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AV-20 Best Practices for EffectiveDocument and Knowledge Management
Douglas J. VargoVice President,Information Management Practice
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To be removedTitle: Best Practices for Effective Document and Knowledge
ManagementAbstract: Plant floor workers are inundated with information, both digital
and paper-based. A methodical approach to how teams cancollaborate with one another and create, share, and managedocuments that support the work day is absolutely necessary. Thealternative is information mayhem.
This session will focus on what it takes to develop a strategy fordocument and knowledge management as it relates tomaintenance and inventory using the Avantis extensions, and howto use best practices around workflow, version control, and othercapabilities to streamline collaboration and reduce risk. We willlook at how tools such as Microsoft SharePoint, OpenText, andEMC Documentum can support this strategy with practicalapplications.
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Plant floor workers are inundated with information, both digitaland paper-based. A methodical approach to how teams cancollaborate with one another and create, share, and managedocuments that support the work day is absolutely necessary. Thealternative is information mayhem.
This session will focus on what it takes to develop a strategy fordocument and knowledge management as it relates tomaintenance and inventory using the Avantis extensions, and howto use best practices around workflow, version control, and othercapabilities to streamline collaboration and reduce risk. We willlook at how tools such as Microsoft SharePoint, OpenText, andEMC Documentum can support this strategy with practicalapplications.
Paragon Solutions Introduction
Strategy consulting and systems integration teamsdelivering business value
Multiple domain practices with solutions focused onspecific client objectives
e.g. Enterprise Asset Management, DocumentManagement, Information Management, PostImplementation Support Services, Migration,Information Governance, etc.
A proven delivery track record leading enterprise-wide initiatives, synthesizing business and IS/ITand demonstrated return on investment...
Invensys/Avantis Partnership for EAM Solutions
Paragon Solutions is an enterprise informationsolutions company that helps firms leveragetechnology to achieve better business results.
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Corporate FactsGlobal Presence & Clients
6 U.S Offices; 2 overseas offices
Over 600 dedicated employees
Multiple technology partnerships
Privately owned, 30-year history
Strategy consulting and systems integration teamsdelivering business value
Multiple domain practices with solutions focused onspecific client objectives
e.g. Enterprise Asset Management, DocumentManagement, Information Management, PostImplementation Support Services, Migration,Information Governance, etc.
A proven delivery track record leading enterprise-wide initiatives, synthesizing business and IS/ITand demonstrated return on investment...
Invensys/Avantis Partnership for EAM Solutions
40% of business activities rely on information captured indocuments, spanning customer-facing processes in sales andmarketing; non-customer-facing processes in HR, manufacturing,and other back-office operations; and processes that manage riskaround business continuity and information security
71 % stated they would have better business oversight and controlif they improved their internal document process
67% said it would reduce regulatory compliance risk over half of allsurvey respondents said improving processes would have an impactacross a broad range of risk mitigation and management areas
75% of respondents experienced serious business risk and/orcompliance issues as a direct result of ineffective documentprocesses over the past five years.
45% of respondents reported that document driven processes theyhad personal knowledge of were not efficient or effective.
Not sure what I am doingwith this yet?
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40% of business activities rely on information captured indocuments, spanning customer-facing processes in sales andmarketing; non-customer-facing processes in HR, manufacturing,and other back-office operations; and processes that manage riskaround business continuity and information security
71 % stated they would have better business oversight and controlif they improved their internal document process
67% said it would reduce regulatory compliance risk over half of allsurvey respondents said improving processes would have an impactacross a broad range of risk mitigation and management areas
75% of respondents experienced serious business risk and/orcompliance issues as a direct result of ineffective documentprocesses over the past five years.
45% of respondents reported that document driven processes theyhad personal knowledge of were not efficient or effective.
IDC Report 2012
An example…A pump is due for PM and the Planner and Technician are planning andexecuting the work order. They need to easily access all referencedocumentation for the job – without risk of using out-of-dateinformation…
• How does he know that he has themost recent documentation toensure he performs the tasks inaccordance with approvedprocedures and specifications?
• What are best practices or tipsfrom pervious technicians workingon this pump?
• How can the technician quicklyhave access to all relevantdocuments?
• How can the technician collaboratewith colleagues
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• How does he know that he has themost recent documentation toensure he performs the tasks inaccordance with approvedprocedures and specifications?
• What are best practices or tipsfrom pervious technicians workingon this pump?
• How can the technician quicklyhave access to all relevantdocuments?
• How can the technician collaboratewith colleagues
What is Document Management?
Document management is the practice of storing, managing andtracking electronic documents and images of paper based informationcaptured through the use of a document scanner. The principal reason forstoring the documents in a document management system is to ensurecontrol and so users who need to access the information stored in thosedocuments can do so quickly and easily.
Key DM features are:
• Templates & Forms• Check-in/check-out and document lock down• Version Control• Roll back• Audit Trail & Historic Reference• Annotation and Watermarking• Workflow & Review and Approval
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Document management is the practice of storing, managing andtracking electronic documents and images of paper based informationcaptured through the use of a document scanner. The principal reason forstoring the documents in a document management system is to ensurecontrol and so users who need to access the information stored in thosedocuments can do so quickly and easily.
Key DM features are:
• Templates & Forms• Check-in/check-out and document lock down• Version Control• Roll back• Audit Trail & Historic Reference• Annotation and Watermarking• Workflow & Review and Approval
Document Management and CollaborationCollaboration tools can be used as an effective tool for managingdocuments and for optimizing collaboration through out an organizationfor internal problems solving, and for use of Avantis (especially withinlarge organizations).
Fast and easy access todocuments based onEntity and document type
Integration withAvantis
Problem solving forumto connect engineers,maintenance staff, FAQ,Tips, etc.
Avantis Help andTraining Section
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Fast and easy access todocuments based onEntity and document type
Integration withAvantis
Problem solving forumto connect engineers,maintenance staff, FAQ,Tips, etc.
Avantis Help andTraining Section
How Can an Effective Document ManagementStrategy Benefit You?
• Provides a common template and authoring criteria• Ensures the most current version of documents such as labor,
material, tools, drawings, subcontractor requirements and safetyinformation can be identified on work orders to support proactivemaintenance activities
A Solid DM Strategy supports the alignment of all of the OperationalExcellence areas – Environment and Safety, Assets Management andControl, with a strong emphasis on empowering your business in thefollowing ways:
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• Provides a common template and authoring criteria• Ensures the most current version of documents such as labor,
material, tools, drawings, subcontractor requirements and safetyinformation can be identified on work orders to support proactivemaintenance activities
• Automatically linked documents toPM / job plans / work orders
• Limit duplicates• Information Model Supports Enterprise
Search, Reporting and Analytics• Improved safety, regulatory compliance
and reduced overall risk
Keys for Delivering Document ManagementDocuments are the primary medium through which employees shareideas and information of all kinds — with other employees, customers,suppliers, partners, shareholders, and other stakeholders.
• Build Consensus• Planning• Focus on the Document Lifecycle• Define the Information Model• Underlying Governance• Paper has not gone away• Integrations• Change Management and User
Adoption
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• Build Consensus• Planning• Focus on the Document Lifecycle• Define the Information Model• Underlying Governance• Paper has not gone away• Integrations• Change Management and User
Adoption
Planning
• People, Process, Information andTechnology
• Phased base Approach.. Buildingblocks
• Plan for the Business Adoption of theChange
• Define your Information Architecture
• Identify key systems for integration
• Engage Records Management andLegal
Start with the Fundamentals…..
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• People, Process, Information andTechnology
• Phased base Approach.. Buildingblocks
• Plan for the Business Adoption of theChange
• Define your Information Architecture
• Identify key systems for integration
• Engage Records Management andLegal
Document Management LifecycleDocument
TypesControlled Lifecycle Management
Create Review Approve
Effective
RetainRetire Dispose
• Calibration Methods• SOPs• PM Procedures• Safety Procedures• Lock-out/Tag-out• Checklists• Vendor Manuals• Quality Manuals• Training Materials• Regulated Content• Other ControlledContent
Wor
kflo
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Life
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fecy
cle
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• Calibration Methods• SOPs• PM Procedures• Safety Procedures• Lock-out/Tag-out• Checklists• Vendor Manuals• Quality Manuals• Training Materials• Regulated Content• Other ControlledContent
Wor
kflo
ws
Wor
kflo
ws
Cap
abili
ties
Cap
abili
ties • Workflow • Security • Doc Numbering • Metadata • Templates
• Versioning • Overlays • Reporting • Notifications • Auditing
• eSignature • Search • Retention • Annotations • Legal Hold
Converging Capabilities of ECMKnowledge Management• Tacit• Explicit• Social• Sharing• Curated
Content Management• Templates• Versioning• eSig• Doc Num• Audit Trails
ECM
Portals
Process Compliance
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InformationGovernance• Information Security• Retention and Archiving• Regulatory and Legal
Compliance
Analytics• Search and Discovery• Mining• Semantic Intelligence
Content Management• Templates• Versioning• eSig• Doc Num• Audit Trails
ECM
ContentSearch
A Focus on the Information ModelEstablishing a defined enterprise information model and taxonomy as a standardbased on existing business and compliance rules that align with master data andenterprise architecture initiatives will drive better quality and effective migrations
Inventory Types of Documents
Content Classification Typesand Subtypes
High Level Business ProcessesMaps and Associated Documents/
Web Content/Digital AssetsLifecycle
Consistent Meta Data AppliedThrough Auto-tagging and
Auto-categorizationAutomated Workflow and
Electronic Signature
Cabinet/Folder Structure Security
Business Rules
Taxonomy
Know your content, then evolve the model
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Inventory Types of Documents
Content Classification Typesand Subtypes
High Level Business ProcessesMaps and Associated Documents/
Web Content/Digital AssetsLifecycle
Consistent Meta Data AppliedThrough Auto-tagging and
Auto-categorizationAutomated Workflow and
Electronic Signature
Cabinet/Folder Structure Security
Business Rules
Taxonomy
A common model is key to breaking down silos
Incorporate key informationgovernance needs in the model right
from the beginning
Content GovernanceA migration effort governed by an enterprise information model acrossthe end-to-end content lifecycle can break down information silosimproving findability, shareability, and information security.
InformationGovernanceInformationGovernanceAuthor ControlAuthor Control
Information GovernanceInformation Governance
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Integrating Document Management withEnterprise AppsIntegrate Document Management systems into EnterpriseApplications for end-to-end Process Automation.
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Best Practices in DMSome of the components required to ensure successful uptake by theuser community, and the delivery of long-term value
Content is king• Content Management• Controlled Tagging• Functional repositories
Content is king• Content Management• Controlled Tagging• Functional repositories
Context is King• Information Management• Process, Worker, Community• Auto Tagging, Rating• Use vs.. Find
Context is King• Information Management• Process, Worker, Community• Auto Tagging, Rating• Use vs.. Find
User Experience
Content Governance
Content Integration
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Document Control• Lifecycle• Regulated content classified• Consolidation• Compliance
Document Control• Lifecycle• Regulated content classified• Consolidation• Compliance
Information Governance• All information is classified• Master Data Management• Enforced Retention, Archiving• Defined Stewardship, Access
Information Governance• All information is classified• Master Data Management• Enforced Retention, Archiving• Defined Stewardship, Access
Content Sharing and Reuse• Publishing• Repurpose• Separate tracking systems
Content Sharing and Reuse• Publishing• Repurpose• Separate tracking systems
Knowledge Sharing and Reuse• Collaboration• External Partners• Topic-based• Milestones and Views
Knowledge Sharing and Reuse• Collaboration• External Partners• Topic-based• Milestones and Views
Content Integration
ConvergingCapabilities
ECM Consolidationand Expansion
Information Model
ECM Program
4. Technician goesto the Pump Entity
and Views thedocumentation
3. MaintenancePlanner browses andattaches a “link” tothe most current
version” in the DMS
1. User createsdocument in DMS
An example…A pump is due for PM and the Planner and Technician are planning andexecuting the work order. They need to easily access all referencedocumentation for the job – without risk of using out-of-date information.
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4. Technician goesto the Pump Entity
and Views thedocumentation
2. Document isreviewed and
agreed
Reporting,Governance andAnalytics
5. Document Control Usersmanages documents to ensurethey are frequently reviewed
and are current
Going further…
1. Technician goesto the Pump Entity
and Views theDocumentation
Our vision is not only to provide easy access to the mostcurrent version of documentation… but to enable a full
knowledge base to support task execution
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2. Technician canSearch for related
documentationacross other areas
3. Technician has accessto a Knowledge
Community (FAQs, CriticalReads, Tips and Tricks,
Analytics, MSDS Source…specific to the job…andcan provide feedback)
Deployment and Change ManagementA key component of any DM strategy is that ofsuccessfully managing the impact on theindividuals to the change. Your organizationmust plan for the strategies to ensureadoption of the new documentmanagement strategy and integration.
Key Change Activities• Document the difference between
the current and future-state forcommunication and training
• Involve the business early andoften though out the process
• Provide White Glove Support• Develop Business Communications
Plan• Determine Post Go Live
Compliance Metrics, to assessbusiness uptake of the system
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Key Change Activities• Document the difference between
the current and future-state forcommunication and training
• Involve the business early andoften though out the process
• Provide White Glove Support• Develop Business Communications
Plan• Determine Post Go Live
Compliance Metrics, to assessbusiness uptake of the system
Key TakeawaysDM is a mature, well understood field. DM
people should design DM solutions, notdesigned to a technology but your needs
Faster, Agile service is needed to keep up withbusiness demand
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Most are limited more by the Information Modelthan the Technology Platform
Focus on User Adoption