nkm 2016 third international conference of nkm … 10... · in an integrated management system, the...
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SCK•CEN/20001527
Copyright © 2016 SCK•CEN
NKM 2016
Third International Conference of NKM
Challenges and Approaches
Vienna, 7-11 November 2016
SCK•CEN/20001527
Copyright © 2016 SCK•CEN
How do an Integrated Management System and Enterprise
Content Management support each other in achieving
successful Knowledge Management @ SCK.CEN ?
Danielle Couvreur Knowledge Manager
Peter Vermaercke IMS Manager
Pieter Jan Hermans ECM Analyst
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Copyright © 2016 SCK•CEN
Belgian Nuclear Research Centre - SCK•CEN
• Research and Academic activities
Multidisciplinary expertise focusing on Safety in various domains with
the support of several Nuclear Facilities:
Materials - Advanced systems - Health - Safety - Space – Waste
• As Foundation of Public Utility, our mission is to gather, update, share,
disseminate, protect the scientific documentation and the knowledge
on nuclear sciences and technology as well as the scientific output and the
know-how of SCK•CEN
• Knowledge Management is an integrated systematic approach
to achieve our mission
• Foundation of public utility dealing with peaceful applications of radioactivity
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SCK•CEN’s information management – our evolution
We realised that ECM and IMS as initiatives can leverage each other
and are both key in achieving successful Knowledge management.
Different places to find information, separate databases to manage our data,
different approaches to be compliant with legislation, standards, guidelines.
Before 2005
A lot of independent initiatives where done on centralisation, standardisation
and consolidation.
• Financial information => first introduction of an ERP corporate software
• Enterprise Content Management
Last 10 years
Introduction of Integrated Management System, inducing integration of
several initiatives and rework to a process oriented approach.
Specific impact on
• Enterprise Content Management
• Information Security
Last 3 years
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“Controlled” and centralized document management
• Confidentiality / Security/ IPR => Need to know principle
• Traceability of the actions
• Support of business processes
Enterprise Content Management
Information = vital corporate assets => Implementation of Enterprise
Content Management
Information = mainly documents
life cycle : capture, manage , store, deliver, preserve.
Efficiency
• Standardization => Structure, functions, applications
• Support of document management processes
• Manageability
• Enhancement of the working processes
Improved usage of SCK.CEN information
• Availability
• Authenticity => One place / unique reference
• Findability
AIMS
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In an Integrated Management System, the ECM policy and flow should be applied to each core, mgt and supporting BPR
BPR IKM
Information &
Knowledge
management
ECM
ECM ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM ECM
ECM
ECM
ECM
ECM
ECM
ECM
ECM ECM ECM
ECM ECM
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• Procedures
• Working
instructions
• Training material
• …..
• Training material
• Supporting
material
• …
• Reactor Design Plans
• Calculations
• Logbooks
• Maintenance records
• ….
• IMS Portal
• WIKI
Each IMS BPR process should describe its Content Repository
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Examples
1. IMS Portal - ECM
2. Other applications - ECM
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IMS Portal - ECM
Characteristics Integration between IMS Portal and ECM Process: description / registrations / applications (several types of documents) in ONE PLACE
mentioned in IMS portal and in ECM Unique reference number Using of a standard structure and templates Versioning Roles & Rights Reviewing & approvals workflows and traceability
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Safety Analysis Report Safety Datasheet
BPR (Business Process) Workspace menu Standard Structure
Health Physics - Case management
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ECM and IMS
Same approach
• migration per group – per process
• using structure and templates
• support end users /process-owners
• use and abuse of change management
Synergy and “hand in hand”
• use ECM platform to manage documents
• speak to the end users with the same language
• work together to develop new concepts, applications, and improve functions
• opportunities for automated workflow management for all business
processes in IMS
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ECM and IMS
Improvement of ECM
• Standardisation of folder structure
• Templates
• Custom solution for revision status
Improved management of IMS documents
• Solution to manage the full lifecycle of ‘IMS process description documents’
• In all procedures (from the ‘process descriptions’) a chapter ‘information
management’ has been created, forcing process owners to define where and
how the information related to the process should be managed
• on the short term: the document management (create, store, manage, distribute) • on the long term: the records management (retention, destruction)
Process oriented document management
• bring the process actors to the document inside its process, rather than
duplicating the document over the document management of several
organizational units
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ECM and IMS are the basement of Knowledge Management
1+1=3
• IMS awareness boosted the success of introduction of a centralised
document management system => no more islands but integrated solutions
• Integrating and redesigning processes requires a good information
management foundation
• Making your information management more process oriented
will create more added value
• Thinking about how and where to manage the entire lifecycle of your
process related information while defining your processes
• will bring along better governance of this information.
• will redesign your information architecture
• People have to change not only the tool but also the way of working
Lessons learned
• Change management & communication are the keys for the success of
these projects
• It is a fantastic journey …..
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Thank you for your attention !
Contact details: [email protected]
SCK•CEN/20001527
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Copyright © 2016 - SCKCEN
PLEASE NOTE!
This presentation contains data, information and formats for dedicated use ONLY and may not be copied,
distributed or cited without the explicit permission of the SCK•CEN. If this has been obtained, please reference it
as a “personal communication. By courtesy of SCK•CEN”.
SCK•CEN
Studiecentrum voor Kernenergie
Centre d'Etude de l'Energie Nucléaire
Belgian Nuclear Research Centre
Stichting van Openbaar Nut
Fondation d'Utilité Publique
Foundation of Public Utility
Registered Office: Avenue Herrmann-Debrouxlaan 40 – BE-1160 BRUSSELS
Operational Office: Boeretang 200 – BE-2400 MOL