Postcard From Hong Kong

Postcard from Hong Kong
Drivers for Information Continuity:
continuity of evidence stream
EMC Australia & New Zealand

Agenda
Background and drivers
About the client
About the project
Approach
Design principles
Case study examples
Conclusions
Insights
Trends
Outcomes

About the Client
Efficiency Unit (EU) of HKSARG*
Internal management consultants to HK government
Role of incubating and promoting new ideas and ways of working
Mandate to develop an Enterprise Information Management System (EIMS) showcase
Trial the EIMS internally (100+ staff) then promote to other wider HK government (180,000 staff)
EU is a project-based organisation
The brief
To develop a software system and new ways of working with government information
System needs to integrate across three domains – records, collaboration, knowledge
Six month timeframe
Prototyping approach
Information continuity was a key driver
* Hong Kong Special Administrative Region Government

Project background and drivers
Impacts on
Drivers
“lost the discipline of record” in government in recent decades *
Gaps in knowledge and information … rapidly aging workforce
Replace paper-based with digital information systems
The need to “do more with less budget”
Quality and delivery of government services**
Ability to join-up, integrate and simplify government **
Public accountability to substantiate business decisions**
* “Major contributing factors have been the waves of automation in recent decades, including email. Government has lost the careful, clear records that existed prior to widespread automation in the form of comprehensive traditional paper‐based records.” Source: Head of EU
** Example of recent complaint from restaurant owner when Dept A contradicted Dept B.

Project vision
EIMS *
Vision Statement
Design Approach*
“A day in the life of EU…
There will be a shared database to build internal and external networks. This database will contain research, meetings, project deliverables, bibliographies and human contacts. People can search the database and reuse information.
Staff will have a natural, structured way to interact with a project (vs. email). By the act of using the system they will go through the structured process.
Managers will have status information on projects.”
Source, Head EU
Business & Info Lifecycle
Consolidation & Localisation
Aggregation & multiple views
* Defined in the EIMS Strategic Requirements. These are three key ideas from the design approach.

Agenda
About the client
About the project
Approach
Key design ideas
Case study examples
Conclusions
Insights
Trends
Outcomes

Restating (generalising) the problem
Information under management
Typically a small percentage of total
Impact/benefit of traditional RM initiatives is small
Unmanaged information
Typically the vast majority of the total
Multiple unregulated tools & repositories
Email
Shared drives
Standalone applications
Bad habits

The Approach – 3 key design ideas
Requirements
Business & Information Lifecycle
Aggregation & Multiple Views
Governance
ü
ü
Processes and Practices
Aligning business &
information lifecycles
Simplify for end-user
ü
ü
ü
Information Architecture
ü
ü
ü
Enabling Technology
(three pillars)
ü
ü
ü

Aligning lifecycles
Project Portfolio Lifecycle
Event
Triggers
Information Mgmt
Project
Lifecycle
Stage 1
Pre-Study
Stage 2
Fact Finding
Stage 3
Develop Recommendations
Stage 4
Follow-up
Triggers
Information
Lifecycle(s)
Event
Start Project
Close Stage
End of week
Information Management
Create Project Workspace
Publish to knowledge base
Submit timesheet
Draft
In-Review
Document
Document becoming Record
Metadata/
Structured Data
Email
Workspace
Repository
Draft
In-Review
Approved
Final/
Record
WIP
Final
Simplify information management (IM)
Align & trigger IM activities with business events
Simplify repository selection – always EIMS
Simplify & standardise IM tasks
Final/
Record
New
Active
Closed
EIMS

Project workspace template
Business Event
IM Activity
Key point: simplify lifecycle for end-user , keep at highest level & align with key business events

The Approach
Requirements
Governance
Consolidation:
IM Policy
Local: Stewardship
ü
ü
Consolidation: Std process
Local: Open,
transparent
Processes and practices
ü
ü
ü
Consolidation: Repository,
Classification
ü
ü
ü
Local: Workspace, Devolved RM
Enabling Technology
(three pillars)
ü
ü
ü

Balancing consolidation and localisation
Classic conundrum: What do I consolidate/centralise & how much? What do I localise/decentralise?
Restricted
–
+
–
Collaboration
Create & manage Workspace
Create Wiki /Blog
Import document
Approve documents
Manage Workspace templates
Search
Knowledge Management
Upload document to KM
Annotate document in KM
Manage KM classification schema
Records Management
Declare records
Manage classification schema
Request physical file
Manage Retention policies
–
Central
Create physical file
Manage Disposition
+

Appropriate consolidation & localisation
Controlled functions
e.g. modifying records
classification schema
Locally controlled
functions
e.g. create Wiki,
search workspaces

The Approach
Requirements
Governance
ü
ü
Organisation
Team
Project
Individual
Processes and practices
ü
ü
ü
Related classification structures
Accommodate structured data
ü
ü
ü
Enabling Technology
(three pillars)
ü
ü
ü

Aggregation and multiple views
Organisation
Organisation
Performance
Head Dept
e.g. Project success rate
Team
Team 1
Team 2
Team 3
Team Director
e.g. Project completion status
Project
Project 1
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Project 2
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Project n
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Project 1
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Project 2
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Project n
Project Data
Documents
Records
Forms
Emails
Wiki
Blog
Consultant
e.g. All study reports
for PPP
Individual
Person
Profile
Experience
Utilisation
Person
Profile
Experience
Utilisation
Person
Profile
Experience
Utilisation
Person
Profile
Experience
Utilisation
Person
Profile
Experience
Utilisation
Person
Profile
Experience
Utilisation
HR Director
e.g. All Consultants
with PPP experience

Three related classification structures
While the classification schemas for knowledge,
project and administrative information have distinct
logical structures, all three are
Created as cabinets and/or folder plans (with associated metadata),
Accessible via the same browser-based interface,
Searchable individually or separately,
Founded upon a single content repository, and
Managed using baseline document and records management functionality.

Model for Project data
Organisation
Team
Individual
Project

Exemplar of KM classification structure
The taxonomy for knowledge
More…

Exemplar of RM classification structure
Programme Files - the Structure is based on a 3-level hierarchy: Service Type/Client Name/Project Name

Agenda
About the client
About the project
Approach
Design principles
Case study examples
Conclusions
Insights
Trends
Benefits

Benefits of the approach
3 key design ideas
(supporting information continuity & evidence)
Characteristics
Benefits
Formal classification schema
Manual declaration
+
Capture digital records much more comprehensively
Universal access to records cabinet*
Retain and build knowledge
Universal access to knowledge base*
“reuse information”
Collaboration platform directs information into structured repository
Shared repository for all projects*
“By the act of using the system they (staff) will go through the structured (IM) process.”
Improves information continuity, corporate memory & management of digital evidence
Restrictions
Records
Formal classification schema
Auto classification
Everyone can contribute & use
Knowledge
Templated project taxonomy
Open / collaborative
Users promote content as Records or Knowledge
Projects /
Workspaces
–
1. Lifecycle – align and trigger IM activities with business events
2. Consolidate core aspects & localise to give flexibility, autonomy, accessibility
3. Aggregate data & relate classification structures to support multiple views
Redefined roles /
responsibilities
e.g. Knowledge Steward
* Access is subject to the security model

Observations
Hong Kong
Australia
Drivers
1
2
3
4
5
6
Trends
7
8
Approaches
9
10

Dalibor Ivkovic
dalibor.ivkovic@emc.com

Postcard From Hong Kong

by EMCsoftware on Sep 21, 2010

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Postcard From Hong Kong — Presentation Transcript