AIIM Ottawa June 15/11 - Information Governance and Microsoft SharePoint

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Presentation delivered by Blair Cribb of Microsoft Canada to the Ottawa Branch of the AIIM First Canadian Chapter, June 2011

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  • The three phases and Manage Layer are populated with service management functions (SMFs), which articulate the activities and processes defined in MOF. Each SMF is anchored within a lifecycle phase/layer and contains a unique set of goals and outcomes that support the objectives of that phase/layer.  An IT service’s readiness to move from one phase to the next is confirmed by management reviews, which ensure that goals are achieved in an appropriate fashion and that IT’s goals are aligned with the goals of the organization. The goals of management reviews, no matter where they occur in the lifecycle, are straightforward: Provide management oversight and guidance. Act as internal controls at the phase level of the IT lifecycle. Assess the state of activities and prevent premature advancement into the next phase. Capture organizational learning. Improve processes.
  • AIIM Ottawa June 15/11 - Information Governance and Microsoft SharePoint

    1. 1. SharePoint Governance – finding the right balance Blair Cribb BSc. M.B.A. Productivity Solution Specialist Federal GovernmentTuesday, June 21, 2011
    2. 2. SharePoint Governance – finding the right balance Blair Cribb BSc. M.B.A. Productivity Solution Specialist Federal GovernmentTuesday, June 21, 2011
    3. 3. Agenda • People, Process, Technology • What Problem are we solving • Why is it so hard • How to get startedTuesday, June 21, 2011
    4. 4. Skill testing question What is one attribute that the most successful SharePoint clients in the Canadian Federal Government have in common?Tuesday, June 21, 2011
    5. 5. Success is Not Just About Technology Training Support Technology Policies Communication Deployment DocumentationTuesday, June 21, 2011
    6. 6. Success is Not Just About Technology Training Support Technology 20% Policies Communication Deployment DocumentationTuesday, June 21, 2011
    7. 7. Key to successful IT/IM projects Practices Mike Hammer - BPR CONTENTTuesday, June 21, 2011
    8. 8. Why don’t (won’t) we change? Readiness for Change = ƒ(CV x LA x SU x WIFM) Where: CV = A Compelling Vision LA = A Logical Approach SU = A Sense of Urgency WIFM= What’s in it for me Change will only occur if: Readiness for Change is greater than the Perceived Cost of Changing.Tuesday, June 21, 2011
    9. 9. What problem are we trying to solve? • Records Management • Information Management • Knowledge ManagementTuesday, June 21, 2011
    10. 10. Records Management Compliance • TB Policy on Information Management − MAF scorecard − ATIP, LAC Act, Criminal Records, Copyright…. • Standard for Electronic Documents and Records Management Solutions (EDRMS) − Technical ICA Module 2 − When investing in an EDRM solution, departments are required to use products, licenses, or services resulting from government-wide procurement processes undertaken by PWGSC. − The departmental IM Senior Official is responsible for submitting a justification for any proposed alternative to the products or services made available as a result of government-wide procurement processes. The justification is to be provided to the Government of Canadas Chief Information Officer prior to any investment. − The justification should include: the departmental IM Strategy and implementation plan, and be accompanied by a strong rationale (including cost effectiveness) to support the proposed alternate solution.Tuesday, June 21, 2011
    11. 11. SharePoint for Records Management SharePoint complies with ICA Module 2, the Treasury Board Technical Standard for RM with 3rd party products for the following gaps: • The management of Physical Records • Managing email as a record • ClassificationTuesday, June 21, 2011
    12. 12. Information Management Create Disseminate Capture Seek Translate Feedback Manage Refine StoreTuesday, June 21, 2011
    13. 13. Knowledge Management Explicit vs. Tacit knowledge Explicit Tacit Explicit Tacit 80% 20% 20% 80% Early 20th century activity Early 21st century activityTuesday, June 21, 2011
    14. 14. THE KNOWLEDGE MANAGEMENT CHALLENGE All users are unique Users don’t like change Knowledge is power sharing diminishes power Compensation drives behaviour User experience is crucial to adoption Not all knowledge is created equal Explicit vs. Tacit knowledgeTuesday, June 21, 2011
    15. 15. Technology Adoption Lifecycle it’s hard to teach an old dog new tricks The chasm Early Majority Late Majority Early Adopters Laggards 0% Number of business consumers 100% Everett Rogers – Diffusion of Innovations - 1962Tuesday, June 21, 2011
    16. 16. How to teach an old dog new tricks • Great search is critical – Little to no change in the user experience – Search relevance is everything • Web 3.0 – Semantic Web – People search is key to discovering tacit knowledge • Make the new tricks seem like the old ones – Simple example • Deliver new user experiences using old technology – Social experiences Using Outlook Social Connector • Keep it personal – start with the MySite • Laggards don’t change – forced change is necessary – Block the ability to send email attachmentsTuesday, June 21, 2011
    17. 17. Microsoft Operations Framework 4.0The diamonds areManagementReviews,which focus on keyIT managementcontrol pointsThe bulleted items areService ManagementFunctions, whichprovideprocess guidanceTuesday, June 21, 2011
    18. 18. THANK YOUTuesday, June 21, 2011

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