EMC IIG Energy Event Brisbane Perth Rio Tinto July 2013

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Master slide deck from Rio Tinto from the recent EMC IIG Energy Momentum events in Brisbane and Perth, Australia in July 2013.

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EMC IIG Energy Event Brisbane Perth Rio Tinto July 2013

  1. 1. Find, Manage & Share A holistic approach to defining your Information Management Solution – Lessons from Rio Tinto
  2. 2. 2 Purpose To present on the successful shaping of projects The presentation includes: • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success July 23, 2013 Find, Manage & Share
  3. 3. Setting the scene July 23, 2013 Find, Manage & Share 3 • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success
  4. 4. Business Overview Rio Tinto is a global organization with diverse business interests – We employ around 65,000 people – We work in over 50 countries – Our products include borates, coal, copper, gold & silver, diamonds, alumina/aluminum, iron ore, uranium, molybdenum, talc, salt, and gypsum 4July 23, 2013 Find, Manage & Share
  5. 5. Africa Europe South America North America Australasia Asia 5 Where we operate Aluminium Copper Diamonds Energy Iron ore Minerals Key Mines and mining projects Smelters, refineries, power facilities and processing plants remote from mine July 23, 2013 Find, Manage & Share
  6. 6. Setting the scene July 23, 2013 Find, Manage & Share 6 • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success
  7. 7. 7July 23, 2013 Find, Manage & Share • Safety is our Number 1 Priority and the right information is a critical supporting requirement Support safe operations • Support a growing organisation through knowledge capture and easy retrieval Support business growth Key Information Management challenges
  8. 8. Setting the scene July 23, 2013 Find, Manage & Share 8 • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success
  9. 9.  Consists of EMC tools to support – Enterprise Document Management – Records Management – Workflow – Project Collaboration (eRoom)  SharePoint to support – Some Intranet – Wiki & Blog – Enterprise Search – Team Collaboration  Other technologies – Forum based communities of practice (SiteScape) – SAP Enterprise Portal (Portal) Technical Landscape Managed as a single toolset July 23, 2013 Find, Manage & Share 9
  10. 10. • Primary Portal / Intranet is SAP Enterprise Portal • Extensive use of EMC eRoom – for project based collaboration – 8500 active users per month • Extensive use of EMC Documentum – Primarily as a Document Control solution – 10,000 active users per month – Key functional departments include  Health, Safety, Environment  Operations  Engineering  Major Capital Projects Some Statistics July 23, 2013 Find, Manage & Share 10
  11. 11. Setting the scene July 23, 2013 Find, Manage & Share 11 • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success
  12. 12. What have we learnt Rio Tinto has over 100 Information Management initiatives in its global program presently, with a similar number of initiatives having been completed over the last five years Over this time we have completed several reviews and have found: – IM projects are notoriously hard to execute – Scope of projects not well managed and requirements are poorly defined – Significant behavioural change required – Limited availability of appropriate skills – Technology can be difficult to implement correctly – Poorly designed/implemented technology will be a significant hurdle for change acceptance July 23, 2013 Find, Manage & Share 12
  13. 13. Our identified Critical Success Factors • Successful Implementations have a: – business drive for the change – strong sponsorship & governance – shared vision of IM objectives, tools and responsibilities – limited scope, grown incrementally – understanding the holistic information requirements – emphasis on the value of the change – focus on sustainability of the change – technology designed to complement the business change – project team with sufficient, appropriately skilled resources July 23, 2013 Find, Manage & Share 13
  14. 14. Setting the scene July 23, 2013 Find, Manage & Share 14 • Background Information on Rio Tinto • The business Information Management challenges • An understanding of Information Management environment • Lessons learned from recent experiences on implementation projects • A reference model exploring ways of shaping projects for success
  15. 15. Share Find Find, Manage, Share A mental reference model 15 Manage Goal of Manage: Appropriate Integrity of Information Goal of Find: Easy availability of Information Goal of Share: Collaborative Authorship and Group Ownership Successful Information Management solutions • Considers Find, Manage and Share dimensions • Understand the relationship between Find, Manage and Share July 23, 2013 Find, Manage & Share
  16. 16. July 23, 2013 Find, Manage & Share 16 Find We build Information Management systems to enable Information to be easily accessed and then used. Successful Information Management solutions will • Understand why people are looking for information • Develop an Information architecture for each audience • Understand the trade off between richness and reach • Seek out and empower a new breed of embedded Information Manager Avoid • Fragmentation • Inappropriate use of technology S F M Technical Notes • Understand how portals, intranets, enterprise search tools will work together for a ubiquitous experience
  17. 17. Richness vs Reach Tradeoff • Information cannot be both rich and have a broad reach July 23, 2013 Find, Manage & Share 17 Function Business Unit Enterprise Enterprise GBU Function Function Health GBU Function Function Health Safety Richness Relational Data Team Content Highly Collaborative Reach
  18. 18. July 23, 2013 Find, Manage & Share 18 Manage Information needs to be managed to ensure that its of the right quality to support its business use Successful Information Management solutions will • Focus on the most important business information • Pick a management strategy that matches the type of information being managed. One size does not fit all! • Integrate your organisational master-data management Avoid • Over Management • Duplication • File-share replacement projects S F M Technical Notes • EMC’s products are exemplary for management • Look to integrate with the key sources of master-data and automate classification
  19. 19. Content Pyramid 1 2 3 4 5 July 23, 2013 Find, Manage & Share 19 Value to organisation Increases Volume of Content Grows Enterprise Content Team & Project Content Ephemeral & Personal Content Tiers of content Match your management strategy to your content
  20. 20. Steering Enterprise Management July 23, 2013 Find, Manage & Share 20 Function Business Unit Enterprise Enterprise GBU Function Function Health GBU Function Function Health Safety An enterprise “manage” strategy should include: • A standard document control and compliance processes • A general set of system requirements • Require business areas to build a management matrix A management matrix will: • define the specific “manage” requirements • help collect true business requirements • Will build urgency • Focus on the right information
  21. 21. Management Matrix July 23, 2013 Find, Manage & Share 21 Document Type Safety Specialist Engineering Manager Engineering Lead Designer Document Controller Environmental Review Information Information Information N/A Quality Control Engineering Standard IFI Approver Reviewer N/A Quality Control Engineering Drawing Approver Reviewer Author Quality Control Hazop Final Review Author Information Reviewer Information Quality Control Interaction of people and document. Allows us to infer: • security and; • role in workflow • Understand the types of Information • Which workflow, and the total number of actors in the workflow • Understand the roles • Understand the relationship between both
  22. 22. July 23, 2013 Find, Manage & Share 22 Share We want to ensure the best possible information is available. Sharing information increases quality by stimulating improvement Successful Information Management solutions will • Ensure that the group takes ownership of the information • Culture, not systems are at the heart of a successful share • Discover, adopt, adapt mentality = learning organization • Identify and stimulate “strategic conversations” Avoid • Focusing on technology before culture • Thinking this can happen over night S F M Technical Notes • Don’t over-design these components • Social media like effective WIKI’s and Social sites are built for collaboration
  23. 23. Discover, Adopt, Adapt Actively seek information already created before creating something Discover It is exists, seek to adopt it as is Adopt If required adapt it to suit your more specific purpose Adapt July 23, 2013 Find, Manage & Share 23 • Across the organization development the emphasis on creating a collaborative culture Enhance
  24. 24. Strategic Conversations • Strategic conversations are those that help stimulate the development or continued improvement in an organizational core competency • Provide a way for organizations to identify where and how information needs to be shared for strategic benefit July 23, 2013 Find, Manage, Share 24 Communities of practice are essential for dispersed business core competencies
  25. 25. Architectural considerations Functional architecture • Several Areas need to be considered for a successful operational information management system • Functionally these systems support use cases for finding, sharing and managing information • It is important that a solution supports effective management, sharing and finding of information • The diagram here highlights the key functional areas that are required in an Information Management solution July 23, 2013 Find, Manage & Share 25
  26. 26. Key Takeaways • Shaping a project for success requires that you think about and understand your holistic requirements • Find, Manage & Share need each other. Ask yourself: – Who is the audience of the information and how will they find it? – How will the manage process ensure that the information has the integrity it needs to be trusted for its designated task? – Do people actively share information with an aim to promote and improve it? July 23, 2013 Find, Manage & Share 26
  27. 27. Appendix • A more traditional view of an Information Management lifecycle • Rio Tinto Documentum customizations • Reference Material July 23, 2013 Presentation Title 27
  28. 28. More traditional view Share Information and Knowledge Idea D Revision Reteival Capture Generation D isposal July 23, 2013 Find, Manage & Share 28 Empower your communities of practice to take ownership of your strategic content Where does Find, Manage, Share fit?
  29. 29. References • Nucleus research report on Benefits of Document Management • Blown to Bits – Evans, P & Wurster, T • Knowledge and Strategy – Zach, M • Cultivating Communities of Practice – Wenger, E • Crowdsourcing - July 23, 2013 Presentation Title 29

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