Post on 07-Jul-2015
description
Find, Manage & Share
A holistic approach to defining your Information
Management Solution – Lessons from Rio Tinto
2
Purpose
To present on the successful shaping of projects
The presentation includes:
• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
August 3, 2011 Find, Manage & Share
Setting the scene
August 3, 2011 Find, Manage & Share 3
• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
Business Overview
Rio Tinto is a global organization with diverse business interests
– We employ around 65,000 people
– We work in over 50 countries
– Our products include borates, coal, copper, gold & silver, diamonds,
alumina/aluminum, iron ore, uranium, molybdenum, talc, salt, and gypsum
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Africa
Europe
South
America
North
America
Australasia
Asia
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Where we operate Aluminium
Copper
Diamonds
Energy
Iron ore
Minerals
Key
Mines and mining projects
Smelters, refineries, power
facilities and processing
plants remote from mine
August 3, 2011 Find, Manage & Share
Business Overview cont.Recent earning strength
Underlying earningsCapital Expenditure
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Setting the scene
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• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
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• Safety is our Number 1 Priority and the right information is a critical supporting requirement
Support safe operations
• Support a growing organisation through knowledge capture and easy retrieval
Support business growth
Key Information Management challenges
Setting the scene
August 3, 2011 Find, Manage & Share 9
• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
Consists of EMC tools to support
– Enterprise Document Management
– Records Management
– Workflow
– Project Collaboration
Other Technologies
– Portal & Intranet
– Forum based communities of practice
– Wiki & Blog
– Enterprise Search
– Team Collaboration
Technical Landscape
Managed as a
single toolset
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• Extensive use of EMC eRoom
– for project based collaboration
– 8500 active users per month
• Extensive use of EMC Documentum
– Primarily as a Document Control solution
– 10,000 active users per month
– Key functional departments include
Health, Safety, Environment
Operations
Engineering
Major Capital Projects
EMC Products in use within Rio Tinto
August 3, 2011 Find, Manage & Share 11
Setting the scene
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• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
What have we learnt
Rio Tinto has over 100 Information Management initiatives in its global
program presently, with a similar number of initiatives having been completed
over the last five years
Over this time we have completed several reviews and have found:
– IM projects are notoriously hard to execute
– Scope of projects not well managed and requirements are poorly defined
– Significant behavioural change required
– Limited availability of appropriate skills
– Technology can be difficult to implement correctly
– Poorly designed/implemented technology will be a significant hurdle for change
acceptance
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Our identified Critical Success Factors
• Successful Implementations have a:
– business drive for the change
– strong sponsorship & governance
– shared vision of IM objectives, tools and responsibilities
– limited scope, grown incrementally
– understanding the holistic information requirements
– emphasis on the value of the change
– focus on sustainability of the change
– technology designed to complement the business change
– project team with sufficient, appropriately skilled resources
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Setting the scene
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• Background Information on Rio Tinto
• The business Information Management challenges
• An understanding of how Rio Tinto uses EMC Products
• Lessons learned from recent experiences on implementation projects
• A reference model exploring ways of shaping projects for success
Share
Find
Find, Manage, ShareA mental reference model
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ManageGoal of Manage:
Appropriate Integrity of Information
Goal of Find:
Easy availability of Information
Goal of Share:
Collaborative Authorship and Group
Ownership
Successful Information Management solutions
• Considers Find, Manage and Share dimensions
• Understand the relationship between Find, Manage and Share
August 3, 2011 Find, Manage & Share
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Find
We build Information Management systems to enable Information
to be easily accessed and then used.
Successful Information Management solutions will
• Understand why people are looking for information
• Develop an Information architecture for each audience
• Understand the trade off between richness and reach
• Seek out and empower a new breed of embedded Information Manager
Avoid
• Fragmentation
• Inappropriate use of technology
S
F
M
Technical Notes
• Documentum’s architecture allows for easy integration with rich data sources
• Understand how portals, intranets, enterprise search tools will work together for a ubiquitous experience
Richness vs Reach Tradeoff• Information cannot be both rich and have a broad reach
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Function
Business Unit
Enterprise Enterprise
GBU
Function Function
Health
GBU
Function Function
Health Safety
Richness
Relational
DataTeam Content
Highly
Collaborative
Reach
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Manage
Information needs to be managed to ensure that its of the right
quality to support its business use
Successful Information Management solutions will
• Focus on the most important business information
• Pick a management strategy that matches the type of information being managed. One size does not fit all!
• Integrate your organisational master-data management
Avoid
• Over Management
• Duplication
• File-share replacement projects
S
F
M
Technical Notes
• EMC’s products are exemplary for management
• Look to integrate with the key sources of master-data and automate classification
Content Pyramid
1
2
3
4
5
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Value to
organisation
Increases
Volume of
Content
Grows
Enterprise
Content
Team &
Project
Content
Ephemeral &
Personal
Content
Tiers of
content
Match your
management
strategy to
your content
Steering Enterprise Management
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Function
Business Unit
Enterprise Enterprise
GBU
Function Function
Health
GBU
Function Function
Health Safety
An enterprise “manage” strategy should include:
• A standard document control and compliance
processes
• A general set of system requirements
• Require business areas to build a management
matrixA management matrix will:
• define the specific “manage” requirements
• help collect true business requirements
• Will build urgency
• Focus on the right information
Management Matrix
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Document Type Safety Specialist Engineering Manager Engineering Lead Designer Document Controller
Environmental Review Information Information Information N/A Quality Control
Engineering Standard IFI Approver Reviewer N/A Quality Control
Engineering Drawing Approver Reviewer Author Quality Control
Hazop Final Review Author Information Reviewer Information Quality Control
Interaction of people and document.
Allows us to infer:
• security and;
• role in workflow
• Understand the types of Information
• Which workflow, and the
total number of actors in the
workflow
• Understand the roles
• Understand the relationship between both
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Share
We want to ensure the best possible information is available.
Sharing information increases quality by stimulating improvement
Successful Information Management solutions will
• Ensure that the group takes ownership of the information
• Culture, not systems are at the heart of a successful share
• Discover, adopt, adapt mentality = learning organization
• Identify and stimulate “strategic conversations”
Avoid
• Focusing on technology before culture
• Thinking this can happen over night
S
F
M
Technical Notes
• EMC’s Centerstage integrate all the key elements of effective technology for share
• Social media like effective WIKI’s and Social sites are built for collaboration
Discover, Adopt, Adapt
Actively seek information
already created before
creating something
DiscoverIt is exists,
seek to adopt it as is
Adopt
If required adapt it to suit your
more specific purpose
Adapt
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• Across the organization development the emphasis on creating a
collaborative culture
Enhance
Strategic Conversations
• Strategic conversations are those that help stimulate the development or
continued improvement in an organizational core competency
• Provide a way for organizations to identify where and how information
needs to be shared for strategic benefit
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Architectural considerations
Functional architecture
• Several Areas need to be
considered for a successful
operational information
management system
• Functionally these systems
support use cases for
finding, sharing and
managing information
• It is important that a solution
supports effective
management, sharing and
finding of information
• The diagram here highlights
the key functional areas that
are required in an
Information Management
solution
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Key Takeaways
• Shaping a project for success requires that you think
about and understand your holistic requirements
• Find, Manage & Share need each other. Ask yourself:
– Who is the audience of the information and how will they
find it?
– How will the manage process ensure that the information
has the integrity it needs to be trusted for its designated
task?
– Do people actively share information with an aim to
promote and improve it?
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Appendix
• A more traditional view of an Information Management lifecycle
• Rio Tinto Documentum customizations
• Reference Material
August 3, 2011 Presentation Title 28
More traditional view
Share Information
and Knowledge
IdeaD
Revision
Rete
ival
Capture
Genera
tion
Disposal
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Empower your
communities of
practice to take
ownership of
your strategic
content
Where does Find, Manage, Share fit?
Documentum Modifications
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• Key Additional Functionality
– Role based scoping of functionality
– Removal of non required functionality
– Specialized interface for workflow approvals
– Tree control to select templates during import/new doc
– Search refinements and multiple taxonomies
– Filters by published documentation
– Zero footprint links to published documents
– Configurable business rules driven by TBO/SBO
• Rule based autofiling, acl selection & document numbering
• Automatic lifecycle, and retention policy selection
• Approval workflow association
References
• Nucleus research report on Benefits of Document Management
• Blown to Bits – Evans, P & Wurster, T
• Knowledge and Strategy – Zach, M
• Cultivating Communities of Practice – Wenger, E
• Crowdsourcing -
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