Agendat: Introduction, Definition, Motivation, Information Management, Framework, Dimensions, Inventory, Strategy, Corporate objectives, Value, Return-On-Investment, Aproach, Information Governance, Information Architecture, Unstructured data management, Information Security, Communication channels, Next Step.

1. The journey to
Enterprise Information Management
Stéphane Haelterman – Program Manager

2. Agenda
§ Introduction
§ Definition
§ Motivation
§ Information Management
§ Framework
§ Dimensions
§ Inventory
§ Strategy
§ Corporate objectives
§ Value
§ Return-On-Investment
§ Aproach
§ Information Governance
§ Information Architecture
§ Unstructured data management
§ Information Security
§ Communication channels
§ Next Step
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3. Introduction
Information has always been a key asset ….
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4. Introduction
In the year of 1602, VOC 1 was founded based on …
• Superior knowledge of the
best passage to the East
• Detailed analyses of market
patterns for spices
• An innovative financing leading
to the creation of the first fully
shareholder financed company …
and eventually the creation of
the modern stock-exchange
1) Verenigde Oost-Indische Compagnie
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§ -

5. Introduction
SNCB / NMBS
• One of the world’s busiest railway networks
• Founded in 1926, Belgian Railways operates one of the world’s most tightly
integrated railway networks. Headquartered in Brussels, it transports 216
million passengers plus more than 60 million tons of freight per year with the
help of its some 21,000 staff.
• In 1835, the first railway line in continental Europe opened between
Brussels and Mechelen, Belgium. Today, Belgian Railways operates
around 3,400 kilometers of track; 1,500 locomotives; and 550 railway stations
and stops, including hubs for Europe’s prestigious high-speed rail links. The
six-track railway hub in Brussels handles some 1,200 trains per day, making it
one of the busiest railway links on the planet.
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§ -

6. EIM Strategy
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7. Introduction – Definition
§ On Gartner’s IT glossary page, Enterprise Information Management is defined as…
"Enterprise information management (EIM) is an integrative discipline for
structuring, describing and governing information assets across organizational
and technological boundaries to improve efficiency, promote transparency and
enable business insight.“1
§ Enterprise information management covers all types of information, including traditional
structured data, semi-structured and unstructured data, and content such as documents,
emails, audio, video, and so forth.
§ The management of information with the understanding of its lifecycle yields the best
results for use and cost. And more is not always better. The active management and
governance of information helps in avoiding the costs associated with blind information
hoarding. The risk of having too much information is just as real as not having enough
when you need it.
1) http://www.gartner.com/it-glossary/enterprise-information-management-eim/
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8. Introduction – Motivation
§ The main objective of EIM is the automation of collaborative processes coupled
with information to:
Cases follow-up improvement,
Workprocedures standardization,
Avoid mistakes by giving access to correct and recent information,
Improvement of information traceability,
Paper reduction.
§ This EIM strategy will generate synergies between the business processes
currently managed in SAP and the information which they are associated.
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9. Introduction – Motivation – Governance, Compliance and Risk
Which record types need to be kept? What’s the Information Reference Model?
What’s the security model? What’s the retention model? Formats / long term
storage / rendering?
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10. Introduction – Motivation – Collaboration
§ Knowledge Workers need a tool to collaborate in projects
§ One version of the truth
§ Always the latest information
§ Approval and Publishing of information
§ Social workplace is more than file-sharing
§ Mobility and support of multiple platforms is key
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11. Introduction – Motivation – Proces improvement
§ Only 20% of any organizations information sits in the structured
applications and their databases
§ To manage the other 80% with the same efficiency, they need to be put
under process control
§ Shared service centers require processes
§ Processes allow to detect the bottlenecks in the organization
§ Processes create speed and save cost
§ The combination of Information and ERP is the ultimate solution for
many processes to which they are linked
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12. Introduction – Motivation – Communication
§ Portals (classic, kiosk, mobile) should combine information from many
sources
§ Personalized and always up-to-date information
§ Collaboration, social media included
§ Communication creates new business
§ Connect with customers and partners
§ Consistent information across all channels
§ Interactive
§ All media types
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13. Introduction – Motivation – Multi-channel “Enterprise Information Portal”
§ Communication in Push & Pull mode available.
§ Organize information based on user tasks & requirements (Themes).
§ Information offered is personalized based on Role, Function, User Profile ...
§ Full integration of different information types (Applications, Documents (nonstructured content), Processes & tasks, media, ...)
§ Information is constantly changing and provides interaction
§ Portal is a “Obliged Passage" and contains "Killer applications" for everyone or
by target
§ Portal is also a workplace for certain profiles and functions
§ An information portal is accessible through various channels (devices &
location) - Kiosk, touch, mobile, extranet, ...
§ The view of information is adapted to the properties of the device. ("Responsive
Design")
§ Collaboration inter / cross departments (Expert groups, targeted
communication, ...)
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14. Introduction – Motivation – Customer relations
Unmatched / Inacurracy / Duplicates / Time consuming…
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15. Introduction – Motivation – Previous drawing management
Fileserver
Fileserver
Fileserver
Publieke
Database
Fileserver
Kwaliteitsdatabase
Fileserver
Fileserver
Fileserver
Inconsistencies / Duplicates / Obsolescence / Inaccuracy…
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16. Introduction – Motivation – Previous driving manuals & troubleshooting
Confusing / Duplicates / Inaccuracy / Time consuming…
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17. Introduction – Motivation – Current communication sources, trainings and employee files
CW Mechelen - HR
Technics Traction
Mobility train supervision
CW Cuesmes
Technics Material
…
Holding HR
Sharepoint Shared Drives Fileservers
Portals
Papier
Databases
Inconsistencies / Duplicates / Aging / Inaccuracy…
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18. Introduction – Motivation – Future information management
IPAD
KIOSK
+ ONE PORTAL
IDA
“The One Version of the Truth"
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19. Introduction – Motivation – Summary
ONE Global
Information Reference Model
• Data / Document(s) & -types
• Identification & codification
• Metadata model
• Folder structure
SAP Integration
• On masterdata
• On business processes
Trust & Compliance
• Reference library
• Management processes
• Information security
Standardization
Management model
• Management of data / documents
• Publication
• Communication
• Distribution lists
• Role assignment
Recognition
• House style & Branding
• Identification
Collaboration
Communication
• Intern/Extern Portals
• Mobile devices
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• Transparancy
• Traceability
• One version of
the truth
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20. Information Management – Framework
Information
Governance
Information
Quality
Management
Data
Warehousing
& Business
Intellingence
Structured
Data
Management
Unstructured
Data
Management
Information Security
Communication Channels
Portal
EIM Strategy
Reference &
Master Data
Management
Mobile Devices
+ others
ERP
CRM
+ Reporting
EIM Services
Data Stewardship
Information Architecture
Document
Management
System
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21. Information Management – Process
Input
Process
Output
Structured
ERP/CRM/Legacy
Semi
structured
Portal
Web Content
Kiosk
Content
Unstructured
Role
Documents
Model
Reports
Mobile
Device
Others
Business Intelligence
Others
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22. Information Management – Dimensions (assessment)
Sponsoring
IT, adhoc
Business
The farther your company falls to the left (IT, ad hoc), the more
you’ll need to focus on easy-to-interpret information projects, such
as automated cleaning of address information according to
governmental standards
Culture
Independance
Collaboration
The farther your company falls to the left (individual projects), the
more you’ll need to focus on localized value first. Do not
immediately start a project to manage vendor information globally,
for instance
Maturity
Individual Projects
Information Strategy
Hoe verder het bedrijf valt naar links, hoe meer het zal eerst moet
richten op lokale waarde
Data Domains & process
Mystery
Information Inventory
The farther your company falls to the left (mystery information), the
more you’ll need to focus on finding, identifying, and tagging the
information that has high business value for your chosen project
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23. Information Management – Inventory (assessment)
Discipline
Process
model
Organisation
Maturity
Technology
Information Governance
N/A
Information Architecture
SAP Sybase PowerBuilder
SAP Information Lifecycle Mgmt
SAP Netweaver Process Integration
SAP Netweav. Process Orchestration
Information Quality Management
SAP Master Data Governance
SAP Data Services
SAP Information Stuard
SAP BO
Reference & Master Data Management
SAP Master Data Management
Data Warehousing & Business Intellingence
SAP Business Waherouse
SAP Business Intelligence
SAP Business Objects
Structured Data Management
SAP Enterprise Resource Planning
SAP Custtomer Relationship Mgmt
Legacy Systems
Unstructured Data Management
SAP Ext. Enterprise Content Mgmt
SAP Document Presentment
Metadata Management
SAP Information Steward
SAP Sybase PowerDesigner
Information Security
Assigner
SAP Identity Management
Communication Channels
SAP Portal
SAP Gui
SAP Ext. Enterprise Content Mgmt
IDA en andere
Data Stewardship
SAP Information Stuard
EIM Services
SAP Data Services
SAP Hana
SAP Sybase IQ
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24. Strategy – Corporate Objectives
Past
Traditional monolithic
national railways company
Present
Future
Transition driven by
Innovation driven by
§ Cost optimisation
§ New business model within an open market for
§ Enhanced Customer Services
§ Punctuality of rail services
- passenger transport
- maintenance of rolling stock
§ Uncompromising safety
§ Agility to meet evolving customer demands
§ New generation of employees
§ Quality and accuracy of the information
§ European market demands
§ Paper reduction
§ Work procedures uniformity
Legacy DBs, Custom Apps,
File servers and Paper
EIM Strategy
Strategic Platform for change
and agile business processes
Enriched Business Processes with content to
enable Enterprise Information Management
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25. Strategy – Value
Category
Y/N
Explanation
Y
- Manage customer complaints
- Purchasing based on correct plans and technical drawings
Security improvement
Y
- Availability and accuracy of plans and technical drawings
- Improved maintenance of trains
- Checked and validated information to the driver
- Welfare and health of workers
- Competence Management
Image improvement
Y
- Standardization of communication
- Faster response to customer complaints and contracts
Services improment
Y
- Faster response to customer complaints and contracts
- Easy access to relevant task-related information
Modernization of equipment
Y
- Efficient maintainance
Offering improvement
N
Result improment
Y
- Cost reduction through centralized and integrated platform
- Cost reduction through more efficient handling of cases/files
Information polilcy improvement
Y
- Better decisions through improved follow-up of files
Quality & efficiency of internal processes
Y
- Standardization of procedures
- Standardization of documents
- Centralization of documents
- Transparent integration with SAP
Learning and growth
Y
- Changing attitudes to progressive paper reduction
- Progressive mastering of new IT tools and applications
Quality improvement
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26. Strategy – Business Documents – Return On Investment
§ Measures to drive productivity and return on investment
§ The implementation of an ERP system realize a good ROI thanks to the decline in inventory
costs, increased productivity and the ability to accelerate decisions. Higher productivity leads to
a reduction of indirect costs and it is possible to create additional return by reducing the costs
related to the management of documents. This cost reduction is done through the introduction
of an Enterprise Content Management, reduction of storage and use of copiers. Moreover, from
all the lost documents, 7.5% are totally lost and 3% are incorrectly classified. It costs 20 USD for
a document to store and retrieve. De worldwide benchmark for the management of a single
document is 20 USD or 15 EUR.
§ Starting from the assumption that a worker at least manipulates 1 document per day
and working 200 days in a year, we arrive at an average cost of € 3,000 per employee
per year.
§ For 2.000 users there is a theoretical cost of 6.000.000 EUR.
§ This cost can be reduced by 50%.
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27. Strategy – Communication Channel (Portal) – Return On Investment
• “Selection” of 3 important scenarios
a) Searching for contact details : 15x a month / user
b) Searching for HR Forms/policy : 2x a month / user
c) Searching for Corporate information : 2x a month / user
• Time spent to perform the scenarios
–
With a poorly designed front end information architecture
à 46 minutes / month / user
–
With a well designed front end information architecture
à 21 minutes / month / user
• Return On Investment with a well designed front end
– Estimated cost reduction per minute per user : 0,58 EUR
– 262,5 minutes per year (25 min * 10,5 work months)
à for 2000 users à 304.500 EUR / year
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28. Strategy – Approach – Initiation (where to start)
Information
Governance
Information
Quality
Management
Data
Warehousing
& Business
Intellingence
Structured
Data
Management
Unstructured
Data
Management
Informatie Security
Communication Channels
Portal
EIM Strategy
Reference &
Master Data
Management
Mobile Devices
+ others
ERP
CRM
+ Reporting
EIM Services
Data Stewardship
Information Architecture
Document
Management
System
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29. Strategy – Approach – Initiation (where to start)
To be a good basis for EIM, SNCB should develop the following disciplines supported or not by technology
§ Information Governance
§ To define rules
§ To standardize work procedures
§ Information Architecture
§ To define the landscape of potential information (such as ERP, CRM, Business Intelligence, ECM)
§ To define common information models for a unified and efficient use of information
§ To manage the lifecycle of information
§ To define the various sources for the data set (including master data) for uniqueness
§ Information Quality Management
§ To define quality KPIs
§ To ensure information by checking and cleaning up data
§ Non-Structured Data Management
§ Further development of SAP Extended ECM to manage all types of information which may affect the
alignment of information models
§ Further integrating business processes with influence on the information models alignment
§ Information Security
§ Communication channels
§ Further Portal developments for all information types to consume which may affect alignment
of information models
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30. Strategy – Approach – Realization (what we need to do)
1. Define a data strategy that supports the business strategy and objectives.
2. Identify the critical data elements that support the business objectives.
3. Quantify how the management of these data elements creates value.
4. Establishment of a current situation for the critical elements
5. Establish an improvement plan
6. Business and IT alignment behind data standards, rules and processes
7. Creating data standards and processes that support end-to-end business processes
rather than ad-hoc projects.
8. Better control and visibility of information via relevant channels
9. The complete management of the information lifecycle (creation / acquisition to
retirement / destruction)
10. Measurable results
11. Management of the change cycle
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31. Strategy – Approach – Evolution (how far we need to go)
Information
Governance
Information
Quality
Management
Data
Warehousing
& Business
Intellingence
Structured
Data
Management
Unstructured
Data
Management
Information Security
Communication Channels
Portal
EIM Strategy
Reference &
Master Data
Management
Mobile Devices
+ others
ERP
CRM
+ Reporting
EIM Services
Data Stewardship
Information Architecture
Document
Management
System
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32. Strategy – Approach – Evolution (how far do we need to go)
In order to ensure quality information, should NMBS the following disciplines develop with or
without technology
§ Reference and Master Data Management
§ To keep important information sources in sync
§ Business Warehousing and Business Intelligence
§ To correctly align data models with ERP, CRM and ECM
§ To deliver relevant reporting and KPIs
§ Communication channels
§ Mobile access
§ Data Stewardship
§ EIM Services
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33. Strategy – Approach – Information Governance – Context
NMBS Business strategy, policies & rules, IT constraints & policies
EIM Governance
Process optimization
• Basic documentatiion
• Maintainance documentation
• IDA (Intelligent Driver Assistance)
• HR
• CRM complaints handling
• Purchasing
• Corporate Communication
• AXI Case Management
• Archiving
• …
EIM Strategy
EIM Functionalities
Project requirements
en/of
Legal
en/of
Privacy
en/of
ISO certification
en/of
Intellectual property
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34. Strategy – Approach – Informatie Governance – Model
Business governance
• Global rules for managing the information
• Global content model with local degrees of freedom
Change Management
• Allocation of roles, groups and users
Program governance (steering commitee)
• Folder structure
• Typology
• Common meta data
model
• Autorizations model
• Coordinate impact of initiatives on program level to
global view
Platform governance
• Selection criteria and rules about the structure and
management of the platform
• Interaction / integration with other platforms and
applications
Operational governance
• Management of roles and groups
Management & update of information model
• Helpdesk & Quality Control
Communication channels governance
• Management of roles and groups
IT governance
EIM Strategy
Information Architecture
STABILITY
SUSTAINABILITY
UNIFORMIZATION
STANDARDIZATION
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35. Strategy – Approach – Information Governance – Principes 1/2
• Terminology (Information Types & metadata)
• Pursuit of common terminology
• Consolidation and harmonization
• Codification
• Clear definition
• Consistent use
• Communication Channels
• Streamlining
• Maximize use of electronic media
• Maximum use of functionalities offered by the platforms
• Standardized toolsets
• Tools to access information types
• Distribution / Communication of information
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36. Strategy – Approach – Information Governance – Principes 2/2
• Version Management
– Minor work versions & Major approved versions
– Consolidated
• Approval process
– Minimal workflow implementation
– Extended workflow implementation
• Status follow-up
– Control of status values
• Access rights
– Maximum granularity folder level
– confidentiality
– Autorizations through SAP Identity Management
– Local access rights through local administrator
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37. Strategy – Approach – Information Architecture
The goal of the architecture is to support decision making for IT projects
so that systems can:
• Increase end-user productivity
– eliminate time wasted searching for information
– facilitate knowledge generation
– increase the speed for analysis and decision
– reduce manual effort in processing information
• Reduce overall operating costs
– streamline the architecture, information lifecycle management, data marts
– eliminate and consolidate databases
– eliminate redundant data solutions
• Increase speed to market
– provide reusable data assets for solutions and applications
– set clear rules for the management of data to be used in projects and
organizations
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38. Strategie – Approach – Information Architecture – Models / Meta data
Models (global)
• generic categories
• generic attributes
• generic classification
• generic taxonomy
Meta data management (global)
• storing information about other information
• catalog of information assets and their relationships
• create, monitor, improve, define and manage meta data schemes and/
or model
• profiling data
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39. Strategy – Approach – Information Architecture – Aligned to the Organization
NBMS Technics
At least 56 folders per entity!
Centrale Directie
Missie, visie, strategie en waarden
entity
Beleid
Handboek
Eisen
Wet- en regelgeving
Klanteneisen
Eisen gesteld door de organisatie
Vegunningen
Contracten met derden
SLA intern de NMBS-Groep
Doelstellingen
BeLEAN
…
Actieplannen
Globale preventieplannen PBW
Jaaractieplannen PBW
…
Indicatoren, monitoring en meting
Middelen en uitrusting, werkomgeving
Menselijke middelen
Technische middelen
Financiële middelen
Werkomgeving
…
Organisatiestructuur, taakverdeling, …
Organisatiestructuur
EIM Strategy
…
Opleiding, competentie, sensibilisering
Risicoanalyses
Intern overleg en interne communicatie
Beheer van veranderingen
Verslagen van periodieke overlegvergaderingen
Beheer van noodsituaties
Verslagen comité PBW
Werken met derden, onderaanneming, uitbesteding
Financiële middelen
…
…
HR
Externe communicatie en verslaggeving
Aankoop
Jaarverslagen interne dienst PBW
ICT
Integraal milieujaarverslagen
Primaire processen (eigen aan de entiteit)
…
Beheersing van het product
Interne audits
Beheersing van de werkzaamheden
Auditkalender
Ontwerp- en ontwikkeling
Verslagen
…
…
Ondersteunde Diensten
Externe audits
Produktie Traktie
Auditkalender
Produktie Materieel
Verslagen
WMS
…
Studiediensten rollend materieel
Klantentevredenheid
TW xxx
Personeelstevredenheid
CW xxx
Directiebeoordeling
TCT xxx
Beheer niet-conformiteiten, …
Ongevallen en incidenten
Klachtenbeheer
entities
…
NBMS Mobility
NBMS Europe
Beheersing van documentatie en registraties
NBMS Centraal Support
Beheersing van monitorings- en meetuitrusting
…
Auditkalender
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40. Core Processes
Strategy – Approach – Information Architecture – Aligned to the Value Chain
Planning en execution passenger
transport and related Services
Design
Forecast
Maintenance
Rolling
Stock
Rolling
Stock
Planning en execution freight
transport en related Services
Sales
Services
and Customer
Management
Support
Processes
Bevoorrading & Aankoop
Supply and Purchasing
Finance Control
Finance & & Controlling
Sustainability Governance, Risk & Compliance
Sustainability & & Governance, Risk & Compliance
ITIT services
services
Human Resources
Human Capital Management
Buildings and installations
Business Intelligence & Enterprise Information Management
EIM Strategy
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41. Strategy – Approach – Information Architecture – Aligned to the Value Chain
Core Processes
Rollend Materieel
Voorzien Rollend Materieel
Planning en Uitvoering Reizigersvervoer…
Onderrichtingen Reizigersvervoer
Verkoop Densten en beheer Klanten
Lead To Order
Ontwerp/Studies
Besturingsonderrichtingen
B2C Binnenlands Reizigersverkeer
Aankoop
Begeleidersonderrichtingen
B2C InternationaalReizigersverkeer
Onderrichtingen Reizigersvervoer Internationaal
B2B Binnenlands Reizigersverkeer
Dossier X
Onderhoud
Onderhoudsbeleid
Basisdocumentatie
Exploitatiedocumentatie
Handleidigen en depannagegidsen
Planning en uitvoering goederentransport…
…
Planning Reizigersvervoer
Termijn planning
…
B2C Binnenlands Reizigersverkeer
Jaarplanning
B2C InternationaalReizigersverkeer
Korte termijn
B2B Binnenlands Reizigersverkeer
Strategische / voorbereidende studies
Treinbestuurders
Stationspersoneel
Rollend Materieel
Opmaak van de beurtregeling op lange termijn
Treinbestuurders
Treinbegeleiders
Stationspersoneel
Rollend Materieel
Opmaak van de beurtregeling op lange termijn
Treinbestuurders
Treinbegeleiders
Stationspersoneel
Rollend Materieel
Lijninfrastructuur
Rapportering en Opvolging Reizigersvervoer
EIM Strategy
Verkoop en Distributie
Studies en budgettering
Treinbegeleiders
…
B2B InternationaalReizigersverkeer
B2B InternationaalReizigersverkeer
Marketing
B2C Binnenlands Reizigersverkeer
Cammpagne X
B2C InternationaalReizigersverkeer
B2B Binnenlands Reizigersverkeer
B2B InternationaalReizigersverkeer
Commerciële communicatie
Binnenland
Internationaal
Verdelen en verkopen van vervoersbewijzen
Operationele verkoopsondersteuning stations
Verdelen en verkopen van vervoersbewijzen
Stationsbeheer en Stationspersoneel
Beheer Klantenreacties
Dossier X
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42. Strategy – Approach – Information Architecture – Aligned to the Value Chain
Core Processes
Bevooraading en Aankoop
Aankoop
Planning
Coördinatie
Operaties
Sustainability & Governance, Risk & Compliance
Veiligheid
Kwaliteitsbeheer
Juridische Aangelegenheden
Schaden
Dossier X
Bevooraading (operatoneel)
Financiën & Beheerscontrole
Strategische planning en jaardoelstellingen
Facturatie
Fiscaliteit
Boekhouding
Beheerscontrole
Litiges
Dossier X
Jures
Dossier X
Interne audit(s)
Externe audits
Contractbeheer
IT Services
Systeemdossiers
Systeem X
Gebouwen en installaties
Stations
Studie inrichting en uitrusting stations
Personeelsbeheer
Loopbaan
Functiecatalogus
Stage en proef
Opleidingen
Opleidingsaanbod
Opleidingsbeheer
Examens en ertificaties
Personeelsadministratie
Individueel personeelsdossier
Dossier X
Aan- en afwezigheden
Bezoldigingen, toelagen en vergoedingen
Medisch dossier
HR-organisatie
Organogrammen
Personeelsbehoeftenplanning
Veiligheid en welzijn
Veiligheidsregister
Aankoop inrichting en uitrusting stations
Personeelstevredenheid
Onderhoud inrichting en uitrusting stations
HR-wetgeving
Werkplaatsen
Studie uitrusting werkplaatsen
Business Intelligence & Enterprise Information
Management
Aankoop uitrusting werkplaatsen
Onderhoud uitrusting werkplaatsen
Beheer wagenpark
EIM Strategy
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43. Strategy – Approach – Information Architecture – Organization vs Value Chain
Based on Organization
Based on Value
Chain
Total of 219 entities
34 B-TC / 34 B-MO / 36 B-EU / 49 B-CS / 23 B-CF / 43 B-F
56 folders per entity
12.264 folders
distributed over 4 levels
Level 1: Business Unit
Level 2: Entity
Level 3-4: Theme
Level 5 – 6 – 7 : Process/project specific
EIM Strategy
130 folders
distributed over 3 levels
Level1: Domain based on value chain element
Level 2 – 3: Value chain element
Level 3 – 4 – 5: Process/project specific
- 43 -

44. Strategy – Approach – Information Architecture – Practical use
Portal
Organization
Information Management
Value Chain
B-TC
B-TC.1
B-TC.4
B-TC.9
B-TC.41
B-TC.43
Rollend Materieel
Planning en Uitvoering Reizigersvervoer…
Planning en uitvoering goederentransport…
Portal
Localization
Verkoop Densten en beheer Klanten
Bevooraading en Aankoop
Financiën & Beheerscontrole
Sustainability & Governance, Risk…
IT Services
Personeelsbeheer
Gebouwen en installaties
Business Intelligence & EIM
Other Media
Function
EIM Strategy
Portal
Function
Intelligent
Driver
Assistant
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45. Strategy – Approach – Information Architecture – Benefits
Robust and flexible for organizational changes
Shallow and user-friendly structure
Inline structure Portal – SAP – xECM
Relation between structure and homogeneous user groups
Homogeneous use of metadata and classification(s)
Matched to performance (process / people / system)
EIM Strategy
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46. 360° View
Quick Search
Process Integration
Right Place
Right Time
Strategy – Approach – Information Quality Management
All processes require ACCESS to HIGH QUALITY DATA
Structured / Unstructured Data
Central Repository
Standardization
of procedures
GOVERNANCE of the information lifecycle
EIM Strategy
Tracability
Auditabilty
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47. Strategy – Approach – Information Quality Management
• Accuracy
The extent to which the data reflect reality
• Completeness
The extent to which data are not missing
• Consistency
The extent to which different data generates no conflict on the same underlying data
object
• Integrity
The extent to which important relationships are not missing data
• Up-to-dateness
The extent to which data is sufficiently up-to-date
• Uniqueness
The extent to which the data of one set of columns are not repeated
Quality management activities
Data Cleansing, Data Enrichment, Data Matching, Data Scorecards
EIM Strategy
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48. Strategy – Approach – Unstructurde data management
Automate filing and indexing
Define, control and accelerate decision processes
Empower teams with internal and external users to collaborate efficiently
Enable consistent document handling and Microsoft Office Integration
Provide secure native access to SAP and non-SAP users.
Enable 360° view on documents.
Consolidate repositories and storage management
Control the content and reduce compliance costs
EIM Strategy
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49. Strategy – Approach – Unstructured data management – Benefits
Activities
Goals
•
•
•
Common platform
Common attributes for classification
General business vision
Current situation
•
•
•
Legacy systems
Common rules but local applications
Local methods
•
•
History, traceability
Distribution of management
•
•
Removal, loss of information
Locally stored management
•
•
•
Shared access to all kinds of documents
Integration between documents and SAP
Direct access via portal / Wind.Expl. /
Outlook / SAP
•
•
•
Access with focus on the request
Local and non-integrated visibility
Local access db, lotus, others
•
•
•
Shared storage platform
controlled lifecycle
Controlled user access (profiles)
•
•
•
Deviating Legacy storage
Multiple systems ... less control
Controlled access by system / user
•
Latest version & history and access to all
versions
Control of documents by statuses
•
•
Latest version
Control of documents on / off
•
EIM Strategy
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50. Strategy – Approach – Information Security
Protection of data against abuse by:
• Standardized guidelines for the treatment and disclosure of information
that meets the regulatory and privacy requirements
• A security infrastructure that ensures that individually identifiable
information is stored in a protected environment
• Audit trails and controls to a consistent view of information to ensure
consumption
• Disaster recovery strategies that prevents the loss of this critical
enterprise asset
• A data architecture strategy that ensures acceptable performance of
the information distribution mechanisms
EIM Strategy
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51. Strategy – Approach – Communication channels – Practical
• Channel specifications
– Profiles
– Devices
– Front end technologies (choice matrix)
– Environment & connectivity
• Design patterns (template control)
• Central style guide
• Methodology : Top down & Bottom up iterations
• User Centric Design vision
EIM Strategy
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52. Strategy – Approach – Communication channels – Intranet Challenges
• Central Intranet Portal Governance & Editorial team
•
•
•
•
•
Central & per Domain / Theme
Vision to determine and support
Design guidelines
Monitoring of web content "Writing for the Web"
Liability & Responsibility for the protection of sensitive information
• Theme based information architecture
•
•
Safety, trainings, careers, contacts, charts, ...
Theme manager? Process-based?
• Web coordinators per themas
•
•
•
Organizational risks (especially in certain departments)
Change Management
"On the Field" interviews required for proper theme and top tasks analysis
• Approval flows & moderation
•
EIM Strategy
Publication to a certain theme / channel
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53. Strategie – Approach – Communication channels – Intranet value
• Cost reduction
• Removal of local intranets. (Hardware, maintenance, support, content maintenance)
• Reduction of IntraWeb costs from the PC-seat costs
• Cost avoidance
• Avoiding new non compliant infrastructure such as local web servers, SharePoint
environments, ...
• Avoiding training in back-end applications for infrequent users
• Reduce the risk of errors due to poor information flow
• Higher Effectiveness
•
•
•
•
The right information to the right person at the right time.
Findability of information without human intervention
Improved discoverability of applications
Improved usability of webified applications
• Better Efficiency
• An information architecture, 1x defined, re-used
• Common processes for channeling content
• ONE set of roles and responsibilities
EIM Strategy
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54. Strategy – Approach – Communication channels – Conceptual model
Thematic
information architecture
My job/workspace
v
v
v
My subscriptions
q
ü
q
q
ü
EIM Strategy
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55. Resource + Contact
Stéphane Haelterman
Program Manager
EIM Strategy
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