Using Information Audit to prevent chaos Chantal Marcoux Director, Information Service Caisse de dépôt et placement du Québec [email protected]
Jan 01, 2016
Using Information Audit to prevent chaos
Chantal Marcoux
Director, Information Service
Caisse de dépôt et placement du Québec
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Table of content
La Caisse and its Information Services1
Information Audit Experiences2
Next Steps After an Audit3
Focus on Alert Services4
Lessons Learned5
La Caisse and its Information Services
What is La Caisse ?
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Background
Founded in July 1965 Act of Québec’s National Assembly Initial mandate to manage the assets of the Québec
pension plan (RRQ) Now manages the funds of 19 depositors: public pension
and insurance plans as well as various other funds
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A major fund manager
Largest Canadian investor on world markets One of the largest portfolio managers in North America One of the world’s 10 largest real estate asset managers One of Canada’s main private equity investors
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Asset growth since 1966
20406080
100120140160180200
Net assets
Total assetsundermanagement
In billions of Canadian dollars - as at December 31, 2004
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CaisseCaisse
Breakdown of total assets under management: $174.7 billion
Equity MarketsEquity Markets Fixed IncomeFixed Income AbsoluteReturn
AbsoluteReturn Real EstateReal EstatePrivate
Equity
PrivateEquity
Investment Analysis
and Optimization
Investment Analysis
and Optimization
$115.9 billion
In Canadian dollars – as at December 31, 2004
$10.7 billion $48.1 billion
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Story of Information Services at La Caisse
1991 : Records management 2000 : VP Strategic Information and Intelligence 2001 : Start offering Research services Goal : implement a good and complet information
management within the organization March 2003 : a new direction was founded called
Information Service 15 information specialists in two teams : records managers,
technicians, research analysts
Information Audit Experiences
Experiences and Definition
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Information Audit Experiences
Winter 2001 Surveys and Interviews with Samson Belair Deloitte & Touche
Winter 2002 Surveys and Interviews with Montreal University’s Students
2002 Complete Knowledge Audit with LGS : Identified needs for a
Directorate responsible for information and knowledge management
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What is an Information Audit ?
Process to understand information flows, information assets and information needs of an organization, and establish the best correlations between them.
Information Audit
Two ways : Formal and Informal
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Two Ways : Formal and Informal
Formal Surveys Interviews : Sense-making methodology Statistics on all information services HR analysis Inventories : Technologies and informations sources Library uses analysis
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Two ways : Formal and Informal
Informal Analysing organization reports : annual report, website, internal
newspaper. Asking questions when possible. Participating in important committees and projects. Contributing to social committees. Giving research results in person.
Information Audit
Sense-Making Methodology
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Sense-Making Methodology
Brenda Dervin, PhD http://communication.sbs.ohio-state.edu/sense-making/ Commonly use in Social Sciences and in evolution since
1972. « Sense-Making is an approach to thinking about and
implementing communication research and practice and the design of communication-based systems and activities. »
Mico-Moment-Time-Line Interview : Help to identify gaps in a process and find solutions.
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Sense-making
Sense-making"gap"
gap
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Micro-Moment Time-Line Interview
Micro-Moment Time-Line Interview provides precise information on the respondent’s experience:
the respondent’s understanding of the situation; what were the questions that came to his mind; which strategies were used to obtain relevant information; Were they succesful; Was the information obtained helpful; What obstacles the respondent faced while searching and
obtaining information.
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Methodology Processes
Interviews Select a regular task Events or steps Questions and sub-questions
Results compilation Categorisation of events, questions, and sub-questions
Analysis and recommendations Compare events and questions Identify hard questions to answer List all used sources
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List of the Sub-Questions
Did you asked assistance? What was the answer? How complete was the answer? How relevant was the answer? Which level of effort was required to get an answer? Which sources have you used/tried/considered? Which one provided you the answer? What was the delay prior to getting the answer? How important is your source? Level of difficulty Did the answer help you or not?
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Data
Results were compiled in Excel. To understand the data’s meaning, the results were
reorganized into categories. Presentation of simple results and cross correlation.
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Conclusions
Although challenging, information research is a key process for analysts.
Analysts don’t have easily access to quality information sources.
Analysts are autonomous and have a busy schedule. While there is a variety of professional at La Caisse,
information needs are quite the same.
Next Steps
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Next Steps
Strategic planning Alert services Implementation
Next Steps
Strategic Planning
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Strategic Planning
Data Analysis Which services are in place ? Who uses them ? How do they evolve within your organization
Mission Vision 2-3 major goals for the next three years Annual planning following these goals
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Products and Services by Clients
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Products and Services by Clients
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Products and Services by Clients
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Strategic Planning 2004-2007
Mission Manage all the Caisse’s information resources, both internal and external, in a
comprehensive and integrated manner according to the industry’s best practices and respond to the strategic and tactical information needs of the Caisse and its subsidiaries.
Vision Consider information as an essential and manageable asset, and the Information
service as the main force in obtaining the best results.
Management Philosophy In order to create value, the Information service must be involved in making the
decision process more intelligent, especially in investments. This is achieved through a global, accessible, profitable and competitive vision of the information assets and a true understanding of the specific information needs of the Caisse, its teams and its employees. In other words, provide the right information at the right time.
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Strategic Planning 2004-2007
First objective: To structure the Caisse’s available information to facilitate access and sharing.
Strategies: Implementing and coordinating the Electronic Document
Management System within all the organization; Developing an electronic access infrastructure linked to related
internal projects, ensuring promotion and sharing of available information to support investment decisions;
Coordinating external information sources management to promote sharing within the organization, create purchasing consortium, and ensure compliance with laws.
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Strategic Planning 2004-2007
Second objective: Support the investment decision-making process with research activities and competitive intelligence.
Strategies: Develop our analysts’ information research skills, while building
a Research and Information Intelligence Team ; Create and coordinate competitive intelligence cells within
several investment teams; Develop infrastructure to share primary information (i.e. Directory
of expertise)
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Services offers
Research and Information Intelligence Team Researchs Mandates Internet Training Competitive Intelligence and Alert Services Subscription Management Portal
Information Architecture Content Link with ECM system
Records Management Team Records Management Entreprise Content Management (ECM) System Implementation
Focus on Alerting Services
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Alert Services Implementation
Pro`s Automate research Higher efficency Frequent update on latest trends or events Time optimization One step to look on all information sources at the time
Con`s Need a research team Take a lots of hours to manage, analyze and compile results
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Alert Services implementation
Analyze the information needs Focus on specific and strategic information needs Identify the best information sources and CI systems Establish the strategies into it Test the results Test and define the product format with the client Evaluation and update Establish link between CI cells
Lessons Learned
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Lessons Learned
Knowledge workers manage information many times a day Info pros goals should not be to replace knowledge workers, but to
help them improving these competences,. Information audit is a complet process and is not limited to survey or
interviews. Information needs evolve A close relationship with your customers is essential Training is very important Easy technology that organize all the information needed by your
customers and technologies that enable them to find everything is not available yet…