EMC ANZ Momentum User Group 2011- Business Track- Find, Manage & Share

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






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

4August 3, 2011 Find, Manage & Share

http://www.riotinto.com/whatweproduce/452_diamonds.asp

http://www.riotinto.com/whatweproduce/copper.asp

http://www.riotinto.com/whatweproduce/452_gold_and_silver.asp

http://www.riotinto.com/whatweproduce/572_iron_ore.asp

http://www.riotinto.com/whatweproduce/452_gypsum.asp

http://www.riotinto.com/whatweproduce/452_other_minerals.asp

Africa

Europe

South

America

North

America

Australasia

Asia

5

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


Business Overview cont.Recent earning strength

Underlying earningsCapital Expenditure


Setting the scene








• 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







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


• 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


Setting the scene







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


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


Setting the scene







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



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


Function

Business Unit

Enterprise Enterprise

GBU

Function Function

Health

GBU

Function Function

Health Safety

Richness

Relational

DataTeam Content

Highly

Collaborative

Reach


Manage

Information needs to be managed to ensure that its of the right

quality to support its business use


• 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


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


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


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


Share

We want to ensure the best possible information is available.

Sharing information increases quality by stimulating improvement


• 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


• 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

August 3, 2011 Find, Manage, Share 25

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


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?


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


Empower your

communities of

practice to take

ownership of

your strategic

content

Where does Find, Manage, Share fit?

Documentum Modifications


• 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 -

August 3, 2011 Presentation Title 31

EMC ANZ Momentum User Group 2011- Business Track- Find, Manage & Share

Business

Transcript of EMC ANZ Momentum User Group 2011- Business Track- Find, Manage & Share