ipr connect – best digital media 2010 ioic conference, 11 may 2011 lynette crompton – internal...

IPR Connect – Best Digital Media 2010IoIC Conference, 11 May 2011

Lynette Crompton – Internal Communications Manager

Brian Holness – ECM Programme Manager

Jonathan Thomson – Senior Business Analyst and ECM Developer

IoIC Conference 11 May 2011 2

IPR Connect overview

• International Power intranet history:– ‘traditional’ information push system– centrally managed– limited benefits to employees– intranet failed and was deactivated

• IPR Connect developed around SharePoint– provides ‘push’ communications – promotes collaboration and knowledge sharing– incorporates latest knowledge and information management tools and techniques– optimises the efficiency of business processes– is embedded into employees’ working day activities

•International Power had over 4,000 employees operating over 21 countries, in 45 power stations with variety of systems

–introduction of IPR Connect provided first opportunity for Company to share and access information across entire company

•Secure access to information – regional information / individual files / team spaces


Key elements

• Buy in from top needed to be developed– Executive Team unfamiliar with this type of intranet – used to ‘traditional’ style– ‘one-stop shop’ dashboards created for Executive Team members– briefing provided to each departmental and regional head – IPR Connect ‘owner’ identified for each area

• IPR Connect tailored to needs of individuals, teams and regions– each discipline and region given dedicated space– individuals can personalise interface through ‘mysite’– listened to feedback on design and incorporated suggested changes

– result was new menu system and advanced search function

• Took decision not to dictate introduction so:– introduced incrementally – HQ, individual disciplines, regions– incorporated vital systems– created need for product – teams started requesting the introduction of IPR Connect

• Incorporated introduction to IPR Connect into employee induction– overview of content– demonstrate benefits and capabilities


IPR Connect structure and architectureInteractive – Personalised - Devolved

Corp Europe Australia U.S. Asia Middle East

global audience

HR

IT

Comms

Global intranet accessible by all IPR employees

Regional portals accessible by all IPR employees but with some restricted areas

Team & community sites created & managed by individual teams, access to these areas is restricted to nominated employees

My Site

Personal workspacescreated & managed by individuals

Trading

Ops

Finance

Global Network


Business Opportunity

Deliver significant improvement in profitability and growth

by implementing an integrated, enterprise approach to communication and information management through:

• Improved access to information and expertise• Better information and data management and reporting• Promoting collaboration and knowledge sharing• Optimising the efficiency of business processes• Legal and business compliance

But this was primarily an IT vision


Management concerns & support

Do we need it ?

Can it be achieved ?

Is it worth the effort ?

Do we have the resources ?

Aren’t we doing OK as we are ?

Reluctant to endorse & fund major change programme

Agreed to support specific business driven solutions on a common platform


All leading experts advise:

Applying an information strategy that addresses the needs of the whole organisation enables organisations to plan for long term transformation and high

performance

The Information Workplace

Unifies and coordinates tools, content and applications


Programme scope

Develop a strategic product suite and operational capability to support Information Management globally across the company

Build a scalable corporate platform to deliver current customer solutions and support further expansion to an enterprise system

Establish an information architecture for effective information management

Derive principles and best practices for system use and management

Provide business driven solutions (generic/specific) for improving information capture, flow and distribution


IPR Connect – our Information Workplace

• Global communications “intranet”

• Global, regional, corporate, departmental portals

• Global community workspaces

• BI dashboards, KPIs,

• Team and project workspaces

• Process improvement

• Discussion boards, wikis, blogs

• Enterprise structure

• Global Intranet

• Regional Portals

• BU Structure

• My Sites

2

Product Suite

Solutions

Governance

• IM Policy & Procedures

• IM Strategy & Governance Plan

• Content management

• Collaboration

• Web publishing

• Knowledge management

• Process management

• Portal services

• Business intelligence

InformationWorkplace

Information Architecture

Communication & IM Platform

• SharePoint 2007

• Scalable for enterprise

• Globally accessible

• Enterprise Portal

Unstructured

Content

Re-Usable

Material

Polices &

Procedures

Internal News

& Announcements

Best Practices

E-learning Skills

& Competencies Collaboration

Tools

e-mail

Processes

External News

Records

Business

Intelligence

Business

Applications Efficiency

Effectiveness

Comm

unic

atio

n

Compliance


Engaging the company

Understanding the pain points

Deliver point solutions

Template – package – redeploy

Embed in key business processes and activities

Build network of business champions – super users

Demonstrate benefits

Shop window solutions

Simple advice to users on what they need to do

Get into team and individual objectives and targets

Everything has its place in the global architecture


Information Management Principles

Critical business information should have defined owners responsible for its management & accuracy.

Access to information should be open to widest possible audience appropriate for the sensitivity and confidentiality

Secure information should be stored in accordance with legal, regulatory, commercial or operational retention periods.

Managers need to be responsible for promoting and enacting effective information management, knowledge sharing and collaboration within their business unit and across the company.

All employees have a duty to protect, maintain and develop the intellectual property of the Group.

Information should be regarded by all employees as a strategic asset and information management as a core capability.


The Ten Commandments1. Use Team Sites for all project and team activities

2. Save documents of interest to other team members to Team & Project sites – and tag for easy retrieval

3. Save documents of wider interest to Community sites

4. Keep profile pages up to date and complete (My Sites)

5. Actively participate in all communities where expertise will contribute value

6. Search IPR Connect for information and expertise when undertaking a new activity – seek advice via Discussions/FAQs

7. Create learning lessons on completion of significant work or at significant milestones and save to Team sites/Communities

8. Create key information assets – guidance notes, best practices, processes, models, templates

9. Move key information valuable to other users from personal drives to Team & Communities

10. Move key information from GSA’s & Archive boxes to Teams and Communities


IPR Connect Summary

Integral to everyone’s working day

Supports all business activities

Universal access and reach

Embedding latest knowledge and information management tools and techniques

Personalised and interactive

Competitive differentiator

A continuous journey not an end point


Conclusion - Information Matters

Information is a strategic asset – and should be managed like any other asset

Information Management is a core competency

It’s part of the day job

IPR Connect DemonstrationIOIC Conference Wednesday 11th 2011

Jonathan Thomson – Senior Business Analyst


IPR Connect Homepage


IPR Connect News


IPR Connect Our Company


IPR Connect – Communications Function


IPR Connect Travel Site


IPR Connect Tools


IPR Connect Corporate Dashboard (Tier 2)


IPR Connect Offices


IPR Connect My HR


IPR Connect – Regional Portals


IPR Connect Team Sites / Collaboration / Apps (Tier 3)


IPR Connect – Global Net


IPR Connect – Applications


IPR Connect - My Personal Site (Tier 4)

Questions and Answers

Lynette Crompton – Former IPR Communications Manager

Brian Holness – ECM Programme Manager

Jonathan Thomson – Senior Business Analyst and ECM Developer

ipr connect – best digital media 2010 ioic conference, 11 may 2011 lynette crompton – internal...

Documents

access information

deactivated ipr

ioic conference

area ipr

employees intranet

regional head ipr

information management

business opportunity