IA Summit 2015 - Enterprise Taxonomy for FIFA

ENTERPRISE TAXONOMY FOR FIFA!!

Information Architecture Summit 2015!!

Minneapolis, MN | April 24, 2015 | @AdamUngstad!

ABOUT FIFA

•  Founded in 1904 •  6 confederations, 209 national associations •  Governs football, futsal and beach soccer •  Tournaments for men, women, youth and grassroots •  2013 gross revenue of 1.3 billion US dollars

FIFA!!

CONFEDERATIONS!!

MEMBER ASSOCIATIONS!!

CLUBS!!

TEAMS!!

PLAYERS

1!!6!!

209!!

6000!!?!!

???!

UNITED NATIONS FIFA

UNITED NATIONS

193 Member States

FIFA

UNITED NATIONS

193 Member States

209 Member Associations

FIFA

WHAT IS TAXONOMY?

•  “A scheme of classification” •  “A knowledge organization system” •  Used to classify documents, images & other digital assets •  Essential for browsing, findability and discoverability •  Lists, Synonyms, Hierarchies, Facets, Ontologies

WHY DO BUSINESSES NEED TAXONOMY?

•  Producing more information than ever •  Information is useless if it can’t be found •  Average 2.5 hrs / day spent looking for information •  50% of web searches are abandoned •  Not finding information is expensive

01 Photograph Crea,ve Commons Licensed Hallway at FIFA by Ed Coyle -‐ h?ps://www.flickr.com/photos/joxur223/3817054246/

Why did FIFA need an enterprise taxonomy?!

FIDOM: An archive of 70,000 documents

(archive)

01 Laws of the Game!

01 Training Manuals!

01 Meeting Agendas!

01 Circulars!

01 Presentations!

01 Backgrounders!

01 Photograph Crea,ve Commons Licensed Hallway at FIFA by Ed Coyle -‐ h?ps://www.flickr.com/photos/joxur223/3817054246/

Photographs!

01 Circulars from 1958!

01 Stamps issued by the Faroe Islands!

01 The list continues…!

Guidelines, Manual, Handbook, Check-‐list, Wording Kit, Media Guide, Infrastructure & Opera,onal Prerequisites, Invita,on to Tender, Tender Registra,on, Template Hotel Agreement, Requirements and Best Prac,ce Guidelines, Circular, Workbook, Template Team Training Site Agreement,

Technical Recommenda,ons and Requirements, Annex, List of Requirements, Inspec,on Programme Template, Host City Agreement, Agreements, Regula,ons, Service Levels, Bid Evalua,on Process, Content Bidding Documents, Carbon Footprint Analysis, Brochure, Programme, Report, Opera,onal Plan, Briefing Document, Forms, Analysis, Vo,ng

Documents, Agenda, Contract, Statutes, Standing Orders, Policy, Bidding Documents, Presenta,ons, Matrix, Photographs, Cookbook, Technical Guidance, Technical Descrip,ons, Marke,ng Highlights, Catalogue, Style Guide, Memo, Summary, Milestones, Invita,on, Brand Manual Book, Customs Le?er, Fact Sheet, Overview, Diploma, Specifica,ons, Minutes

FIDOM: An archive of 70,000 documents

(archive)

FPO

Automated + dynamic publishing to new channels

(archive)

Enterprise Findability

PROJECT STRUCTURE & PHASES

•  Taxonomy work is often project-based •  Planning & managing a project is essential to success •  Consider carefully how the project team is structured •  Monitor & communicate progress against project plan

Photograph Crea,ve Commons Licensed Home of FIFA by Gabriel Garcia Marengo -‐h?ps://www.flickr.com/photos/gabrielgm/

Project Team Structure

Project Phases

DISCOVERY

Stakeholder Interviews

Internal Research

Understanding the collection

Prepare for Kick-Off

PROJECT KICK OFF

KICK OFF FORMAT

•  ½ Day •  10-15 Participants •  White boards, markers & table space •  Food is nice to have •  Project Sponsor is present


METADATA DOT-MOCRACY

•  Use facets from discovery phase •  Administrative, Descriptive and Structural •  Participants get 10 dots •  They put their dots on the terms most useful to them •  Voila – you’ve discovered your priority areas

01 Metadata Dot-Mocracy Results!

METADATA ELEMENTS & VALUES CARDS

•  Priority elements identified in Metadata Dot-Mocracy •  Need controlled lists of values for each element •  Participants work in groups of 2-3 •  Identify potential values for each element

01 Elements and Values Card!

DEFINING “OFFICIAL”

•  Managing scope of project is critical to its success •  Need to define the collection you are working with •  Each participant:

•  Defines the term “official document” •  Creates a list of official documents they use

01 What is an official document?!

“Everything on FIFA.com is an official document. If it’s not on FIFA.com it is not an official document.”


“Everything on FIDOM is an official document. If it’s not in FIDOM it is not an official document.”


“Official FIFA documents must be signed by a staff member of FIFA with authority to do so.”


“Correspondence sent to a single individual or organization is not an official document. Correspondence sent to multiple Member Associations (such as a circular) is an official document.”


“All official documents must contain the official FIFA logo.”

CARD SORTING


•  In-person vs online – benefits to each •  Closed vs open – used open for this project •  Where you get the terms from makes a big difference •  Hard to scale for large collections •  In-person facilitates conversation, but more work to analyze

results afterwards

WORLD CAFE

“a methodology which enables people (from 12 to 1200) #to think together and intentionally create #

new, shared meaning and collective insight.”

- Collective Wisdom Initiative

WORLD CAFE

•  Participants sit in small groups (3 people) •  Given a problem to solve (i.e.: Define this Document) •  Group facilitator records results •  Repeat as necessary

01 World Café!

ANALYSIS & DEFINITION

BUILDING A DRAFT TAXONOMY

•  Analyzing workshop results •  Finding and combining existing taxonomies •  Identifying synonyms, facets and sub-hierarchies •  Evaluating industry standards •  Refine your work with core team •  Monitor changes to project scope

SYNONYMS & PREFERRED TERMS

•  Collect similar terms through analysis and review •  Present each group on a separate piece of paper •  Participants work in pairs and decide:

•  If the terms are synonyms •  Which term is preferred •  The difference between the terms (if not synonyms)


01 SYNONYMS & PREFERRED TERMS!

TERM GRANULARITY

•  Sometimes you get two terms for the price of one •  Potential to split and create new facets •  Participants work in pairs to decide:

•  If the terms belong together •  If they should be separated •  Definition of terms if separated


01 TERM GRANULARITY!

STANDARDS

•  Always use DUBLIN CORE 15 core elements •  General International Standard Archival Description •  You can use multiple standards for a single collection •  Gives taxonomy a solid foundation & interoperability •  Standards for elements AND values - “Format” from #

Dublin Core, controlled list of formats from ISO 639

THE PARETO PRINCIPLE

•  “80% of the effects come from 20% of the causes” •  In a taxonomy project, 80% of your time taken up with 20%

of the collection •  Plenty of rules of thumb to use for most content •  Other areas require in-depth analysis

01 What’s the difference?!

Manuals Guidelines Handbooks

Policies Directives

Standing Orders Interpretations

Statements Cookbooks

OTHER CHALLENGES

•  Getting sensitive information – i.e. contract types •  Mapping your work to existing taxonomies •  Managing project scope, time and budget •  Getting timely feedback from subject experts •  Documenting the decisions you make

01 Making Lists Understandable!

Norges Fotballforbund Österreichischer Fussball-Bund Polish Football Association Real Federación Española de Fútbol Romanian Football Federation Schweizerischer Fussballverband Slovak Football Association Suomen Palloliitto Svenska Fotbollförbundet The Faroe Islands Football Association The Football Association Ltd. The Football Association of Albania The Football Association of Ireland

01 Making Lists Understandable!

Albania - The Football Association of Albania Austria - Österreichischer Fussball-Bund England - The Football Association Ltd. Faroe Islands - The Faroe Islands Football Association Finland - Suomen Palloliitto Ireland - The Football Association of Ireland Norway - Norges Fotballforbund Poland - Polish Football Association Romania - Romanian Football Federation Slovakia - Slovak Football Association Spain - Real Federación Española de Fútbol Sweden - Svenska Fotbollförbundet Switzerland - Schweizerischer Fussballverband

TESTING & VALIDATION

TREE TESTING

•  Tests how users navigate a hierarchy •  Identifies key problem areas •  Shows the paths actually taken •  Needs more than one iteration

TAG TESTING

•  Who will be tagging things with your taxonomy? •  How will they use the taxonomy? •  If things are not tagged properly they will be lost •  No commercial systems – Excel DYI Version

1

2

PROJECT CLOSE OUT

FINAL TAXONOMY

•  Overview, Document Types, Document Classes •  Other Metadata Elements, Navigation Tree, Standards Map •  Controlled lists for Entities, Projects, Places and Formats •  Origins of elements (to map new with existing taxonomy)

01 Standards Map!

FINAL REPORT

•  Visual representations of the taxonomy •  Walk-through & discussion of key decisions •  Rules for versioning and naming •  Recommendations on workflow, lifecycle & governance •  Other systems where the taxonomy should be implemented

NEXT STEPS

•  How will you tag new and existing documents? •  Where will the metadata be stored? •  Who will maintain the taxonomy? •  What other collections need alignment?

WHAT MAKES A GOOD TAXONOMY?

•  Balancing “correctness” with user mental models •  Discovering classes within a collection •  Structuring / arranging the classes •  Ordering the items within each class •  Using the right design patterns for implementation

01 A tomato is technically a fruit, but…!

LESSONS LEARNED

•  Need to manage expectations & scope •  Address implementation early in project planning •  Book time for iterative testing •  Workflow, lifecycles, org structure are all intertwingled


THANK YOU!

@AdamUngstad

[email protected]


IA Summit 2015 - Enterprise Taxonomy for FIFA

Sports

enterprise taxonomy

project planphotograph

ve commons licensed

project sponsor

list of requirements

projectbased planning

ed coyle h

businesses need taxonomy