City of Ottawa 1 Case Study - City of Ottawa Case Study - City of Ottawa Rendering Rendering Enterprise Content Management Enterprise Content Management Strategies Operational Strategies Operational Stephen Murray: Manager, Information Management Brenda Kallio: Program Manager, IM Program Development
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
City of Ottawa 1
Case Study - City of Case Study - City of Ottawa Ottawa
Brenda Kallio: Program Manager, IM Program Development
2City of Ottawa
Outline of Case StudyOutline of Case Study
Purpose: To provide an overview of the concepts that the City has used to implement its ECM strategy
ECM Landscape The Shift - The City’s Change in ECM The Driver - Service Delivery Transformation The Goal - ECM Target Service Architecture
Strategic Message Achieving the Goal - Eight Simplifying Concepts An Integrate Body of Knowledge - ECM Service Support
ConclusionFrom a Records Management
Perspective
City of Ottawa 3
ECM LANDSCAPEECM LANDSCAPE
The Shift
The Driver
And The Goal
4City of Ottawa
The ShiftThe Shift
2001
Amalgamation – 12 Former Cities to One 9000 Computer Clients
2002-2004 – Records Foundation
Classification System and Retention Policy One Physical Records Tracking System 60 Day Email Auto Delete
2005-2008 – ECM
WCM, eDRMs, Collaboration Beyond 2008 – A Multi-Year Shift
Support Client’s use of e-Content For Service Delivery Transformation
5City of Ottawa
Driver: Service Delivery TransformationDriver: Service Delivery Transformation
New & Ongoing Activities
Align Processes and Technology to Vision Engaged and Creative Problem Solving Service Delivery Options Support Transparency Innovate New Business Strategies New Tools & Strategies for Potential Savings Increase Employee Engagement Report Progress
6City of Ottawa
Goal: ECM Target Service Goal: ECM Target Service ArchitectureArchitecture
Objective: Fully Supported Horizontal and Distributed Information Processing Infrastructure
Five Components
Information Sharing Services Information Technology Services Information Lifecycle Services Find and Retrieve Services Review Services
7City of Ottawa
ECM Target Service ArchitectureECM Target Service Architecture
Consumer
Contributor
No
Review Services
Participation, Wikis, Blogs
Retention Mgt
Records Mgt
WCM
Microsoft OfficePersonal Drives
Repository
Document Mgt
Search Engine
Processes
BI Tools
EmailIn
form
ati
on
Sh
ari
ng
Serv
ices
Disposition Services
Authoring Services
Declaration Services
Publish Services
Version & Approval Services
Yes
Find & RetrievalServices
8City of Ottawa
A QuestionA Question
Can clients use Target Service Architecture to transform their businesses - or is it all too much?
Who thinks that Government Workers Understand the scope of ECM?
• 75% do not understand ECM in terms of IM Have time to formulate necessary business processes?
• 75% Enterprise Business Process projects unsuccessful
Are ready to transform their services using ECM tools?• 75% of ECM projects not driven by Business Service
Managers
City of Ottawa 9
Eight Support ConceptsEight Support Concepts
Achieving the Goal
10City of Ottawa
1. Start – 1. Start – Process and Technology Analysis
Analysis Assure trustworthy, reliable & accurate e-content
Checklist Factors Process to Create User Accounts Meta Data and Legislation System Specific Training Software Reliability & Alterations System Backup & Disaster Recovery
Follow-on Action Stating Retention Requirements Integrated Technology Changes in Business Processes
11City of Ottawa
2. Explore – Enterprise Problem Definition
Business Steering Committee
Mandate Statement Two Stages
Start Up - Problem Defined at Business Level Initiation – Problem Defined at Enterprise Level
Coordinate Work of Several Projects
Reuse existing Tools New Enterprise Technology
12City of Ottawa
Example: Reduce Reliance on Shared Network FoldersExample: Reduce Reliance on Shared Network Folders
Process and Technology Analysis Shared Network Folders not managing content as records
Start-Up Stage No lifecycle management of data Back ups – very lengthy No reporting on growth of data
Initiation Stage Pilot with Employee Services From 10 to 3 Shared Network Folders
Enterprise Problem – Shared Network Folders support undesirable client behaviour
Solution Convert clients off shared network folders to existing ECM tools Reduce use of shared network folders where cost effective Start Date: Jan 09
13City of Ottawa
3. Develop Alternatives - Annual Program Lifecycle3. Develop Alternatives - Annual Program Lifecycle