architecting modern informaiton systems m4 information architecture

Architecting of modern information systems

Module 4Information architecture

A. Samarin

Architecting of modern information systems - Module 4 2

• 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

Enterprise Content Management (ECM)

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

Many tools

Advantages of the corporate ECM platform

Platform 1 Platform 2Platform 3Generic web-

development platforms

DEVELOPMENT

Functionality

Basic features of a common ECM platform

Advanced features of a common ECM platform

Company-specific features

Process-centric integration

• Current development cost & time for a collaborative application– Cost: 40 – 200 Krub– Time: 0,5 – 2 years

• Corporate platform program cost & time– Cost: 600 Krub– Time: 1 year

• Expected development cost & time for a collaborative application within the corporate platform– Cost: 20 - 60 Krub– Time: 2 - 5 months

Financial estimations

N apps.

Without common platform

With common platform

• Information related to department’s internal functioning– correspondences, meetings, contracts, suppliers, consultants,

internal 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.

Typical departmental Group Productivity Environment (GPE)

AS-IS : No group productivity environment (GPE)

SAP E-mail ARCHIVE Shared filesIntranet

TO-BE: GPE collects data and information around the business needs

SAP E-mail

Unified (SharePoint) platform

ARCHIVEGPEnGPE1IntranetGPE

1) DUET (SAP+Microsoft product)

IBM Content Collector for SharePoint

Operation-centric environment and the core business process work TOGETHER

SharePoint platform

TO-BE: Inside platform (1)

GPE3GPE2Intranet GPE1

SharePoint platformenvironments

Production

Staging

GPEn…

Training

Integration

Development

SAP ARCHIVE

Production A

Staging A

GPEn…

Training B

Integration C

Dev A1

Production B Production C

Staging B Staging C

Training C

Dev A2

Integration A

Dev C1 Dev Cn…Dev B1

Integration B

Training A

SAP ARCHIVE

Stage 1 – Finalise logical and physical architectures

Production

Staging

GPEn…

Training

Integration

Development

Step 2 – Build minimal operational environments

Production B

Dev B1

Integration B

GPE3GPE2GPE1

Step 3 – Implement 3 typical GPEs

GPE3GPE2GPE1

Training B

Production B

Staging B

Dev B1

Integration B

Step 4 – Validate all advanced SharePoint features

GPE3GPE2GPE1 GPEn…

Training B

Integration C

Production B

Staging B Staging C

Integration B

Step 4 – Prototype the corporate Intranet

Staging A

GPEn…

Training B

Integration C

Dev A1

Production B

Staging B Staging C

Dev A2

Integration A

Integration B

Step 5 – Provide integration with the main corporate information resources

Production A

Staging A

GPEn…

Training B

Integration C

Dev A1

Production B

Staging B Staging C

Dev A2

Integration A

Integration B

Training A

SAP ARCHIVE

Step 6 – Implement all foreseen GPEs

Production A

Staging A

GPEn…

Training B

Integration C

Dev A1

Production B Production C

Staging B Staging C

Training C

Dev A2

Integration A

Integration B

Training A

SAP ARCHIVE

• 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

Document life-cycles (1)

• 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

Document life-cycles (2)

Active availability

Creation

In-active availability

Publish

Long-term archive

Destroy

Formal actions including recordsmanagement

Key:Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)

One version case

Active availability

Creation

In-active availability

Publish

Long-term archive

Destroy

Edition 1 Edition 2 Edition 3Key:

Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)© A. Samarin 2012

A few versions case – typical for organisational documents

Document evolution during creation phase

Publish

Version 1 Version 2 Version 3Key:

Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)Document with no clearly defined destiny (preserve or destroy)

Version 4

Creation in more details

Document evolution during creation phase

Publish

Version 1 Version 2 Version 3Key:

Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)

Version 4

Role B

Role A

Creation in more details – more roles

Operationalinterest

Active

Historical interest

Publish or Close

Long-term archive

Destroy

Finish of business case

Start of business case

Finish of retention 1

Finish of retention 2Key:

Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)© A. Samarin 2012

A compound document case – typical for business documents

• 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.

RM terminology (1)

• 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”).

RM terminology (2)

• operational (close to the working place, e.g. in the corridor)

• intermediate (in the attic or basement)• historical (in a specialised external place)

Types of archives

• 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

Filing plans

• documents de fonction• documents de gestion

Two main types

• 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

Retention schedules (1)

Architecting of modern information systems - Module 4

• Typical end-to-end business process

• But, the “white space” is the place where records are emerging

• Let us make it explicit as important intermediate events

Build RM into business processes: capturing of records (1)

Find client Fullfil contract

Prolongate contractSign contract

Find client Fullfil contract

Prolongate contractSign contract

• If an artefact is versionable then recording of its ID is sufficient

Build RM into business processes: capturing of records (2)

Documents DataRulesRoles

Audit trails

Business process instance

Events

Particular version

Records

• Align access rights with the work to be done

Build RM into business processes: access control (1)

Do something

Grant necessary rights to a person who will carry out this activity to access involved business objects

Revoke previously granted rights

• Align security with the work progress (preparation of an organisational document)

Build RM into business processes: access control (2)

Personal version

Committee review

Management approval

Group drafting

Private Confidential Secret Top-secret Public

• Well-known regulations: Sarbane-Oxley, Basel II, etc.

• Again, business processes can be instrumented to provide the documentation critical to compliance

Regulatory compliance and BPM

Data warehouse

…SAP SUMMIT Other data

sources

Integration

Analysis

Other models

Data marts

Corporate BI platform

Delivery

Other dashboards

Data tierEnterprise data model

Reports, events, alerts, analytics, indicators, cubes, predictions, etc.

Business Intelligence (BI) framework

Enterprisedata warehouse

Risk-related rules, logic and knowledge

Risk-related events, reports, alerts, indicators, etc.

Enterprise document management and collaboration

Enterprise Risk Management (ERM)

Risk monitoring and evaluation

Risk mitigation

Normal operations

Enriching business processes by risk management

• 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

IT capabilities view

• Add to your “chocolate cake” process some risk-management controls

Homework 4-1

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