A Lean Approach to Your Records Strategy Andrew SanAgustin, Program Manager (CELA)
DPMO (Defects Per Million Opportunities) calculates Sigma Level
Example Data Form Review Values Formula Results Form = 20 fields (OPPORTUNITIES) Review set = 200 (FORMS) Defects found = 500 (DEFECTS) 500 (Defects) / 4000 (Opportunity X Forms) = 0.125 X 1,000,000 DPMO = 125,000 87.5% Defective Rate Sigma = 2.65
Lean Eliminates waste Increases speed Removes non-value added steps Fixes disconnects between steps Focus on customer Six Sigma Reduces variations Quality improvement Reduces variation with remaining steps Optimizes remaining steps Focus on customer Deliverables Quality Satisfied Staff Happy Customers
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The Process: At-A-Glance
The DMAIC Process Phases Define Measure Analyze Improve Control
1 - Define DMAIC Define the problem and desired goal/outcome Problem Statement Goal Statement Charter Owner Executive Sponsor Road Map Opportunities Stakeholders/Principals Assumptions What is the current process? Existing process map Select the project Boundaries/Risks SIPOC/COPIS (VOC) Voice of the Customer Customers and requirements RACI (Responsible, Accountable, Consulted, Informed) BRD (Business Requirements Document In/Out scope Scenarios/Personas
2 - Measure DMAIC Select measures Defining Measurements Interviews Performance Variables Data collection Checksheets Collection Plan Process/culture learning Baseline and charter update Value Stream Maps Understand the business
3 - Analyze DMAIC Process review/examination Analysis Cause & Effect issues Defects 5-Whys Visually display data and brainstorm potential problems Pitfalls and their Causes Breakdowns Affinity Diagram Pareto Chart Swimlanes Charter update Developments and nuances are captured
4 - Improve DMAIC Solutionizing Possible fixes Resolve the specific problem Weighted Criteria Scorecard Final implementation strategy Additional benefits of solutions Impact Effort Matrix (potential adverse effects) FMEA (Failure Mode and Effect Analysis Improvement measurement Developments and nuances are captured Select the best fix Operationalizing limits
5 - Control DMAIC Continued improvements Changes in business, needs, or team Onboarding new duties Technology enhancements/upgrades/and sunsets Compliance Monitor Communicate Redefine Owner(s) and responsibilities Sustainable and scalable Future State Documentation Review Audit Repurpose learned lessons
User experience Design Design User experience
My Mea Culpa Understanding the business, culture, & how to manage change.
erecords Business Process Collaborate Externally upload, view, manage documents and data Outside Counsel Vendor Outsourcing
Enabling Information Governance Enable users Allow users to work on the devices of their choice and provide consistent access to corporate resources. Hybrid Identity Users Devices Apps Data Deliver a unified application and device management onpremises and in the cloud. Management. Access. Protection. Protect your data Help protect corporate information and manage risk. At Microsoft we have established standards with tools and processes to secure and protect our information assets on premise and in the cloud
Q&A Andrew J. SanAgustin
User Records Operations Offsite Vendor Processed by Records Operations Team Complete MS Inventory Form Via MS Intranet Box supply/ barcodes delivered if necessary Requests filtered thru RECMAN Inventory form received by Records Operations No Reconciliation between Inventory and Box, as the box doesn t come to Records Operations Accutrac updated with physical box/ content descriptions Request for pick-up is managed via IMConnect thru Redmond SKP is updated via IMConnect request Records are sent offsite Eligible for destruction? No END Yes Policy/Compliance approves destruction order Vendor facilitates destruction
Road Map Define the Problem Creation Intake Business Use Sharing Management Archive Retrieval Destruction Tools and Solutions O365 SharePoint Records Center Imaging Software RMS Vendor Partners Immutability Media Agnostic and Format Neutral Enterprise Delivery Driven Compliance Proper Retention Mapping Continuity Business Diversity
LEAN - 7 Deadly Sins 1 Defects 5 Inventory 2 Overproduction 6 Motion 3 Wait Time 7 Extra Processing 4 Transportation
Lean Six Sigma and Microsoft Records Management
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The Journey Current Improve Phase BRD and Solutioning QBE and Mentor Meetings Future Implementation Multi-Generational Project Plan Board Certification Lessons Too big of an initial project Re-directioning Re-aligned to existing projects
A Plan to Connect
Operational Governance Model Automatically identify and classify data based on content. Classification applies as files are created or modified. File classification, access policies and automated Rights Management works against client distributed data through Work Folders. Centrally manage access control and audit polices from Windows Server Active Directory. Integration with Active Directory Rights Management Services provides automated encryption of documents. Central access and audit policies can be applied across multiple file servers, with near real-time classification and processing of new and modified documents.
Holly Hanna: Leveraging SharePoint in Legal Organization Joanna Elazrak: (Session 4) Tuesday, 5-20, 10am to 11am Joe Do: Records Management in SharePoint (Session 5) Tuesday, 5-20, 11:30am to 12:30pm Sara Manning Dawson: ediscovery in SharePoint 2013 (Session 6) Tuesday, 5-20, 2pm to 3pm
Understanding of the business, culture, a ability to effectively manage and implement change