Module 4 "information architecture" of the course "Architecting modern information systems" . Some slides use animation.

1. Architecting of modern
information systems
Module 4
Information architecture
A. Samarin

2. Enterprise Content Management (ECM)
• Capture (OCR, email, video, etc.)
• Manage
– Document management (check in/out, versioning, metadata)
– Collaboration (forums, news, events, calendars, blogs, etc.)
– Web content management
– Records management (indexing, archive and filing management)
– Automation (capture, reviews, approvals, publishing, expiration)
– Search
• Store (repositories, libraries, media)
• Deliver (transform, secure, distribute)
• Preserve (backup, recovery)
© A. Samarin 2012 Architecting of modern information systems - Module 4 2

3. Many tools
© A. Samarin 2012 Architecting of modern information systems - Module 4 3

4. Advantages of the corporate
ECM platform
Functionality
Process-centric D
integration E
V
Company-specific E
features L
Advanced features of a
O
common ECM platform
P
M
Basic features of a E
common ECM platform N
T
Generic web- Platform 3
development platforms Platform 1 Platform 2
© A. Samarin 2012 Architecting of modern information systems - Module 4 4

5. Financial estimations
• Current development cost & time for a collaborative
application
– Cost: 40 – 200 Krub
– Time: 0,5 – 2 years Without
common
• Corporate platform program cost & time platform
$$
– Cost: 600 Krub
– Time: 1 year
• Expected development cost & time for With
a collaborative application within common
the corporate platform platform
N≈8
– Cost: 20 - 60 Krub N apps.
– Time: 2 - 5 months
© A. Samarin 2012 Architecting of modern information systems - Module 4 5

6. Typical departmental Group Productivity
Environment (GPE)
• Information related to department’s internal functioning
– correspondences, meetings, contracts, suppliers, consultants, inter
nal archive, etc.
• Information related to department’s core business
processes
• Information for all Company’s employers
– Organization structure, policies, related Presidential
instructions, rules and procedures, operations
manuals, announcements, contacts, etc.
© A. Samarin 2012 Architecting of modern information systems - Module 4 6

7. AS-IS : No group productivity
environment (GPE)
SAP E-mail ARCHIVE Intranet Shared files
© A. Samarin 2012 Architecting of modern information systems - Module 4 7

8. TO-BE: GPE collects data and
information around the business needs
SAP E-mail GPE …
Intranet GPE1 GPEn ARCHIVE
Unified (SharePoint) platform
IBM Content
Collector for
1) DUET (SAP+Microsoft product)
SharePoint
© A. Samarin 2012 Architecting of modern information systems - Module 4 8

9. Operation-centric environment and the
core business process work TOGETHER
SharePoint platform
© A. Samarin 2012 Architecting of modern information systems - Module 4 9

10. TO-BE: Inside platform (1)
Intranet GPE1 GPE2 GPE3 … GPEn
SharePoint platform
environments
Production
Staging
Training
Integration
Development
SAP ARCHIVE
© A. Samarin 2012 Architecting of modern information systems - Module 4 10

11. TO-BE: Inside platform (2)
© A. Samarin 2012 Architecting of modern information systems - Module 4 11

12. TO-BE: Inside platform (3)
© A. Samarin 2012 Architecting of modern information systems - Module 4 12

13. TO-BE: Inside platform (4)
Intranet GPE1 GPE2 GPE3 … GPEn
Production A Production B Production C
Staging A Staging B Staging C
Training A Training B Training C
Integration A Integration B Integration C
Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn
SAP ARCHIVE
© A. Samarin 2012 Architecting of modern information systems - Module 4 13

14. Stage 1 – Finalise logical and physical
architectures
Intranet GPE1 GPE2 GPE3 … GPEn
Production
Staging
Training
Integration
Development
© A. Samarin 2012 Architecting of modern information systems - Module 4 14

15. Step 2 – Build minimal operational
environments
GPE1 GPE2 GPE3
Production B
Integration B
Dev B1
© A. Samarin 2012 Architecting of modern information systems - Module 4 15

16. Step 3 – Implement 3 typical GPEs
GPE1 GPE2 GPE3
Production B
Staging B
Training B
Integration B
Dev B1
© A. Samarin 2012 Architecting of modern information systems - Module 4 16

17. Step 4 – Validate all advanced
SharePoint features
GPE1 GPE2 GPE3 … GPEn
Production B
Staging B Staging C
Training B
Integration B Integration C
Dev B1 Dev C1 … Dev Cn
© A. Samarin 2012 Architecting of modern information systems - Module 4 17

18. Step 4 – Prototype the corporate
Intranet
Intranet GPE1 GPE2 GPE3 … GPEn
Production B
Staging A Staging B Staging C
Training B
Integration A Integration B Integration C
Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn
© A. Samarin 2012 Architecting of modern information systems - Module 4 18

19. Step 5 – Provide integration with the
main corporate information resources
Intranet GPE1 GPE2 GPE3 … GPEn
Production A Production B
Staging A Staging B Staging C
Training A Training B
Integration A Integration B Integration C
Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn
SAP ARCHIVE
© A. Samarin 2012 Architecting of modern information systems - Module 4 19

20. Step 6 – Implement all foreseen GPEs
Intranet GPE1 GPE2 GPE3 … GPEn
Production A Production B Production C
Staging A Staging B Staging C
Training A Training B Training C
Integration A Integration B Integration C
Dev A1 Dev A2 Dev B1 Dev C1 … Dev Cn
SAP ARCHIVE
© A. Samarin 2012 Architecting of modern information systems - Module 4 20

21. Document life-cycles (1)
• Creation
– acquisition or receipt
• Dissemination
– process of managing the information once it has been created or
received
• Use
– takes place after information is distributed internally, and can
generate business decisions, document further actions, or serve
other purposes
• Maintenance
– this can include processes such as filing, retrieval and transfers
between different repositories
• Disposition
© A. Samarin 2012 Architecting of modern information systems - Module 4 21

22. Document life-cycles (2)
• For each phase, it is necessary to know:
– initiating / terminating events
– permissions for roles
– expected duration
– master repository
– copy or cache repositories
– volume (number of objects and size in Mb) estimation
– annual growth estimation
© A. Samarin 2012 Architecting of modern information systems - Module 4 22

23. One version case
Destroy
In-active
availability
Long-term archive
Active Formal
availability actions
including
records
Publish management
Creation
Time
Key:
Evolving document
Mature document (no further evolution)
Frozen document (for long-time preservation)
© A. Samarin 2012 Architecting of modern information systems - Module 4 23

24. A few versions case – typical for
organisational documents
Destroy
In-active
availability
Long-term archive
Active
availability
Publish
Creation
Time
Edition 1 Edition 2 Edition 3
Key:
Evolving document
Mature document (no further evolution)
Frozen document (for long-time preservation)
© A. Samarin 2012 Architecting of modern information systems - Module 4 24

25. Creation in more details
Publish
Document
evolution
during
creation
phase
Time
Version 1 Version 2 Version 3 Version 4
Key:
Evolving document
Mature document (no further evolution)
Frozen document (for long-time preservation)
Document with no clearly Architecting of modern informationor destroy)
© A. Samarin 2012
defined destiny (preserve systems - Module 4 25

26. Creation in more details – more roles
Publish
Document Role B
evolution
during
creation
phase
Role A
Time
Version 1 Version 2 Version 3 Version 4
Key:
Evolving document
Mature document (no further evolution)
Frozen document (for long-time preservation)
© A. Samarin 2012 Architecting of modern information systems - Module 4 26

27. A compound document case – typical for
business documents
Destroy
Historical
interest
Long-term
archive
Operational
interest
Publish or
Close
Active Time
Start of Finish of Finish of Finish of
business case business case retention 1 retention 2
Key:
Evolving document
Mature document (no further evolution)
© A. Samarin 2012 Architecting of modern information systems - Module 4 27
Frozen document (for long-time preservation)

28. RM terminology (1)
• Record: a set of any data, regardless of form
(documents, computer files, video and audio materials) or
medium (paper, magnetic, digital), maintained by the
enterprise as evidence of work.
• Archive: records to be preserved for their administrative,
fiscal, legal, historical or informational value.
• Document: work of non-fiction writing intended to store
and communicate information.
• Record category: standardised business meaning of
record (e.g. “invoices”).
• Filing plan (plan de classement): hierarchical structure
of files (folders) to arrange the records.
© A. Samarin 2012 Architecting of modern information systems - Module 4 28

29. RM terminology (2)
• Retention schedule (calendrier de conservation): a
comprehensive instruction covering the disposition of
records to ensure that they are retained for as long as
necessary based on their administrative, fiscal, legal,
historical or informational value.
• Retention period: the length of time (may relate to a
particular event) a particular type of record should be
kept (e.g. “The life of the organisation”, “12 years after
action has ended”, “Until 24th birthday”, “Until fund
ceases or merges plus 12 years”, “Forever”).
© A. Samarin 2012 Architecting of modern information systems - Module 4 29

30. Types of archives
• operational (close to the working place, e.g. in the
corridor)
• intermediate (in the attic or basement)
• historical (in a specialised external place)
© A. Samarin 2012 Architecting of modern information systems - Module 4 30

31. Filing plans
• Records are grouped together for the following reasons:
– to keep documents of a similar theme together (notion de “dossier
d’affaire”)
– to make it easier to find the information we are looking for
– to provide a context for individual documents and records
– to identify the ownership or management responsibility for a
group of records
© A. Samarin 2012 Architecting of modern information systems - Module 4 31

32. Two main types
• documents de fonction
• documents de gestion
© A. Samarin 2012 Architecting of modern information systems - Module 4 32

33. Retention schedules (1)
• Filing plan, e.g. Business Function as the area within an
organisation where a record is created
• Category highlights the main types of record created
within the Business Function
• Retention Period
• Disposition procedure; examples:
– Destroy (Elimination)
– Move to historical archive
– Prune (Tri)
– Sample inspections (Echantillonnage)
• Reason indicates why a particular type of record should be
kept: Legal, Administrative, Audit
© A. Samarin 2012 Architecting of modern information systems - Module 4 33

34. Retention schedules (2)
© A. Samarin 2012 Architecting of modern information systems - Module 4 34

35. Retention schedules (3)
© A. Samarin 2012 Architecting of modern information systems - Module 4 35

36. Build RM into business processes:
capturing of records (1)
• Typical end-to-end business process
Fullfil Prolongate
Find client Sign contract
contract contract
• But, the “white space” is the place where records are
emerging
Fullfil Prolongate
Find client Sign contract
contract contract
• Let us make it explicit as important intermediate events
© A. Samarin 2012 Architecting of modern information systems - Module 4 36

37. Build RM into business processes:
capturing of records (2)
• Roles
Rules Data
Documents
Events
Business process instance
Particular Audit trails
version
Records
• If an artefact is versionable then recording of its ID is
sufficient
© A. Samarin 2012 Architecting of modern information systems - Module 4 37

38. Build RM into business processes: access
control (1)
• Align access rights with the work to be done
Do something
Grant necessary rights to Revoke
a person who will carry previously
out this activity to access granted rights
involved business
objects
© A. Samarin 2012 Architecting of modern information systems - Module 4 38

39. Build RM into business processes: access
control (2)
• Align security with the work progress (preparation of an
organisational document)
Personal Group Committee Management
version drafting review approval
Private Confidential Secret Top-secret Public
© A. Samarin 2012 Architecting of modern information systems - Module 4 39

40. Regulatory compliance and BPM
• Well-known regulations: Sarbane-Oxley, Basel II, etc.
• Again, business processes can be instrumented to provide
the documentation critical to compliance
© A. Samarin 2012 Architecting of modern information systems - Module 4 40

41. Business Intelligence (BI) framework
Reports, events, alerts, analytics, indicators, cubes, predictions, etc.
Corporate BI platform
Delivery Other
models
Analysis
Other
Enterprise dashboards
Data tier
data model
Data warehouse
Data marts
Integration
Other data
SAP SUMMIT
© A. Samarin 2012
… sources
Architecting of modern information systems - Module 4 41

42. Enterprise Risk Management (ERM)

 Risk-related events, reports, alerts, indicators, etc.

 Risk-related rules, logic and knowledge
 Enterprise Enterprise document
data warehouse management and collaboration


© A. Samarin 2012 Architecting of modern information systems - Module 4 42

43. Enriching business processes by risk
management
Risk mitigation
Risk monitoring
and evaluation
Normal operations
© A. Samarin 2012 Architecting of modern information systems - Module 4 43

44. IT capabilities view
• The following IT-generic capabilities are involved into the
ERM delivery platform:
– Monitoring
– Enterprise resource planning platform
– Data analytics
– Business process management platform
– Business intelligence platform
– Business rules management platform
– Document management platform
– Corporate portal
© A. Samarin 2012 Architecting of modern information systems - Module 4 44

45. Homework 4-1
• Add to your “chocolate cake” process some risk-
management controls
© A. Samarin 2012 Architecting of modern information systems - Module 4 45