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The journey to Enterprise Information Management
Stéphane Haelterman – Program Manager
- 2 - EIM Strategy
Agenda
§ Introduction
§ Definition
§ Motivation
§ Information Management
§ Framework
§ Dimensions
§ Inventory
§ Strategy
§ Corporate objectives
§ Value
§ Return-On-Investment
§ Aproach
§ Information Governance
§ Information Architecture
§ Unstructured data management
§ Information Security
§ Communication channels
§ Next Step
- 3 - EIM Strategy
Introduction
Information has always been a key asset ….
- 4 - EIM Strategy
Introduction
In the year of 1602, VOC 1 was founded based on …
• Superior knowledge of the best passage to the East
• Detailed analyses of market patterns for spices
• An innovative financing leading to the creation of the first fully shareholder financed company … and eventually the creation of the modern stock-exchange
1) Verenigde Oost-Indische Compagnie
§ 4
- 5 - EIM Strategy
Introduction
SNCB / NMBS
• One of the world’s busiest railway networks
• Founded in 1926, Belgian Railways operates one of the world’s most tightly integrated railway networks. Headquartered in Brussels, it transports 216 million passengers plus more than 60 million tons of freight per year with the help of its some 21,000 staff.
• In 1835, the first railway line in continental Europe opened between Brussels and Mechelen, Belgium. Today, Belgian Railways operates around 3,400 kilometers of track; 1,500 locomotives; and 550 railway stations and stops, including hubs for Europe’s prestigious high-speed rail links. The six-track railway hub in Brussels handles some 1,200 trains per day, making it one of the busiest railway links on the planet.
§ 5
- 6 - EIM Strategy - 6 -
- 7 - EIM Strategy
Introduction – Definition
§ On Gartner’s IT glossary page, Enterprise Information Management is defined as…
"Enterprise information management (EIM) is an integrative discipline for structuring, describing and governing information assets across organizational and technological boundaries to improve efficiency, promote transparency and enable business insight.“1
§ Enterprise information management covers all types of information, including traditional structured data, semi-structured and unstructured data, and content such as documents, emails, audio, video, and so forth.
§ The management of information with the understanding of its lifecycle yields the best results for use and cost. And more is not always better. The active management and governance of information helps in avoiding the costs associated with blind information hoarding. The risk of having too much information is just as real as not having enough when you need it.
1) http://www.gartner.com/it-glossary/enterprise-information-management-eim/
- 8 - EIM Strategy
Introduction – Motivation
§ The main objective of EIM is the automation of collaborative processes coupled with information to:
Cases follow-up improvement,
Workprocedures standardization,
Avoid mistakes by giving access to correct and recent information,
Improvement of information traceability,
Paper reduction.
§ This EIM strategy will generate synergies between the business processes currently managed in SAP and the information which they are associated.
- 9 - EIM Strategy
Introduction – Motivation – Governance, Compliance and Risk
Which record types need to be kept? What’s the Information Reference Model? What’s the security model? What’s the retention model? Formats / long term storage / rendering?
- 10 - EIM Strategy
Introduction – Motivation – Collaboration
§ Knowledge Workers need a tool to collaborate in projects
§ One version of the truth
§ Always the latest information
§ Approval and Publishing of information
§ Social workplace is more than file-sharing
§ Mobility and support of multiple platforms is key
- 11 - EIM Strategy
Introduction – Motivation – Proces improvement
§ Only 20% of any organizations information sits in the structured applications and their databases
§ To manage the other 80% with the same efficiency, they need to be put under process control
§ Shared service centers require processes
§ Processes allow to detect the bottlenecks in the organization
§ Processes create speed and save cost
§ The combination of Information and ERP is the ultimate solution for many processes to which they are linked
- 12 - EIM Strategy
Introduction – Motivation – Communication
§ Portals (classic, kiosk, mobile) should combine information from many sources
§ Personalized and always up-to-date information
§ Collaboration, social media included
§ Communication creates new business
§ Connect with customers and partners
§ Consistent information across all channels
§ Interactive
§ All media types
- 13 - EIM Strategy
Introduction – Motivation – Multi-channel “Enterprise Information Portal”
§ Communication in Push & Pull mode available.
§ Organize information based on user tasks & requirements (Themes).
§ Information offered is personalized based on Role, Function, User Profile ...
§ Full integration of different information types (Applications, Documents (non-structured content), Processes & tasks, media, ...)
§ Information is constantly changing and provides interaction
§ Portal is a “Obliged Passage" and contains "Killer applications" for everyone or by target
§ Portal is also a workplace for certain profiles and functions
§ An information portal is accessible through various channels (devices & location) - Kiosk, touch, mobile, extranet, ...
§ The view of information is adapted to the properties of the device. ("Responsive Design")
§ Collaboration inter / cross departments (Expert groups, targeted communication, ...)
- 14 - EIM Strategy
Introduction – Motivation – Customer relations
Unmatched / Inacurracy / Duplicates / Time consuming…
- 15 - EIM Strategy
Introduction – Motivation – Previous drawing management
Inconsistencies / Duplicates / Obsolescence / Inaccuracy…
Kwaliteits-database
Publieke Database Fileserver
Fileserver Fileserver
Fileserver
Fileserver
Fileserver
Fileserver
- 16 - EIM Strategy
Confusing / Duplicates / Inaccuracy / Time consuming…
Introduction – Motivation – Previous driving manuals & troubleshooting
- 17 - EIM Strategy
Introduction – Motivation – Current communication sources, trainings and employee files
CW Mechelen - HR CW Cuesmes
Technics Traction
Mobility train supervision
Technics Material
Inconsistencies / Duplicates / Aging / Inaccuracy… Sharepoint Shared Drives Databases Fileservers Portals
…
Papier
Holding HR
- 18 - EIM Strategy
Introduction – Motivation – Future information management
“The One Version of the Truth"
+ ONE PORTAL
IDA
KIOSK
IPAD
- 19 - EIM Strategy
Introduction – Motivation – Summary
ONE Global Information Reference Model
• Data / Document(s) & -types • Identification & codification • Metadata model • Folder structure
Trust & Compliance
• Reference library • Management processes • Information security
Standardization
• Management of data / documents • Publication • Communication
Collaboration
• Transparancy • Traceability • One version of
the truth
Communication
• Intern/Extern Portals • Mobile devices
Recognition
• House style & Branding • Identification
Management model
• Distribution lists • Role assignment
SAP Integration
• On masterdata • On business processes
- 20 - EIM Strategy
Communication Channels
Information Management – Framework
Information Architecture
Information Quality
Management
Reference & Master Data Management
Data Warehousing & Business Intellingence
Structured Data
Management
Unstructured Data
Management
Information Governance
Information Security
Portal Mobile Devices + others
ERP CRM
+ Reporting
Document Management
System
EIM
Services
Dat
a S
tew
ards
hip
- 21 - EIM Strategy
Content
Model
Role
Information Management – Process
Structured ERP/CRM/Legacy
Semi structured
Web Content
Unstructured Documents
Reports Business Intelligence
Others
Portal
Mobile Device
Others
Kiosk
Input Output Process
- 22 - EIM Strategy
Information Management – Dimensions (assessment)
Independance Collaboration Culture
Individual Projects Information Strategy Maturity
Mystery Information Inventory Data Domains & process
The farther your company falls to the left (individual projects), the more you’ll need to focus on localized value first. Do not immediately start a project to manage vendor information globally, for instance
Hoe verder het bedrijf valt naar links, hoe meer het zal eerst moet richten op lokale waarde
The farther your company falls to the left (mystery information), the more you’ll need to focus on finding, identifying, and tagging the information that has high business value for your chosen project
IT, adhoc Business Sponsoring
The farther your company falls to the left (IT, ad hoc), the more you’ll need to focus on easy-to-interpret information projects, such as automated cleaning of address information according to governmental standards
- 23 - EIM Strategy
Information Management – Inventory (assessment) Discipline Process
model Organisation Maturity Technology
Information Governance N/A
Information Architecture
SAP Sybase PowerBuilder SAP Information Lifecycle Mgmt SAP Netweaver Process Integration SAP Netweav. Process Orchestration
Information Quality Management
SAP Master Data Governance SAP Data Services SAP Information Stuard SAP BO
Reference & Master Data Management SAP Master Data Management
Data Warehousing & Business Intellingence SAP Business Waherouse SAP Business Intelligence SAP Business Objects
Structured Data Management SAP Enterprise Resource Planning SAP Custtomer Relationship Mgmt Legacy Systems
Unstructured Data Management SAP Ext. Enterprise Content Mgmt SAP Document Presentment
Metadata Management SAP Information Steward SAP Sybase PowerDesigner
Information Security Assigner SAP Identity Management
Communication Channels
SAP Portal SAP Gui SAP Ext. Enterprise Content Mgmt IDA en andere
Data Stewardship SAP Information Stuard
EIM Services SAP Data Services SAP Hana SAP Sybase IQ
- 24 - EIM Strategy
Strategy – Corporate Objectives
Innovation driven by
§ New business model within an open market for
- passenger transport
- maintenance of rolling stock
§ Agility to meet evolving customer demands
§ Quality and accuracy of the information
§ Paper reduction
§ Work procedures uniformity
Transition driven by § Cost optimisation
§ Enhanced Customer Services
§ Punctuality of rail services
§ Uncompromising safety
§ New generation of employees § European market demands
Traditional monolithic national railways company
Past Present Future
Strategic Platform for change and agile business processes
Legacy DBs, Custom Apps, File servers and Paper
Enriched Business Processes with content to enable Enterprise Information Management
- 25 - EIM Strategy
Strategy – Value
Category Y/N Explanation
Quality improvement Y - Manage customer complaints - Purchasing based on correct plans and technical drawings
Security improvement Y
- Availability and accuracy of plans and technical drawings - Improved maintenance of trains - Checked and validated information to the driver - Welfare and health of workers - Competence Management
Image improvement Y - Standardization of communication - Faster response to customer complaints and contracts
Services improment Y - Faster response to customer complaints and contracts - Easy access to relevant task-related information
Modernization of equipment Y - Efficient maintainance
Offering improvement N
Result improment Y - Cost reduction through centralized and integrated platform - Cost reduction through more efficient handling of cases/files
Information polilcy improvement Y - Better decisions through improved follow-up of files
Quality & efficiency of internal processes Y
- Standardization of procedures - Standardization of documents - Centralization of documents - Transparent integration with SAP
Learning and growth Y - Changing attitudes to progressive paper reduction - Progressive mastering of new IT tools and applications
- 26 - EIM Strategy
Strategy – Business Documents – Return On Investment
§ Measures to drive productivity and return on investment
§ The implementation of an ERP system realize a good ROI thanks to the decline in inventory costs, increased productivity and the ability to accelerate decisions. Higher productivity leads to a reduction of indirect costs and it is possible to create additional return by reducing the costs related to the management of documents. This cost reduction is done through the introduction of an Enterprise Content Management, reduction of storage and use of copiers. Moreover, from all the lost documents, 7.5% are totally lost and 3% are incorrectly classified. It costs 20 USD for a document to store and retrieve. De worldwide benchmark for the management of a single document is 20 USD or 15 EUR.
§ Starting from the assumption that a worker at least manipulates 1 document per day and working 200 days in a year, we arrive at an average cost of € 3,000 per employee per year.
§ For 2.000 users there is a theoretical cost of 6.000.000 EUR.
§ This cost can be reduced by 50%.
- 27 - EIM Strategy
Strategy – Communication Channel (Portal) – Return On Investment
• “Selection” of 3 important scenarios a) Searching for contact details : 15x a month / user b) Searching for HR Forms/policy : 2x a month / user c) Searching for Corporate information : 2x a month / user
• Time spent to perform the scenarios
– With a poorly designed front end information architecture à 46 minutes / month / user
– With a well designed front end information architecture à 21 minutes / month / user
• Return On Investment with a well designed front end
– Estimated cost reduction per minute per user : 0,58 EUR – 262,5 minutes per year (25 min * 10,5 work months) à for 2000 users à 304.500 EUR / year
- 28 - EIM Strategy
Communication Channels
Strategy – Approach – Initiation (where to start)
Information Architecture
Information Quality
Management
Reference & Master Data Management
Data Warehousing & Business Intellingence
Structured Data
Management
Unstructured Data
Management
Information Governance
Informatie Security
Portal Mobile Devices + others
ERP CRM
+ Reporting
Document Management
System
EIM
Services
Dat
a S
tew
ards
hip
- 29 - EIM Strategy
Strategy – Approach – Initiation (where to start)
To be a good basis for EIM, SNCB should develop the following disciplines supported or not by technology
§ Information Governance
§ To define rules
§ To standardize work procedures
§ Information Architecture
§ To define the landscape of potential information (such as ERP, CRM, Business Intelligence, ECM)
§ To define common information models for a unified and efficient use of information
§ To manage the lifecycle of information
§ To define the various sources for the data set (including master data) for uniqueness
§ Information Quality Management
§ To define quality KPIs
§ To ensure information by checking and cleaning up data
§ Non-Structured Data Management
§ Further development of SAP Extended ECM to manage all types of information which may affect the alignment of information models
§ Further integrating business processes with influence on the information models alignment
§ Information Security
§ Communication channels
§ Further Portal developments for all information types to consume which may affect alignment of information models
- 30 - EIM Strategy
Strategy – Approach – Realization (what we need to do)
1. Define a data strategy that supports the business strategy and objectives.
2. Identify the critical data elements that support the business objectives.
3. Quantify how the management of these data elements creates value.
4. Establishment of a current situation for the critical elements
5. Establish an improvement plan
6. Business and IT alignment behind data standards, rules and processes
7. Creating data standards and processes that support end-to-end business processes rather than ad-hoc projects.
8. Better control and visibility of information via relevant channels
9. The complete management of the information lifecycle (creation / acquisition to retirement / destruction)
10. Measurable results
11. Management of the change cycle
- 31 - EIM Strategy
Communication Channels
Strategy – Approach – Evolution (how far we need to go)
Information Architecture
Information Quality
Management
Reference & Master Data Management
Data Warehousing & Business Intellingence
Structured Data
Management
Unstructured Data
Management
Information Governance
Information Security
Portal Mobile Devices + others
ERP CRM
+ Reporting
Document Management
System
EIM
Services
Dat
a S
tew
ards
hip
- 32 - EIM Strategy
Strategy – Approach – Evolution (how far do we need to go)
In order to ensure quality information, should NMBS the following disciplines develop with or without technology
§ Reference and Master Data Management
§ To keep important information sources in sync
§ Business Warehousing and Business Intelligence
§ To correctly align data models with ERP, CRM and ECM
§ To deliver relevant reporting and KPIs
§ Communication channels
§ Mobile access
§ Data Stewardship
§ EIM Services
- 33 - EIM Strategy
Strategy – Approach – Information Governance – Context
NMBS Business strategy, policies & rules, IT constraints & policies
EIM
Fun
ctio
nalit
ies
Legal
Privacy
ISO certification
Process optimization Project requirements en/of
en/of
en/of
Intellectual property en/of
• Basic documentatiion • Maintainance documentation • IDA (Intelligent Driver Assistance) • HR • CRM complaints handling • Purchasing • Corporate Communication • AXI Case Management • Archiving • …
EIM Governance
- 34 - EIM Strategy
Information Architecture • Folder structure • Typology • Common meta data
model • Autorizations model
Strategy – Approach – Informatie Governance – Model C
hang
e M
anag
emen
t Business governance • Global rules for managing the information • Global content model with local degrees of freedom • Allocation of roles, groups and users
IT governance
Platform governance • Selection criteria and rules about the structure and
management of the platform • Interaction / integration with other platforms and
applications
Operational governance • Management of roles and groups
Management & update of information model • Helpdesk & Quality Control
Program governance (steering commitee) • Coordinate impact of initiatives on program level to
global view
STABILITY SUSTAINABILITY UNIFORMIZATION
STANDARDIZATION
Communication channels governance • Management of roles and groups
- 35 - EIM Strategy
Strategy – Approach – Information Governance – Principes 1/2
• Terminology (Information Types & metadata)
• Pursuit of common terminology
• Consolidation and harmonization
• Codification
• Clear definition
• Consistent use
• Communication Channels
• Streamlining
• Maximize use of electronic media
• Maximum use of functionalities offered by the platforms
• Standardized toolsets
• Tools to access information types
• Distribution / Communication of information
- 36 - EIM Strategy
Strategy – Approach – Information Governance – Principes 2/2
• Version Management – Minor work versions & Major approved versions – Consolidated
• Approval process – Minimal workflow implementation – Extended workflow implementation
• Status follow-up – Control of status values
• Access rights – Maximum granularity folder level – confidentiality – Autorizations through SAP Identity Management – Local access rights through local administrator
- 37 - EIM Strategy
Strategy – Approach – Information Architecture
The goal of the architecture is to support decision making for IT projects so that systems can:
• Increase end-user productivity – eliminate time wasted searching for information – facilitate knowledge generation – increase the speed for analysis and decision – reduce manual effort in processing information
• Reduce overall operating costs – streamline the architecture, information lifecycle management, data marts – eliminate and consolidate databases – eliminate redundant data solutions
• Increase speed to market – provide reusable data assets for solutions and applications – set clear rules for the management of data to be used in projects and
organizations
- 38 - EIM Strategy
Strategie – Approach – Information Architecture – Models / Meta data
Models (global)
• generic categories
• generic attributes
• generic classification
• generic taxonomy
Meta data management (global)
• storing information about other information
• catalog of information assets and their relationships
• create, monitor, improve, define and manage meta data schemes and/or model
• profiling data
- 39 - EIM Strategy
Strategy – Approach – Information Architecture – Aligned to the Organization
NBMS Technics
Missie, visie, strategie en waarden
Beleid
Handboek
Eisen
Wet- en regelgeving
Klanteneisen
Eisen gesteld door de organisatie
Centrale Directie
Vegunningen
Contracten met derden
SLA intern de NMBS-Groep
Doelstellingen
BeLEAN
…
Actieplannen
Globale preventieplannen PBW
Jaaractieplannen PBW
…
Indicatoren, monitoring en meting
Middelen en uitrusting, werkomgeving
Menselijke middelen
Technische middelen
Financiële middelen
Werkomgeving
… Organisatiestructuur, taakverdeling, …
Organisatiestructuur
…
Opleiding, competentie, sensibilisering
Intern overleg en interne communicatie
Verslagen van periodieke overlegvergaderingen
Verslagen comité PBW
Financiële middelen
…
Externe communicatie en verslaggeving
Jaarverslagen interne dienst PBW
Integraal milieujaarverslagen
…
Interne audits
Auditkalender
Verslagen
…
Externe audits
Auditkalender
Verslagen
… Klantentevredenheid
Personeelstevredenheid
Directiebeoordeling
Beheer niet-conformiteiten, …
Ongevallen en incidenten
Klachtenbeheer
Beheersing van documentatie en registraties
Beheersing van monitorings- en meetuitrusting Auditkalender
Risicoanalyses
Beheer van veranderingen
Beheer van noodsituaties
Werken met derden, onderaanneming, uitbesteding
…
HR
Aankoop
ICT
Primaire processen (eigen aan de entiteit)
Beheersing van het product
Beheersing van de werkzaamheden
Ontwerp- en ontwikkeling
… Ondersteunde Diensten
Produktie Traktie
Produktie Materieel
WMS
Studiediensten rollend materieel
TW xxx
CW xxx
TCT xxx
…
NBMS Mobility
NBMS Europe
NBMS Centraal Support
…
At least 56 folders per entity!
entity
entities
- 40 - EIM Strategy
Sales Services
and Customer Management
Planning en execution freight transport en related Services
Planning en execution passenger transport and related Services
Design
Maintenance Rolling Stock
Forecast Rolling Stock
Strategy – Approach – Information Architecture – Aligned to the Value Chain C
ore
Proc
esse
s Su
ppor
t Pr
oces
ses
IT services
Human Resources
Finance & Controlling Bevoorrading & Aankoop
Buildings and installations
Business Intelligence & Enterprise Information Management
Sustainability & Governance, Risk & Compliance
IT services
Human Capital Management
Finance & Control Supply and Purchasing
Sustainability & Governance, Risk & Compliance
- 41 - EIM Strategy
Rollend Materieel
Voorzien Rollend Materieel
Onderhoudsbeleid
Basisdocumentatie
Ontwerp/Studies
Aankoop
Onderhoud
Exploitatiedocumentatie Handleidigen en depannagegidsen
Planning en uitvoering goederentransport…
…
… …
Planning en Uitvoering Reizigersvervoer… Onderrichtingen Reizigersvervoer
Besturingsonderrichtingen
Begeleidersonderrichtingen
Onderrichtingen Reizigersvervoer Internationaal
Planning Reizigersvervoer Termijn planning
Studies en budgettering
Jaarplanning
Korte termijn Strategische / voorbereidende studies
Treinbestuurders
Treinbegeleiders
Stationspersoneel
Rollend Materieel
Opmaak van de beurtregeling op lange termijn
Treinbestuurders
Treinbegeleiders
Stationspersoneel
Rollend Materieel Opmaak van de beurtregeling op lange termijn
Treinbestuurders
Treinbegeleiders
Stationspersoneel
Rollend Materieel
Lijninfrastructuur
Rapportering en Opvolging Reizigersvervoer
Verkoop Densten en beheer Klanten
Lead To Order B2C Binnenlands Reizigersverkeer
B2C InternationaalReizigersverkeer
B2B Binnenlands Reizigersverkeer
B2B InternationaalReizigersverkeer Verkoop en Distributie
B2C Binnenlands Reizigersverkeer
B2C InternationaalReizigersverkeer
B2B Binnenlands Reizigersverkeer
B2B InternationaalReizigersverkeer
Marketing B2C Binnenlands Reizigersverkeer
B2C InternationaalReizigersverkeer
B2B Binnenlands Reizigersverkeer
B2B InternationaalReizigersverkeer
Cammpagne X
Commerciële communicatie
Binnenland
Internationaal Verdelen en verkopen van vervoersbewijzen
Operationele verkoopsondersteuning stations
Verdelen en verkopen van vervoersbewijzen
Stationsbeheer en Stationspersoneel
Beheer Klantenreacties Dossier X
Dossier X
Core Processes
Strategy – Approach – Information Architecture – Aligned to the Value Chain
- 42 - EIM Strategy
Bevooraading en Aankoop
Planning
Coördinatie
Aankoop
Operaties Bevooraading (operatoneel)
Sustainability & Governance, Risk & Compliance Veiligheid
Kwaliteitsbeheer
Schaden
Dossier X
Personeelsbeheer
Loopbaan Functiecatalogus
Stage en proef
Opleidingen
Opleidingsaanbod
Personeelsadministratie Individueel personeelsdossier
Dossier X
Aan- en afwezigheden
Bezoldigingen, toelagen en vergoedingen
HR-organisatie Organogrammen
Personeelsbehoeftenplanning Veiligheid en welzijn
Veiligheidsregister
Core Processes
Financiën & Beheerscontrole
Strategische planning en jaardoelstellingen
Facturatie
Fiscaliteit
Boekhouding
Beheerscontrole
Juridische Aangelegenheden
Litiges
Dossier X Jures
Dossier X
Interne audit(s)
Externe audits
Contractbeheer
IT Services Systeemdossiers
Systeem X
Opleidingsbeheer
Examens en ertificaties
Medisch dossier
Personeelstevredenheid
HR-wetgeving
Gebouwen en installaties
Studie inrichting en uitrusting stations
Aankoop inrichting en uitrusting stations
Stations
Onderhoud inrichting en uitrusting stations Werkplaatsen
Studie uitrusting werkplaatsen
Aankoop uitrusting werkplaatsen
Onderhoud uitrusting werkplaatsen
Beheer wagenpark
Business Intelligence & Enterprise Information Management
Strategy – Approach – Information Architecture – Aligned to the Value Chain
- 43 - EIM Strategy
Strategy – Approach – Information Architecture – Organization vs Value Chain
Based on Organization
Total of 219 entities 34 B-TC / 34 B-MO / 36 B-EU / 49 B-CS / 23 B-CF / 43 B-F
56 folders per entity
12.264 folders
distributed over 4 levels Level 1: Business Unit
Level 2: Entity
Level 3-4: Theme
Level 5 – 6 – 7 : Process/project specific
distributed over 3 levels Level1: Domain based on value chain element
Level 2 – 3: Value chain element
Level 3 – 4 – 5: Process/project specific
130 folders
Based on Value Chain
- 44 - EIM Strategy
Strategy – Approach – Information Architecture – Practical use
Rollend Materieel
Planning en uitvoering goederentransport…
Planning en Uitvoering Reizigersvervoer…
Verkoop Densten en beheer Klanten
Bevooraading en Aankoop
Sustainability & Governance, Risk…
Personeelsbeheer
Financiën & Beheerscontrole
IT Services
Gebouwen en installaties
Business Intelligence & EIM
B-TC
B-TC.1 B-TC.4
B-TC.41
B-TC.43
B-TC.9
Portal Organization
Portal Localization
Portal Function Other Media
Function Intelligent Driver Assistant
Information Management Value Chain
- 45 - EIM Strategy
Strategy – Approach – Information Architecture – Benefits
Robust and flexible for organizational changes
Shallow and user-friendly structure
Relation between structure and homogeneous user groups
Homogeneous use of metadata and classification(s)
Inline structure Portal – SAP – xECM
Matched to performance (process / people / system)
- 46 - EIM Strategy
Strategy – Approach – Information Quality Management
All processes require ACCESS to HIGH QUALITY DATA
360° View Process Integration Rig
ht T
ime R
ight Place Quick Search
Central Repository Structured / Unstructured Data Standardization of procedures
GOVERNANCE of the information lifecycle Tracability
Auditabilty
- 47 - EIM Strategy
Strategy – Approach – Information Quality Management
• Accuracy The extent to which the data reflect reality
• Completeness The extent to which data are not missing
• Consistency The extent to which different data generates no conflict on the same underlying data object
• Integrity The extent to which important relationships are not missing data
• Up-to-dateness The extent to which data is sufficiently up-to-date
• Uniqueness The extent to which the data of one set of columns are not repeated
Quality management activities Data Cleansing, Data Enrichment, Data Matching, Data Scorecards
- 48 - EIM Strategy
Strategy – Approach – Unstructurde data management
Automate filing and indexing
Define, control and accelerate decision processes Empower teams with internal and external users to collaborate efficiently Enable consistent document handling and Microsoft Office Integration
Provide secure native access to SAP and non-SAP users. Enable 360° view on documents.
Consolidate repositories and storage management
Control the content and reduce compliance costs
- 49 - EIM Strategy
Strategy – Approach – Unstructured data management – Benefits
Activities Goals Current situation
• Common platform • Common attributes for classification • General business vision
• Legacy systems • Common rules but local applications • Local methods
• History, traceability • Distribution of management
• Removal, loss of information • Locally stored management
• Shared access to all kinds of documents • Integration between documents and SAP • Direct access via portal / Wind.Expl. /
Outlook / SAP
• Access with focus on the request • Local and non-integrated visibility • Local access db, lotus, others
• Shared storage platform • controlled lifecycle • Controlled user access (profiles)
• Deviating Legacy storage • Multiple systems ... less control • Controlled access by system / user
• Latest version & history and access to all versions
• Control of documents by statuses
• Latest version • Control of documents on / off
- 50 - EIM Strategy
Strategy – Approach – Information Security
Protection of data against abuse by:
• Standardized guidelines for the treatment and disclosure of information that meets the regulatory and privacy requirements
• A security infrastructure that ensures that individually identifiable information is stored in a protected environment
• Audit trails and controls to a consistent view of information to ensure consumption
• Disaster recovery strategies that prevents the loss of this critical enterprise asset
• A data architecture strategy that ensures acceptable performance of the information distribution mechanisms
- 51 - EIM Strategy
Strategy – Approach – Communication channels – Practical
• Channel specifications – Profiles – Devices – Front end technologies (choice matrix) – Environment & connectivity
• Design patterns (template control)
• Central style guide
• Methodology : Top down & Bottom up iterations
• User Centric Design vision
- 52 - EIM Strategy
Strategy – Approach – Communication channels – Intranet Challenges
• Central Intranet Portal Governance & Editorial team • Central & per Domain / Theme • Vision to determine and support • Design guidelines • Monitoring of web content "Writing for the Web" • Liability & Responsibility for the protection of sensitive information
• Theme based information architecture • Safety, trainings, careers, contacts, charts, ... • Theme manager? Process-based?
• Web coordinators per themas • Organizational risks (especially in certain departments) • Change Management • "On the Field" interviews required for proper theme and top tasks analysis
• Approval flows & moderation • Publication to a certain theme / channel
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Strategie – Approach – Communication channels – Intranet value
• Cost reduction • Removal of local intranets. (Hardware, maintenance, support, content maintenance) • Reduction of IntraWeb costs from the PC-seat costs
• Cost avoidance • Avoiding new non compliant infrastructure such as local web servers, SharePoint
environments, ... • Avoiding training in back-end applications for infrequent users • Reduce the risk of errors due to poor information flow
• Higher Effectiveness • The right information to the right person at the right time. • Findability of information without human intervention • Improved discoverability of applications • Improved usability of webified applications
• Better Efficiency • An information architecture, 1x defined, re-used • Common processes for channeling content • ONE set of roles and responsibilities
- 54 - EIM Strategy
Strategy – Approach – Communication channels – Conceptual model
Thematic information architecture
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- 55 - EIM Strategy
Resource + Contact
Stéphane Haelterman Program Manager