Achieving your 2020 Vision...ACHIEVING YOUR 2020 VISION Robert O’Connor | Sarah Holleman | Todd...
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ACHIEVING YOUR 2020 VISION Robert O’Connor | Sarah Holleman | Todd Brown Teacher Retirement System of Texas Teacher Retirement System of Texas Access Sciences Corporation
Transcript of Achieving your 2020 Vision...ACHIEVING YOUR 2020 VISION Robert O’Connor | Sarah Holleman | Todd...
ACHIEVING YOUR 2020 VISION
Robert O’Connor | Sarah Holleman | Todd BrownTeacher Retirement System of Texas Teacher Retirement System of Texas Access Sciences Corporation
Robert O’ConnorRecords Management Officer
Teacher Retirement System of Texas
Sarah Holleman Records Analyst
Teacher Retirement System of Texas
Todd BrownSenior Managing Director
Access Sciences
e-Records Conference 2020
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1. BUILD YOUR BUSINESS CASE
2. DEVELOP AND FOSTER YOUR PROGRAM
3. DRIVE PROGRAM ADOPTION AND ENGAGEMENT
AGENDA
INFORMATION GOVERNANCE PROGRAM
What is driving the importance of Information Governance in your organization?
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A. Audit resultsB. Regulatory findingsC. Legal eventD. FOIA request
E. Information securityF. InefficiencyG. New leadershipH. Something else
INFORMATION GOVERNANCE
The specification of decision rights and an accountability
framework to ensure appropriate behavior in the valuation, creation, storage, use, archiving, and deletion
of information.
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Reduces the risk of information breaches and enables a coordinated response
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Facilitates regulatory compliance with less effort and expense
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Improves analytics and decision making
6Reduces information management and storage costs
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Enables effective and sustainable information lifecycle management
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Increases knowledge worker and organization efficiency
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Supports business continuity4 8Enables faster and better eDiscovery
THE VALUE OF INFORMATION GOVERNANCE
THE RIGHT APPROACH
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1. BUILD YOUR BUSINESS CASE
HOLISTIC APPROACH
With a Holistic approach, your Governance Program can achieve:
User adoption | Compliance | Sustainability | Growth
2. DEVELOP AND FOSTER YOUR
PROGRAM
3. DRIVE PROGRAM
ADOPTION AND ENGAGEMENT
THE RIGHT APPROACH
1. BUILD YOUR BUSINESS CASE
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ELEMENT 1: BUILD YOUR BUSINESS CASE
The Principles, ARMA Information Governance
Maturity Model
Accountability
Transparency
Integrity
Protection
Compliance
Availability
Retention
Disposition
Level 1(Sub-Standard)
Level 2(In Development)
Level 3 (Essential
Level 4(Proactive)
Level 5 (Transformational)
CURRENT STATE ASSESSMENT
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Enterprise Architecture: Understand information relationships
DATA MAPS
ELEMENT 1: BUILD YOUR BUSINESS CASE
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What do they do and what information do they create/use?1
What information do they have and how much?
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Who do they work with and what are integration points?
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What do they do with information?
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How do they find information when they need it?
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How do they organize information?
4 What resources and support do they need?
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2Where (systems) do they work?
Understand your business requirements and processes
INFORMATION ARCHITECTURE
ELEMENT 1: BUILD YOUR BUSINESS CASE
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Enterprise Taxonomy and
Metadata Model
Lifecycle Management
IT Strategy and Information Landscape
Security Model Awareness and Education
Foundations Matter: Identify gaps for enhancement
ENTERPRISE FOUNDATION
ELEMENT 1: BUILD YOUR BUSINESS CASE
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What is the desired future state?
– Organization’s priorities
– Risk-based approach to priorities and gaps
– Alignment with operational requirements
DESIRED FUTURE STATE
ELEMENT 1: BUILD YOUR BUSINESS CASE
15SUCCESS CRITERIA
– Set expectations
– Define deliverables
– Adoption versus completion
ELEMENT 1: BUILD YOUR BUSINESS CASE
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Information Governance Reference Model, © 2012, EDRM.net
When people work with information, need to collaborate, and use complex content services platforms –
governance is a must!
INFORMATION GOVERNANCE AND COLLABORATION
ELEMENT 1: BUILD YOUR BUSINESS CASE
17PROJECT TO PROGRAM EVOLUTION
– Project results lead to program strategy
– Program strategy creates new projects
ELEMENT 1: BUILD YOUR BUSINESS CASE
18HOW ARE YOU GOING TO GET THERE?
– Project plan and schedule
– Change management strategy
– Pilot group and feedback loop
ELEMENT 1: BUILD YOUR BUSINESS CASE
2. DEVELOP AND FOSTER
SUPPORT FOR YOUR
PROGRAM
20EXECUTIVE SPONSORSHIP
BUILD YOUR BUSINESS CASE
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– Budgeting
– Ongoing engagement
– Competing initiatives
– Backup
EXECUTIVE SPONSORSHIP
ELEMENT 2: DEVELOP AND FOSTER SUPPORT FOR YOUR PROGRAM
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– Business operations
– Legal/Compliance
– Technology
– Project management
– Consulting partners
DEVELOP AND FOSTER PARTNERSHIPS
ELEMENT 2: DEVELOP AND FOSTER SUPPORT FOR YOUR PROGRAM
3. DRIVE PROGRAM
ADOPTION AND ENGAGEMENT
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– What competing initiatives exist?
– How does the culture historically respond to change?
– What barriers may exist for successful change?
– Executive buy-in?
– Executive commitment for visible and active support?
CULTURAL READINESS
ELEMENT 3: DRIVE PROGRAM ADOPTION AND ENGAGEMENT
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Value of Change Management:
– Increases probability of success
– Manages resistance to change
– Reduces transition time
Tailor to unique business requirements and understand the audience
CHANGE MANAGEMENT STRATEGY
ELEMENT 3: DRIVE PROGRAM ADOPTION AND ENGAGEMENT
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– Drive from the executive level with active and visible participation
– Set up the mid-level managers for success
– Consider the communicator and the audience
TAILOR YOUR COMMUNICATION PLAN
How will you let the business know what changes are coming and when?
ELEMENT 3: DRIVE PROGRAM ADOPTION AND ENGAGEMENT
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Train to different learning styles and preferences
Ensure that resources are available to execute a training program
Measure and review training effectiveness and adjust as needed
Train all impacted personnel and include capability demonstration
TRAINING NEVER ENDS
ELEMENT 3: DRIVE PROGRAM ADOPTION AND ENGAGEMENT
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Reinforcement and Metrics
– What and how are you going to measure?
– Mechanisms to encourage ongoing adoption and measure progress/success
Alignment with recognition and performance measurement
– Success Criteria
– Ongoing Support Plan
– Project vs Program
REINFORCEMENT, METRICS, AND SUPPORT
ELEMENT 3: DRIVE PROGRAM ADOPTION AND ENGAGEMENT
• You are not alone
• Focus on the end result, not the process
• Shampoo therapy
• Change at the individual levelSUMMARY
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Where do you need to focus your efforts?
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A. Build your business caseB. Develop and foster your programC. Drive program adoption and engagementD. All the above
Robert O’ConnorTeacher Retirement System of Texas
Sarah HollemanTeacher Retirement System of Texas
Todd BrownAccess Sciences Corporation
QUESTIONS?
ACHIEVING YOUR 2020 VISION
