Slideshow Transcript

1. Slide 1: SABIC’s New Way of Working Dominique Hermans Records Management Legal Affairs dominique.hermans@SABIC-Europe.com 22 juni 2007, GO Opleidingen
2. Slide 2: SABIC Saudi Basic Industries Corporation • Started from scratch in 1976, produced first tons in 1983 • 49 million tons produced in 2006 • Broad chemical and polymers product portfolio • Turn-over of almost € 19 bln • Is 70% owned by Saudi government and 30% by private sector • 19.000 Employees in 22 countries • Operating profit almost € 4.5 bln in 2006 Intermediates Polymers Fertilizers Metals Basic Chemicals
3. Slide 3: SABIC today is number 4 global polyolefins player Global ranking 10.000 PE PP 8.000 6.000 4.000 2.000 0 LL S IL PC IC S A SA W C LI EO B B SE IN PE O EA O L SA O H D IN TA M A O M C R B N N R O O TO XO SI FO TR B EX PE Source SABIC 2007
4. Slide 4: SABIC Europe Teesside, UK Geleen, the Netherlands Gelsenkirchen, Germany Sittard, the Netherlands SABIC’s first acquisition outside Saudi Arabia
5. Slide 5: SABIC Europe sells 10.9 mln tons of product PE: 2.4 million tons HDPE LDPE LLDPE PP: 1,2 million tons Hopol 8.7 million tons Copol Random Other polymers: 100.000 tons Chemicals: 7.2 million tons Butadiene Benzene 2.2 mi Crude C4 llio C5+/C6 nt on Heavy aromatics s Glycol HF1800 (TX cut) Methanol MTBE/ETBE Styrene
6. Slide 6: ‘550 brain cells working smarter not harder’ 6
7. Slide 7: ‘550 brain cells working smarter not harder’ • increased productivity • less formal meetings • higher efficiency • better team spirit Board HRM, LA, SP&D FSC, Finance, GPA&Com, F4a DCM, SSE + IAM CA’s BU’s HD, LD/LL, PP M&E, PP Auto + IAM’s PLAZA BU O&I, BU A&O, Sunrise, Reach ICT & Diamond & Projects PLAZA
8. Slide 8: Gebruik(st)ers wensen / eisen ... • beschikbare informatie op ieder moment en elke plek • einde aan de e-mailbombardementen • delen van informatie (‘halen’ i.p.v. ‘brengen’) • transparantere processen • heldere informatiestructuur • los van ‘afdelings’mentaliteit
9. Slide 9: Flex4all: Implementing 3 pillars of change What ? E-WORK at SABIC: 24/7 location- and paper independency Inside the office: 3  Digital archive supported by 1 2 ECM system (Livelink)  Wireless network independent independent location  Follow-me printing paper office open  DECT or GSM phones Outside the office:  Via internet: I-Pass, UMTS 24/7 Livelink Behavior  Network access: Citrix, VPN access
10. Slide 10: Flex4all: Implementing 3 pillars of change How ? Project started in Dec. 2004 involving ± 100 employees and 7 expert teams: 1. People & organization 3 1 2 2. Information management 3. ICT infrastructure independent independent location 4. Work environment paper office open 5. Facility management 6. Building & construction 7. Communications 24/7 Livelink Behavior access
11. Slide 11: Code of Conduct  We no longer have assigned desks, but select temporary workstations based on the work we are going to perform.  Workstations are not property; they cannot be reserved.  Clear your workstation for someone else if you plan to vacate it for more than one hour.
12. Slide 12: Code of Conduct  We all share a number of facilities in our work environment. We leave each facility as we found it.  Clear your workstations before you leave and apply the ‘clean desk’ principle.  Tidy up team rooms before leaving them.
13. Slide 13: Code of Conduct  Our work environment should offer everyone a sufficient level of privacy.  Don’t disturb colleagues who are working in a cockpit or in the library.  Having phone calls is not permitted in the library.  Choose a suitable workstation when dealing with confidential matters.
14. Slide 14: Code of Conduct  Our work environment requires constant vigilance when it comes to information security.  Don’t leave confidential information lying around unattended.  Make sure your laptop screensaver is on when you leave a workstation ( L).
15. Slide 15: Advantages & disadvantages of open office teambuilding flexibility less paper much more openness internal contacts less formal meetings teamwork less & more handling privacy confidentiality best office information in Limburg sharing de-personalized noise? environment top ergonomics more freedom better services top interior and facilities wireless
16. Slide 16: Evaluate Planned planning 2005 Ready new office inhabitants Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1. Tool 3. Realize base architecture 11. Digitize with 3 roll out teams selection 2. Policies and Digitize procedures pilot Investigate Train and give 7. Digitize involved access service users outside involved users Holiday Holiday new office new office 6. Vitalizing 9. Train the 5. Detailed trainer inventory 8.Helpdesk 10. Roll out plan Project plan : Roll out & implementation phase 1
17. Slide 17: SABIC Nieuwe Manier van Werken 1
18. Slide 18: Doel vitaliseren ... meer dan alleen maar opruimen Beschikbare opslagruimte papier per persoon ‘onderhanden werk’ 0,5 m1 Bibliotheek < 1 m1 Team-archief Persoonlijke 0,4 m1 stukken (“locker”) Uitgangspunt is 0 m1 team-archief, tenzij …
19. Slide 19: Vitaliseringsdoelen  ontwikkelen van een structuur voor procesgeörienteerde teamarchieven  ontmantelen persoonlijke archieven  opruimen persoonlijke archieven: vernietigen of overdragen  vaststellen van:  de eigenaar  permissies  bewaarmotieven ( en –termijnen) Eerst vitaliseren, dan pas digitaliseren!
20. Slide 20: 3 aspecten bij bepalen structuur • Eenvoudig opbergen / raadplegen • Overzichtelijke permissiestructuur • Toepassen van bewaartermijnen
21. Slide 21: Stappen vitaliseren benoem 8 beheer teamarchief 1 vitaliseringsteam afstemmen & borgen indelen 7 2 bepaal globale teamarchief high level structuur bepaal eigenaar 6 en detailindeling opruimen kasten 3 vitaliseringsteam vitaliseren 5 afdeling bepaal definitieve 4 high level structuur
22. Slide 22: Folder structure
23. Slide 23: Bewaren of weggooien? te beoordelen document(en) / mappen nee zijn wij de ‘eigenaar’? toegang ‘juridische’ afweging ja afstemmen met ‘eigenaar’ nee plicht om te bewaren? noodzaak ja nee om te bewaren? ‘business’ afweging ja nee informatie- waarde? ja bewaren A
24. Slide 24: Vaststellen van bewaarplaats A files NO needed often? YES store in external scan paper records centre documents to searchable PDF contact records keep NO management paper files ? destroy files YES after check sensitive NO scanned files confirmed ? NO sensitive YES files? YES store in internal records centre
25. Slide 25: Resultaat vitaliseren 2005 - 2006  circa. 3.000 m1 weggegooid:  300 kantoorkasten (1.500 m1)  opheffen intern depot (1.100 m1)  opgeruimd vanuit extern depot (500 m1)  gescande documenten (110 m1)  circa 1.100 m1 overgebracht naar extern depot
26. Slide 26: Resultaat vitaliseren 2005 - 2006  weggooien van 40 m3 document gerelateerde zaken (mappen, bakjes, showtassen, etc.)  grote hoeveelheden overtollig meubilair
27. Slide 27: SABIC Nieuwe Manier van Werken 2 
28. Slide 28: Doel digitaliseren • implementatie LiveLink. • opslaan van actuele relevante documenten (géén applicaties) • waar nodig delen van relevante informatie, inclusief e-mails • vermijden van opslag dubbele c.q. overtollige documenten • digitaal maken overgebleven papieren documenten • in gebruik nemen digitale archief
29. Slide 29: Aanpak digitaliseren 11. Nazorg 1. Kick off 10. Migratie 2. Demo Livelink 9. Training 3. Doorlooptijd: Verzamelen gegevens +/- 12 weken 8. Check Go Live 7. Functionele 4. Functioneel Test Ontwerp 6.Configureer 5. Goedkeuring Livelink Afdeling
30. Slide 30: Personal Enterprise “LOCKER” Workspace Workspace Work in Progress Like current G: drives “read-only” & Intranet Published Items Livelink Workspaces
31. Slide 31: Work in Progress versus Published Published Work in Progress Joint Company Business Activities Projects Draft Publish Final Active Active Active Active RS RS RS RS Final Inactive Inactive Inactive Inactive DEPT. PROJECT COMPANY JOINT AC. ARCHIVE ARCHIVE ARCHIVE ARCHIVE
32. Slide 32: Verwijderen irrelevante records uit Livelink Enterprise Personal Verwijderen door gebruiker Workspace Workspac e Work in Progress Verwijderen door gebruiker(s) en /of verwijderen door coordinator via RS na akkoord business owner Verwijderen door RM via RS na akkoord business owner Published Items
33. Slide 33: Bewaarmotieven en -termijnen RM Classificatie gebaseerd op bewaarmotieven X Bewaarmotieven - time-based Folderstructuur - event-based WiP / Publish - permanent
34. Slide 34: Structuur RM classificatie bewaarmotieven hoofdmotief hoofdmotief hoofdmotief submotief submotief submotief submotief RS 2+8 RS 2+20 RS 2+3 RS 2+5
35. Slide 35: Bewaarmotieven
36. Slide 36: Veranderingen • Geen centraal archief en/of bibliotheek en/of DIV zoals van oudsher bekend • Informatie wordt niet meer gebracht, maar gehaald (pull instead of push) • Verantwoordelijkheid omtrent archiveringszaken ligt bij de proceseigenaar i.p.v. Records Management • RM heeft een adviserende rol (geen ‘dumpplek’)