Plan a Successful Information Management Solution Implementation

2/17/2016 Copyright © J. Kevin Parker 1

Plan a Successful Information Management Solution ImplementationA brief overview

J. Kevin Parker, CIP


J. Kevin Parker, CIP

www.JKevinParker.com

About Me


Agenda

This presentation should help you:§ Plan your enterprise information strategy,

architecture, and governance§ Recruit an executive champion, cross-

departmental partners, and your IT organization§ Plan for continuous implementation and

improvement§ Plan to promote user adoption of your IM

solution


Plan Strategy, Architecture & Governance

Plan a Successful Information Management Solution Implementation


No, Technology Can’t Solve Your Information Problems

The solution to your business information problems are things technology vendors cannot sell you in a box or

digital download.Your information strategy, architecture, and governance

provide the comprehensive set of business requirements that should define your IT solutions.


What is EIM?

Enterprise Information Management (EIM) is

an integrated approach to

managing all corporate information assets

including content, data, records, and knowledge in all formats,

from all sources,and in every location.


Key Planning Steps & Deliverables

Business CaseProgram

Mandate & Funding

Program Charter

EIM Maturity Assessment

Information Strategy

(Blueprint & Roadmap)

Enterprise Information Architecture

Information Governance

Plan

SolutionImplementation

PlanUser Adoption

Plan


Enterprise Information Strategy

§ Enterprise Information Blueprint• Specific critical success factors (CSFs) for enterprise

information management in your organization• Standards, policies, and processes related to EIM• High-level architecture vision of the planned future

state of EIM§ Enterprise Information Roadmap

• Project plan to get from current state to future state• Communication and control tool


Strategy Planning Team

§ Enterprise Information Architect§ Process Owners§ Legal Team§ Human Resources§ Records Manager§ Knowledge Manager§ IT Leadership§ Information Management Consultant


Enterprise Information Architecture

§ Discover, define, and design information structures: types, uses, relationships, values, and policies across all business processes

§ Include all data forms and types§ Incorporate enterprise and regulatory rules and

requirements§ Plan for metadata management§ Plan for information cleanup and migration


Key Enterprise IA Artifacts

Current State Inventory

Future State Blueprint

Enterprise Taxonomy

Information Types Catalog

Information Standards &

Requirements

Information Cleanup & Migration Strategy

Navigation & Search Strategy

Information Service

Definitions


Architecture Planning Team

§ Enterprise Information Architect§ Knowledge Manager§ Records Manager§ Database Administrator§ Solution Architect§ System Owners§ Information Security


Enterprise Information Governance

§ Not just rules and enforcement!§ Guidance, boundaries, and standards

• Strategy and architecture• Implementation• Communication• User adoption• Operation and maintenance• Support• Change management


Governance Planning Team

§ Strategy Planning Team§ Architecture Planning Team§ Intranet Manager§ Knowledge Manager§ Help Desk Manager


Recruit Your TeamPlan a Successful Information Management Solution Implementation


Recruit an Executive Champion

§ Executive sponsorship and leadership is essential for success

§ Clearly communicate the business benefits§ Keep your champion informed and engaged§ Channel project and program communications

through your executive champion when appropriate


Build an EIM Program & Project Team

The type of team depends on your organization and the program funding. You may have:§ A centralized team§ A decentralized team§ A team of one (you)


Build an EIM Coalition

§ Recruit advocates and partners from each line of business

§ Seek to win over those who may otherwise be the most vocal opponents of change

§ Discover pain points and opportunities for improving information and processes—then catalog these to inform your architecture and implementation backlog

§ Do not make any promises at this point!


Partner with Information Technology

Clearly delineate between:§ EIM as a business service§ The EIM solution platform as an IT service

EIM Solution PlatformIT Services

Enterprise Information ManagementBusiness Services


Benefits of IT Partnership§ Keeps IT focused on providing services§ Keeps the management of information as an asset with

the business§ Helps to eliminate competition and mistrust§ Reduces motivations for shadow IT§ Prepares the way for moving to the cloud

EIM Solution PlatformOn-Prem IT Services

EIM Solution PlatformCloud IT Services

Enterprise Information ManagementBusiness Services


Plan for Continuous ImplementationPlan a Successful Information Management Solution Implementation


Continuous Implementation

An agile approach to EIM:§ Start with a pilot or “model office”§ Implement in iterative cycles to provide value

quickly§ Roll out a prioritized portion of the system with

each cycle§ Include a feedback step to reevaluate and

adjust as needed


The MIKE2.0 Framework

Method for an Integrated Knowledge Environment (MIKE2.0) is an open source delivery framework for Enterprise Information Management.

http://mike2.openmethodology.org


The 5 Phases of MIKE2.0

Source: MIKE2.0 Methodology (www.openmethodology.org)

Improved Governance and Operating Model

Strategic Program Blueprint is done once

Phase 1Business

Assessment

Phase 2Technology Assessment

Phase 3Roadmap & Foundation Activities

Phase 4Design

Phase 5Development

Phase 5Test

Phase 5Improve

Increment 1Increment 2

Increment 3

Begin nextincrement

Phases 3, 4, 5 repeat in increments


Plan for User AdoptionPlan a Successful Information Management Solution Implementation


Usefulness, Usability & User Adoption

Goal RequirementMake it useful Good architecture

Make it usable Good design

Get it used User adoption plan:• Communication• Learning resources• Support


Create an IM User Hub

Goal ComponentFacilitate communication A blog

Provide how-to guides and learning resources A wiki

Encourage community questions, support, and

innovationA forum


IM User Hub Components

IM User Hub SiteCoE Blog§ News§ Updates§ Announcements

CoE Wiki§ How-to guides§ Learning

resources§ Standards§ Policies

CoE Forum§ Support§ Ask the experts


In Review

In this presentation, we discussed how to:§ Plan your enterprise information strategy,

architecture, and governance§ Recruit an executive champion, cross-

departmental partners, and your IT organization§ Plan for continuous implementation and

improvement§ Plan to promote user adoption of your IM

solution


Your information strategy, architecture, and governance

provide the comprehensive set of business requirements that should

define your IT solutions.

Final thought…


J. Kevin Parker, CIPConnect with me:

www.linkedin.com/in/jkevinparkertwitter.com/JKevinParkerwww.JKevinParker.com

Plan a Successful Information Management Solution Implementation

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