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My closing presentation at the AIIM road show. Not really "secrets" -- more like 7 things to consider when starting an ECM project -- especially the "intangibles". Drawn from the AIIM ECM Specialist training. http://www.aiim.org/training.
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7 ECM Strategy Secrets
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ECM Strategy
ECM Practitioner
ECM Specialist
Case Study
AIIM ECM Certificate Programme
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3 © AIIM | All rights reserved
ECM Specialist Course Outline
© AIIM | All rights reserved
1. Business Assessment
2. Business Strategy & Blueprint
3. Technology Assessment &
Blueprint
4. Governance
5. Roadmap & Project Plan
7. Design 10. Change Management
9. Deploy, Operate, Closeout
8. Develop, Test, Train
6. Foundation Activities
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5
Secret #1
Understand what you are trying to accomplish.
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On a scale of 1 to 10 (terrible to excellent), rate the effectiveness of your organisation in managing information.
Poor information effectiveness
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Impact and perils of unmanaged content...
Is the explosion of digital information making your organisation more effective or less effective?
Can your employees find information when they need it?
Can your employees collaborate on projects no matter where they are located in the world?
Has your ability to document what your organisation did, why you did it, who did it, and when they did it gotten better or worse in the past 5 years?
Can your customers find information when they need it?
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8
Creation outpaces management…
Word, PowerPoint, Excel files
JPEGs, TIFFs
E-mails with attachments
Business system documents
…on the network on PCs, on sticks, on phones, on PDAs
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Resulting in: the enterprise content mess
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ECM is not…
A single technology
A black box
A miracle cure
Easy
At the most fundamental level, it is about business and organizational processes, not just technology—and that’s complicated.
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11
Strategic information alignment framework
Add value
Minimise Risks
Reduce Costs
Create New Reality © AIIM | All rights reserved
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Secret #2
View your ECM strategy and project within a discrete framework.
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MIKE2 Phases (description)
Phase 1 - Business assessment
Phase 2 - Technology assessment
Phase 3 - Information management roadmap
Phase 4 - Design increment
Phase 5 - Incremental development, testing, deployment and improvement
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14 © AIIM | All rights reserved 14
MIKE2: Phase 1
Source: http://mike2.openmethodology.org
Youarehere
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Secret #3
Get off on the right foot.
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Aligning the project team
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IT Users Sponsor/ Stakeholders
Study
Pilot
Enterprise
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Strategic mobilisation
Begins any ECM project, by focusing on strategy from the beginning with the sponsor and key stakeholders
Tasks to cover
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Secret #4
Identify, understand and engage the key players.
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19
Management
Senior management Overall responsibility for success of the organisation Provide resources for the programme Time, money, and staff Ensure programme aligns with business needs and compliance requirements
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20
Management
Business unit managers Responsible for the operational efficiency of their areas Ensure the programme meets their particular requirements Ensure that the programme can be successful in their environment
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21
Legal
Ensures that the organisation complies with legal and regulatory requirements
Responds to legal, regulatory, or audit-related requests for information Scope includes ALL information in the organisation
Will need to review policies and instruments for legality
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Records managers
Subject matter expert on records-related issues
Creates records management instruments
Provides guidance on classification schemes
Performs administrative tasks relating to records management
Not all content requires the rigour of “Records Management” however
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23
Librarians
Trained professionals in Library Sciences can be key allies and experts
Corporate librarians that are “e-savvy” may hold best skill set for classification and metadata purposes
Subject matter expert on classification in broadest sense
Can help to dramatically shorten metadata, taxonomy and findability work timeline
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24
Information technology (IT)
Assesses existing IT architecture
Identifies technical requirements
Identifies technical issues with policies and procedures
Installs and configures solutions
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End users
Do the work of the organisation
Will use the system to do that work
Will create, access, and retrieve records
If they do not like the system, they may not use it
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26 © AIIM | All rights reserved
ECM Specialist Course Outline
© AIIM | All rights reserved
1. Business Assessment
2. Business Strategy & Blueprint
3. Technology Assessment &
Blueprint
4. Governance
5. Roadmap & Project Plan
7. Design 10. Change Management
9. Deploy, Operate, Closeout
8. Develop, Test, Train
6. Foundation Activities
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Secret #5
Define and create a structure to understand information governance.
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28
Defining information goverance
A set of formal and documented policies, procedures and rules that control how enterprise content will be managed potentially across its entire lifecycle, from the point of creation to ultimate destruction.
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29
Basic information governance structure
Standalone document Establishes policies, procedures and guidelines Statement of Purpose Naming conventions Records – who and how? Security Permitted/supported formats and tools Directory of all available information assets
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Localised information governance
Localised governance Inherits all polices and procedures of enterprise Possible exceptions Can follow same general format as the enterprise document
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31 © AIIM | All rights reserved
ECM Specialist Course Outline
© AIIM | All rights reserved
1. Business Assessment
2. Business Strategy & Blueprint
3. Technology Assessment &
Blueprint
4. Governance
5. Roadmap & Project Plan
7. Design 10. Change Management
9. Deploy, Operate, Closeout
8. Develop, Test, Train
6. Foundation Activities
32
Secret #6
Understand that “change” has many dimensions.
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34
Respect
Trust Motivation
Vision
Four keys to assessing change readiness
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35
Respect
Is the leadership that is recommending change respected?
Are the employees impacted by the change respected?
Are the consultants and business analysts respected by both?
How is the respect expressed?
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Vision
Whose vision?
Is there a shared vision?
Do employees, leaders, and change agents have the same interpretation of the vision?
Is the vision realistic?
Is the vision relevant?
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Trust
Is leadership trusted?
Are employees trusted?
Is the reality of change exposed honestly and openly?
Is there a history of mistrust?
Are the consultants trusted?
Do employees and leaders trust each other?
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38
Motivation
What is the leadership’s motivation to change? Motivation for change is normally stronger at the management level
What is the employees’ motivation for change?
Do these two reconcile?
What is in it for me (WIIIFM)?
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39
Creating user “wins”
Early wins create a “Yes” environment
Leverage existing and new “super users”
Wins should be clear cut
Wins should bring benefits to all
Wins should appear to come easily
Even a big bang approach can be delivered via a series of smaller wins…
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40
Secret #7
Maintain a sense of humor.
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