ecm projects : where to start from ?
DESCRIPTION
Best practices to build up successful Enterprise Content Management (ECM) business cases for major projects.TRANSCRIPT
ECM projects :Where to start from ?
Yannis Nakos
ECM Service Offering Manager - CSCTwitter : @ynakos
This presentation contains copyrighted material from AIIM, Mike 2.0, Geoffrey A. Moore. All rights reserved by respective owners.
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WHERE TO START FROM ?ECM Project
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Motivations of a ECM project
Who are your stakeholders / customers?What is really the target of your project ?What are your underlying challenges ?What is your timeline, macroplan, vision ?Is your goal to
« manage documents » ?store and retrieve contextual information?allow your users to collaborate efficiently (remotely)?secure your IP / knowledge ?or to engage with your audience?…
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Motivations of a ECM project
Organisations are prepared toinvest – but want to see returns
in a short timescale
Benefits Management + CASEmanagement implemented as aRapid Development Cell fast
returns
Efficiency, effectiveness & agilityin the use of people andresources is paramount
COLLABORATION for agility & CASEMANAGEMENT for effectiveness
Transparency & building trustis critical
Reliable trustworthy information &Records (Info Risk Mgt) plus
auditable consistent processes(CASE Mgt)
Customer experience will decidewho emerges from the recession
Understand your clients through BI,engaging with them 1:1 through
Social Business platforms, Portals,Publishing & WCM on every screens
Agility and the ability to scale tomeet business demands will be
critical
Can be delivered as cloud or SaaS, inexclusive or hybrid mode.
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Motivations of a ECM project
Organisations are prepared toinvest – but want to see returns
in a short timescale
Benefits Management + CASEmanagement implemented as aRapid Development Cell fast
returns
Efficiency, effectiveness & agilityin the use of people andresources is paramount
COLLABORATION for agility & CASEMANAGEMENT for effectiveness
Transparency & building trustis critical
Reliable trustworthy information &Records (Info Risk Mgt) plus
auditable consistent processes(CASE Mgt)
Customer experience will decidewho emerges from the recession
Understand your clients through BI,engaging with them 1:1 through
Social Business platforms, Portals,Publishing & WCM on every screens
Agility and the ability to scale tomeet business demands will be
critical
Can be delivered as cloud or SaaS, inexclusive or hybrid mode.
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Things are changing…… « How about Crossing the Chasm ?»
Systems of Engagement (SoE)Systems of Records (SoR) vs.Clic
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Things are changing…… « How about Crossing the Chasm ?»
Systems of Engagement (SoE)Systems of Records (SoR)
Social networks, chat, SMS, etc…are new beasts for ECM
which aims at structuring content (SoR) for more than 10 years.Still, these communication means, may have legal and compliance
value…and at least certainly communication & IP value.
• How to capture these new media?•How to use these new Social Business media to engage
with your customers, your employees ?• How to manage YOUR content out of the firewall,out of their pockets (smartphones, netbooks…) ?
What’s your Information Governance Model ?
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- Where to start from ?1. Assess your ECM maturity
Hist
oryo
f Mike
2.0
2000
2005
2010
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Levels of Information Mgt. Maturity
Level 1: Unmanaged
Level 2: Incipient
Level 3: Formative
Level 4: Operational
Level 5: Pro-Active
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Dimensions to take into account(but don’t forget to take into account the “Powermap” of your structure)
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How to use ECM³ ? :“as a map ! From ‘as is’ to ‘to be’ ”
http://ecm3.org/download/
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Goals of MIKE 2.0 in Information Governance:1. Driving an overall approach through an organization's
information strategy.
2. Enabling people with the right skills to build and managenew information systems while creating a culture ofinformation excellence (engine of change).
3. Moving to a new organizational model that delivers animproved information management competency (change)
4. Improving processes around information compliance,policies, practices and measurement (cross-functional)
5. [LAST!] Delivering contemporary technology solutionsthat meet the needs of highly federated organizations.
2. Define your Information Mgt (ECM) strategy
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Conceptual Architecture (aka “Enterprise Views”)
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IT : From “Asset Mgt.” to “Information Governance” enablement
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More info over Mike 2.0:http://www.aiim.org/Infonomics/Who-Is-Mike2.0.aspxhttp://en.wikipedia.org/wiki/MIKE2.0_Methodologyhttp://mike2.openmethodology.org/
Trainings:http://www.aiim.org/Training/ECM-Enterprise-Content-Management-Course(“ECM Specialist program” is perfect, but check also the“E2.0” track)
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If your project is not only about defining a strategy and improving aprocess (then focused on ROI) then, IMA can help with the DMAICSixSigma approach to get tangible about ROI, while supporting thestrategic vision.Then, during your business case phase, you’d rather capture the wayof working and evaluate the time taken for some actions in the « asis » situation, to evaluate the improvement expected in a definedtime-scale.Go for strong planification/preparation step and then shorterdelivery cycles for more agile refinements iteratively.Priority : Focus on the 20% processes taking 80% of the time.IMA is a copyrighted methodology. Please ask for more details.
3. The Information Mgt.Assessment methodology
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1. Build your business case with:a) the main internal stakeholders for the Bus.Req’s gatheringb) Prioritize the needs (SoE vs. SoR for according justification)c) support from an expert for a few days to at least validate your
vision (set things in context and validate the timelines), andavoid pittfals such as impractical solution vs. Internal culture etc…If political/silo context, use a (neutral) partner for the interviews.
2. Define main functional needs, and list the processes, systems,document types and taxonomy you want to integrate
3. Assess your maturity level, and map the information mgtgovernance model (« As is » vs. « To be ») you expect.
3. Procurement Process of an ECM project : advicesClick t
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4. Step back:Take the time to define your IMGM and strategy !
5. Based on your main (prioritized) needs, review independentsubject-related market analysis(look for localized version if available) ex: TRSG, AIIM.Then build a SWOT of the 3-5 most matching solutions.
6. Define meaningfull POC/Demo scenari, demonstrating theessential (short and mid-term) functionalities + clear criteria
3. Procurement Process of an ECM project : advicesClick t
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THANK YOU FOR YOUR ATTENTION.
twitter: @ynakose-mail : [email protected]
Your feedback is welcome !
Any questions ?
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