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SPSJHB2012 19 May Tracy van der Schyff

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Presentation for SharePoint Saturday JHB in May 2012 - about ISO / Compliance - how to take the "fear" out of it and do it easier.

Information Management using ISO Principles

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SPSJHB2012 19 May Tracy van der Schyff

  1. 1. Index: Fear Busters Integrated Management Systems Compliance Matrix ISO 9001 as Foundation Planning & Deliverables Tips & Questions
  2. 2. Fear Busters:
  3. 3. Fear Buster 1:ISO Examples of Standards Institutes & Organizations ANSI - American National Standards Institute API - American Petroleum Institute• "ISO", derived from the Greek isos, meaning ASHRAE - American Society of Heating, Refrigerating and Air-Conditioning Engineers ASME - American Society of Mechanical Engineers "equal". ASPE - American Society of Plumbing Engineers ASTM - Sections and Volumes• It’s a network of the national standards. ASTM International BSi - British Standards institute• A standard is any norm, convention or CEN - The European Committee for Standardization DIN - Deutsches Institut für Normung requirement. ETSI European Telecommunications Standards Institute ISO - International Organization for Standardization JIS - Japanese Industrial Standards NACE International NEMA - National Electrical Manufacturers Association NFPA - National Fire Protection Association NIST - National Institute of Standards and Technology South African Bureau of Standards (SABS)BUSTED SMACNA - Sheet Metal and Air Conditioning Contractors National Association Transnational and Continental Standards Organizations
  4. 4. Fear Buster 2:Information Management Collection and management of information from one or more sources and the distribution of that information to one or more audiences.BUSTED
  5. 5. Fear Buster 3:Management Systems A management system is the framework of processes and procedures used to ensure that an organization can fulfil all tasks required. Includes accountability and a schedule for activities, as well as auditing tools to implement corrective actions, leading to continuous improvements.BUSTED
  6. 6. Fear Buster 4:Taxonomy Taxonomy is the science of identifying and naming species, and arranging them into a classification. In SharePoint it allows you to control how information is defined, searched, found and reported.BUSTED
  7. 7. Fear Buster 5:Governance Governance relates to decisions that define expectations, grant power, or verify performance. It consists of either a separate process or part of management or leadership processes. These processes and systems are typically administered by a government.BUSTED
  8. 8. Fear Buster 6:Integrated Management System An integrated management system (IMS) combines all related components of a business into one system for easier management and operations. Quality Environmental and Safety management systems are often combined and managed as an IMS.BUSTED
  9. 9. Integrated Management Systems:
  10. 10. Compliance Matrix:•x
  11. 11. ISO 9001 as foundation: Quality Standard Systemic orientation Applies to all business types & size Used to control and improve the quality of your products and services
  12. 12. Where do we go wrong?Pervasive approach - WRONG Defines a goal Straight a tactical line to get there Ignore or run-over any intervening or obstructing variablesSystemic thinking - CORRECT Looks at human systems holistically Understands change and impact within a system
  13. 13. ISO 9001 reading matter: More about: http://www.praxiom.com/iso- 9001.htm Definitions: http://www.praxiom.com/iso-definition.htm Guidelines: http://www.praxiom.com/iso-9004.htm ISO 9001 process-based QMS development plan http://www.praxiom.com/plan-toc.htm
  14. 14. Planning: Determine which standards applies to your company Use ISO 9001 as a foundation for your new management system Determine Taxonomy, Governance & naming conventions (according to process & company’s organizational structure)
  15. 15. Planning -System deliverables: Develop Document Implement Maintain Monitor Measure Analyse Control Improve
  16. 16. Deliverables 1, 2 & 3:Develop & document:  Manual ProcessImplement:  Metadata / site columns  Document Libraries  Views  Upload controlled company documents  (Policies, Procedures, Forms & Templates, Work Instructions etc.)
  17. 17. Deliverables 4 & 5:Maintain:  Assign responsibilities – metadata  Permissions – read / contribution  Version controlMonitor:  Alerts  Views / reports – aging & usage  Archiving
  18. 18. Deliverables 6 & 7:Measure & Analyse: BI tools - Microsoft Excel and PowerPivot Add- in, Excel Services, PerformancePoint Services, Visio Services, and Reporting Services and Report Builder.
  19. 19. Deliverables 8 & 9:Control: Permissions, alerts, version control, unique document numbering Content approval / workflows / check in/outImprove: Usage reports & review of system, surveys & feedback
  20. 20. C
  21. 21. Tips: Fit everything into processes If it doesn’t fit into a process – it doesn’t belong in a management system (My Sites?) Build consolidated libraries as far as possible
  22. 22. Tips: Use metadata to separate views & disciplines where necessary Use defined processes as GUI’s Make it fun and interesting
  23. 23. Tips:Metadata in libraries:
  24. 24. Tips -Metadata as matrices:
  25. 25. Steve Jobs
  26. 26. Tips -Dashboards for MWS
  27. 27. Tips -Use mascots for familiarity
  28. 28. Output >} Automatic Reporting / Dashboards / Graphical User Interfaces} Input > utilizing the system to it’s full potential}Infrastructure > Good server Strong foundation DRP / Backups
  29. 29. Questions? ?

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