Digitizing R&D: P&G's Business Transformation Success Story

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    15-Jan-2015
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Learn how P&G transformed their R&D organization from paper to digital and the methods of engagement needed from all employees across multi-disciplinary teams including; IT, Records Management, the R&D users, and of course senior management. Hear how records management, case management, and technology found harmony.

Transcript of Digitizing R&D: P&G's Business Transformation Success Story

  • 1. #AIIM14#AIIM14 #AIIM14 Digi$zingR&D:P&GsBusiness Transforma$onSuccessStory JaneConnerton,CRM Corp.RecordsManger Procter&Gamble

2. #AIIM14 TheStar$ngPoint 7Individualized(organicallygrown)site LiHletonostandardizaIonbetweensites Mostlypaperw/e-Indexfortracking Someelectronicbutw/oe-workow 28repositoriesinall,4plaTorms 200+documenttypesmanaged Docenteredw/upto15pieceofmetadatabyexpertsta 3. #AIIM14 TheMission GrowthecentralrecordsservicesforR&Dfrom7 sites,to21globalsites keepingthecost/transacIonat,ordecrease whilemovingcompletelyelectronicdayforward andnoincreaseinheadcount-0,null,nada Ohyeah,andalltheinformaIongovernance requirementslikeprivacy,compliance,validaIon, security,etc,etc. 3 4. #AIIM14 The3PillarsofSuccess Movefrom4plaTormstosingle global,robust,document managementsoluIon Standardizeallprocesses Drivecostsdownforstandard transacIons Maketheworkstandard, measurable,repeatable FindaPartnertodeliverthe service 4 Single GlobalTech PlaTorm Standard- izaIon ofProcesses and Procedures Implement Blended Service Modelfor Delivery 5. #AIIM14 Focus: Movefromapaperstorageandretrieval serviceattheendoftheofthelifecycle TO LeveragingourIntellectualPropertyasa StrategicAdvantageinreapplicaIon,strong complianceorregulatoryresponse,andin liIgaIon. 5 6. #AIIM14 JugglingtheFactors Technology PeopleProcesses 6 7. #AIIM14 TheTECHNOLOGY Youareresponsibleforcommunica1ngwhatis neededITisresponsiblefortakingthe WhatandthendeveloptheHow! Knowwhatyouwant! Meetwithstakeholders/customers KnowtheindustryopIons! Planearlydesignsessionstolearnaboutneeds AnIcipateITquesIons! Providethedetails 7 8. #AIIM14 ImportantSteps Denethebusinessproblem Assessyourdigitallandscape Collectdocumentexamples Documentmapping Documenttheprocess DocumentRequirements EvaluatesoluIons LearningPlan Benchmark(documentthe learninginareport) DevelopUseCases Denethedesireduser experience Useexcellentexamples CreateConceptsandMock-ups CreateaPrototype DenerolesandresponsibiliIes ConguraIonversus CustomizaIon TesIng Trackingchanges CommunicaIon PLANTHEWORK andWORKTHE PLAN 9. #AIIM14 DocumentExamplesCollectexamplesof documentsfromdierent groups,func$ons, disciplines,divisionsaspart ofthemappingprocess Apictureiswortha thousandwords! 10. #AIIM14 Denethedesireduserexperience ProvideexamplesofexisIngsoluIonsthathelpdenethe experiencethatyouwantforyourcustomers WhatisagoodexampleofasoluIonthatlets youordersomething? WhatisagoodexampleofasoluIonthatlets youplan? 11. #AIIM14 1 1 ThePROCESS 12. #AIIM14 TheProcessesforRecordsMgmt Howtostandardize7similarprocesses? PaintapictureforEVERYONEofthevision Involvethemintheprocessownapiece K.I.S.easilyrepeatable WriteSOPstogovernoverall (who,what,where,when,why) WriteJobAidstocoverthedetailsofHOW 1 2 13. #AIIM14 Meta Data Standardization and Normalization for field names Mandatory Fields Document Number Author T-Number Date Title GBU Functional Area Document Location Record Format Status Retention NORMAL STANDARD 14. #AIIM14 TheProcessesforUsers Delighttheuser! UsersarefantasIcresearchersandengineersbut NOTInformaIonManagers INNOVATEnotADMINISTRATE DropandGo Same:regardlessofwhatsite,business,orrecordtype VeHedBEFOREdesign,andagainbeforelaunch. 1 4 15. #AIIM14 AddUIscreenshot 16. #AIIM14 ProcessesBeVisual UserDrops o User Veries andadds data RLMpulls fromqueue RLM veriesand addsmeta data RLMLocks down 1 6 17. #AIIM14 Last,butNOTleastThePEOPLE Communicateearly,onen,andclearly Peoplewillforgetthework,andtheirrolein it. Peoplewill_______-upanyholesyouleave Noownership,noacIon Nobenet,theywillworkaroundyou 17 18. #AIIM14 WhatsinitforME? Users Havehundredsoftasksaday.Whydothis? Isiteasierthanbefore? WhatbenetsdoIsee,mydepartment,the company?(ThecloserthebeHer) WhatissomeonedoingtohelpME? Whathappenstoallthelegacyrecords? 1 8 CharloHesWeb 19. #AIIM14 Communica$onandCommercializa$on Who,What,When,andHowyouaregoingtocommunicatethenew soluIon: Yourdepartment,Yourleadership,Yourcustomers,Yourcustomers leadership,SupporIngorganizaIons(QA/Legal/Safety),etc. Whattocommunicate: Whattheyneedtoknow Whattheyneedtodo Whytheyshouldcare Whentheyneedtodosomething Tool/Tipandhowtogetsupport Makesuretocommunicateintherightorder.Youdontwantanenduser receivingdirecIonbeforetheirmanagerisinformed. Howwillyoucommunicate,email,bulleInboard,digitalmediadisplays, smokesignal? 20. #AIIM14 BringitallTogether Technology PeopleProcesses 2 0 Leadership - Ownership Timing Not all at once, realistic expectations Communication cant get enough Inclusion Takes a Village Chunk it One step at a time 21. www.aiim.org/infochaos DoYOUunderstandthebusiness challengeofthenext10years? ThisebookfromAIIMPresident JohnManciniexplains.