Information management programme dos and don'ts

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Lessons learned from the implementation and roll out of an information management programme. Description of the problem, identification of solutions and plans are compared with how it all played out in reality. Numerous lessons related to the three defined phases are shared; Define Solution, Develop plans and Implementation of the resulting roadmap.

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Information management programme dos and don'ts

  1. 1. Information Management Programme Dos and Don’ts
  2. 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 Slide 2
  3. 3. agenda Starting point What did we do What was the outcome Challenges Dos & Don’ts Phase 2 Some things to consider before starting … Slide 3
  4. 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 of 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. Slide 4
  5. 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) WCMS File System Email Slide 5 DMS
  6. 6. ecm study time line Ph 1 - Define solution Ph 2 - Develop plans Implement 1-Jan-08 01/09/2007 Slide 6 1-Jan-09
  7. 7. plan vs reality Ph 1 - Define solution Ph 2 - Define option Implement 1-Jan-08 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12 01/09/2007 01/06/2012 Ph 1 - Define solution Ph 2 - Develop plans Implement … 1-Jan-08 Slide 7 01/09/2007 1-Jan-09 1-Jan-10 1-Jan-11 1-Jan-12 01/06/2012
  8. 8. where are we? Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 01/09/2007 Slide 8 1-Jan-09 Implement … 1-Jan-10 1-Jan-11 1-Jan-12 01/06/2012
  9. 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 Slide 9
  10. 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 Slide 10
  11. 11. Dos and Don’ts (1) Ph 1 - Define solution Ph 2 - Develop plans Implement … 1-Jan-08 1-Jan-09 1-Jan-10 01/09/2007 Challenges Go ahead with next phase Slide 11 1-Jan-11 1-Jan-12 01/06/2012 Dos and Don’t Engage external expertise if not available inhouse Understand underlying causes for resistance
  12. 12. where are we? Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 01/09/2007 Slide 12 1-Jan-09 Implement … 1-Jan-10 1-Jan-11 1-Jan-12 01/06/2012
  13. 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 Slide 13
  14. 14. phase 2 – how was it done? Steering Committee Project Manager Project Support Inhouse External IO Ref Group IO Team “User Group” Core team Slide 14
  15. 15. Dos and Don’ts (2) Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 1-Jan-09 Implement … 1-Jan-10 01/09/2007 1-Jan-11 1-Jan-12 01/06/2012 Challenges Dos and Don’ts Involvement by organisation 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 Slide 15
  16. 16. Dos and Don’ts (3) Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 1-Jan-09 Implement … 1-Jan-10 01/09/2007 1-Jan-11 1-Jan-12 01/06/2012 Challenges Dos and Don’ts Work by committee Organisation culture Cross-organisational and cross-functional representation Balance large/small project team with involvement/pace Work for a climate of openness and pragmatism Slide 16
  17. 17. Dos and Don’ts (4) Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 1-Jan-09 Implement … 1-Jan-10 01/09/2007 1-Jan-11 1-Jan-12 01/06/2012 Challenges Dos and Don’ts Competence/skills Decision making Mgmt support 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 Slide 17
  18. 18. where are we? Ph 1 - Define solution Ph 2 - Develop plans 1-Jan-08 01/09/2007 Slide 18 1-Jan-09 Implement … 1-Jan-10 1-Jan-11 1-Jan-12 01/06/2012
  19. 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 Slide 19
  20. 20. governance structure Management Board IM Governance Group IM User Group Slide 20 IM Expert Group System Support
  21. 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 Slide 21
  22. 22. im programme - schedule Slide 22
  23. 23. Dos and Don’ts (5) Ph 1 - Define solution Ph 2 - Develop plans Implement … 1-Jan-08 01/09/2007 Challenges Governance structure Governance members Mgmt resistance Trust/confidence Slide 23 1-Jan-09 1-Jan-10 1-Jan-11 Dos and Don’ts 1-Jan-12 01/06/2012 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
  24. 24. 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? Slide 24
  25. 25. what ever you do, it’s gonna be a bumpy ride … Slide 25

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