aiim ottawa june 15/11 - information governance and microsoft sharepoint
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Blair Cribb BSc. M.B.A.Productivity Solution SpecialistFederal Government
SharePoint Governance – finding the right balance
Tuesday, June 21, 2011
Blair Cribb BSc. M.B.A.Productivity Solution SpecialistFederal Government
SharePoint Governance – finding the right balance
Tuesday, June 21, 2011
Agenda• People, Process, Technology• What Problem are we solving• Why is it so hard• How to get started
Tuesday, June 21, 2011
Skill testing question
What is one attribute that the most successful SharePoint clients in the
Canadian Federal Government have in common?
Tuesday, June 21, 2011
Success is Not Just About Technology
Support
Training
CommunicationPolicies
Technology
DocumentationDeployment
Tuesday, June 21, 2011
Success is Not Just About Technology
20%Support
Training
CommunicationPolicies
Technology
DocumentationDeployment
Tuesday, June 21, 2011
Key to successful IT/IM projects
CONTENT
Practices Mike Hammer - BPR
Tuesday, June 21, 2011
Readiness for Change = ƒ(CV x LA x SU x WIFM)
Where:CV = A Compelling VisionLA = A Logical ApproachSU = A Sense of UrgencyWIFM= What’s in it for me
Change will only occur if:Readiness for Change is greater than the Perceived Cost of Changing.
Why don’t (won’t) we change?
Tuesday, June 21, 2011
What problem are we trying to solve?
•Records Management• Information Management•Knowledge Management
Tuesday, June 21, 2011
Records ManagementCompliance• TB Policy on Information Management
− MAF scorecard− ATIP, LAC Act, Criminal Records, Copyright….
• Standard for Electronic Documents and Records Management Solutions (EDRMS)− Technical ICA Module 2− When investing in an EDRM solution, departments are required
to use products, licenses, or services resulting from government-wide procurement processes undertaken by PWGSC.− The departmental IM Senior Official is responsible for submitting a
justification for any proposed alternative to the products or services made available as a result of government-wide procurement processes. The justification is to be provided to the Government of Canada's Chief Information Officer prior to any investment.
− The justification should include: the departmental IM Strategy and implementation plan, and be accompanied by a strong rationale (including cost effectiveness) to support the proposed alternate solution.
Tuesday, June 21, 2011
SharePoint for Records Management
SharePoint complies with ICA Module 2, the Treasury Board Technical Standard for RM with 3rd party products for the following gaps:• The management of Physical Records• Managing email as a record• Classification
Tuesday, June 21, 2011
Information ManagementCreate
Capture
Seek Feedback
Refine
Store
Manage
Translate
Disseminate
Tuesday, June 21, 2011
Knowledge ManagementExplicit vs. Tacit knowledge
Explicit80%
Tacit20%
Early 20th century activity
Explicit20%
Tacit80%
Early 21st century activity
Tuesday, June 21, 2011
THE KNOWLEDGE MANAGEMENT CHALLENGE
All users are uniqueUsers don’t like changeKnowledge is power sharing diminishes powerCompensation drives behaviourUser experience is crucial to adoptionNot all knowledge is created equal Explicit vs. Tacit knowledge
Tuesday, June 21, 2011
Technology Adoption Lifecycle it’s hard to teach an old dog new tricks
Early Adopters
0% Number of business consumers 100%
Early Majority Late Majority
Laggards
Everett Rogers – Diffusion of Innovations - 1962
The chasm
Tuesday, June 21, 2011
How to teach an old dog new tricks• Great search is critical
– Little to no change in the user experience– Search relevance is everything
• Web 3.0 – Semantic Web– People search is key to discovering tacit knowledge
• Make the new tricks seem like the old ones– Simple example
• Deliver new user experiences using old technology– Social experiences Using Outlook Social Connector
• Keep it personal – start with the MySite• Laggards don’t change – forced change is necessary
– Block the ability to send email attachments
Tuesday, June 21, 2011
The diamonds are Management Reviews,which focus on keyIT managementcontrol points
The bulleted items areService ManagementFunctions, which provideprocess guidance
Microsoft Operations Framework 4.0
Tuesday, June 21, 2011
THANK YOU
Tuesday, June 21, 2011
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