KM @ Océ

Samuel Driessen - Information Architect Océ-Venlo

2

Overview

About Océ Who’s working on/responsible for IM/KM? My role My vision Current practice Future

3

Océ in Sum

Océ today:

21,500 people worldwide

Annual revenue 2009:

€ 2.648 Billion

Net Income 2009:

€ - 47.134 Million

Worldwide distribution in 90 countries

Direct sales and services in 30 countries

10 R&D-sites in 9 countries

Business: Printing, scanning, copying products

and services (B2B)

New!: Document Services Valley

4

No formal KM role or department

Departmental managers responsible for quality

Information Management department library literature research competitive intelligence document templates Technical Configuration Managers information policy information access policy

5

And others?

Research > product concept development personal and team handling of documents and

information managing documents and information in companies finding experts in the organization> Practice what you preach!

Process, Quality and Information Project Office

IT Tools…

6

Role Definition

map information and knowledge processes and tools of organization,

give overview over and improves IM/KM processes and tools

advise and supervise improvement projects focus on primary process: PCP

Venlo responsibility, R&D-M&L focus

7

Model

UoD

InformationInfrastructure

Business processArchitecture

InformationArchitecture

Architecture of theInformation

Infrastructure

Reality Architectures

Development

Business

Alignment

Support

8

Working method

Strategic Plan Process Environmental Analysis Position Statement Future Information Architecture and Roadmap

Model, detail elements

9

Knowing Knowledge Work

Were you ever taught to be a knowledge

worker?

10

Environmental Analysis, Some Trends

Information = Social (context!) Openness (work and organization) - Sharing is power! Consumerization of IT Globalization Virtualization

11

Change

IM and KM require a change in culture from secretive to public, individual to corporate, and paper to electronic. “These experiments with technology have not taken

hold in part because they have seldom been accompanied by organisational change.” [Davenport]

All solutions eventually fail! (dynamics of application)

Technology never leads

12

Challenges for IM/KM

Mixed environments paper & digital documents 20% of the knowledge capital of any organization is

still in paper format! Show direct and indirect costs (hidden costs) No barriers for user (all levels) - connect to actual

work processes! Refer to Snowden’s KM Principles

13

step 1 step 2 step 3 step n

Business Process or…

14

…Employee Network

15

It’s both

step 1 step 2 step 3 step n

16

General vision on Information

Manufacturing Transactional Knowledge Work

Structured Processes

Ad Hoc Processes

How work gets done

Types of Work

Info = lifeblood!

17

Managing (un)structured info

Manufacturing Transactional Knowledge Work

Structured Processes

Ad Hoc Processes

How work gets done

Types of WorkNetwork effects

SAP

FDS OSM/Zuken/CMSynergy

PDMS

G:\-schijfSND

Sharepoint/Workplace

JUICE

Blogs/wiki’s

18

Towards Integrated IM/KM

Solution ReqsNothing new easy to use and connect to way people work (think Sharepoint) (for user) no extra application accessible from much used applications

Share ‘light weight’ versioning support (i.e. without extra user costs) triggers users to act (alerting) support gathering and distributing of meeting documents

19

Towards Integrated IM/KM 2

Solution req’sBundle, groupsupport bundling information (piles) supports printing of bundles of information gives insight in context of information (quality, changes, progress)

Non-user implicitly roll out R&D policy w.r.t information and knowledge management

20

Where do I share and store my info?

Structured / Unstructured process to publish

Publish or Collab-ing on info

Content or file versioning?

Share Content or File

Personal/Team (1-1, 1-n, n-n)

Wiki U C Y C Team, n-n

Blog U C N C Pers./Team, 1-n

Sharepoint U C Y F Team, n-n

Compass S P N C Pers., 1-n

(DocFinder) S P N F Pers., 1-n

FTP U P N F Team, 1-n

SND U C N F Team, 1-n

…

Link to blogpost

21

Diagram ‘Where do I share… info?’

structuredpublishprocess

unstructuredpublishprocess

sharecontent

sharefile

UseCompass

UseDocFinder

publishinfo

collaborateon info

UseFTP

versioninfo = No

versioninginfo = Yes

share file

share content

share file

share content

UseWiki

UseSharepoint

UseBlog

UseSND

You

22

Position Statement, Some Statements

Information is not integrally managed (end2end, struct./unstruct.)

Business process needs to be detailed/defined Not ready for open organization (mindset, security)

23

Current Information Architecture

draft 1a, 1b, 1e,1f, 4ab

(own app’s)

1a, 1b ,1e, 1f (email)

draft 1a, 1b,1e, 1f, 4ab

(intranet)

draft 1a, 1b,1e, 1f, 4ab

(TRIM)

draft 1a, 1b, 1e,1f, 2a, 4ab(Workplace)

draft 1a, 1b, 1f, 2a, 4ab (wiki’s)

draft 1a, 1b, 1e,1f, 2a, 4ab(Sharepoint)

project lead time

< M2

> M2

R&D Océ non R&D

Non-Océ

draft 1a, 1b(other wiki’s)

draft 1a, 1b, 1c, 1f, 2a (shares)

final 1a, c, e, f, 2e, 4ab (DocBuilder/DocFinder)

5b (Normative DocFinder)

CM-Synergy

1c, 1d(PDMS)

OSM

Zuken SAP

stru

ctu

red

info

rma

tion

un

stru

ctu

red

info

rma

tion 1b

(AM)1b

(Juice)

draft 1a, 1b (wiki’s) wiki’s

draft 1a, 1b, 1c, 1e, 1f, 2a, 2c, 4ab (G:\)

24

Managing all info types consistently and in context

time

Project information

Product information

department info

process info

25

Detailing Phase In Operationalize

Proto (To Approved) Part

LM-1

M1

Architecture Process

Configuration Management

Project Management

Design Process

Engineering Process

Procurement Process

Feasibility & Definition

LM-2 EPT-D EPT-C R-EPT PP-0 PP-1 PP-2 PP-x

Approved (To Master) Part Master (To Regular) Part

Proto (To Approved) Process Approved (To Master) Process Master (To Regular) Process

Proto Tooling Engineering Tooling Production Tooling

Production Process

M2 M3 M4 M5 M6 M7

Technicum Pilot Plant Factory

Pilot Assy Assembly Factory

PRO Processes

26

1. Architecture processDefinition:

"Architecture is the transformation of business strategy and stakeholder's purposes into product qualities and product technology resulting in a structure of components of a system, their interrelationships, and principles and guidelines governing their design and evolution over time."

Main goal:

Validation of product concept in the context of the product lifecycle

M1 content (incl business strategy and stakeholder purpose)

Technology PSD (System

Requirements Doc) Reference

architectures (ESRA, SupplyRA?, FrameRA?)

Platforms Standards (Oce,

EPA, NEN, DIN..) Oce “values”

(reliable, eco...)

Updated PSD Architecture Description

- funct, phys and TA decompositions- choices& rationales- alternatives

Component Requirements Doc (functional & TA)

Key Input Key OutputActivities Architecture Process

1.1 Clarify stakeholder’s wishes

1.4Validate system in customer environment

1.2Decompose into functions and technology

1.3Map to physical components

PCP Home

27

28

Process Architecture Principle (one)

Integral business processes determine the optimal system solution.

Rationale: organization follows process Implications: R&D and M&L processes are redefined,

and organizational structure, roles & responsibilities could change. Business processes are described and managed centrally (unified).

29

Method Architecture Principles (one)

Persons should have all but not more rights to content than needed at the actual point in the process.

Rationale: Globalization. Internally and external collaboration. Access to content is needed. E.g. REACH.

Implications: Security is not geographically or organizationally organized. Every combination of people and access rights and objects/processes should be possible and will be defined explicitly.

Old Océ

FTP

New Océ

ext x ext yExt x

30

Future Information ArchitectureH

ow m

uch

used

?

time

Research EngineeringDevelopm. ServiceLogisticsManufact.

M0LM1

M3 Purchasing

SharepointTeamcenter

SAP

PLM backbone

Zuken

CMSyn.CoCreate

‘unstructured’:

- use Sharepoint for create/edit topic/project/dep. info

Remark: wiki/blog not in figure.

- use wiki/blog for cross-project/dep. info, such as working methods

‘structured’

- design info creation/edit

‘structured’:

- create/edit prod. structures, changes and baselines

‘structured’:

- create/edit resource info

View on PSD, SDD, ERD, EDD, FRD, …, parts, designs, structures

‘structured’:

- store project info and prod. info, norms, etc.

- archive

also use as intranet, supplier portal, customer portal, service portal and KB

Architecture Design Construction Industrialization

Ref-EPT

31

Finding Experts: ExpertFinder > Guruscan.nl

32

Finding Experts (2)

33

Some screenshots

34

Finding Experts (3)

35

Wiki’s

36

Blogs

37

Idea Management

38

Microblogging with Yammer

39

Results

2000+ members and growing # active members growing # different departments & countries growing Usage pattern:

try microblogging, share some basic stuff think about change info and communication processes tie to business processes

Measure soft and hard value

40

Learning Points

Microblogging not easy (concept/tool) Culture (Guidelines and Guidance) Moderate! It’s a Community…

41

Microblogging in Manufacturing Plants

42

Social Bookmarking

43

Océ TV

44

Other Stuff I’m working on

Information Security

45