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Ecm projects : where to start from ?
 

Ecm projects : where to start from ?

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Best practices to build up successful Enterprise Content Management (ECM) business cases for major projects.

Best practices to build up successful Enterprise Content Management (ECM) business cases for major projects.

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    Ecm projects : where to start from ? Ecm projects : where to start from ? Presentation Transcript

    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k ECM projects : Where to start from ? Yannis Nakos ADM |ECM Workgroup President of Document@Work ECM Service Offering Manager - CSC Twitter : @ynakos This presentation contains copyrighted material from AIIM, Mike 2.0, Geoffrey A. Moore. All rights reserved by respective owners.
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k ECM Project WHERE TO START FROM ? p. 2
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o Motivations of a ECM project .d o .c .d o .c c u -tr a c k c u -tr a c k Who are your stakeholders / customers? What is really the target of your project ? What are your underlying challenges ? What is your timeline, macroplan, vision ? Is your goal to « manage documents » ? store and retrieve contextual information? allow your users to collaborate efficiently (remotely)? secure your IP / knowledge ? or to engage with your audience? … p. 3
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o Motivations of a ECM project .d o .c .d o .c c u -tr a c k c u -tr a c k Organisations are prepared to Benefits Management + CASE management implemented as a invest – but want to see returns Rapid Development Cell fast in a short timescale returns Efficiency, effectiveness & agility COLLABORATION for agility & CASE in the use of people and MANAGEMENT for effectiveness resources is paramount Reliable trustworthy information & Transparency & building trust Records (Info Risk Mgt) plus is critical auditable consistent processes (CASE Mgt) Understand your clients through BI, Customer experience will decide engaging with them 1:1 through who emerges from the recession Social Business platforms, Portals, Publishing & WCM on every screens Agility and the ability to scale to Can be delivered as cloud or SaaS, in meet business demands will be exclusive or hybrid mode. critical p. 4
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o Motivations of a ECM project .d o .c .d o .c c u -tr a c k c u -tr a c k Organisations are prepared to Benefits Management + CASE management implemented as a invest – but want to see returns Rapid Development Cell fast in a short timescale returns Efficiency, effectiveness & agility COLLABORATION for agility & CASE in the use of people and MANAGEMENT for effectiveness resources is paramount Reliable trustworthy information & Transparency & building trust Records (Info Risk Mgt) plus is critical auditable consistent processes (CASE Mgt) Understand your clients through BI, Customer experience will decide engaging with them 1:1 through who emerges from the recession Social Business platforms, Portals, Publishing & WCM on every screens Agility and the ability to scale to Can be delivered as cloud or SaaS, in meet business demands will be exclusive or hybrid mode. critical p. 5
    • F -X C h a n ge F -X C h a n ge Things are changing… PD PD ! ! W W O O vs. N N y … « How about Crossing the Chasm ?» y bu bu to to k k lic lic C Cw Systems of Engagement (SoE) w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k Systems of Records (SoR) p. 6
    • F -X C h a n ge F -X C h a n ge Things are changing… PD PD ! ! W W O O vs. N N y … « How about Crossing the Chasm ?» y bu bu to to k k lic lic C Cw Systems of Engagement (SoE) w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k Systems of Records (SoR) Social networks, chat, SMS, etc… are new beasts for ECM which aims at structuring content (SoR) for more than 10 years. Still, these communication means, may have legal and compliance value…and at least certainly communication & IP value. • How to capture these new media? •How to use these new Social Business media to engage with your customers, your employees ? • How to manage YOUR content out of the firewall, out of their pockets (smartphones, netbooks…) ? What’s your Information Governance Model ? p. 7
    • F -X C h a n ge F -X C h a n ge PD PD ! - Where to start from ? ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o 1. Assess your ECM maturity .d o .c .d o .c c u -tr a c k c u -tr a c k History of Mike 2.0 2000 2005 2010 p. 8
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to Levels of Information Mgt. Maturity k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k Level 1: Unmanaged Level 2: Incipient Level 3: Formative Level 4: Operational Level 5: Pro-Active p. 9
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O Dimensions to take into account O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .c .c (but don’t forget to take into account the “Powermap” of your structure) .d o .d o c u -tr a c k c u -tr a c k p. 10
    • F -X C h a n ge F -X C h a n ge PD PD ! How to use ECM³ ? : ! W W O O N N y y bu bu to to k k “as a map ! From ‘as is’ to ‘to be’ ” lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k p. 11 http://ecm3.org/download/
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k 2. Define your Information Mgt (ECM) strategy Goals of MIKE 2.0 in Information Governance: 1. Driving an overall approach through an organizations information strategy. 2. Enabling people with the right skills to build and manage new information systems while creating a culture of information excellence (engine of change). 3. Moving to a new organizational model that delivers an improved information management competency (change) 4. Improving processes around information compliance, policies, practices and measurement (cross-functional) 5. [LAST!] Delivering contemporary technology solutions that meet the needs of highly federated organizations. p. 12
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k p. 13
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k Conceptual Architecture (aka “Enterprise Views”) p. 14
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k p. 15
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k IT : From “Asset Mgt.” to “Information Governance” enablement p. 16
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k More info over Mike 2.0: http://www.aiim.org/Infonomics/Who-Is-Mike2.0.aspx http://en.wikipedia.org/wiki/MIKE2.0_Methodology http://mike2.openmethodology.org/ Trainings: http://www.aiim.org/Training/ECM-Enterprise- Content-Management-Course (“ECM Specialist program” is perfect, but check also the “E2.0” track) p. 17
    • F -X C h a n ge F -X C h a n ge PD PD ! 3. The Information Mgt. ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o Assessment methodology .d o .c .d o .c c u -tr a c k c u -tr a c k If your project is not only about defining a strategy and improving a process (then focused on ROI) then, IMA can help with the DMAIC SixSigma approach to get tangible about ROI, while supporting the strategic vision. Then, during your business case phase, you’d rather capture the way of working and evaluate the time taken for some actions in the « as is » situation, to evaluate the improvement expected in a defined time-scale. Go for strong planification/preparation step and then shorter delivery cycles for more agile refinements iteratively. Priority : Focus on the 20% processes taking 80% of the time. IMA is a copyrighted methodology. Please ask for more details. p. 18
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k 3. Procurement Process of an ECM project : advices lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k 1. Build your business case with: a) the main internal stakeholders for the Bus.Req’s gathering b) Prioritize the needs (SoE vs. SoR for according justification) c) support from an expert for a few days to at least validate your vision (set things in context and validate the timelines), and avoid pittfals such as impractical solution vs. Internal culture etc… If political/silo context, use a (neutral) partner for the interviews. 2. Define main functional needs, and list the processes, systems, document types and taxonomy you want to integrate 1. Assess your maturity level, and map the information mgt governance model (« As is » vs. « To be ») you expect. p. 19
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k 3. Procurement Process of an ECM project : advices lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k 4. Step back:Take the time to define your IMGM and strategy ! 5. Based on your main (prioritized) needs, review independent subject-related market analysis (look for localized version if available) ex: TRSG, AIIM. Then build a SWOT of the 3-5 most matching solutions. 6. Define meaningfull POC/Demo scenari, demonstrating the essential (short and mid-term) functionalities + clear criteria p. 20
    • F -X C h a n ge F -X C h a n ge PD PD ! ! W W O O N N y y bu bu to to k k lic lic C Cw w m m w ww w o o .d o .c .d o .c c u -tr a c k c u -tr a c k THANK YOU FOR YOUR ATTENTION. twitter: @ynakos e-mail : president@documentatwork.be e-mail : ynakos@csc.com Your feedback is welcome ! Any questions ? p. 21