Architecting of modern information systems Module 4 Information architecture A. Samarin
Apr 14, 2017
Architecting of modern information systems
Module 4Information architecture
A. Samarin
Architecting of modern information systems - Module 4 2
• Capture (OCR, email, video, etc.)• Manage
– Document management (check in/out, versioning, metadata)– Collaboration (forums, news, events, calendars, blogs, etc.)– Web content management– Records management (indexing, archive and filing management)– Automation (capture, reviews, approvals, publishing, expiration)– Search
• Store (repositories, libraries, media)• Deliver (transform, secure, distribute)• Preserve (backup, recovery)© A. Samarin 2012
Enterprise Content Management (ECM)
Architecting of modern information systems - Module 4 3© A. Samarin 2012
Many tools
Architecting of modern information systems - Module 4 4© A. Samarin 2012
Advantages of the corporate ECM platform
Platform 1 Platform 2Platform 3Generic web-
development platforms
DEVELOPMENT
Functionality
Basic features of a common ECM platform
Advanced features of a common ECM platform
Company-specific features
Process-centric integration
• Current development cost & time for a collaborative application– Cost: 40 – 200 Krub– Time: 0,5 – 2 years
• Corporate platform program cost & time– Cost: 600 Krub– Time: 1 year
• Expected development cost & time for a collaborative application within the corporate platform– Cost: 20 - 60 Krub– Time: 2 - 5 months
© A. Samarin 2012 Architecting of modern information systems - Module 4 5
Financial estimations
N apps.
$$
N≈8
Without common platform
With common platform
• Information related to department’s internal functioning– correspondences, meetings, contracts, suppliers, consultants,
internal archive, etc.• Information related to department’s core business
processes• Information for all Company’s employers
– Organization structure, policies, related Presidential instructions, rules and procedures, operations manuals, announcements, contacts, etc.
© A. Samarin 2012 Architecting of modern information systems - Module 4 6
Typical departmental Group Productivity Environment (GPE)
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AS-IS : No group productivity environment (GPE)
SAP E-mail ARCHIVE Shared filesIntranet
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TO-BE: GPE collects data and information around the business needs
SAP E-mail
Unified (SharePoint) platform
ARCHIVEGPEnGPE1IntranetGPE
1) DUET (SAP+Microsoft product)
IBM Content Collector for SharePoint
…
© A. Samarin 2012 Architecting of modern information systems - Module 4 9
Operation-centric environment and the core business process work TOGETHER
SharePoint platform
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TO-BE: Inside platform (1)
GPE3GPE2Intranet GPE1
SharePoint platformenvironments
Production
Staging
GPEn…
Training
Integration
Development
SAP ARCHIVE
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TO-BE: Inside platform (2)
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TO-BE: Inside platform (3)
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TO-BE: Inside platform (4)
GPE3GPE2Intranet GPE1
Production A
Staging A
GPEn…
Training B
Integration C
Dev A1
Production B Production C
Staging B Staging C
Training C
Dev A2
Integration A
Dev C1 Dev Cn…Dev B1
Integration B
Training A
SAP ARCHIVE
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Stage 1 – Finalise logical and physical architectures
GPE3GPE2Intranet GPE1
Production
Staging
GPEn…
Training
Integration
Development
© A. Samarin 2012 Architecting of modern information systems - Module 4 15
Step 2 – Build minimal operational environments
Production B
Dev B1
Integration B
GPE3GPE2GPE1
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Step 3 – Implement 3 typical GPEs
GPE3GPE2GPE1
Training B
Production B
Staging B
Dev B1
Integration B
© A. Samarin 2012 Architecting of modern information systems - Module 4 17
Step 4 – Validate all advanced SharePoint features
GPE3GPE2GPE1 GPEn…
Training B
Integration C
Production B
Staging B Staging C
Dev C1 Dev Cn…Dev B1
Integration B
© A. Samarin 2012 Architecting of modern information systems - Module 4 18
Step 4 – Prototype the corporate Intranet
GPE3GPE2Intranet GPE1
Staging A
GPEn…
Training B
Integration C
Dev A1
Production B
Staging B Staging C
Dev A2
Integration A
Dev C1 Dev Cn…Dev B1
Integration B
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Step 5 – Provide integration with the main corporate information resources
GPE3GPE2Intranet GPE1
Production A
Staging A
GPEn…
Training B
Integration C
Dev A1
Production B
Staging B Staging C
Dev A2
Integration A
Dev C1 Dev Cn…Dev B1
Integration B
Training A
SAP ARCHIVE
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Step 6 – Implement all foreseen GPEs
GPE3GPE2Intranet GPE1
Production A
Staging A
GPEn…
Training B
Integration C
Dev A1
Production B Production C
Staging B Staging C
Training C
Dev A2
Integration A
Dev C1 Dev Cn…Dev B1
Integration B
Training A
SAP ARCHIVE
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• Creation – acquisition or receipt
• Dissemination– process of managing the information once it has been created or
received• Use
– takes place after information is distributed internally, and can generate business decisions, document further actions, or serve other purposes
• Maintenance– this can include processes such as filing, retrieval and transfers
between different repositories• Disposition© A. Samarin 2012
Document life-cycles (1)
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• For each phase, it is necessary to know:– initiating / terminating events– permissions for roles– expected duration– master repository– copy or cache repositories– volume (number of objects and size in Mb) estimation– annual growth estimation
© A. Samarin 2012
Document life-cycles (2)
Architecting of modern information systems - Module 4 23
Time
Active availability
Creation
In-active availability
Publish
Long-term archive
Destroy
Formal actions including recordsmanagement
Key:Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)
© A. Samarin 2012
One version case
Architecting of modern information systems - Module 4 24
Time
Active availability
Creation
In-active availability
Publish
Long-term archive
Destroy
Edition 1 Edition 2 Edition 3Key:
Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)© A. Samarin 2012
A few versions case – typical for organisational documents
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Document evolution during creation phase
Time
Publish
Version 1 Version 2 Version 3Key:
Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)Document with no clearly defined destiny (preserve or destroy)
Version 4
© A. Samarin 2012
Creation in more details
Architecting of modern information systems - Module 4 26
Document evolution during creation phase
Time
Publish
Version 1 Version 2 Version 3Key:
Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)
Version 4
Role B
Role A
Creation in more details – more roles
© A. Samarin 2012
Architecting of modern information systems - Module 4 27
Time
Operationalinterest
Active
Historical interest
Publish or Close
Long-term archive
Destroy
Finish of business case
Start of business case
Finish of retention 1
Finish of retention 2Key:
Evolving documentMature document (no further evolution)Frozen document (for long-time preservation)© A. Samarin 2012
A compound document case – typical for business documents
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• Record: a set of any data, regardless of form (documents, computer files, video and audio materials) or medium (paper, magnetic, digital), maintained by the enterprise as evidence of work.
• Archive: records to be preserved for their administrative, fiscal, legal, historical or informational value.
• Document: work of non-fiction writing intended to store and communicate information.
• Record category: standardised business meaning of record (e.g. “invoices”).
• Filing plan (plan de classement): hierarchical structure of files (folders) to arrange the records.
© A. Samarin 2012
RM terminology (1)
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• Retention schedule (calendrier de conservation): a comprehensive instruction covering the disposition of records to ensure that they are retained for as long as necessary based on their administrative, fiscal, legal, historical or informational value.
• Retention period: the length of time (may relate to a particular event) a particular type of record should be kept (e.g. “The life of the organisation”, “12 years after action has ended”, “Until 24th birthday”, “Until fund ceases or merges plus 12 years”, “Forever”).
© A. Samarin 2012
RM terminology (2)
Architecting of modern information systems - Module 4 30
• operational (close to the working place, e.g. in the corridor)
• intermediate (in the attic or basement)• historical (in a specialised external place)
© A. Samarin 2012
Types of archives
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• Records are grouped together for the following reasons:– to keep documents of a similar theme together (notion de “dossier
d’affaire”)– to make it easier to find the information we are looking for– to provide a context for individual documents and records– to identify the ownership or management responsibility for a
group of records
© A. Samarin 2012
Filing plans
Architecting of modern information systems - Module 4 32
• documents de fonction• documents de gestion
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Two main types
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• Filing plan, e.g. Business Function as the area within an organisation where a record is created
• Category highlights the main types of record created within the Business Function
• Retention Period• Disposition procedure; examples:
– Destroy (Elimination)– Move to historical archive– Prune (Tri)– Sample inspections (Echantillonnage)
• Reason indicates why a particular type of record should be kept: Legal, Administrative, Audit
© A. Samarin 2012
Retention schedules (1)
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Retention schedules (2)
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Retention schedules (3)
Architecting of modern information systems - Module 4
• Typical end-to-end business process
• But, the “white space” is the place where records are emerging
• Let us make it explicit as important intermediate events
36
Build RM into business processes: capturing of records (1)
Find client Fullfil contract
Prolongate contractSign contract
Find client Fullfil contract
Prolongate contractSign contract
© A. Samarin 2012
Architecting of modern information systems - Module 4
•
• If an artefact is versionable then recording of its ID is sufficient
37
Build RM into business processes: capturing of records (2)
Documents DataRulesRoles
Audit trails
Business process instance
Events
Particular version
Records
© A. Samarin 2012
Architecting of modern information systems - Module 4
• Align access rights with the work to be done
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Build RM into business processes: access control (1)
Do something
Grant necessary rights to a person who will carry out this activity to access involved business objects
Revoke previously granted rights
© A. Samarin 2012
Architecting of modern information systems - Module 4
• Align security with the work progress (preparation of an organisational document)
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Build RM into business processes: access control (2)
Personal version
Committee review
Management approval
Group drafting
Private Confidential Secret Top-secret Public
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Architecting of modern information systems - Module 4 40
• Well-known regulations: Sarbane-Oxley, Basel II, etc.
• Again, business processes can be instrumented to provide the documentation critical to compliance
Regulatory compliance and BPM
© A. Samarin 2012
Architecting of modern information systems - Module 4 41
Data warehouse
…SAP SUMMIT Other data
sources
Integration
Analysis
Other models
Data marts
Corporate BI platform
Delivery
Other dashboards
Data tierEnterprise data model
Reports, events, alerts, analytics, indicators, cubes, predictions, etc.
© A. Samarin 2012
Business Intelligence (BI) framework
Architecting of modern information systems - Module 4 42
Enterprisedata warehouse
Risk-related rules, logic and knowledge
Risk-related events, reports, alerts, indicators, etc.
Enterprise document management and collaboration
© A. Samarin 2012
Enterprise Risk Management (ERM)
Architecting of modern information systems - Module 4 43
Risk monitoring and evaluation
Risk mitigation
Normal operations
Enriching business processes by risk management
© A. Samarin 2012
Architecting of modern information systems - Module 4 44
• The following IT-generic capabilities are involved into the ERM delivery platform:– Monitoring– Enterprise resource planning platform– Data analytics– Business process management platform– Business intelligence platform– Business rules management platform– Document management platform– Corporate portal
IT capabilities view
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Architecting of modern information systems - Module 4 45
• Add to your “chocolate cake” process some risk-management controls
Homework 4-1
© A. Samarin 2012