Alfresco Day Brussels 2016 - Alfresco customer use case: Vlaamse Milieumaatschappij

Meeting management

Alfresco Day Brussels 2016

David MoeyersonsEric Germonpré

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Flanders Environment AGENCY (VMM)

Water

Air

Environment

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AALST – BRUSSEL – OOSTENDE – GENTLEUVEN – HASSELT ‐ ANTWERPEN – HERENTALS – MECHELEN

The challenge ininformation management

What is the challenge we are facing?

In general

Multiple fysical VMM locations from Oostend to Hasselt Documents on SAN‐structure

difficult to manage no real versioning growth of documents is sometimes organically.

Need of a universal classification (business proces)More automation (efficiency and effectiveness)No delegated access (IT‐helpdesk)Information management and lifecycle plan (informatiebeheerplan)

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Project managementCase managementKnowledge managementMeeting managementQuality managementScanningClassificationPhoto management

The challenge : 8 different domains in a roadmap

The challenge : 8 different domains in a roadmap

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Business value

Complexitycomplex simple

Why was Alfresco selected as solution?

Alfresco was already used in previous setups

Alfresco can be used as the technology foundation for all planned applications

The Share environment is a user‐friendly front‐end user interface, that not only focuses on folder structures

Alfresco is a mature system

Competitive in price compared to other DMS products

The use of sites and decentralized user management

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Our approach

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Recruitment Analysis Development and testing

PROJECT MEETING MANAGEMENT• Sponsor:

Eric Vreye – Head of department Kennisbeheer

• Project Leader:Eric Germonpré – Team leader Kennismanagement

• Technical contact:David Moeyersons – KennismanagementIngo Van den Broeck – Kennismanagement (back‐up)

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May 2015

External support recruited:

• A functional analyst:AMPLEXOR

• Two software developers :AMPLEXOR

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August to September 2015

• 5 workshops over 4 weeks, led by the functional analyst

• A group of 4‐6 employees was selected to participate in the workshop:

• members of the Board of Directors • members of the workgroup Measuring Water

Strategy

• The sponsor, the project leader and technical contact participated in the workshops

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August to September 2015

• Before each workshop the analyst prepared a proposal based on:

• Own knowledge and experience• Input from the members of the workshop

• During each workshop the proposal was presented with a prototype and it was adjusted according to the input of the members.

• Feedback session

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September to December 2015

• 4 consecutive sprints of 3 to 4 weeks each

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Start development of new sprint

Create documentation of previous sprint

Test previous sprint

Commit bugsBug fixing

Close development of sprint

Demo of finalized sprint

Lifecycle ofa sprint

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Development

• During development of a sprint :• new functionalities were added• the previous sprint was documented• the previous sprint was tested• bugs and changes were committed• known bugs got fixed and changes were applied

• After development a demo was presented by the functional analyst showing the newly developed functionality

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Testing

• The testing was done by a group of testers:• Members of our own team – 4 people• The members who participated in the

workshops – 4 people• Employees of different departments – 8 people

• The testers committed their bugs in the bug reporting system of VMM

• The technical contact collected and reviewed the bugs and posted them in the bug reporting system of AMPLEXOR

The solution

Information architecture for meeting management

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Meeting types (sites)

Meetings

Agenda items

Agenda‐level documents

Meeting‐level documents

Action points

e.g.• Board of Directors• Workgroup Measuring

Water Strategy• Team

Knowledge Management

DOC :The minutes of the meeting (verslag)DOC :Agenda

Annexe to the minutes (bijlagen)

Decentralized policy

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Meeting types (sites)

Meetings

Agenda items

Agenda‐level documents

Meeting‐level documents

Action points

first time creation : Alfresco Administrator

ChairmanSecretary

Members

Members

Members

ChairmanSecretary

22Personal dashboard 22

23Personal dashboard

My sites

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Collaboration site

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Meeting site

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My meeting information

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Meetings

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Action points

Personal dashboard 28

Agenda items

Personal dashboard 29


Create meeting site

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31Creating a meeting site 31

Meeting site dashboard 32

Meeting site dashboard

My meeting information

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Meeting site dashboard

Create meeting

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35Create a meeting 35

Content of a meeting 36

Content of a meeting 37

Content of a meeting

Agenda items

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Agenda

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Minutes of themeeting

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Open agenda items

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Agenda items 42

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Create agenda item

Agenda items 43

44Creating an agenda item 44

45Agenda items 45

46Agenda items

Open agenda item

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Agenda item content 47

48Agenda item content

Create meeting agenda

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49Generated meeting agenda49





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Manage attendees

Agenda items 54

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A member can be:• Present• Absent• Excused• Replacement

Manage attendees 55

56Agenda items

Order agenda items

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57Order agenda items

Order agenda items:‐ Sequentially‐ Under themes‐ Under sub‐themes

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58Other actions

• Manage external members• Send notifications• Manage agenda structure template• Manage agenda item report template• Make recurring agenda item• Attach action point to agenda items

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59Agenda items

Minutes of the meeting

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60Generated meeting report60

61Generated meeting report61

62Generated meeting report 62

Action points 63

64Advanced search

Several search options

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65Advanced search

Search on agenda item

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66Advanced search 66

Advanced search

Search on meetings

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68Advanced search

Search on meeting documents

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The conclusion

Lessons learned

Difficult to find general meeting management solutions, everyone has his own methods, there are a lot of different sorts of meetings.

FIND A BALANCE

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Lessons learned

Thinking big vs keeping it simple

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Good businesssolution

Lessons learned

System of sprints, iterations and predefined wireframes worked very well.

We are convinced to build our next steps of the road map in the same way as we did.

The product is mature and flexible enough to offer a solution.

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Projects of the roadmap : Quality management (to realize in 2016)Project management (functional analysis 2016)Case management (functional analysis 2017)

Why Quality management first?Rather complex more risks (cfr road map)Users are demanding a DMS for a few years now.A lot of old MS Access files linked to documents

new Licence with Microsoft.MS Access is not a good practice

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Future plans

Questions?

Alfresco Day Brussels 2016 - Alfresco customer use case: Vlaamse Milieumaatschappij

Technology