CDM Collaboration & Document Management Presentation Title Title Governance @ JTI Yannick Jolliet & Luis Marcos, CDM Leads SPS Club June 4th, 2008 Vevey 1
CDM : Value oriented Clear Mission Foster Knowledge Management (ECM) Services & Solutions, by: Leveraging Technologies & Processes (Best Practices) from a cross-functional perspective Streamlining semi-structured business processes Developing team collaboration on a global level Focus on added-value activities Strategy & Roadmap Packaged Services Core technologies: Standardization & Centralization Governance & prioritization Outsource the rest Business Analysis & Development to SQLi Support to IT (GSD, DCO, etc), SQLi, Microsoft 2
CDM in a nutshell CDM in a nutshell Objecti ves Provide a global approach for DM & Collaborative solutions Global strategy, Standards, Framework & Roadmap Packaged services designed to support key business processes Service Catalogue & service level agreements Ensure a coordinated approach for governing these solutions Governance & Project portfolio management Project coordination with IT-CoE, GSD, DCO & ITSR Define Policies, procedures and best practices External Partners SQLi, MSFT Yannick Jolliet Lead CDM Team Luis Marcos Technology Lead Foster adoption by managing organizational change Communicate & build awareness Recommend training approaches Develop & animate Community P.M. Infrastructure D.L. Workflow, Project Portfolio Mgt 3
CDM Objectives Provide a global approach for DM & Collaborative solutions Global strategy, Standards, Framework & Roadmap Packaged services designed to support key business processes Service Catalogue & service level agreements Ensure a coordinated approach for governing these solutions Governance & Project portfolio management Project coordination with IT-CoE, GSD, DCO & ITSR Define Policies, procedures and best practices Foster adoption by managing organizational change Communicate & build awareness Recommend training approaches Develop & animate Community of Practice (cross-functional) 4
CDM Business Scope ECM / KM Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Records Management Documents management & Collaboration Docs/tasks/calendars, blogs, wikis, e-mail integration, project management lite, Outlook integration, offline docs/lists Rich and Web forms based front-ends, LOB actions, pluggable SSO Semistructured Business Processes SharePoint Platform Portals & Dashboards Enhanced site aggregation/mgmt, Site Directory, My Sites, social networking, privacy control, services Web Content Management Search Integrated document management, records management, and Web content management with policies and workflow Enterprise scalability, contextual relevance, rich people and business data search 5
CDM as a mix of IT & CoE Services BUSINESS FACING SOLUTIONS Out-of-the Box Customized SERVICES Project management Training SLAs BUS. PROJECT Coordination Project management Funded by business (CDM pre-analysis = 5 days) Leverage platform Feed / nourish Core STANDARDS Key Processes Standardization OPERATIONS Support (GSD-CDM- SQLi-MS) Infrastructure CDM PROGRAM Roadmap Core platform Funded by CDM - IT IT FOCUSED 6
CDM Technical Architecture & Core Technologies Internet Intranet Extranet Solution 1 Solution 2 Solution 3 Other site Encryption Workflows Integration with BW Specific features Metadata Granular Security Scan & PDF Office MS Office Document Management Migration Tsunami email Archiving EV - Symantec CMS IM Windows Communicator CDM Core Platform (MOSS 2007) Workflows & Forms Collaboration Business Intelligence Advanced Search RM Captiva / Kofax JTI Custom Features PROD Transport Processes Performance & Reliability QA Support (GSD-DCO-HP) Mirroring & Clustering DEV Architecture Backup Disaster Recovery 7
CDM Roadmap Map 8
CDM Positioning & Services BUSINESS COE: Interface / PM + Governance + Business analysis Migration Focus = Standards Out-of-the Box Focus = Serve Templates Custo. Focus = Reuse/Assembly Features Application Dev. Focus = Invent Captiva SPS 2001/3 File system Hyperwave Doc Mgmt Proj. Mgmt Extranet Search @ RM (Intranet) (Web site) (Portal) MS Basics 20 magic CDM-JTI PDF rendition XL Service TreeView Thumbnail SRA W-Space KYC CTT CDM portal Inventory Inventory Inventory Business process Code Integration (SAP, BI) CDM CORE Technology Strategy & Roadmap, Standards, Development & Leverage IT Infrastructure Management & Operations 9
Local Projects billing model CDM Project Type Migration Projects Out-of-the Box Projects Customization Projects Development Projects Performed by CDM Team (+ support from Local IT & Business owner for data cleansing) Self-service (local IT + CDM) Local IT + local MS Business Partners CDM to review Tech specs + system in QA CDM centrally with SQLi GVA + nearshore model Billing model Free (CDM budget) Free (CDM budget) Local business budget Local business budget 10
CDM Services Levels Solutions Delivered Migration Out of the box solutions Custom solutions Developed Solutions Features From SPPS 2001 & 2003 or Business Application (Cost allocation to be defined) Manual, Automated or Automated + Transformation Scope of Services Assigning a shared project manager responsible for identifying and analyzing Migration requirements Assisted project management for the project from initiation through to hand-over to the Business Owner. Standard configuration or Expert customization Providing hand-over/transition support during the go-live period for the site. Access to Self-Service e-learning modules for Site managers and endusers User awareness communication There will be a cost estimate for migration project other than require Transformation and consultancy Benefits Facilitate and accelerate migration of data with high quality results Automated migration and transformation tools supported by top of the range technology (Tsunami) Features Standard out of the Box document management and collaboration functionalities Scope of Services Assigning a shared project manager responsible for identifying and analyzing business requirements to determine if these requirements fit the out-of-the-box service. Assisted Project management for the project from initiation through to hand-over to the Business Owner. The creation of a SharePoint site in QA based on the defined business requirements. Providing hand-over/transition support during the go-live period for the site. Access to Self-Service e-learning modules for Site managers and endusers Benefits Ease of use and the ability to easily share documents with geographically dispersed team members. The ability to get a SharePoint site up and running in a very short timeframe. Out-of-the-box functionality is provided to a Business Unit free of charge Features Standard out of the Box requiring an expert level of configuration of standard features (workflows, etc.) Scope of Services Basic Framework solution services included CDM Project manager will assist the Business Owner with the configuration of the site by defining the functional specifications and through a series of functional specifications and prototyping Workshops Specific training modules and sessions and deliverables can be planned and executed There will be a cost estimate based on the amount of time required for the configuration of the site Benefits Basic Framework solution Benefits included Capacity to rapidly implement a solution to efficiently support major business processes Implementation can be scalable depending on the maturity of the business requirements and resources available Features Customized solution tailor made to fit the business requirements For requirements that require custom based developments a project plan and budget will be defined on behalf of the Business owner Scope of Services Basic Framework solution services included Develop an offer, working with JTI s preferred partner for the development of document management solutions, SQLI. If the offer is accepted by the Business Unit, the CDM Project Manager will be responsible for managing the project from initiation to hand-over Manage the vendor relationship until the completion of the project. Benefits Basic Framework solution Benefits included A Tailored solution is delivered for supporting complex business process complete with User Training and support 11
Service Offering 12
CDM Framework DMP Existing projects Potential projects SRA Portal Wspace IMO IT/CoE KYC 2001 Oasis/.com Visibility & Tracking Global Governance (OCM) Managed Inventory Filtering & Prioritization Kill? Archive? Upgrade 2007? SPOC, CC, Strategy & Standards Synergies & Coordination CDM team CDM Portal PEOPLE Central Point of Contact TOOLS Core platform + extensions PROCESSES Standards Coordination & competency Community, Expertise, Tracking, Governance, Synergies Training Demo & Awareness Training (e.g. e-learning) Doc, white papers, best pract. Communication Awareness (IT-CoE, Bus) Coordination MOSS activities Change Management Core JTI MOSS Architecture, HW sizing SW setup / config Backup / DR Templates Site templates Security definition Migration planning Add-ons Offilne, Replication Excel services Web parts OCM New MOSS projects + changes GSD / DCO JTI Core MOSS (! Custom WP) ITSR (security?) GRM maintenance Web Parts management Configuration Doc types, folder structure Security Web Parts Migration 13
Key Documents CDM IT Project governance Business Requirements OCM CR # Log Dispatch Analysis Phase Assign to CDM CR CDM qualification Postpone Redirect To other IT teams New CDM Project CDM Project Portfolio Stop Not relevant Against strategy Status & Issues Project CR # Issue / Risk Tracking Project Lifecycle Project Fact sheet Key Project links KPIs Project Dashboards Project Spaces Solution Demos Project CR # Documentation Team / Contacts Collaboration Developed Solution Delivery Project CR # Links to solution Slides Demo / videos of workflows IT Applications Inventory 14
Project Management Methodology 15
Initiation phase 16
Project Analysis 17
Development phase 18
OOB projects (Analysis Deliver) 19
Customization projects (Analysis Deliver) 20
Delivery phase 21
Closing phase 22
CDM Portal Audience-based Portal Home Page by Area Walkthrough by Audience CDM CoP Community of Practice 23
CDM Portal Project / Activity driven Project Portfolio by audience Migration Program Roadmap & Status Discover ready-made templates Practice & experience in MOSS Sandbox 24
CDM University Rich media tutorial (audio-video) by audience Step by step learning process Broad scope of material (tutorials, guides) always updated 25
KPI s Technical & Project Portfolio 26
KPI s Technical & Project Portfolio 27
Project Inventory 28
Sites Inventory 29
Q & A? Additional information -> Luis.Marcos@jti.com N.B. - Demos possible after lunch break 30