DE-RISK YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY.

DE-RISK YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY.

DE-RISK YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY. The success in understanding the value of information to your organisation will directly rely on having a clear vision and plan on how to manage that information throughout its lifecycle. Whilst most organisations aspire towards a consolidated approach to Enterprise Information Management across their entire organisation, this is traditionally viewed as an unachievable dream, one which will be expensive to realise and fraught with risk from an implementation and a business change perspective. In order to de-risk your investment in an Enterprise-wide Information Management Strategy, Objective recommend an agile approach to better Information Management which will allow an organisation to move towards its goal in small, manageable steps. This ebook provides some insight into how adopting Objective s agile approach to better Information Management can enable your organisation to: 1. Increase operational efficiency and productivity through the streamlining and automation of document centric business processes 2. Improve responsiveness to your community by accessing accurate, up-to-date information and providing a single version of the truth by integrating content management with core systems and applications 3. Run effective, low-risk, on-time and on-budget Information Management projects by rolling out to discrete service areas or departments to understand the value and resource required to ensure a successful outcome 4. Ensure success by migrating to an enterprise-wide platform in manageable, incremental, steps to lead to 100% user adoption across the entire organisation

CONTENTS INCREASING EFFICIENCIES 1 STEP 1 - INFORMATION MANAGEMENT WORKSHOP 2 IMPROVING RESPONSIVENESS 4 STEP 2 - INFORMATION AUDIT DISCOVER & CLEANSE 5 REDUCING RISK 8 STEP 3 - INFORMATION MANAGMENT FOUNDATION 9 ENSURING SUCCESS 11 STEP 4 - ENTERPRISE INFORMATION MANAGEMENT 12 WITH OBJECTIVE? 15

INCREASING EFFICIENCIES How do you become more efficient with your existing resources? THE ISSUE Local Authorities are still under pressure to deliver a multitude of quality services and facilities to the community with a declining workforce and ever tightening budget constraints. Manual paper-based processes, lack of real-time information and onerous information governance slows the pace of these business processes. THE ANSWER By developing an organisation wide Information Management Strategy to identify and extract real business value from their information assets and through the streamlining and automation of their document centric business processes, Local Government organisations are able to increase their efficiency immediately. 1

FOR THE FIRST TIME THE SENIOR MANAGEMENT TEAM WAS ABLE TO FOCUS AND REACH A COMMON CONSENSUS REGARDING THE IMPORTANT ROLE OF OPTIMISED INFORMATION MANAGEMENT TO MEET THE COUNCIL S VISION. Richard Stiff Chief Executive Angus Council INFORMATION MANAGEMENT WORKSHOP YOUR 1 ST STEP TO DE-RISKING YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY. Discover how your organisation could increase efficiencies by adopting an agile approach to better Information Management. Request your complementary half day Information Management Workshop today. 2

INFORMATION MANAGEMENT WORKSHOP ARE YOU MAKING THE MOST OF YOUR INFORMATION ASSETS? With the proliferation of information over the last few decades, organisations have struggled to develop suitable strategies to effectively manage and exploit information to maximise its business value. Organisations are increasingly involved in a wide range of external engagement activities and as this trend continues, the need to support cross-organisational collaboration is becoming increasingly significant for all stakeholders. So how does your organisation formulate a strategy which allows for the unified management of information throughout the information lifecycle regardless of source or format? Objective have developed an agile approach to better Information Management, which will allow your organisation to de-risk its investment in developing an enterprise-wide Information Management Strategy to resolve your information challenges in small, manageable steps. Objective offers advice that is not strategic blue-sky thinking but practical guidance that is collaborative and realistic in both approach and content and which is tailored to individual organisations to support their needs and capabilities. Step 1 in Objective s four step approach is to deliver practical and realistic Information Management Workshops. As organisations seek to reduce costs, promote smarter and more flexible working practices and maintain service delivery to citizens and stakeholders, Information Management becomes ever more crucial. We can provide a range of consultative offerings to tackle both broad and specific Information Management issues within your organisation. From helping to raise the critical impact that effective Information Management can have on the organisation to all layers within your organisation, to carrying out detailed departmental based workflow and process studies to help you develop the policies and strategies that are right for your organisation. The success of any Information Management programme hinges upon a number of critical and interlinked factors, each of which can be unique to every organisation. Our workshops explore the concepts of information, its growing importance and value, and how it can be strategically leveraged as a critical asset and repurposed collaboratively in a controlled and secure manner. A full Information Management Workshop programme typically requires 15-25 days of activity and delivers three main outcomes: Development of an organisation wide Information Management Strategy tailored for individual clients Guidance on the creation of an Information Asset Register as part of an Information Audit to cover both physical and electronic media An outline business case as a gateway approval for the adoption of an Enterprise Information Management Strategy across the organisation Request your complementary half day Information Management Workshop today. 3

IMPROVED RESPONSIVENESS How do you equip your teams to effectively deliver the service that the community and stakeholders expect without putting your organisations reputation at risk? THE ISSUE Communities and businesses expect a quick response from Local Authorities to their requests and enquiries. Relevant information required for an accurate response is often buried under a mound of out-of-date, duplicate versions of the truth, held across a number of departments. THE ANSWER Improving responsiveness to stakeholder requests relies on giving staff easy access to general corporate content and information stored in various business systems with a single point of access, ensuring that the right information is available to the right person at the right time. 4

INFORMATION AUDIT DISCOVER & CLEANSE YOUR 2 ND STEP TO DE-RISKING YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY. Discover how your organisation could reduce its digital landfill to improve responsiveness and make considerable savings by adopting an agile approach to better Information Management. Request a complementary Content Discovery review today. THE ACTIVE NAVIGATION DISCOVER & CLEANSE PUT MANAGEMENT AND INTELLIGENCE INTO OUR MIGRATION, SAVING US TIME AND MONEY. Paul McDonald IS Strategist Royal Borough of Kensington and Chelsea 5

INFORMATION AUDIT DISCOVER & CLEANSE DO YOU NEED TO ARCHIVE, QUARANTINE OR DISPOSE OF CONTENT? TAKE BACK CONTROL OF YOUR UNSTRUCTURED INFORMATION Your organisation is storing millions of electronic files which have little or no value to the business. These content archives will be costing a significant amount of money to store, backup and maintain and what s more you won t know what content is valuable, what content can be removed or what content is in breach of your information management policies, potentially putting your organisations reputation at risk. The Information Audit Discover and Cleanse utilises the market leading information governance solution from Active Navigation to help resolve this digital landfill. Designed to discover and clean up your file servers, we will provide your organisation with clean content, exposing the core value within your information assets, eliminating low value information and reducing risks presented by sensitive data. The Content Discover, Classify and Cleanse processes can quickly and efficiently enable you to close down an archive by: Identifying and removing the trash and obsolete content that has no value to your business Stripping out duplicates Pinpointing content containing sensitive data Collating, classifying and tagging potential records for retention via bulk migration into a corporate information repository After a full content clean-up, your content will be free of Redundant, Obsolete and Trivial (ROT TM ) data and policy violations. Immediate results typically include storage reductions of 30% to 50% or more, lowering the total cost of ownership for your storage and improving the performance of search engines and similar solutions. What s more, with an ongoing investment you can keep all of your unstructured content under control, wherever it resides, through the application of consistent and practical information policies. Request your completementary Content Discovery review today. 6

INFORMATION AUDIT DISCOVER & CLEANSE DISCOVER CLASSIFY AND CLEANSE TAG AND MIGRATE Read Only Legacy Archive DUPLICATES FOR DISPOSAL / QUARANTINE Has Business Value/Risk Uncertain Value No Value - By Function No Value - All Functions Document and Records Platform Disposal 7

REDUCING RISK How do we embrace change across the organisation whilst reducing the risk traditionally associated with implementing an enterprise solution? THE ISSUE Operating more efficiently relies on giving staff easy access to general corporate content and information stored across business systems. Integrating an Information Repository with the core applications that drive organisational operations will help achieve these goals. Whilst most organisations aspire towards a consolidated approach to Enterprise-wide Information Management, this is traditionally viewed as an unachievable dream, one which will be expensive to realise and fraught with risk from an implementation and a business change perspective. THE ANSWER By utilising a foundation model approach, then building in stages upon successful realisation of return on investment across the various service areas and departments, organisations can build reassurance at all levels ensuring the move to Enterprise Information Management has the best possible chance of success. 8

INFORMATION MANAGEMENT FOUNDATION OBJECTIVE EDRMS UNDERPINS OUR POLICY TO OPTIMISE THE USE OF INFORMATION WITHIN THE HOUSING DIRECTORATE TO INCREASE CUSTOMER RESPONSIVENESS AND FACILITATING NEW WAYS OF WORKING IN LINE WITH THE COUNCIL S DIGITAL TRANSFORMATION. YOUR 3 RD STEP TO DE-RISKING YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY. Barbara Brownlee Director of Housing Thurrock Council Discover how adopting an agile approach to better Information Management can help automate your business processes in a riskfree environment. 9

INFORMATION MANAGEMENT FOUNDATION NOW IT S TIME TO VALIDATE YOUR BUSINESS CASE, TECHNICAL IMPLEMENTATION AND BUSINESS CHANGE METHODOLOGY With an Information Management Strategy in place, a better understanding of where your information resides and its value enhanced through a robust cleansing and rationalisation process, you are now ready to move towards a consolidated Information Management platform. This is traditionally the point where many organisations Information Management projects fail by attempting to adopt a big bang approach across the entire organisation. Senior Business Managers generally see this as an ICT led project and fail to recognise the resource input and business change impact that this will have upon their service area or department. This is why Objective recommends adopting an Information Management Foundation deployment as the next step. An Information Management Repository will be deployed within the organisation either as a separate Information Repository or one which supports an organisations preference to utilise a governed Microsoft SharePoint installation as their Enterprise Information Management Platform. Typically this would be rolled out to users within a discrete service area or department including, migrating the cleansed data identified in Step 2 (Information Audit). The Information Management Foundation step can be part funded by savings identified in Step 2 from cleansing and removing information, thereby freeing up storage and support resources. AUTOMATE YOUR KEY BUSINESS PROCESSES In addition to providing an Information Repository this stage of the project would usually identify, build and deploy an automated business process within or across the service area. Where possible, the automation of a key business process would use your email client as the interface to business workflow using Objectives actionable email capability. The automation of a key business process early in the deployment cycle ensures that your organisation benefits from the efficiency savings gained and demonstrates immediate value from the implementation. These saving can then be reinvested to fund the move through Step 4 towards a full Enterprise-wide Information Management solution. Our Foundation approach allows an organisation to become familiar with any new technology, but more importantly allows them to better understand the impact upon business change and the resources required to ensure a successful outcome. It also helps validate and potentially part fund the business case or approval predicating the move to Step 4 - Enterprise Information Management. Our Foundation approach has been validated within many organisations and is key in ensuring 100% user adoption of Enterprise Information Management. Contact us today to discuss how you can implement a model office for riskfree business process automation. 10

ENSURING SUCCESS While technology is important, what other factors contribute to a successful Information Management project? NO MORE ISSUES... By following the Objective agile approach to better Information Management, unlike with traditional Information Management projects, Senior Managers and Executives within the authority can develop a level of reassurance throughout the early life of the project and be safe in the knowledge that by the time the project reaches Step 4 Enterprise Information Management it already has a proven, realisable business case, business change model and a migration plan in place to ensure a highly successful outcome. LESS FAILURE JUST FOUR SIMPLE STEPS Further iterations of identification and cleansing of the remaining information sources prior to migration will not only help to ease the migration effort but critically free up additional resources delivering incremental realisable savings that can help fund the wider enterprise project. If followed in a logical manner then the Objective agile approach will lead to 100% user adoption of Enterprise Information Management across the entire organisation ensuring the control of all information assets effectively and efficiently across their lifecycle. 11

ENTERPRISE INFORMATION MANAGEMENT OBJECTIVE EDRMS IS A KEY PILLAR IN THE COUNCIL S MODERNISATION PROGRAMME OF OPTIMISING THE USE OF INFORMATION TO TRANSFORM SERVICE QUALITY, CUSTOMER SERVICE AND ORGANISATIONAL PRODUCTIVITY, AND PROCESS EFFICIENCIES. YOUR 4 TH STEP TO DE-RISKING YOUR INVESTMENT IN AN INFORMATION MANAGEMENT STRATEGY. Discover how adopting an agile approach to better Information Management can help you to deliver an Enterprise Information Management solution for increased organisational efficiency, greater transparency and demonstrable ROI. Lawrence Mc Ardle Head of Information Communication Technology Bedford Borough Council 12

ENTERPRISE INFORMATION MANAGEMENT TRANSFORM THE WAY INFORMATION IS STORED, ACCESSED, USED, MANAGED AND SHARED ENTERPRISE-WIDE. With a successful Information Management Foundation in place (Step 3), an organisation can continue migrating services, departments and automated business processes to an Enterprise-wide Information Management platform in manageable, incremental, steps. Further iterations of identification and cleansing of the remaining information sources prior to migration will not only help to ease the migration effort but critically free up additional resources delivering incremental realisable savings that can help fund the wider enterprise project. By following the Objective agile approach, unlike with traditional Information Management projects, Senior Managers and Executives of the organisation can develop a level of reassurance throughout the early life of the project and be safe in the knowledge that by the time the project reaches Step 4, Enterprise Information Management, it already has a proven, realisable business case, business change model and a migration plan in place to ensure a highly successful outcome. Implementing an Enterprise-wide Information Management platform enables an organisation to control all of its information assets effectively and efficiently across their lifecycle. It manages all aspects of document and record management including storing, managing and retrieving information from a variety of information repositories. Forward-thinking Local Government organisations are adopting Objective s agile approach to better Information Management to: 1. Increase operational efficiency and productivity through the streamlining and automation of document centric business processes 2. Improve responsiveness to their community by accessing accurate, up-to-date information and providing a single version of the truth by integrating content management with core systems and applications 3. Run effective, low-risk, on-time and onbudget Information Management projects by rolling out to discrete service areas or departments to understand the value and resource required to ensure a successful outcome 4. Ensure success by migrating to an enterprise-wide platform in manageable, incremental, steps to lead to 100% user adoption across the entire organisation. Contact us today to discuss how you can achieve increased organisational efficiency, greater transparency and demonstrable ROI with an Enterprisewide Information Management solution. 13

ENTERPRISE INFORMATION MANAGEMENT Channel Layer Existing Post Room Any Council Workforce (Access to Objective Repository) EDRMS Layer External Sharing Securely (Connect) Partners Community Hubs Social Enterprises Objective EDRMS Solution (view by person or property) (LGCS, metadata, folders, security, retention and disposal schedual) Document Management Capture and image Collaboration Publishing Record Management Email Management Workflow Easy Search Archiving Reporting Line of Business Integrations / Data Migration of Content Application Layer Housing Planning Enviroment Transportation Children Services Adult & Health Commission Chief Exectutive & Delivery Unit Corporate Services 14

WITH OBJECTIVE? Our product suite supports key Local Government business processes and is used by more than 250 Local Government organisations worldwide. Our technology integrates with common applications used by Local Authorities. We have experience integrating with ERP and Financial systems, GIS and LIS systems, Human Resources and Payroll systems, CRM systems and many line of business applications in support of Adults and Children s Social Care, Revenues and Benefits, Planning and Environmental Services. Migration from legacy Enterprise Content Management or Document Management Systems can be made relatively straight forward. We have experience assisting customers to migrate from: OpenText, Microsoft SharePoint, HP TRIM, edocs and many more. Our extensive Local Government project experience means we have a thorough understanding of Local Authority business processes. Our technical consultants, business analysts and project managers are able to support your project teams wherever they need it from Information Management Strategy to training and change management, from developing file plans to implementation methodology. Our business remains steadfastly committed to Local Government. We will continue to develop, evolve and deliver solutions to the Public Sector and regulated industries. AWARDS Objective and Bedford Borough Council, were shortlisted for the 2014 DM Awards Project of the Year for the design and development of a single corporate wide document repository. QUESTIONS? Contact us today on: 01628 640 460 Or email: foursteps@objective.com OBJECTIVE.CO.UK/FOURSTEPS 1 5