The Digital Workplace as a tool of transformation · 2014-11-20 · • Intranet • Minutes and agendas • Submission management • Project management • KPIs and reporting •

Slide 1we’ll make it work. together. COMMERCIAL IN CONFIDENCE © 2014 Information Leadership Limited

SOLGM 2014

The Digital Workplace as a tool of transformation


2004: What got us going…

Alignment to biz priorities

What are the organisation’s aspirations, as expounded in superordinate “Goals”?

What are the measurable or observable results that tell us we are meeting or moving towards our goals?

How is information created, shared and exploited in order to deliver on the results needed?

What IT platform infrastructure and software is needed to provide and secure the information wherever and whenever it is needed?

GOALS

RESULTS

iNFORMATION

TECHNOLOGY


Strategy/Information Mgmt/implementation

Experience from


Relevance to 1st and 2nd tier?

Key strategic drivers

Large organisationHow to move the culture…

Geographically or Silo DistributedHow to have individuals and teams act as one organisation

High Risk of Information AccidentsHow to build “Our way” of managing crucial information

Create momentumHow to drive Strategic and Tactical Improvement Agendas

Engaging with the communityEffective interaction over a wide range of channels


Why Digital Workplaces?

Common operational challenges

Minimising the learning curve

Making new people productive & safe

Managing risk and customer relationships

Knowing what crosses your borders

Efficient and connected

Working in the field

Create Momentum

Online with customers and partnersKnow what’s happening and not

Measures & Indicators

Geographically Distributed

Embedding improvement


Why Digital Workplaces?

GRiT in action

Minimising the learning curve

Making new people productive & safe

Managing risk and customer relationships

Knowing what crosses your borders

Efficient and connected

Working in the field

Create Momentum

Online with customers and partnersKnow what’s happening and not

Measures & Indicators

Geographically Distributed

Embedding improvement





Engaging with the communityEffective interaction over a wide range of channels

OUR DIGITAL WORKPLACE


CONNECT

DELIVER

CONTROL

COLLABORATE

PROCESS

Presence/IM/Voice…Team Co-ordination

Communities of PracticeShared resource booking

Project/other collaborationSocial tools

Key documentsForms & TemplatesKnowledge Base

How to Guides/VideosMaster Data

Retention & Disposal

Corporate commsNews & EventsWho to contact about whatContact detailsExperience/qualificationsFollow people

Business process & workflowOnline formsOnline servicesAccess/integration to online systemsData reporting & DashboardsBusiness Intelligence

Creating & sharing DocumentsManaging/finding important Email

Drawings & PhotosCase file & Project management

Scanning paper recordsManaging paper

What’s covered? What matters to you

Your digital workplace?


OK, so how?

The right Platform

…necessary but not sufficient

The curtain raiser

The main event

… how you orchestrate


How we know60+ implementations


One Solution or Many?

EDRMS ECM• Records management• Hold documents• Search for documents

• Records management• Hold documents• Search all content• Intranet• Minutes and agendas• Submission management• Project management• KPIs and reporting• Working with third parties• Online services…Holding information

Making information available Drives how we work

Intranets• Message• Convenience info• Gateway to systems

1990 2000 2010 2020

Bespoke…


NEW ZEALAND PRESENCE

Strong Presence

NZ Capability?

None/Minimal

A new game in town (Gartner, Sept 14)


ECM Platform Characteristics

Delivered on one (often) pre-existing platform

Can do a lot with little or no software development

Designed, built, maintained internally

Browser based – no costly training

Mobile and off-line available

Limited reliance on your already overstretched IT team

But…




Know what’s happening and notHow to get Measures & Indicators to people who will use them

How does your intranet help with this?


Minimising the learning curveMaking new people productive & safe

Geographically DistributedEmbedding improvement


Working here


Embedding Improvement: Templates




Building “Our Way” of running projects

PROJECT HOME PAGE

PROJECT LIBRARY

PROJECTS OVERVIEW


Knowing what crosses your bordersLocking down; approvals, quick views



Know what’s happening and notHow to get Measures & Indicators to people who will use them

Create Momentum

Online with customers and partners


Work in progress dashboard


Focal Point for a Strategic Project


Breaking down silos: Hub pages


Ok, the main event

How do we make it happen?


Learnings from 60+ implementations


Bringing it all together

EnableDesign ECM as a lego platform

EnergiseBuild the coalition

EmpowerReal improvement means GYO

EconomicsMake smart cost choices to release funds ECM

Provision a base platform



EnergiseBuild the coalition


Transformational changeMulti-disciplinesMulti stakeholders and support

Energise

What’s needed


Strategy Framework

User experience

Business Benefits

Next Steps

Energise

Compelling and clear


Expo’s : Strawman of the futureSurveys; interviews; dialogue

Energise

Engaging techniques



EnableDesign ECM as a lego platform


Knowledge BaseTemplatesDocumentsLinks ; How To

Communities of Practice

Controlled Document hubs

Case file hubs

Team workspacesTeam levelService levelDirectorate level

Subject matter basedCollaborationKnowledge resources

Policies, Business Planning, Protocol…Small group curates theseContent consumed by many people

Project workspaces Collaboration; Internal/external useRecords of projectLinked back to aggregated views/control

Incidents; Service Requests; Personnel Files; Contracts …Content organised by caseLocal control & setting permissions

Committee/Board Governance Service levelDirectorate levelExec level

Enable

Key Design Patterns


Over time: the bright spots grow and join

LTCCP

Contracts

Corporate

Projects

Knowledge


Enabler

Sharing solutions



EmpowerReal improvement via GYO


HeatherYvette & DaveMikeBridgetChrisSam and RobinAvishKevinJay and LindaOliviaChrisJennNick…

GYO Solution Specialists

Empower

Grow your own…


Empower

Solution Specialist key activities

facilitate

advocate train, floor-walk

configure

Who are they? What are they doing now?



EconomicsMake smart cost choices to release funds


Change out EDRMS for ECM

5 year costs~$250k license + $200k transition

5 year cost: $750k plus possible upgrade costs

2015 2016 2017 2018

Year 1/2 transition costs about equal to existing

EDRMS annual fees

2019

savings

savings

license fees example ~ $50k pa

Existing EDRMS license fees ~$150k pa

~$300k direct savings+ other savings

savings

savings

savings

savings


System consolidation

Separate Systems & Projects

One System: ECM

at least 20-30% savingmany systems > one system

intranet doc mgmtextranet point solutions


HeatherYvette & DaveMikeBridgetChrisSam and RobinAvishKevinJay and LindaOliviaChrisJennNick…

GYO Solution Specialists

Economics

Grow Your Own… less vendor and IT time


Granular control on where effort/cost goes

Sharing info Intranet/Extranet/Portals

EDRMS basePRA compliance grade

StreamliningBusiness processes

IntegrationCitizen/Partner/Line of Biz

What solutions, when

driven

Value Staircase


Getting there


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