • Approval workflow association August 3, 2011 Find, Manage & Share 30
  • 31. References• Nucleus research report on Benefits of Document Management• Blown to Bits – Evans, P & Wurster, T• Knowledge and Strategy – Zach, M• Cultivating Communities of Practice – Wenger, E• Crowdsourcing -August 3, 2011 Presentation Title 31

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