AIIM Ottawa June 15/11 - Information Governance and Microsoft SharePoint

Blair Cribb BSc. M.B.A.Productivity Solution SpecialistFederal Government

SharePoint Governance – finding the right balance

Tuesday, June 21, 2011

Blair Cribb BSc. M.B.A.Productivity Solution SpecialistFederal Government

SharePoint Governance – finding the right balance


Agenda• People, Process, Technology• What Problem are we solving• Why is it so hard• How to get started


Skill testing question

What is one attribute that the most successful SharePoint clients in the

Canadian Federal Government have in common?


Success is Not Just About Technology

Support

Training

CommunicationPolicies

Technology

DocumentationDeployment


Success is Not Just About Technology

20%Support

Training

CommunicationPolicies

Technology

DocumentationDeployment


Key to successful IT/IM projects

CONTENT

Practices Mike Hammer - BPR


Readiness for Change = ƒ(CV x LA x SU x WIFM)

Where:CV = A Compelling VisionLA = A Logical ApproachSU = A Sense of UrgencyWIFM= What’s in it for me

Change will only occur if:Readiness for Change is greater than the Perceived Cost of Changing.

Why don’t (won’t) we change?


What problem are we trying to solve?

•Records Management• Information Management•Knowledge Management


Records ManagementCompliance• TB Policy on Information Management

− MAF scorecard− ATIP, LAC Act, Criminal Records, Copyright….

• Standard for Electronic Documents and Records Management Solutions (EDRMS)− Technical ICA Module 2− When investing in an EDRM solution, departments are required

to use products, licenses, or services resulting from government-wide procurement processes undertaken by PWGSC.− The departmental IM Senior Official is responsible for submitting a

justification for any proposed alternative to the products or services made available as a result of government-wide procurement processes. The justification is to be provided to the Government of Canada's Chief Information Officer prior to any investment.

− The justification should include: the departmental IM Strategy and implementation plan, and be accompanied by a strong rationale (including cost effectiveness) to support the proposed alternate solution.


SharePoint for Records Management

SharePoint complies with ICA Module 2, the Treasury Board Technical Standard for RM with 3rd party products for the following gaps:• The management of Physical Records• Managing email as a record• Classification


Information ManagementCreate

Capture

Seek Feedback

Refine

Store

Manage

Translate

Disseminate


Knowledge ManagementExplicit vs. Tacit knowledge

Explicit80%

Tacit20%

Early 20th century activity

Explicit20%

Tacit80%

Early 21st century activity


THE KNOWLEDGE MANAGEMENT CHALLENGE

All users are uniqueUsers don’t like changeKnowledge is power sharing diminishes powerCompensation drives behaviourUser experience is crucial to adoptionNot all knowledge is created equal Explicit vs. Tacit knowledge


Technology Adoption Lifecycle it’s hard to teach an old dog new tricks

Early Adopters

0% Number of business consumers 100%

Early Majority Late Majority

Laggards

Everett Rogers – Diffusion of Innovations - 1962

The chasm


How to teach an old dog new tricks• Great search is critical

– Little to no change in the user experience– Search relevance is everything

• Web 3.0 – Semantic Web– People search is key to discovering tacit knowledge

• Make the new tricks seem like the old ones– Simple example

• Deliver new user experiences using old technology– Social experiences Using Outlook Social Connector

• Keep it personal – start with the MySite• Laggards don’t change – forced change is necessary

– Block the ability to send email attachments


The diamonds are Management Reviews,which focus on keyIT managementcontrol points

The bulleted items areService ManagementFunctions, which provideprocess guidance

Microsoft Operations Framework 4.0


THANK YOU
