content management requirements research in the automotive industry

7/30/2019 Content Management Requirements Research in the Automotive Industry

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Content management requirements capture

within the automotive industry

Speaker:

Pedro Porras Diguez

Friday 24th November 2006 Cranfield


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Content

capture

Management

Store

Deliver

Analogue

Repositories

Library services External

File systems Databases

Data Warehouses

Imaging

Documentmanagement Collaboration

ECM example

Introduction

Archive

data

Digital

data

Technologies

Paper

Internal Portal

Fax

Search Version control Validation

Check In/Out Retrieval Audit Trail

Magnetic storage

Optical storage

Paper Optical

MS Office

OCR

FormsERP

XML

Recordsmanagement

Lifecycle doc.management

* Chart adapted from

Microsoft Corp.


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Introduction

Content is the whole range of files that are held on modern

computer systems including both content objects (graphics,audio and video files) and documents.

(AIIM, 2005)

Content Management

n erpr se on en anagemen s e ec no ogy use o

capture, manage, store, preserve, and deliver content related to

organizational processes.(AIIM, 2005)

Requirementis a capability that must be met or possessed by aproduct to satisfy a contract, standard, specification, or other

formally imposed documentation.(IEEE, 1990)


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Introduction

Sponsored by Nissan Technical Centre Europe to:

Improve the management of its content with an ECM system

Understand how NTCE has to change to implement the system

Research context

Avoid duplication

Encourage re-use

Improve file management

within the organisation

EFFECTIVE CONTENT MANAGEMENT

Security

Version control

Library services

Content lifecycles

There is a largeamount of duplicated

information

The search capabilityis limited to only

file/folder name search

Advance search

Avoid risk


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Introduction

Requirements capture

How NTCE must change to be ready for

the implementation of a enterprise content

management system

+

Case study

Comparison in the automotive industry Survey

Understand the requirements for the automotive

industry


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Literature Review

Enterprise content management - requirements elicitation -

knowledge management - document management in theautomotive sector and other industries

Literature review shows that, although there are capturing requirements

Main topics and research gap

me o o ogy or n us ry:

There are only some for content management

But none for the automotive sector

Gap in the context: content management requirements identificationand capture for the specific needs of the automotive industry


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Identify requirements of the automotive industry

for the introduction of an Enterprise Content Management tool

Aim


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Objectives

Capture industrial requirements for the introduction of anECM tool.

Perform a comparison of these content managementrequirements within the automotive industry.

Identify the issues involved in the pre-implementation of anEnterprise Content Management tool in terms of classification

of information and document policies.

Validate the research results using literature and workshopswithin an automotive company.


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Research questions

1- What is specific for the automotive industry in contentmanagement requirements?

2- What is the performance of the company in content

3- How the company must change for an ECM systemimplementation?


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Interviews

Knowledge maps Content flowanalysis acrossthe organisation

1ST

STAGE

2ND

3RD

STAGE

4TH

STAGE

ADAPTED METHODOLOGY IN THE CASE STUDY

Requirements capture in the case study

COLLECTINGLITERAL

SOURCES

MODELLING

ORGANISATIONAL

FRAMEWORK,KNOWLEDGE MAPS

METADATAREQUIREMENT

EXISTING

REPORTSANDMANUALS

ORGANISATIONALFRAMEWORK,

KNOWLEDGE MAPS

1ST

STAGE

2ND

STAGEQUESTIONNAIRE

This methodology extracted from the

literature is adapted for the case study

performed in the automotive company

UNIFIED METHODOLOGY BY VIRPI LYYTIKINEN (2004)

Methodology

Improvements ofknowledge maps

Properties andpolicies

applications

List of documents

Requirements foran automotiveorganisation

5TH

STAGE

ANALYSIS OFKNOWLEDGE MAPS

ANALYSIS ANDSUMMARY

CONTENTSIDENTIFICATION

CONTENT FLOWANALYSIS

RESULTS OF THEINTERVIEWS

REVISED DEFINITIONS,PROBLEMS, IDEAS,CONTENT TYPES

USER INTERVIEWS

CONTENTS FLOWANALYSIS

VALIDATION

5TH

STAGE

3RD

STAGE

4TH

STAGE

FINAL REPORT

Complexity of the business Existence of knowledge maps

Easy identification of producer

and users of information

Limitations in the availability

for interviews


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Content management automotive industry survey

Methodology

Requirements

Feedback fromengineers in other

automotivecompanies

CASE STUDYFINDINGS

Challenges

ANALYSIS ANDRESULTS

Requirements

Challen es

SURVEY

Creation of a surveyto compare and

Enterprise Content Management

(ECM):

ECM is a widely-recognized IT-

industry term for software technology

that enables organizations to

create/capture, manage/secure,

store/retain/destroy, publish/distribute,

search, personalize, and

present/view/print any digitalcontent

. . / , , ,


(ECM):





, ,


(ECM):


Opportunities

Limitations

Nissan

Ford

Toyota

Aston Martin

Opportunities

Limitations

AUTOMOTIVEINDUSTRY

Nissan

findings withinother automotivecompanies

(e.g. pictures/images, text, reports,

video, audio, transactional data,

catalogue, code). ECM systems

primarily focus on the capture, storage,

retrieval, and dissemination of digital

files for enterprise use and their life-cycle management.



present/view/print any digitalcontent

(e.g. pictures/images, text, reports,


catalogue, code). ECM systemsprimarily focus on the capture, storage,


files for enterprise use and their life-

cycle management.






present/view/print any digitalcontent(e.g. pictures/images, text, reports,


catalogue, code). ECM systems

primarily focus on the capture, storage,


files for enterprise use and their life-

cycle management.


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Log

and

send

out

gging

data

in

the

Database

rsending

perSpec

tender

STE-mail

CAD

Support docs > A3

format (paper)

CADMailCGAR

Informative

E-mail

Log Spec

Tender onto

ST DB

Sign the ST

and prepare

ST package to

be sentST + cover letters +

guidelines

Support docs >

A3 format (paper)

Send daily

informative E-Informative

-

Informative

-

P 1E-mail

CAD

Support docs > A3

format (paper)

CADMail

Informative

E-mail

P 1 onto P 1

DB

Sign the P 1

and prepare P

1 package to

be sentP 1 + cover letters

+ guidelines

Support docs >

A3 format (paper)

Send daily

informative E-Informative

-

Informative

-

Documents types - European Spec Te

List of documents for each

process

Case study

Knowledge map analysis

15'forl

+

5'fo

Confirm /

Arrange with

Supplier &

inform P 1 area

mail with ST

details

- -

Scan full STpackage

Confirm

acceptance

Confirm with

DK0

OK

NG

Confirm /

Arrange with

Supplier &

inform VY2 ST

area

Update ST DB

Udpate P 1 as

Get from P 1 db

the P 1 withoutconfirmation of

acceptance and

contact the

suppliersConfirm

acceptance /

reject

Confirm with

FDS

Confirm /

Arrange with

Supplier &

inform P 1 area

NG

mail with P 1

details

- -

Scan full P 1package

Confirm

acceptance

Confirm with

DEPT.1

OK

NGConfirm /

Arrange with

Supplier &

inform DEPT 6.

Update P 1 DB

Confirm

acceptance /

reject

Confirm with

FDS

NG

Spec Tender Check List VY2 process

Spec Tender Check List should be attac

Spec Tender raisedSupport docs A3 format paper

CAE transmision request

Daily E-mail VY2 Prog.Man.

Spec Tender DataBase

Cover letter of the spec tender

Guidelines of the spec tender

email with 3, 4, 5

CAD data being sent to the supplier

CAD data transmision form attached to t

Informative email

Receive acceptance/reject/delivery confi

Confirmation with DK0

Confirmation/arrangement with the suppl

Inform VY2 ST area

Confirm acceptance/reject/delivery from

Confirmation with DK0

Update Spec tender

Inform VY2 ST area

ADA in VY2 SpecTender

Drawing in VY2 SpecTender

STRS Test Schedule

ANPQP Supplier test report

Spec Tender check list

Spec Tender Data Base

Track Doc Derwent phase 1/2 Excel DB


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Therefore for each piece of content we have:

Code

Owner

Type of file

AS-IS Situation

Case study

r g n es ny

Storage

Tool software dependence

Template existenceProject

Policies data and performance


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AS-IS & TO-BE Situation

Case study

Some pages are omitted


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Survey

Content management requirements in the automotive industry

Automotive industry is mapping their processes and implementing

progressively ECM systems

There are three different levels of ECM maturity:

Starting the implementation of ECM. Policies manually applied

Medium implementation of ECM. Policies automated only for corebusiness processes. Employees can be the unique owners of some

information

Fully implemented ECM systems and complete automated policies

Same concerns and requirements but there are different approaches

and different performances. There are only differences in personal storage


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Limitations and Future Research

Knowledge maps

Current research Future research

Improvements in knowledge maps Knowledge maps for processoptimisation

Content policies

Policies sco e in the com an Interaction between lobal olicies

Audit of content policies and processes

Storage

Development of a standard classification of company information

Software tools

Ongoing development of tools Lifecycle of company tools

Interaction between storages


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Objectives

Capture industrial

requirements for theintroduction of an

ECM tool.

Conclusions

-Knowledge maps are essential.

-Policies must be defined for all content.

-Personal storage must be reduced and contentownership controlled.

-Explore tool is required.

Conclusions & Contribution

Perform a analysis of

these content

management

requirements within the

automotive industry.

Identify the issues

involved in the pre-

implementation of an

ECM tool.

-

-There are different levels of accomplishment

-The company of the case study must keepimproving its commitment with contentmanagement.

-Best practices of information storagemust be rolled out.

-Personal motivation must be fostered.


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Any questions?

Thank you,