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Architecting modern informaiton systems M4 information architecture
The document outlines the architecture of modern information systems, focusing on enterprise content management (ECM) and its key features such as document management, collaboration, search, and preservation strategies. It discusses the development costs and time estimates for implementing collaborative applications within corporate platforms, as well as detailing the lifecycle of documents, from creation to disposition. Additionally, it covers the integration of records management into business processes and the importance of compliance with regulations.
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Architecting modern informaiton systems M4 information architecture
- 1. Architecting of modern information systems Module 4 Information architecture A. Samarin
- 2. Enterprise Content Management(ECM) • Capture (OCR, email, video, etc.) • Manage – Document management (check in/out, versioning, metadata) – Collaboration (forums, news, events, calendars, blogs, etc.) – Web content management – Records management (indexing, archive and filing management) – Automation (capture, reviews, approvals, publishing, expiration) – Search • Store (repositories, libraries, media) • Deliver (transform, secure, distribute) • Preserve (backup, recovery) © A. Samarin 2012 Architecting of modern information systems - Module 4 2
- 3. Many tools © A.Samarin 2012 Architecting of modern information systems - Module 4 3
- 4. Advantages of thecorporate ECM platform Functionality Process-centric D integration E V Company-specific E features L Advanced features of a O common ECM platform P M Basic features of a E common ECM platform N T Generic web- Platform 3 development platforms Platform 1 Platform 2 © A. Samarin 2012 Architecting of modern information systems - Module 4 4
- 5. Financial estimations • Currentdevelopment cost & time for a collaborative application – Cost: 40 – 200 Krub – Time: 0,5 – 2 years Without common • Corporate platform program cost & time platform $$ – Cost: 600 Krub – Time: 1 year • Expected development cost & time for With a collaborative application within common the corporate platform platform N≈8 – Cost: 20 - 60 Krub N apps. – Time: 2 - 5 months © A. Samarin 2012 Architecting of modern information systems - Module 4 5
- 6. Typical departmental GroupProductivity Environment (GPE) • Information related to department’s internal functioning – correspondences, meetings, contracts, suppliers, consultants, inter nal archive, etc. • Information related to department’s core business processes • Information for all Company’s employers – Organization structure, policies, related Presidential instructions, rules and procedures, operations manuals, announcements, contacts, etc. © A. Samarin 2012 Architecting of modern information systems - Module 4 6
- 7. AS-IS : Nogroup productivity environment (GPE) SAP E-mail ARCHIVE Intranet Shared files © A. Samarin 2012 Architecting of modern information systems - Module 4 7
- 8. TO-BE: GPE collectsdata and information around the business needs SAP E-mail GPE … Intranet GPE1 GPEn ARCHIVE Unified (SharePoint) platform IBM Content Collector for 1) DUET (SAP+Microsoft product) SharePoint © A. Samarin 2012 Architecting of modern information systems - Module 4 8
- 9. Operation-centric environment andthe core business process work TOGETHER SharePoint platform © A. Samarin 2012 Architecting of modern information systems - Module 4 9
- 10. TO-BE: Inside platform(1) Intranet GPE1 GPE2 GPE3 … GPEn SharePoint platform environments Production Staging Training Integration Development SAP ARCHIVE © A. Samarin 2012 Architecting of modern information systems - Module 4 10
- 11. TO-BE: Inside platform(2) © A. Samarin 2012 Architecting of modern information systems - Module 4 11
- 12. TO-BE: Inside platform(3) © A. Samarin 2012 Architecting of modern information systems - Module 4 12
- 13. TO-BE: Inside platform(4) Intranet GPE1 GPE2 GPE3 … GPEn Production A Production B Production C Staging A Staging B Staging C Training A Training B Training C Integration A Integration B Integration C Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn SAP ARCHIVE © A. Samarin 2012 Architecting of modern information systems - Module 4 13
- 14. Stage 1 –Finalise logical and physical architectures Intranet GPE1 GPE2 GPE3 … GPEn Production Staging Training Integration Development © A. Samarin 2012 Architecting of modern information systems - Module 4 14
- 15. Step 2 –Build minimal operational environments GPE1 GPE2 GPE3 Production B Integration B Dev B1 © A. Samarin 2012 Architecting of modern information systems - Module 4 15
- 16. Step 3 –Implement 3 typical GPEs GPE1 GPE2 GPE3 Production B Staging B Training B Integration B Dev B1 © A. Samarin 2012 Architecting of modern information systems - Module 4 16
- 17. Step 4 –Validate all advanced SharePoint features GPE1 GPE2 GPE3 … GPEn Production B Staging B Staging C Training B Integration B Integration C Dev B1 Dev C1 … Dev Cn © A. Samarin 2012 Architecting of modern information systems - Module 4 17
- 18. Step 4 –Prototype the corporate Intranet Intranet GPE1 GPE2 GPE3 … GPEn Production B Staging A Staging B Staging C Training B Integration A Integration B Integration C Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn © A. Samarin 2012 Architecting of modern information systems - Module 4 18
- 19. Step 5 –Provide integration with the main corporate information resources Intranet GPE1 GPE2 GPE3 … GPEn Production A Production B Staging A Staging B Staging C Training A Training B Integration A Integration B Integration C Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn SAP ARCHIVE © A. Samarin 2012 Architecting of modern information systems - Module 4 19
- 20. Step 6 –Implement all foreseen GPEs Intranet GPE1 GPE2 GPE3 … GPEn Production A Production B Production C Staging A Staging B Staging C Training A Training B Training C Integration A Integration B Integration C Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn SAP ARCHIVE © A. Samarin 2012 Architecting of modern information systems - Module 4 20
- 21. Document life-cycles (1) •Creation – acquisition or receipt • Dissemination – process of managing the information once it has been created or received • Use – takes place after information is distributed internally, and can generate business decisions, document further actions, or serve other purposes • Maintenance – this can include processes such as filing, retrieval and transfers between different repositories • Disposition © A. Samarin 2012 Architecting of modern information systems - Module 4 21
- 22. Document life-cycles (2) •For each phase, it is necessary to know: – initiating / terminating events – permissions for roles – expected duration – master repository – copy or cache repositories – volume (number of objects and size in Mb) estimation – annual growth estimation © A. Samarin 2012 Architecting of modern information systems - Module 4 22
- 23. One version case Destroy In-active availability Long-term archive Active Formal availability actions including records Publish management Creation Time Key: Evolving document Mature document (no further evolution) Frozen document (for long-time preservation) © A. Samarin 2012 Architecting of modern information systems - Module 4 23
- 24. A few versionscase – typical for organisational documents Destroy In-active availability Long-term archive Active availability Publish Creation Time Edition 1 Edition 2 Edition 3 Key: Evolving document Mature document (no further evolution) Frozen document (for long-time preservation) © A. Samarin 2012 Architecting of modern information systems - Module 4 24
- 25. Creation in moredetails Publish Document evolution during creation phase Time Version 1 Version 2 Version 3 Version 4 Key: Evolving document Mature document (no further evolution) Frozen document (for long-time preservation) Document with no clearly Architecting of modern informationor destroy) © A. Samarin 2012 defined destiny (preserve systems - Module 4 25
- 26. Creation in moredetails – more roles Publish Document Role B evolution during creation phase Role A Time Version 1 Version 2 Version 3 Version 4 Key: Evolving document Mature document (no further evolution) Frozen document (for long-time preservation) © A. Samarin 2012 Architecting of modern information systems - Module 4 26
- 27. A compound documentcase – typical for business documents Destroy Historical interest Long-term archive Operational interest Publish or Close Active Time Start of Finish of Finish of Finish of business case business case retention 1 retention 2 Key: Evolving document Mature document (no further evolution) © A. Samarin 2012 Architecting of modern information systems - Module 4 27 Frozen document (for long-time preservation)
- 28. RM terminology (1) •Record: a set of any data, regardless of form (documents, computer files, video and audio materials) or medium (paper, magnetic, digital), maintained by the enterprise as evidence of work. • Archive: records to be preserved for their administrative, fiscal, legal, historical or informational value. • Document: work of non-fiction writing intended to store and communicate information. • Record category: standardised business meaning of record (e.g. “invoices”). • Filing plan (plan de classement): hierarchical structure of files (folders) to arrange the records. © A. Samarin 2012 Architecting of modern information systems - Module 4 28
- 29. RM terminology (2) •Retention schedule (calendrier de conservation): a comprehensive instruction covering the disposition of records to ensure that they are retained for as long as necessary based on their administrative, fiscal, legal, historical or informational value. • Retention period: the length of time (may relate to a particular event) a particular type of record should be kept (e.g. “The life of the organisation”, “12 years after action has ended”, “Until 24th birthday”, “Until fund ceases or merges plus 12 years”, “Forever”). © A. Samarin 2012 Architecting of modern information systems - Module 4 29
- 30. Types of archives •operational (close to the working place, e.g. in the corridor) • intermediate (in the attic or basement) • historical (in a specialised external place) © A. Samarin 2012 Architecting of modern information systems - Module 4 30
- 31. Filing plans • Recordsare grouped together for the following reasons: – to keep documents of a similar theme together (notion de “dossier d’affaire”) – to make it easier to find the information we are looking for – to provide a context for individual documents and records – to identify the ownership or management responsibility for a group of records © A. Samarin 2012 Architecting of modern information systems - Module 4 31
- 32. Two main types •documents de fonction • documents de gestion © A. Samarin 2012 Architecting of modern information systems - Module 4 32
- 33. Retention schedules (1) •Filing plan, e.g. Business Function as the area within an organisation where a record is created • Category highlights the main types of record created within the Business Function • Retention Period • Disposition procedure; examples: – Destroy (Elimination) – Move to historical archive – Prune (Tri) – Sample inspections (Echantillonnage) • Reason indicates why a particular type of record should be kept: Legal, Administrative, Audit © A. Samarin 2012 Architecting of modern information systems - Module 4 33
- 34. Retention schedules (2) ©A. Samarin 2012 Architecting of modern information systems - Module 4 34
- 35. Retention schedules (3) ©A. Samarin 2012 Architecting of modern information systems - Module 4 35
- 36. Build RM intobusiness processes: capturing of records (1) • Typical end-to-end business process Fullfil Prolongate Find client Sign contract contract contract • But, the “white space” is the place where records are emerging Fullfil Prolongate Find client Sign contract contract contract • Let us make it explicit as important intermediate events © A. Samarin 2012 Architecting of modern information systems - Module 4 36
- 37. Build RM intobusiness processes: capturing of records (2) • Roles Rules Data Documents Events Business process instance Particular Audit trails version Records • If an artefact is versionable then recording of its ID is sufficient © A. Samarin 2012 Architecting of modern information systems - Module 4 37
- 38. Build RM intobusiness processes: access control (1) • Align access rights with the work to be done Do something Grant necessary rights to Revoke a person who will carry previously out this activity to access granted rights involved business objects © A. Samarin 2012 Architecting of modern information systems - Module 4 38
- 39. Build RM intobusiness processes: access control (2) • Align security with the work progress (preparation of an organisational document) Personal Group Committee Management version drafting review approval Private Confidential Secret Top-secret Public © A. Samarin 2012 Architecting of modern information systems - Module 4 39
- 40. Regulatory compliance andBPM • Well-known regulations: Sarbane-Oxley, Basel II, etc. • Again, business processes can be instrumented to provide the documentation critical to compliance © A. Samarin 2012 Architecting of modern information systems - Module 4 40
- 41. Business Intelligence (BI)framework Reports, events, alerts, analytics, indicators, cubes, predictions, etc. Corporate BI platform Delivery Other models Analysis Other Enterprise dashboards Data tier data model Data warehouse Data marts Integration Other data SAP SUMMIT © A. Samarin 2012 … sources Architecting of modern information systems - Module 4 41
- 42. Enterprise Risk Management(ERM) Risk-related events, reports, alerts, indicators, etc. Risk-related rules, logic and knowledge Enterprise Enterprise document data warehouse management and collaboration © A. Samarin 2012 Architecting of modern information systems - Module 4 42
- 43. Enriching business processesby risk management Risk mitigation Risk monitoring and evaluation Normal operations © A. Samarin 2012 Architecting of modern information systems - Module 4 43
- 44. IT capabilities view •The following IT-generic capabilities are involved into the ERM delivery platform: – Monitoring – Enterprise resource planning platform – Data analytics – Business process management platform – Business intelligence platform – Business rules management platform – Document management platform – Corporate portal © A. Samarin 2012 Architecting of modern information systems - Module 4 44
- 45. Homework 4-1 • Addto your “chocolate cake” process some risk- management controls © A. Samarin 2012 Architecting of modern information systems - Module 4 45