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 organis...
Slide 3
agenda
Starting point
What did we do
What was the outcome
Challenges
Dos & Don’ts
Some things to consider before s...
Slide 4
some definitions
Information
A recorded conversation
Information Management - IM
IM is the collection and manageme...
Slide 5
which problems did we want to solve? (2)
Poor integration between intranet and Document Management
No integration ...
Slide 6
ecm study time line
Ph 1 - Define solution
Ph 2 - Develop plans
Implement
Slide 7
plan vs reality
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Ph 1 - Define solution
Ph 2 - Define optio...
Slide 8
where are we?
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 s...
Slide 10
phase 1 - findings
Information is difficult to find
Information is not organised for search and navigation;
Dupli...
Slide 11
Dos and Don’ts (1)
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Dos and Don’t
Engage external expertis...
Slide 12
where are we?
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...
Slide 14
phase 2 – how was it done?
Project Manager Project Support
Inhouse
External
Steering Committee
IO Ref Group
“User...
Slide 15
Dos and Don’ts (2)
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges
Involvement by
organisation...
Slide 16
Dos and Don’ts (3)
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges
Work by committee
Organisat...
Slide 17
Dos and Don’ts (4)
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges
Competence/skills
Decision ...
Slide 18
where are we?
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 ...
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 Inf...
Slide 22
im programme - schedule
Task Name
Information Management Programme
Change Management
Information Management Infra...
Slide 23
im programme - resources and cost
IM Programme Totals 2009 2010 2011 2012
Resources (man months)
ICT 10 35 - 45 1...
Slide 24
Dos and Don’ts (5)
Ph 1 - Define solution
Ph 2 - Develop plans
Implement …
Challenges
Governance structure
Govern...
Slide 25
some things to consider before you start …
Is it even worth the the effort and cost to start managing
information...
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Information management programme dos and donts

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J. Boye Aarhus 2009 conference slides by Niklas Sinander at EUMETSAT

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Information management programme dos and donts

  1. 1. Information Management Programme Dos and Don’ts
  2. 2. 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
  3. 3. Slide 3 agenda Starting point What did we do What was the outcome Challenges Dos & Don’ts Some things to consider before starting … Phase 1 Phase 2 IM Programme
  4. 4. 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 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.
  5. 5. 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 Email File System
  6. 6. Slide 6 ecm study time line Ph 1 - Define solution Ph 2 - Develop plans Implement
  7. 7. Slide 7 plan vs reality Ph 1 - Define solution Ph 2 - Develop plans Implement … Ph 1 - Define solution Ph 2 - Define option Implement
  8. 8. Slide 8 where are we? Ph 1 - Define solution Ph 2 - Develop plans Implement …
  9. 9. 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
  10. 10. 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
  11. 11. Slide 11 Dos and Don’ts (1) Ph 1 - Define solution Ph 2 - Develop plans Implement … Dos and Don’t Engage external expertise if not available inhouse Understand underlying causes for resistance Challenges Go ahead with next phase
  12. 12. Slide 12 where are we? Ph 1 - Define solution Ph 2 - Develop plans Implement …
  13. 13. 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
  14. 14. 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
  15. 15. Slide 15 Dos and Don’ts (2) 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
  16. 16. Slide 16 Dos and Don’ts (3) 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
  17. 17. Slide 17 Dos and Don’ts (4) 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
  18. 18. Slide 18 where are we? Ph 1 - Define solution Ph 2 - Develop plans Implement …
  19. 19. 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
  20. 20. Slide 20 governance structure Management Board IM Governance Group IM User Group IM Expert Group System Support
  21. 21. 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
  22. 22. Slide 22 im programme - schedule Task Name Information Management Programme Change Management Information Management Infrastructure and Integrations As Is and To Be sitiation, gap analysis, identify solution Implementation Information Management Policies & Documentation Policies Procedures Metadata, security, taxonomy Policies, Procedures and Tool Training Document Management Tool Implementation Metadata, security, taxonomy Archiving and Retention Electronic Workflow Pilot for Documents Implementation Collaboration Pilot and Roll-out Implementation Letter Registration Study Implementation Web Content Management Implementation Implementation Enterprise Search Implementation 13/07 24/08 05/10 16/11 28/12 08/02 22/03 03/05 14/06 26/07 06/09 18/10 29/11 10/01 21/02 04/04 16/05 27/06 08/08 19/09 31/10 12/12 23/01 05/03 1 July 01 October 01 January 01 April 01 July 01 October 01 January 01 April 01 July 01 October 01 January 0
  23. 23. Slide 23 im programme - resources and cost IM Programme Totals 2009 2010 2011 2012 Resources (man months) ICT 10 35 - 45 19 2 Other 2 5 8 1 Training 10 – 20 10 - 20 10 Cost (EUR) Licences 10k–500k 0k–450k Other cost 50k 90k 50k Totals 200 – 1140 kEUR 11 – 14 man years
  24. 24. Slide 24 Dos and Don’ts (5) 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
  25. 25. Slide 25 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?
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