Building the Foundations for a Shared Enterprise Information
Architecture
Nicki McLaurin SmithDirector, Information Management
Information ServicesThe University of Melbourne
Information Architecture in the Public Sector June 2006
Definitions> Architecting Change >
Information Architecture is a foundation discipline describing the theory, principles, guidelines, standards, conventions and factors for managing information as a
resource. It produces drawings, charts, plans, documents, designs, blueprints and templates, helping
everyone make efficient, effective, productive and innovative use of all types of information.
Evernden, R. “Information first: integrating knowledge and information architecture for business advantage”. Elsevier, 2003, p.1.h
Information Architecture in the Public Sector June 2006
Definitions> Building the Foundations >
Enterprise Architecture … comprehensive and rigorous method for describing a current / future
structure for an organization's processes, systems .. so that they align with the organisation's
core goals and strategic direction
www.wikipedia.org
Information Architecture in the Public Sector June 2006
Collins Street, Melbourne, 1839. Watercolour by W. Knight
Collins Street, Melbourne 2003
Definitions> Building the Foundations >
When information architecture must influence an enterprise's overall information management -- process, policy, and implementation -- then IA
becomes Enterprise IA.
“IA: Not Just for the Web Anymore” Dan Brown, Lou Rosenfeld, James Melzer, James Robertson, Seth Earley http://www.iasummit.org/2006/
Information Architecture in the Public Sector June 2006
Definitions> Building the Foundations >
Because the outcomes of Information Architecture lie in a built world …it can be very difficult to set useful boundaries on the subject. Indeed, like the field of Human-Computer Interaction, Information
Architecture is a boundless domain. How do we flourish in a boundless domain?
Hendry, David G. “Building bridges between information behaviour research and information architecture”. http://www.iasummit.org/2006/files/181_Presentation_Desc.pdf
Information Architecture in the Public Sector June 2006
Context of change
Information Architecture in the Public Sector June 2006
> University of Melbourne 1853 – 2006 >
"To make the University of Melbourne one of the finest universities in the world.“ 1996 and 2006
Information Architecture in the Public Sector June 2006
The University reaffirms its commitment to be 'one of the finest universities in the
world'.
Melbourne's academic programs should form a tightly-wrapped spiral of distinct but related activities research, teaching and knowledge transfer - that together
define the institution's character.
> 2006-2015 > a triple helix vision >
Growing Esteem: new strategic direction
> University of Melbourne 2006-2015 >
Growing Esteem: new strategic direction
By 2015Destination of choice, site of world-significant researchMelbourne / “Bologna” Model in place
Information Architecture in the Public Sector June 2006
Staff and students unable to find the information they need, due to information
silos; duplication of content, content systems and infrastructure; no policies for
information sharing and preservation, difficulty in finding the single source of the
truth.
> Devolved organisation > legacy/shadow systems >
Business Problem
HR, Finance, Research enterprise systems, web redevelopment/CMS providing a foundation for future
information sharingr.
Information Architecture in the Public Sector June 2006
Information technology backbone of University's knowledge management capability, critical to
developing closer links between teaching, research and knowledge transfer.
2006 priorities include:e-research strategy; student and research portals; digital repositories for scholarly output; redeveloping the University's web site; using IT to promote the University's cultural collections.
> Infrastructure and knowledge management >
Growing Esteem: binding the strands together
Corporate – administrative,
marketing web/email/docs/records/
databases
> Information domains >
The information we manage
Research / e-research
cultural collections
e-scholarship
Learning and teaching
New VP Information March 2004 (CIO/CKO/UL/EdTech)
$24m Information Projects Portfolio Jun04 (Technology)
Information Strategy– Information Management Plan – Information Principles– Information architecture
Governance structures (process)Divisional re-alignment (people)
– to provide greater leadership for the University– To get ‘closer to the client’
Framework for change
STRATEGY > People > Process > Technology >
> Information Division “Realignment” Oct 2004 >
People
Information Architecture in the Public Sector June 2006
> Information Management Program June 2005-Jan 2006 >
People
Information Architecture in the Public Sector June 2006
driving enterprise information management
> Information Architecture Group > Matrix approach
Information Architecture in the Public Sector June 2006
enterprise applications architect
infrastructure architect
information architect
People
driving enterprise architecture
Process: Information Management Plan
Information Architecture in the Public Sector June 2006
> Information Principles >
• Information is a strategically important resource• Enterprise information will be centrally managed• University information will be accurate • Information will have an identified source and custodian• Information and information systems will be accessible • Information management will comply with statutes • Information will be managed according to agreed security, archiving and disposal regimes• The University has an open information policy process
Assistance from Monash University and Dr. Andrew Treloar
How we do we operationalise these principles?
Information Architecture in the Public Sector June 2006
> Information Principles >
• Significant problems of ownership of information over organisation boundaries
• How to recognize the same information in different contexts• Enterprise Information Architecture
“roadmap” required ….
Process: Governance/Planning
Learning and Teaching
Research
Knowledge Transfer
Strategic Plan 2006
INFORMATION PROJECTS PORTFOLIO
INFORMATION MANAGEMENT PLAN
Information (and IT) Principles and PoliciesInformation (and IT) Architecture
“Growing Esteem” – Melbourne Model to 2015
Infrastructure Committee
Planning and Budget Committee
Project Governance
Information Architecture in the Public Sector June 2006
> Process>
PROJECT – Project Manager
STEERING COMMITTEEBusiness Sponsor – Academic/ Administrative Decision-
MakerChair
Service Owner and Senior SupplierStakeholder Representatives
Implementation Committee
Technical / Other Committee
Infrastructure Committee
People > Process > Technology > Culture >
Challenges
Information Architecture in the Public Sector June 2006
• Startup mode for IM and EA• Current state (what is) fragmented• Future state (what will be) undeveloped• Project portfolio driving behaviour
People > Information Architecture Group >
Challenges
Information Architecture in the Public Sector June 2006
Startup group, challenges on every level
language > methodology >
culture > gender >
staffing >
Challenges; managing the projects…
Progress
Information Architecture in the Public Sector June 2006
People > Process > Technology > Culture >
• Architects “forming, storming, norming”• Project engagement process in place• Architecture developing “around” projects
• e-scholarship & e-research, corporate
• IM consultancy / artefacts • embedded in major change projects ie IT Shared Services, Themis Research, eXchange CAE
DRAFT Enterprise Architecture Roadmap
Information not managed in a coordinated manner
Current State
Information not shared by the University community
Disparate and non integrated applications across departments,
faculties, and divisions.
Non-industry standard technologies and non-evolvable architecture
No Disaster Recovery or Business Continuity
Inadequate planning to cope with increasing
demand for availability, capacity and performance
Information managed as a strategic asset to create
value
Future State
Information accessible, timely and relevant
Business aligned centrally supported and
integrated services
Standards based technologies and service
oriented architecture
Better asset lifecycle management
Service responsiveness
Digital AssetManagement
Executive Information
Management
Managing Information Quality at Source
Information Management
based on Value
Management
Redevelop Web Presence
University Information
Model
Commercial-isation of
Information Assets
Flexible Access
Channels and Tools
Adopt open standards for all
technologies
Innovative & High Value Services from in-house &
open source components
University-wide Business
Services Modeling
Business Process
Integration using BPM
technologies
Adopt web services and
messaging for integration
Single sign-on
Standard Operating
Environments
Multiple providers strategy
Distributed data centres
Asset monitoring and
configuration management
Selective sourcing of
infrastructure services
Own high value infrastructure
(e.g. Research)
Potential Initiatives
Information
Application
Infrastructure
Ad-hoc solutions delivering narrow benefits
Holistic solutions maximising enterprise
value
Architecture Baseline
Assessment
Develop future EA beyond
minimum services
Differentiated Channel
Applications for User
Segments
Common Faculty &
Dept. Applications
Enterprise
Retire or wrap nonstandard-
based applications
‘Shared’ Infrastructure
with other universities
Operating Risk Management
Divest low-value and non-core
application services
Lifelong Services for Users
Information Architecture in the Public Sector June 2006
> Staff View > ePrints/Themis Research >
Profiling Melbourne scholars and their work with a “create once and re-use” approach
How we focused the University’s attention on information management practice, (and raised the
profile of our institutional repository ePrints) by producing a ‘research profile’ website from corporate
data.NLA Innovative Ideas Forum, April 3-4, National Library of Australia
http://www.nla.gov.au/initiatives/meetings/documents/iifport.ppt
Case Study: Research Domain
> Information “silos”>
“I want to enter my publications information ONCE, instead of once for DEST reporting, again in Themis, again for my CV’s, again in the repository, again for my web page … that way I know it is correct …you can re-use it as
much as you need to…”
Senior Lecturer, Melbourne Law School, 2004
Information Architecture in the Public Sector June 2006
Business Problem
Principles in action
Information Architecture in the Public Sector June 2006
> Information Principles >
• Information is a strategically important resource• Enterprise information will be centrally managed• University information will be accurate • Information will have an identified source and custodian• Information and information systems will be accessible
Information Services
Faculties & Departments
HR Administration
FinanceStudent
Research
•ePrints
•Person details
•(Qualifications)
•Publications
•Grants
•Qualifications
•Research Students
•ePrints, Qualifications, Grants, & Publications
Institutional Knowledge of Researchers in early 2005
Themis
Grants
Turning Point 1
Information Architecture in the Public Sector June 2006
> Information Principles in action >
Delivery of significant components of our enterprise system: Themis
• Human Resources
• Finance
• Research
all in the same data base
Information Services
Faculties & Departments
HR Administration
Finance
Student
ePrints
Research
Staff Profiles
Research Students
THEMIS
•Person Details
•Qualifications
•Grants
•Publications
Institutional Knowledge of Researchers by the end of 2005
Information Architecture in the Public Sector June 2006
> Infrastructure and knowledge management >
Turning Point 2: Growing Esteem
Information technology backbone of University's knowledge management capability, critical to
developing closer links between teaching, research and knowledge transfer.
2006 priorities include:e-research strategy; web-enabled research portal; digital repositories for scholarly output; redeveloping the University's web site
Principles in action
Information Architecture in the Public Sector June 2006
> Binding the strands together >
Showing the way:Putting together a ‘Research Profile Website’ based on transactional data in our enterprise systems
Claim: A web enabled research portal is just a fancy report from Themis published to the web
HR Organization Hierarchy Report
List of Current Researchers by Department
A Research Profile Report for each Researcher
+ +
Information Services
Faculties & Departments
HR Administration
Finance
Student
ePrints
Research
Staff Profiles
Research Students
THEMIS
•Person Details
•Qualifications
•Grants
•Publications
Information re-use now possible
What we currently know about our researchers
Information Architecture in the Public Sector June 2006
> Binding the strands together >
From our Research Management System:(Including Finance)
– Publications – Grants and Contracts– RFCD and SEO Descriptions
Data verified through established Administrative Processes
What we currently know about our researchers
> Binding the strands together >
From our Human Resources System:- Qualifications- Fellowships- Research Expertise- International Linkages- Professional Memberships- Awards- Web “Home Page”
Data entered through Staff Self Service, and approved by Supervisor
Now one database/one report from Themis
> Binding the strands together >
– Home Page– Qualifications– Fellowships– Research Expertise– International Linkages– Professional Memberships– Awards– Grants and Contracts– Publications
Information Architecture in the Public Sector June 2006
Research
Finance
HR
Organisational impact of Researcher Profile vision
Business owners are now using the research profile example to talk about a
single source of data.
Tool for changing perceptions and ensuring an “information driven”
architecture.
> Building the Foundations >
Information Architecture in the Public Sector June 2006
How do we flourish in a boundless domain?
> Building the Foundations >
knowledge is generated in the process of doing.
The problem is defined only with its solution fully expressed …
Information Architecture in the Public Sector June 2006
Hendry, David G. “Building bridges between information behaviour research and information architecture”, 2006.
Structure helps
VISION / Information Strategy– Information Management Plan – Information Principles– Information architecture
$24m Information Projects Portfolio (technology)
Governance structures (process)Divisional re-alignment (people)
– Information management and architecture group
> Foundations > STRATEGY > People > Process > Technology >
THANKYOU!
The University of Melbourne
Nicki McLaurin Smith
Director, Information Management
Email: [email protected]
Website: http://www.infodiv.unimelb.edu.au