Global best practices for implementing ECM using the open methodology MIKE2

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Global best practices for implementing ECM using the open methodology MIKE2

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2. Which 3 of these typical problems have affected your organization’s document or records management implementation? Implementation
3. The MIKE2 Methodology "MIKE2 (Method for an Integrated Knowledge Environment) is an Open Source methodology for
4. MIKE2 Phases (description) Phase 1 - Business assessment Phase 2 - Technology assessment Phase 3 -
5. © AIIM | All rights reserved MIKE2 Phase 1 Source: http://mike2.openmethodology.org
6. Conduct initial direction setting with sponsor Sponsor needs to provide insights Difficult or impossible to do
7. Programme charter: Overall approach Should be developed in 3 stages Current-state The environment The principles &
8. Drive Drive Support Embodied in Defining organisational behaviours Organisational behaviours Guidance & Protocols What we use
9. Organisational QuickScan for information development Analyses current-state of organisation across multiple facets to identify the baseline
10. Strategic business requirements Establishes the overall set of strategic business requirements (business case) that translate into
11. Strategic business vision Defines what organisation wishes to achieve in the Future-State Done by interviewing executives
12. Business blueprint Key deliverable of MIKE2 Final strategic analysis and synthesis of business assessment work Completes
13. Eat the elephant one bite at a time Go for specific projects, one at a time
14. Prioritise requirements Refines the strategic information requirements Determines the sequence of projects Strategic vs. tactical Within
15. Linking tactics to strategy Users / other stakeholders Management / executive board Business area managers Operational
16. Business blueprint components Arranged in key sections Executive summary High-level programme plan Business case Strategic case
17. © AIIM | All rights reserved MIKE2 Phase 2 Source: http://mike2.openmethodology.org
18. Technology assessment Concentrates on the technical aspects of your strategy Technology blueprint Strategically ties the business
19. Business drives technology Phase 1 and 2 parallelism Phase 1 deliverables must be completed before phase
20. How to produce requirements: Overview 5 main stages 1. Plan 2. Gather 3. Analyse 4. Document
21. Conduct gap analysis of current-state and future-state Identify key gaps between current-state architecture and future-state Where
22. © AIIM | All rights reserved MIKE2 Governance model Source: http://mike2.openmethodology.org Improved Governance and Operating Model
23. Why information governance? Accountability for organisation’s information assets Good governance Ensures compliance with regulations and legislation
24. An information governance framework (IGF) A sound IGF includes © AIIM | All rights reserved Policies
25. The role of ECM in information governance ECM environment is Key tool for Information Governance Repository
26. Continuous improvement © AIIM | All rights reserved Prevent Risk assessments Training Policies & procedures Executive
27. MIKE2 Phase 3 Roadmap Roadmap © AIIM | All rights reserved
28. Project roadmap overview Project roadmap is the guide for the entire project In each iteration of
29. Identify and prioritise project risks With each iteration, re-examine risks for iteration and project as a
30. MIKE2 Phase 3 Foundation activities Software development readiness Enterprise information architecture Taxonomy design Metadata development Solution
31. Foundation activities (1) Focused on ensuring that the environment is ready and that basic solution decisions
32. Foundation activities (2) Technical and design foundations Iterative Risk assessment and management © AIIM | All
33. Taxonomic needs assessment Source: Dave Snowden © AIIM | All rights reserved Cynefin framework
34. Developing a taxonomy Identify stakeholders Define purpose Determine approach Collect information Develop scheme Pilot scheme Deploy
35. © AIIM | All rights reserved MIKE2 Phase 4 Source: http://mike2.openmethodology.org
36. Identify training and administration guide requirements Used to estimate training needs Varies depending on complexity of
37. Develop outlines for operational manuals There will be multiple operational manuals, targeted at the specific audiences
38. Design backup and recovery procedures If your solution is based on a single provider, single repository
39. Business value of prototyping © AIIM | All rights reserved Cumulative business value time uncertainty decreases
40. All users have raised expectations © AIIM | All rights reserved Source: Apple iTunes Music Store
41. MIKE2 Phase 5 Develop Testing Training Deploy Operate Ongoing improvement Closeout © AIIM | All rights
42. Develop user support documentation Created to provide step-by-step documentation, with appropriate screenshots, to illustrate an entire
43. Develop operations support guides Introduction Document distribution list Document change process Application overview Production environment Production
44. Technology backplane development Making this available as soon as possible is critical for the development of
45. User testing Pilots and model offices are popular approaches Refine design and implementation of new ecm-enabled
46. Model offices & pilot: Benefits Technical evaluation Functional testing System integration testing (SIT) End-to-end testing (E2E)
47. Production deployment Post-pilot and/or model office work, the environment finally reaches a deployment-ready state Final steps
48. Deploy software to production Solution is ready to be released into production, with final evaluation and
49. Evaluation and launch Post technical deployment is the final evaluation, scheduled launch and post-launch verification and
50. Training feedback loop Collect feedback At the time And later Review, learn and improve Review Learn
51. Importance of change readiness assessment Organisational change will always appear threatening People think of job security
52. Best practices for implementing change Change needs to be managed, but there are many different methods
53. Creating user “wins” Early wins create a “Yes” environment Wins should be promoted widely Leverage existing
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Слайд 2

Which 3 of these typical problems have affected your organization’s document

or records management implementation?

Implementation

Source:
AIIM ECM Survey
February, 2009
All respondents (284)

Слайд 3

The MIKE2 Methodology
"MIKE2 (Method for an Integrated Knowledge Environment) is an

Open Source methodology for Enterprise Information Management"
Source: mike2.openmethodology.org
Developed by BearingPoint, released as Open Source under Creative Commons
Meant to be repeatable and deliver working systems quickly, following trends in manufacturing and commercial software development
Continuous improvement (Lean)
Repeating implementation cycles (Agile)

Слайд 4

MIKE2 Phases (description)
Phase 1 - Business assessment
Phase 2 - Technology assessment
Phase

3 - Information management roadmap
Phase 4 - Design increment
Phase 5 - Incremental development, testing, deployment and improvement

Слайд 5

© AIIM | All rights reserved
MIKE2 Phase 1
Source: http://mike2.openmethodology.org

Слайд 6

Conduct initial direction setting with sponsor
Sponsor needs to provide insights
Difficult or

impossible to do everything at once
Scale of change
Nature of the impact to the organisation
Cost

Scope can be defined across a number of dimensions
Geographic
Organisational
Legacy content
Information types
Information classes
Timescales
Prioritisation is key

Слайд 7

Programme charter: Overall approach
Should be developed in 3 stages
Current-state
The environment
The principles

& the future-state
Future-state
Produce initial model
Identify and consult stakeholders across the organisation
Review and revise

Environment: Develop high-level descriptions of
Organisational behaviours
ECM support organisation structure
ECM processes & instruments

Слайд 8

Drive
Drive
Support
Embodied in
Defining organisational behaviours
Organisational behaviours
Guidance & Protocols
What we use the infrastructure FOR
The WAY

we use the infrastructure

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Organisational QuickScan for information development
Analyses current-state of organisation across multiple facets

to identify the baseline for the organisation
Aids in planning what it will take to get to the future-state vision

Assessments
Application portfolio and functionality
Information flow
Information delivery
Information maturity and infrastructure maturity
Economic value of information
Information processes
People skills and organisational structure

Слайд 10

Strategic business requirements
Establishes the overall set of strategic business requirements (business

case) that translate into high level information requirements
Forms the basis for scoping the programme
Strategic business vision
Strategic critical success factors (CSFs)
Strategic key performance indicators (KPIs)
Strategic success measures
Strategic change drivers

Слайд 11

Strategic business vision
Defines what organisation wishes to achieve in the Future-State
Done

by interviewing executives via scripts to capture
Business objectives
Competitive forces of concern
Differentiation and positioning statements
Major customers, buying habits and cycles
Major suppliers and incentives
Major competitors, substitutes and discriminators
Industry and historical supply chains
Success factors

Слайд 12

Business blueprint
Key deliverable of MIKE2
Final strategic analysis and synthesis of business

assessment work
Completes and formalises the business vision
Completion of business blueprint results in
Prioritised requirements
Programme plan
Business case
Programme blueprint

Слайд 13

Eat the elephant one bite at a time
Go for specific projects,

one at a time
Each project addresses portion of ECM producing business value
Start with something nutritious, not small and convenient
Produce business case for each of these projects separately

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Prioritise requirements
Refines the strategic information requirements
Determines the sequence of projects
Strategic vs.

tactical
Within scope and outside of scope
Ranking done via group workshops with executives who provided initial feedback
With guidance of sponsor and stakeholders as appropriate
Focus is on business requirements, not technology requirements
Results in a list of work opportunities for the project

Слайд 15

Linking tactics to strategy
Users / other stakeholders
Management / executive board
Business

area managers

Operational (Consequential impact)

Tactical

Strategic (C-level)

(Balanced scorecard)

Слайд 16

Business blueprint components
Arranged in key sections
Executive summary
High-level programme plan
Business case
Strategic case
Economic

case
Funding case
Commercial case
Project management case
Future-state conceptual architecture
Appendix

Слайд 17

© AIIM | All rights reserved
MIKE2 Phase 2
Source: http://mike2.openmethodology.org

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Technology assessment
Concentrates on the technical aspects of your strategy
Technology blueprint
Strategically ties

the business requirements developed in Phase 1 to a logical and physical information architecture
Completes the “strategic programme blueprint”
Defines the overall programme delivery plan that provides the starting point for the continuous implementation phase
Refines the business requirements through ECM
Defines the technology architecture
Puts standards and technical infrastructure in place to support the software development process

Слайд 19

Business drives technology
Phase 1 and 2 parallelism
Phase 1 deliverables must be

completed before phase 2 can be completed
Specifically, phase 2 requires the following from phase 1 before a full infrastructure can be prescribed:
Business vision
High-level business case
High-level information processes
Scope of key systems

Слайд 20

How to produce requirements: Overview
5 main stages
1. Plan
2. Gather
3. Analyse
4. Document
5.

Agree
Some stages are iterative and parts of entire process can be iterative

Plan
Gather
Analyse
Document
Agree

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Conduct gap analysis of current-state and future-state
Identify key gaps between

current-state architecture and future-state
Where will new capabilities be needed?
What are those requirements?
Becomes basis for RFP and vendor selection

Слайд 22

© AIIM | All rights reserved
MIKE2 Governance model
Source: http://mike2.openmethodology.org
Improved Governance and

Operating Model

Слайд 23

Why information governance?
Accountability for organisation’s information assets
Good governance
Ensures compliance with regulations

and legislation
Enables productivity improvements
Enables organisation to respond to change and new opportunities
Helps information exchange with customers, partners and providers
Sustains good information management practices

Слайд 24

An information governance framework (IGF)
A sound IGF includes
© AIIM | All

rights reserved

Policies
Processes
People
Tools & technology
Standards
Audit

Слайд 25

The role of ECM in information governance
ECM environment is
Key tool

for Information Governance
Repository for corporate memory
ECM systems depend on creation and maintenance of ‘Content Management Instruments’, including:
Reference data (taxonomy, thesaurus, etc.)
Metadata standard for information, including documents, records, and websites etc.
Security and access classification scheme
Disposition schedules

Слайд 26

Continuous improvement
© AIIM | All rights reserved
Prevent
Risk assessments
Training
Policies

& procedures
Executive commitment

Detect
Audit
Ombudsperson
Monitoring

Respond
Investigation
Communication
Improvements
Employee discipline

Compliance Framework

Respond
Prevent
Detect

Слайд 27

MIKE2 Phase 3 Roadmap
Roadmap
© AIIM | All rights reserved

Слайд 28

Project roadmap overview
Project roadmap is the guide for the entire project
In

each iteration of phase 3-5 however, it is the restricted guide for the requirements and level of detail involved in a SINGLE iteration
Tasks
Define overall release functionality
Identify and prioritise project risks
Identify infrastructure dependencies
Identify design dependencies
Define acceptance procedures
Define detailed project plan

Слайд 29

Identify and prioritise project risks
With each iteration, re-examine risks for

iteration and project as a whole

Слайд 30

MIKE2 Phase 3 Foundation activities
Software development readiness
Enterprise information architecture
Taxonomy design
Metadata development
Solution

architecture definition/revision
Prototype the solution architecture

Слайд 31

Foundation activities (1)
Focused on ensuring that the environment is ready and

that basic solution decisions have been made
Important to establish at the beginning of each design, develop, deploy increment
Primarily focused on understanding information issues, resolving these problems and defining target content models
If not conducted first, other subsequent implementation work is likely to fail

Source: http://mike2.openmethodology.org

Слайд 32

Foundation activities (2)
Technical and design foundations
Iterative
Risk assessment and management
© AIIM |

Слайд 33

Taxonomic needs assessment
Source: Dave Snowden
© AIIM | All rights reserved
Cynefin framework

Слайд 34

Developing a taxonomy
Identify stakeholders
Define purpose
Determine approach
Collect information
Develop scheme
Pilot scheme
Deploy scheme
Gather feedback
©

Слайд 35

© AIIM | All rights reserved
MIKE2 Phase 4
Source: http://mike2.openmethodology.org

Слайд 36

Identify training and administration guide requirements
Used to estimate training needs
Varies depending

on complexity of the system, amount of change to the organisation required and ability of users to absorb the material
Questions answered
What is the nature of the audience and the contexts they will be using the ECM environment?
Who will need the documentation, at what level, when and why?
Typical targets for training
Departmental users
System operators
Management

Слайд 37

Develop outlines for operational manuals
There will be multiple operational manuals, targeted

at the specific audiences identified
Typical examples
User procedures manual – for specific business functions
Operations procedures manual – for technical operations
Desk procedures – how to do specific business jobs using the system
Tasks
Examine existing operational manuals for corporate standards
Determine satisfaction with existing manuals
Based on identified requirements, build outline, vet with audience

Слайд 38

Design backup and recovery procedures
If your solution is based on a

single provider, single repository - in a word, simple - fairly straightforward
Distributed, federated, integrated solutions exponentially more complex
Dirty secret of the ECM industry that backup and recovery is exceedingly difficult
Multiple repositories, integration paths, databases, indices, linkages between documents and repositories
Best approach
Closely work with solution provider and/or integrators to design and verify backup and recovery will actually work

Слайд 39

over time

Source (top): Barry Boehm
Source (bottom): Jeff Patton, www.agileproductdesign.com

uncertainty

Слайд 40

iTunes Music Store

Source: NetFlix

Слайд 41

Слайд 42

Develop user support documentation
Created to provide step-by-step documentation, with appropriate screenshots,

to illustrate an entire process or task
Supplements any automated processes implemented within the system
Keep in mind how documentation is intended to be used in YOUR environment
Stand-alone reference manual
Basis for live or on-demand training
Develop at level of detail necessary for final use

Слайд 43

Develop operations support guides
Introduction
Document distribution list
Document change process
Application overview
Production environment
Production architecture

overview
Production environment components
Application servers
Web servers, etc.
Security
Server security configurations
Security log reviews
Guidelines for access
Account administration
Data centre procedures
Startup/shutdown

Job scheduling
Monitoring & logging
Load balancing
Problem management
Change management
Vendor management
Backup/restore procedures for application components
System maintenance
Print services
Failure
Appendix A - User account setup process & access rights
Appendix B - Service level agreements
Appendix C - Contact matrix
Appendix D - Software versions list

Source: http://mike2.openmethodology.org/wiki/Operations_Procedure_Outline_Deliverable_Template

Слайд 44

Technology backplane development
Making this available as soon as possible is critical

for the development of ECM system
Provides “developer ready” environment to build and test system based on work done in foundation activities and design
Acquisition and training of developers was covered in phase 4
Tasks
Implement target repository
Develop content interface components
Develop process/automation components
Develop metadata management integration
Develop infrastructure management processes

Слайд 45

User testing
Pilots and model offices are popular approaches
Refine design and implementation

of new ecm-enabled environment by directly involving users
Pilot approach
Trial of ‘draft’ proposed environment
Uses a small subset of users
Usually in their normal working environment
Model office approach
More of a ‘laboratory’ environment - somewhat rare
Typically used to ‘get it right’, before moving to a pilot

Слайд 46

Model offices & pilot: Benefits
Technical evaluation
Functional testing
System integration testing (SIT)
End-to-end testing

(E2E)
Stress and volume testing (SVT)
Functionality evaluation
Does it do all that is specified and required?

Finalise environment
Ensure all aspects of environment are defined
Establish and ‘freeze’ a configuration for roll-out
Training development
Develop and assess training materials and methods
Train the trainers, help desk staff, floor-walkers etc.

Слайд 47

Production deployment
Post-pilot and/or model office work, the environment finally reaches a

deployment-ready state
Final steps for deployment involved finalising how the solution will be deployed technically for production use
Tasks
Define distribution and installation method
Deploy baseline production environment
Deploy software to production

Слайд 48

Deploy software to production
Solution is ready to be released into production,

with final evaluation and launch of the solution to the target communities
Production and operation procedures should be up and running alongside the infrastructure itself

Слайд 49

Evaluation and launch
Post technical deployment is the final evaluation, scheduled launch

and post-launch verification and support
Transfers operations and support from the development/project team to operations personnel for solution moving forward
Contingency plans for any issues in final testing and launch should be in place and ready to activate, should any severe issues be identified
Validates that system is truly ready for rollout

Слайд 50

Слайд 51

Importance of change readiness assessment
Organisational change will always appear threatening
People

think of job security
Some enterprises more freely disseminate information regarding change and strategy than others
You need to assess your enterprise’s readiness to change
Readiness of management and the workers affected by the change
How technology is used (or not) within the organisation
QuickScans and early assessments of Phase 1 provide diagnostic tools, while this module is focused on enabling necessary change

Слайд 52

Best practices for implementing change
Change needs to be managed, but there

are many different methods for this
However, these methods share common themes
Most important theme: change occurs in the context of the enterprise’s natural and recognised capabilities
All successful models
Address all elements of change
Provide a process for introducing change
Address critical success factors

Слайд 53

Creating user “wins”
Early wins create a “Yes” environment
Wins should be promoted

widely
Leverage existing and new “super users”
Wins should be clear cut
Not open to interpretation
Wins should bring benefits to all
Wins should appear to come easily
Even a big bang approach can be delivered via a series of smaller wins…

Global best practices for implementing ECM using the open methodology MIKE2

Содержание

Which 3 of these typical problems have affected your organization’s document

The MIKE2 Methodology"MIKE2 (Method for an Integrated Knowledge Environment) is an

MIKE2 Phases (description)Phase 1 - Business assessmentPhase 2 - Technology assessmentPhase

© AIIM | All rights reservedMIKE2 Phase 1Source: http://mike2.openmethodology.org

Conduct initial direction setting with sponsorSponsor needs to provide insightsDifficult or

Programme charter: Overall approachShould be developed in 3 stagesCurrent-stateThe environmentThe principles

DriveDriveSupportEmbodied inDefining organisational behavioursOrganisational behavioursGuidance & ProtocolsWhat we use the infrastructure FORThe WAY

Organisational QuickScan for information developmentAnalyses current-state of organisation across multiple facets

Strategic business requirementsEstablishes the overall set of strategic business requirements (business

Strategic business visionDefines what organisation wishes to achieve in the Future-StateDone

Business blueprintKey deliverable of MIKE2Final strategic analysis and synthesis of business

Eat the elephant one bite at a timeGo for specific projects,

Prioritise requirementsRefines the strategic information requirementsDetermines the sequence of projectsStrategic vs.

Linking tactics to strategy Users / other stakeholdersManagement / executive boardBusiness

Business blueprint componentsArranged in key sectionsExecutive summaryHigh-level programme planBusiness caseStrategic caseEconomic

© AIIM | All rights reservedMIKE2 Phase 2Source: http://mike2.openmethodology.org

Technology assessmentConcentrates on the technical aspects of your strategyTechnology blueprintStrategically ties

Business drives technologyPhase 1 and 2 parallelismPhase 1 deliverables must be

How to produce requirements: Overview5 main stages1. Plan2. Gather3. Analyse4. Document5.

Conduct gap analysis of current-state and future-state Identify key gaps between

© AIIM | All rights reservedMIKE2 Governance modelSource: http://mike2.openmethodology.orgImproved Governance and

Why information governance?Accountability for organisation’s information assetsGood governanceEnsures compliance with regulations

An information governance framework (IGF)A sound IGF includes© AIIM | All

The role of ECM in information governanceECM environment is Key tool

Continuous improvement© AIIM | All rights reservedPrevent Risk assessments Training Policies

MIKE2 Phase 3 RoadmapRoadmap© AIIM | All rights reserved

Project roadmap overviewProject roadmap is the guide for the entire projectIn

Identify and prioritise project risksWith each iteration, re-examine risks for

MIKE2 Phase 3 Foundation activitiesSoftware development readinessEnterprise information architectureTaxonomy designMetadata developmentSolution

Foundation activities (1)Focused on ensuring that the environment is ready and

Foundation activities (2)Technical and design foundationsIterativeRisk assessment and management© AIIM |

Taxonomic needs assessmentSource: Dave Snowden© AIIM | All rights reservedCynefin framework

Developing a taxonomyIdentify stakeholdersDefine purposeDetermine approachCollect informationDevelop schemePilot schemeDeploy schemeGather feedback©

© AIIM | All rights reservedMIKE2 Phase 4Source: http://mike2.openmethodology.org

Identify training and administration guide requirementsUsed to estimate training needsVaries depending

Develop outlines for operational manualsThere will be multiple operational manuals, targeted

Design backup and recovery proceduresIf your solution is based on a

Business value of prototyping© AIIM | All rights reservedCumulative business valuetimeuncertainty decreases

All users have raised expectations© AIIM | All rights reservedSource: Apple

MIKE2 Phase 5DevelopTestingTrainingDeployOperateOngoing improvementCloseout© AIIM | All rights reserved

Develop user support documentationCreated to provide step-by-step documentation, with appropriate screenshots,

Develop operations support guidesIntroductionDocument distribution listDocument change processApplication overviewProduction environmentProduction architecture

Technology backplane developmentMaking this available as soon as possible is critical

User testingPilots and model offices are popular approachesRefine design and implementation

Model offices & pilot: BenefitsTechnical evaluationFunctional testingSystem integration testing (SIT)End-to-end testing

Production deploymentPost-pilot and/or model office work, the environment finally reaches a

Deploy software to productionSolution is ready to be released into production,

Evaluation and launchPost technical deployment is the final evaluation, scheduled launch

Training feedback loopCollect feedbackAt the timeAnd laterReview, learn and improveReviewLearnImprove© AIIM

Importance of change readiness assessmentOrganisational change will always appear threatening People

Best practices for implementing changeChange needs to be managed, but there

Creating user “wins”Early wins create a “Yes” environmentWins should be promoted

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