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Engie's Digital Workplace and "Connecting the company" business case, presented by Jan Vanoudendycke (Engie) at the "Successful Digital Workplace Adoption" conference on November 13, 2019

Jan Vanoudendycke (Director of Knowledge Management at Engie) presented the vision, roll-out and adoption process of the massive Engie Digital Workplace effort to connect everyone in the 150.000 people company #DWA19 #presentation #engie

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towards a connected company
Jan Vanoudendycke
We develop, build and operate power
plants delivering low CO2 energy
based on renewables and ever
greener natural gas.
• #1 in independent power production
• 103GW (1) installed
• 90% low CO2
• 23% renewables (2)
2
Low CO2 power
generation
We develop, build and operate large
gas and electricity infrastructures,
ensuring energy supply.
• #1 gas infrastructure operator in Europe
• 12 billion m3 gas storage capacity
• Global presence in power transmission
and distribution
Global
networks
We help our customers - individuals,
businesses, cities and territories – with
a wide range of energy, and beyond
energy, solutions.
• 24 million contracts worldwide
• Global leader in energy
solutions for cities
• 350+ District heating and cooling
networks worldwide
Customer
solutions
(1) At 31/12/2017, at 100 %. (2) Excl.pumped storage for hydro (3 %).
We help our customers to improve their use of energy
and to reduce CO2 emissions
150.000
employees
€65
billion
total revenue
2.4 billion
recurring profit
after tax
€14.3
billion
dedicated to the
2016-2018
investment
program
3
NORTH AMERICA(1)
€3.9 billion
total revenue
(1) Including Mexico. (2) Including Turkey.
Present in 70 countries across 5 continents
LATIN AMERICA(1)
€4.3 billion
total revenue
EUROPE(2)
€51.0 billion
total revenue
AFRICA
€0.4 billion
total revenue
MIDDLE-EAST
€0.9 billion
total revenue
OCEANIA
€1.9 billion
total revenue
ASIA
€2.8 billion
total revenue
How it started: an organisational Health Check in 2013 showed a clear need to
share knowledge and expertise better
4
Strengthen the connections within our current modelOrganisation model
Put in place partnership-mode policies and practicesBehaviour
Establish the capability to enter the businesses of the futureNew business
Boost the flow of expertise and knowledgeSharing
Global workshops clearly identified the user needs
5
Connect &
discuss with peers
A group of expertise location toolsLocate
A support forum where employees can post urgent questions
and receive responses from expertsAsk
A tool for capturing lessons learned, business intelligence,
etc., and making these available in a searchable repositoryShare
A place where employees can contribute, edit and consult
reference materialStore
A platform that supports communities (networks, …) in their
activitiesConnect
A discussion forum where employees can have
conversations and share ideas, on-line or in-personDiscuss
A space where employees, customers, partners and other
external parties can collaborateCollaborate
A taxonomy that provides a common vocabulary across the
organizationClassify
Locate & ask
the expert
Share & store
insights
We started with a Social Network for “Locate and Ask” (Yammer) in September 2014
⚫ Proof of concept – 100 users spread globally – does it work: access, performance, ease of use
⚫ After one month - Pilot 600 users spread globally – part of existing CoPs – already active in KM
⚫ After 3 months - Global Launch to 10,000 users globally - All our “Knowledge Workers”
Followed by a unique space to share and store documents for our CoPs (SharePoint
Online) in Jan 2015
⚫ Formalised existing communities
⚫ Widened membership
⚫ Migrated collaboration workspaces to the cloud
There is a clear objective: “connecting the company”

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Engie's Digital Workplace and "Connecting the company" business case, presented by Jan Vanoudendycke (Engie) at the "Successful Digital Workplace Adoption" conference on November 13, 2019

  • 1. towards a connected company Jan Vanoudendycke
  • 2. We develop, build and operate power plants delivering low CO2 energy based on renewables and ever greener natural gas. • #1 in independent power production • 103GW (1) installed • 90% low CO2 • 23% renewables (2) 2 Low CO2 power generation We develop, build and operate large gas and electricity infrastructures, ensuring energy supply. • #1 gas infrastructure operator in Europe • 12 billion m3 gas storage capacity • Global presence in power transmission and distribution Global networks We help our customers - individuals, businesses, cities and territories – with a wide range of energy, and beyond energy, solutions. • 24 million contracts worldwide • Global leader in energy solutions for cities • 350+ District heating and cooling networks worldwide Customer solutions (1) At 31/12/2017, at 100 %. (2) Excl.pumped storage for hydro (3 %). We help our customers to improve their use of energy and to reduce CO2 emissions
  • 3. 150.000 employees €65 billion total revenue 2.4 billion recurring profit after tax €14.3 billion dedicated to the 2016-2018 investment program 3 NORTH AMERICA(1) €3.9 billion total revenue (1) Including Mexico. (2) Including Turkey. Present in 70 countries across 5 continents LATIN AMERICA(1) €4.3 billion total revenue EUROPE(2) €51.0 billion total revenue AFRICA €0.4 billion total revenue MIDDLE-EAST €0.9 billion total revenue OCEANIA €1.9 billion total revenue ASIA €2.8 billion total revenue
  • 4. How it started: an organisational Health Check in 2013 showed a clear need to share knowledge and expertise better 4 Strengthen the connections within our current modelOrganisation model Put in place partnership-mode policies and practicesBehaviour Establish the capability to enter the businesses of the futureNew business Boost the flow of expertise and knowledgeSharing
  • 5. Global workshops clearly identified the user needs 5 Connect & discuss with peers A group of expertise location toolsLocate A support forum where employees can post urgent questions and receive responses from expertsAsk A tool for capturing lessons learned, business intelligence, etc., and making these available in a searchable repositoryShare A place where employees can contribute, edit and consult reference materialStore A platform that supports communities (networks, …) in their activitiesConnect A discussion forum where employees can have conversations and share ideas, on-line or in-personDiscuss A space where employees, customers, partners and other external parties can collaborateCollaborate A taxonomy that provides a common vocabulary across the organizationClassify Locate & ask the expert Share & store insights
  • 6. We started with a Social Network for “Locate and Ask” (Yammer) in September 2014 ⚫ Proof of concept – 100 users spread globally – does it work: access, performance, ease of use ⚫ After one month - Pilot 600 users spread globally – part of existing CoPs – already active in KM ⚫ After 3 months - Global Launch to 10,000 users globally - All our “Knowledge Workers” Followed by a unique space to share and store documents for our CoPs (SharePoint Online) in Jan 2015 ⚫ Formalised existing communities ⚫ Widened membership ⚫ Migrated collaboration workspaces to the cloud There is a clear objective: “connecting the company”
  • 7. ⚫ Won ENGIE “Innovation Trophy” for internal collaboration – June 2015 ⚫ Asked to expand model to rest of Group – 150,000 global users, 600 email domains ⚫ Centrally funded Office 365 platform ⚫ Corporate Knowledge Management Function (KM) We expanded our solutions to the whole ENGIE Group in January 2016
  • 8. What are the key aspects of adoption? 8 10 4040 10 Factors affecting collaboration Technology People Process Workplace
  • 9. Each adoption model creates sustainable individual behaviour change Why How WhatWho
  • 10. Collaboration benefits are related to Individuals and to Business 10 Ease of use support tools Saving of time – job easier Network / community development Improved skill & knowledge Visibility & recognition Hierarchy of benefits Individual Business ⚫ Efficiency of better access to knowledge & expertise ⚫ Performance improvement from collaboration ⚫ Cost reduction from best practice & knowledge reuse ⚫ Organisational learning from improved knowledge transfer ⚫ Faster/better decision making from business intelligence ⚫ Effectiveness of business process automation ⚫ Improved compliance through effective records management Increased digital competencies
  • 11. Collaboration is a matter of CULTURE! (…) we want to inspire all of you – our ENGIE colleagues around the world - to fully embrace a culture of working together, based on the effective use of these collaboration tools. As importantly, it should encourage us all to commit to sharing knowledge and information, to working with each other, and learning from each other. Isabelle Kocher Chief Executive Officer (….) Every member of staff, wherever he or she is, must be able to mobilize all the knowledge of the Group. (…) Sharing with the rest of the Group is as important as reaching your own targets. We count on each one of you! Didier Holleaux Executive Vice President
  • 12. Executive Support is critical: defining expectations for managers and all employees is key 12
  • 13. FOR MANAGERS • Encourage • Support • Reward FOR ALL STAFF • Check • Consult • Contribute
  • 14. If what you are doing isn’t worth sharing, then why are you doing it?
  • 15. ⚫ Drones – from idea to business case in seven days. ⚫ Asset Performance – Sourcing spares to save outages. ⚫ Executive Realisation – Answers from three continents in real time Marketing and success stories are very important
  • 16. Integrating new ways of working into daily activities is not that easy
  • 17. Don’t underestimate support and training Yammer support groups ENGIE Office 365 Training Portal
  • 18. Following our last meeting, we propose that you move to the next phase of the Office 365 support project. This phase will be carried out as follows: ➢ An appointment to be scheduled in order to better understand how you and your team work. ➢ Proposal of a solution adapted to your way of working as well as assistance in its deployment. Your Service Premier IT Team. HOW TO CONTACT US ? INCIDENT ISSUES You are facing a technical problem with your computer or mobile equipment ? Your Service Premier IT Team is available at : (33) 1 44 22 8001 dsi-servicepremier@engie.com Manager : Mohamed MAMOU FOR THE ATTENTION OF COMEX MEMBERS AND THEIR STAFF
  • 19. ▪ Access your documents from any location, any device, any time ▪ Contact experts who can provide advice and share knowledge wherever they exist ▪ Automatically receive information relative to your interests wherever it was created ▪ Communicate in real time with colleagues and associates inside and outside ENGIE ▪ Collaborate with colleagues working on similar topics wherever they are located Do you want to …. ▪ Use the latest digital applications to work more effectively, individually and in teams, ▪ Author and edit documents on the go and co-author with anyone around the world ▪ Automate your business process – use integrated workflows and apps to make information flow effectively ▪ Manage your content more efficiently and securely ▪ Analyse and present data in interactive dashboards
  • 20. ENGIE’s Digital Workplace is based on O365 integrated, mobile, evergreen ▪ The applications are available for mobile devices ▪ Updates and ‘evergreen’ versions are automatically made available without intervention on the users’ PC COLLABORATION & COMMUNICATIONS APPLICATIONS OFFICE ONLINE APPLICATIONS CORE SPECIALIST Enterprise social network Collaboration and document management Conferencing and communication Online electronic notebook Online personal document library Internal secured « YouTube » Enhanced search and discovery Interactive presentations Chat-based team workspace Planning and task management Self service Application development Workflow management Interactive data analysis and visualization Surveys Polls and Quizzes
  • 21. Office 365 status today 21 156 721 O365 Licensed Users 47 231 Skype active users 80 875 SharePoint active users 58 679 OneDrive active users 71 616 Yammer users (21 780 active users) 44 520 Teams active users 146 480 mailboxes on EXO
  • 22. We won the Enterprise Collaboration Award 2017
  • 23. The adoption teams play a crucial role Tools Webinars, O365 Training Portal Local Team A dedicated team, composed of local IT, COMMS, KM (and HR if possible) will be mobilized. O365 Adoption will become a real mission for those members – worktime will be allocated to the task. Local Adoption Plan A starter kit based on the 3 pillars of Adoption, explaining the main steps and giving initiatives suggestions will be given to each team to help building its local Adoption plan. Global follow-up A main action plan & checklist will be shared with all local teams for follow-up. Once a month, each team will share with the Group PM about the status, the roadmap and the main difficulties. Local Responsibility - 1 Identified responsible per Entity : CIOs, Comms, KM (and HR?) will be contacted to name 1 O365 Adoption responsible per Entity. - Concrete and measurable objectives will have to be defined for each Entity.
  • 24. ⚫ Vision, objectives and strategy (the purpose) — Must be understood and embraced by all: this is the end state, where the company wants to be — Fully aligned with the strategic objectives of the business - All activities must be aligned with the vision ⚫ Leadership driven culture change — Leaders promote and display the desired behaviours themselves — Collaborative behaviour recognised and rewarded, features in career progression and in personal objectives — Adequate resources deployed – core KM team, global network of change agents, evergreen communications ⚫ Relevant to everyone — Inclusivity: all staff have a profile, a voice and a presence — In the flow: embedded in normal work routines, supporting business processes, incorporating everyday tools ⚫ Driven by the business — Adoption must be driven and supported at local level — Answer real needs of the business to determine what knowledge needs to be managed ⚫ Infrastructure — Incorporate and integrate all tools employees use on a daily basis — Accessible globally from any device with acceptable performance and security — Users move between features seamlessly without switching to separate applications Critical Success Factors: a quick reminder – a summary