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AV-20 Best Practices for EffectiveDocument and Knowledge Management

Douglas J. VargoVice President,Information Management Practice

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To be removedTitle: Best Practices for Effective Document and Knowledge

ManagementAbstract: Plant floor workers are inundated with information, both digital

and paper-based. A methodical approach to how teams cancollaborate with one another and create, share, and managedocuments that support the work day is absolutely necessary. Thealternative is information mayhem.

This session will focus on what it takes to develop a strategy fordocument and knowledge management as it relates tomaintenance and inventory using the Avantis extensions, and howto use best practices around workflow, version control, and othercapabilities to streamline collaboration and reduce risk. We willlook at how tools such as Microsoft SharePoint, OpenText, andEMC Documentum can support this strategy with practicalapplications.

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Plant floor workers are inundated with information, both digitaland paper-based. A methodical approach to how teams cancollaborate with one another and create, share, and managedocuments that support the work day is absolutely necessary. Thealternative is information mayhem.

This session will focus on what it takes to develop a strategy fordocument and knowledge management as it relates tomaintenance and inventory using the Avantis extensions, and howto use best practices around workflow, version control, and othercapabilities to streamline collaboration and reduce risk. We willlook at how tools such as Microsoft SharePoint, OpenText, andEMC Documentum can support this strategy with practicalapplications.

Paragon Solutions Introduction

Strategy consulting and systems integration teamsdelivering business value

Multiple domain practices with solutions focused onspecific client objectives

e.g. Enterprise Asset Management, DocumentManagement, Information Management, PostImplementation Support Services, Migration,Information Governance, etc.

A proven delivery track record leading enterprise-wide initiatives, synthesizing business and IS/ITand demonstrated return on investment...

Invensys/Avantis Partnership for EAM Solutions

Paragon Solutions is an enterprise informationsolutions company that helps firms leveragetechnology to achieve better business results.

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Corporate FactsGlobal Presence & Clients

6 U.S Offices; 2 overseas offices

Over 600 dedicated employees

Multiple technology partnerships

Privately owned, 30-year history

Strategy consulting and systems integration teamsdelivering business value

Multiple domain practices with solutions focused onspecific client objectives

e.g. Enterprise Asset Management, DocumentManagement, Information Management, PostImplementation Support Services, Migration,Information Governance, etc.

A proven delivery track record leading enterprise-wide initiatives, synthesizing business and IS/ITand demonstrated return on investment...

Invensys/Avantis Partnership for EAM Solutions

40% of business activities rely on information captured indocuments, spanning customer-facing processes in sales andmarketing; non-customer-facing processes in HR, manufacturing,and other back-office operations; and processes that manage riskaround business continuity and information security

71 % stated they would have better business oversight and controlif they improved their internal document process

67% said it would reduce regulatory compliance risk over half of allsurvey respondents said improving processes would have an impactacross a broad range of risk mitigation and management areas

75% of respondents experienced serious business risk and/orcompliance issues as a direct result of ineffective documentprocesses over the past five years.

45% of respondents reported that document driven processes theyhad personal knowledge of were not efficient or effective.

Not sure what I am doingwith this yet?

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40% of business activities rely on information captured indocuments, spanning customer-facing processes in sales andmarketing; non-customer-facing processes in HR, manufacturing,and other back-office operations; and processes that manage riskaround business continuity and information security

71 % stated they would have better business oversight and controlif they improved their internal document process

67% said it would reduce regulatory compliance risk over half of allsurvey respondents said improving processes would have an impactacross a broad range of risk mitigation and management areas

75% of respondents experienced serious business risk and/orcompliance issues as a direct result of ineffective documentprocesses over the past five years.

45% of respondents reported that document driven processes theyhad personal knowledge of were not efficient or effective.

IDC Report 2012

An example…A pump is due for PM and the Planner and Technician are planning andexecuting the work order. They need to easily access all referencedocumentation for the job – without risk of using out-of-dateinformation…

• How does he know that he has themost recent documentation toensure he performs the tasks inaccordance with approvedprocedures and specifications?

• What are best practices or tipsfrom pervious technicians workingon this pump?

• How can the technician quicklyhave access to all relevantdocuments?

• How can the technician collaboratewith colleagues

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• How does he know that he has themost recent documentation toensure he performs the tasks inaccordance with approvedprocedures and specifications?

• What are best practices or tipsfrom pervious technicians workingon this pump?

• How can the technician quicklyhave access to all relevantdocuments?

• How can the technician collaboratewith colleagues

WHAT IS DOCUMENTMANAGEMENT?WHAT IS DOCUMENTMANAGEMENT?

What is Document Management?

Document management is the practice of storing, managing andtracking electronic documents and images of paper based informationcaptured through the use of a document scanner. The principal reason forstoring the documents in a document management system is to ensurecontrol and so users who need to access the information stored in thosedocuments can do so quickly and easily.

Key DM features are:

• Templates & Forms• Check-in/check-out and document lock down• Version Control• Roll back• Audit Trail & Historic Reference• Annotation and Watermarking• Workflow & Review and Approval

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Document management is the practice of storing, managing andtracking electronic documents and images of paper based informationcaptured through the use of a document scanner. The principal reason forstoring the documents in a document management system is to ensurecontrol and so users who need to access the information stored in thosedocuments can do so quickly and easily.

Key DM features are:

• Templates & Forms• Check-in/check-out and document lock down• Version Control• Roll back• Audit Trail & Historic Reference• Annotation and Watermarking• Workflow & Review and Approval

Document Management and CollaborationCollaboration tools can be used as an effective tool for managingdocuments and for optimizing collaboration through out an organizationfor internal problems solving, and for use of Avantis (especially withinlarge organizations).

Fast and easy access todocuments based onEntity and document type

Integration withAvantis

Problem solving forumto connect engineers,maintenance staff, FAQ,Tips, etc.

Avantis Help andTraining Section

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Fast and easy access todocuments based onEntity and document type

Integration withAvantis

Problem solving forumto connect engineers,maintenance staff, FAQ,Tips, etc.

Avantis Help andTraining Section

How Can an Effective Document ManagementStrategy Benefit You?

• Provides a common template and authoring criteria• Ensures the most current version of documents such as labor,

material, tools, drawings, subcontractor requirements and safetyinformation can be identified on work orders to support proactivemaintenance activities

A Solid DM Strategy supports the alignment of all of the OperationalExcellence areas – Environment and Safety, Assets Management andControl, with a strong emphasis on empowering your business in thefollowing ways:

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• Provides a common template and authoring criteria• Ensures the most current version of documents such as labor,

material, tools, drawings, subcontractor requirements and safetyinformation can be identified on work orders to support proactivemaintenance activities

• Automatically linked documents toPM / job plans / work orders

• Limit duplicates• Information Model Supports Enterprise

Search, Reporting and Analytics• Improved safety, regulatory compliance

and reduced overall risk

GETTING STARTED…CREATING A DMSTRATEGY

GETTING STARTED…CREATING A DMSTRATEGY

Keys for Delivering Document ManagementDocuments are the primary medium through which employees shareideas and information of all kinds — with other employees, customers,suppliers, partners, shareholders, and other stakeholders.

• Build Consensus• Planning• Focus on the Document Lifecycle• Define the Information Model• Underlying Governance• Paper has not gone away• Integrations• Change Management and User

Adoption

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• Build Consensus• Planning• Focus on the Document Lifecycle• Define the Information Model• Underlying Governance• Paper has not gone away• Integrations• Change Management and User

Adoption

Planning

• People, Process, Information andTechnology

• Phased base Approach.. Buildingblocks

• Plan for the Business Adoption of theChange

• Define your Information Architecture

• Identify key systems for integration

• Engage Records Management andLegal

Start with the Fundamentals…..

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• People, Process, Information andTechnology

• Phased base Approach.. Buildingblocks

• Plan for the Business Adoption of theChange

• Define your Information Architecture

• Identify key systems for integration

• Engage Records Management andLegal

Document Management LifecycleDocument

TypesControlled Lifecycle Management

Create Review Approve

Effective

RetainRetire Dispose

• Calibration Methods• SOPs• PM Procedures• Safety Procedures• Lock-out/Tag-out• Checklists• Vendor Manuals• Quality Manuals• Training Materials• Regulated Content• Other ControlledContent

Wor

kflo

ws

Wor

kflo

ws

Life

cycl

eLi

fecy

cle

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• Calibration Methods• SOPs• PM Procedures• Safety Procedures• Lock-out/Tag-out• Checklists• Vendor Manuals• Quality Manuals• Training Materials• Regulated Content• Other ControlledContent

Wor

kflo

ws

Wor

kflo

ws

Cap

abili

ties

Cap

abili

ties • Workflow • Security • Doc Numbering • Metadata • Templates

• Versioning • Overlays • Reporting • Notifications • Auditing

• eSignature • Search • Retention • Annotations • Legal Hold

Governing The Lifecycle of Information

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Converging Capabilities of ECMKnowledge Management• Tacit• Explicit• Social• Sharing• Curated

Content Management• Templates• Versioning• eSig• Doc Num• Audit Trails

ECM

Portals

Process Compliance

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InformationGovernance• Information Security• Retention and Archiving• Regulatory and Legal

Compliance

Analytics• Search and Discovery• Mining• Semantic Intelligence

Content Management• Templates• Versioning• eSig• Doc Num• Audit Trails

ECM

ContentSearch

A Focus on the Information ModelEstablishing a defined enterprise information model and taxonomy as a standardbased on existing business and compliance rules that align with master data andenterprise architecture initiatives will drive better quality and effective migrations

Inventory Types of Documents

Content Classification Typesand Subtypes

High Level Business ProcessesMaps and Associated Documents/

Web Content/Digital AssetsLifecycle

Consistent Meta Data AppliedThrough Auto-tagging and

Auto-categorizationAutomated Workflow and

Electronic Signature

Cabinet/Folder Structure Security

Business Rules

Taxonomy

Know your content, then evolve the model

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Inventory Types of Documents

Content Classification Typesand Subtypes

High Level Business ProcessesMaps and Associated Documents/

Web Content/Digital AssetsLifecycle

Consistent Meta Data AppliedThrough Auto-tagging and

Auto-categorizationAutomated Workflow and

Electronic Signature

Cabinet/Folder Structure Security

Business Rules

Taxonomy

A common model is key to breaking down silos

Incorporate key informationgovernance needs in the model right

from the beginning

Content GovernanceA migration effort governed by an enterprise information model acrossthe end-to-end content lifecycle can break down information silosimproving findability, shareability, and information security.

InformationGovernanceInformationGovernanceAuthor ControlAuthor Control

Information GovernanceInformation Governance

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Integrating Document Management withEnterprise AppsIntegrate Document Management systems into EnterpriseApplications for end-to-end Process Automation.

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Best Practices in DMSome of the components required to ensure successful uptake by theuser community, and the delivery of long-term value

Content is king• Content Management• Controlled Tagging• Functional repositories

Content is king• Content Management• Controlled Tagging• Functional repositories

Context is King• Information Management• Process, Worker, Community• Auto Tagging, Rating• Use vs.. Find

Context is King• Information Management• Process, Worker, Community• Auto Tagging, Rating• Use vs.. Find

User Experience

Content Governance

Content Integration

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Document Control• Lifecycle• Regulated content classified• Consolidation• Compliance

Document Control• Lifecycle• Regulated content classified• Consolidation• Compliance

Information Governance• All information is classified• Master Data Management• Enforced Retention, Archiving• Defined Stewardship, Access

Information Governance• All information is classified• Master Data Management• Enforced Retention, Archiving• Defined Stewardship, Access

Content Sharing and Reuse• Publishing• Repurpose• Separate tracking systems

Content Sharing and Reuse• Publishing• Repurpose• Separate tracking systems

Knowledge Sharing and Reuse• Collaboration• External Partners• Topic-based• Milestones and Views

Knowledge Sharing and Reuse• Collaboration• External Partners• Topic-based• Milestones and Views

Content Integration

ConvergingCapabilities

ECM Consolidationand Expansion

Information Model

ECM Program

4. Technician goesto the Pump Entity

and Views thedocumentation

3. MaintenancePlanner browses andattaches a “link” tothe most current

version” in the DMS

1. User createsdocument in DMS

An example…A pump is due for PM and the Planner and Technician are planning andexecuting the work order. They need to easily access all referencedocumentation for the job – without risk of using out-of-date information.

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4. Technician goesto the Pump Entity

and Views thedocumentation

2. Document isreviewed and

agreed

Reporting,Governance andAnalytics

5. Document Control Usersmanages documents to ensurethey are frequently reviewed

and are current

Going further…

1. Technician goesto the Pump Entity

and Views theDocumentation

Our vision is not only to provide easy access to the mostcurrent version of documentation… but to enable a full

knowledge base to support task execution

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2. Technician canSearch for related

documentationacross other areas

3. Technician has accessto a Knowledge

Community (FAQs, CriticalReads, Tips and Tricks,

Analytics, MSDS Source…specific to the job…andcan provide feedback)

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Deployment and Change ManagementA key component of any DM strategy is that ofsuccessfully managing the impact on theindividuals to the change. Your organizationmust plan for the strategies to ensureadoption of the new documentmanagement strategy and integration.

Key Change Activities• Document the difference between

the current and future-state forcommunication and training

• Involve the business early andoften though out the process

• Provide White Glove Support• Develop Business Communications

Plan• Determine Post Go Live

Compliance Metrics, to assessbusiness uptake of the system

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Key Change Activities• Document the difference between

the current and future-state forcommunication and training

• Involve the business early andoften though out the process

• Provide White Glove Support• Develop Business Communications

Plan• Determine Post Go Live

Compliance Metrics, to assessbusiness uptake of the system

Key TakeawaysDM is a mature, well understood field. DM

people should design DM solutions, notdesigned to a technology but your needs

Faster, Agile service is needed to keep up withbusiness demand

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Most are limited more by the Information Modelthan the Technology Platform

Focus on User Adoption

Thank you.Stop by our booth

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