Information Management Approach

  • Start with an Information Management (IM) Road Map

    • Get a map of the best path from where you are now to an ideal future: one where you can easily find, store, share and secure your files

    • The package has a guaranteed cost for delivery - avoid the concern of cost overruns from over-consulting

  • Then choose one of three Information Management (IM) Migration Packages to move you forward on your journey

    • Pick the one that has the best options for you

    • Transform to a true digital state with change management, reorganizing and developing a better way to operate

    • The packages have a guaranteed cost for delivery - manage your costs by staying within your budget - easily

  • Get insurance to maintain your digital success by annually engaging in a soft audit

Information Management Options

Information Management Options

  • Getting your business down the right Enterprise Information Management (EIM) path from start to finish can be a daunting prospect, and the path is littered with failures and backsliding to the original state

  • Our packaged solutions will deliver the value you need at a predictable price, saving you from the risk of cost over-runs. You get all the experience and knowledge without the risk.

IM Road Map

The Information Management (IM) Road Map includes:

  • A complete analysis of the current state of your files incorporating a governance perspective

  • A complete analysis of your capability and capacity for change. We have helped over 70 business teams change and we’re familiar with what you need and what we can work around.

  • What are the risks, especially those that have a high-probability and high-impact?

  • And finally, some objectives and key results around your files to get you to the front of the pack as soon as possible. You can do the OKR’s yourself or get help, it’s your choice.

  • To transform your organization to be truly digital, the right foundations have to be in place. The IM Road-Map will give you a detailed picture of those foundations to ensure your success.

  • The IM Road-Map includes everything from where your information is stored and who owns it to your current capabilities and potential information management risks, mitigations, and an action plan for the next 3, 6, and 12 months to take you to the digital state you need to be in.

  • The report is created within two weeks of engagement and includes at least one on-premise meeting.

  • CAN$9900.00

COMPONENTS - What do you get?

  • Information governance, ownership and sharing requirements at a high-level to help with decision-making about directions and next steps.

  • Information Rubric - a ranking of aspects of your current information state and report describing why the ranks were assigned.

  • Information Risks and Mitigations - a breakdown of information management risks and how you can address these vulnerabilities.

  • OKR’s - a 3-, 6-, and 12-month list of key priorities that your organization needs to have in place for an enterprise information management project to be successful - to transform your organization into a truly digital state so you operate very differently.

  • In-person meetings, conference calls, and a detailed, actionable plan.

  • 10 days to complete the product, from start to finish.

How does the IM Road Map Help you?

  • Inventory of where you are and the next best steps to take so you can be confident of what you are investing in. Note, that if you do want a full 40 page detailed project charter that is an optional service we offer as well.

  • If you have already invested in ECM / EIM / CMS / File Management and have not yet reached where you want to be, the IM Road Map can help you understand why you didn’t reach it and how to get back on course.

  • With the IM Road-Map you can start to take the first steps yourself and at east make sure that whatever you are working on now is helping you get to the end state you want to be in.

  • We are a small organization with real in-depth knowledge and what sets us a part is that we have real-world experience moving all of a businesses documents in to a content management solution - everything - into a content server. And we have done this for over 70 business team and gone back to meet with them to find out what is working and not working.

  • We have spoken to many larger consulting firms and confirmed the lack of experience; that many large consulting firms are great at PowerPoint, but have more talk than experience, more pictures of experience than actual experience. Ask them to tell you about an experience they had where they implemented and made the wrong decision and how they fixed it.

  • If you want a solution that works for you, then make sure you separate the brochure from reality. We have real experience and we’ll ensure you get where you need to go.


IM Migration

There are 3 IM Migration Packages and
9 IM Migration Options

  • There are 3 Information Management (IM) Migration packages to take you from where you are now to a true digital state

  • All packages build on the IM Road-Map.

  • The IM Road Map must come first because we have been through this with over 70 business teams and we know that it helps start with where you are and creates a realistic plan to get you to where you need to be.

  • All packages clearly state the cost per person, but they do require a minimum 10 people to implement.

  • Our packaged Information Management Migration solutions will deliver the value you need at a predictable price, saving you from the risk of cost over-runs. You get all the experience and knowledge without the risk. Plan for it, bank on it, realize it.

  • The IM Migration Options section further down briefly describes each option.

3 IM Migration Packages

There are three IM Migration Packages to choose from and each has an overview below and below that is a chart which displays the comparison of IM Migration Options inclusion between Packages.

digital state - basic

  • Reorganization, governance, basic training and migration into a digital state.

  • Pros: Less expensive option that gets you to a digital state.

  • Cons: Limited training for long term change management, and no implementation of security control by roles. Limited follow-up to make sure behavioural change is lasting.

  • CAN$3900 per person, minimum 10 people

Digital State - Optimum

  • Reorganization, mindset education for lasting change, information governance, tool training, migration into a digital state and immediate follow-up to make sure change sticks.

  • Pros: Mid-priced option. Gets to you the right digital state where access is simpler and more secure through using roles and information security classification structures. Follow-up to make sure change is lasting and the organization continues to see long term benefits from the digital state.

  • Cons: More expensive than basic. Organization needs to ensure they do follow-up internally within a month to make sure change is lasting.

  • CAN$4900 per person, minimum 10 people

Digital State - Premium

  • Reorganization, mindset education for lasting change, information governance, tool training, migration into a digital state and immediate follow-up to make sure change sticks plus long term follow-up.

  • Pros: Mid-priced option. Gets to you the right digital state where access is simpler and more secure through using roles and information security classification structures. Follow-up to make sure change is lasting and the organization continues to see long term benefits from the digital state.

  • Cons: More expensive option.

  • CAN$6400 per person, minimum 10 people

IM Migration Packages - Options Comparison Chart

IM Migration Options - Prices are CAN$, per person, with a minimum of 10 people.

IM Migration Options - Prices are CAN$, per person, with a minimum of 10 people.

IM Migration Options

This section contains a brief description of each IM Migration option.

Project process and Summary charter

  • Overview of the 12 Step Proven IM Migration Process - honed and tested with over 70 business teams

  • Summary Charter for the Project to guarantee your results

  • Defined roles, responsibilities, deliverables, outcomes, risks and timeframes

PROJECT SETUP - ECM AND SECURITY

  • Set up the Enterprise Content Management structure - We don’t provide an ECM, but we will use what you have and describe what your IT team has to set up.

  • Alternatively if you subscribe to MS Office 365, we recommend using Sharepoint as it works well for a Medium-sized business and allows access control and allows you to easily and securely collaborate and share with external entities such as your clients.

  • We have a secure solution, called CASM, that we highly recommend, and it costs $5 per user per year and is in the cloud and provides easy and secure methods of access control.

EDUCATION - FUNCTIONAL 101 AND IM 101

  • The Functional 101 training helps business teams understand the how to organize their knowledge and files into a purpose-based structure. This structure stands the test of time and weathers organizational change and ensures everyone knows where files are stored, now and in the future.

  • The functional structure in combination with your metadata gives you a robust and resilient way to manage your files.

  • The Information Management 101 training helps your business teams understand how to operate efficiently and with best practices in this digital age. This knowledge will ensure business teams don’t slide back into old historical habits.

SHELL ORGANIZATION

  • The Shell structure is a simplified, modified functional structure that contains just the elements each person needs to reorganize their information.

  • This is a staging structure that allows each team member to begin understanding the functional structure in relation to their own information.

  • This stage facilitates knowledge transfer and learning and sets up the organization for success.

MAPPING

  • This is where the mapping and information specialists map the relationship between the personal Shell structures and the eventual business team Functional Structure.

  • This essentially creates a virtual map between the current files and the future location, without moving anything or disrupting any daily work.

RBAC AND TOOL TRAINING And Go-NoGo

  • Once the mapping is complete then the business team is ready to develop their Role Based Access Control (RBAC) model which is where access is defined using normal organization roles and mapping these roles on to the eventual Functional Structure for the business team.

  • This is truly a game changing approach to how access and security are managed.

  • This structure allows the CASM tool to operate very efficiently and present business teams with easy but highly secure approaches to managing access.

  • This implements, inherently, the four level security model that every governance slide discusses but is never implemented: Restricted, Confidential, Protected and Public.

  • Tool Training provides training on how to use the content management system. Though the main tools, such as Word and Sharepoint, are familiar, this training will help teams understand how to most easily manage their files and most easily collaborate and operate efficiently in the new digital world.

  • The Go-NoGo meeting is a checklist to ensure that all of the parallel activities which have been going on have now come together at the right time and the business team is ready to go live in the new digital-ready structure. This Go-NoGo gives the business team ultimate control to ensure they are ready.

MIGRATION AND GO-LIVE

  • This is the technology migration from the Shell Structure into the new Functional structure and the day when the business team goes live in the new structure.

  • On the Go-Live date the existing Shell structure is made read-only so staff can reference old structures if need but now the source of truth is the new Functional Structure for the business area, not the old idiosyncratic, personal-based structures of the past.

  • There is a go-live session between the business team and the migration team either the morning of or a day or two later, whatever the business team prefers.

1-WEEK FOLLOW-UP

  • After the first go-live follow-up and the business team has used the system for a few days, different questions come up.

  • When first migrated they are just understanding the lay of the land in the new world, but after they have worked in the new system for some time, the questions increase in sophistication and the next level up is to ask about more value-added features.

  • If the business teams are large enough, this may be split into more than one session. Sessions can also be conducted through on-line screen sharing so those that are remote can participate.

1-MONTH AND 3-MONTH FOLLOW-UP

  • After the 1 month mark, there will be additional questions around the Functional Structure, and Access control, collaborating Tips and Shortcuts, and sharing content with external stakeholders or customers.

  • These will be covered in additional sessions at the 1-Month and 3-Month milestones.

  • There will also be questions around nuances of the functional structure and as the time period will have passed a quarterly financial mark there could be additional questions around sharing timely information across business area boundaries.

  • If the business teams are large enough, this may be split into more than one session. Sessions can also be conducted through on-line screen sharing so those that are remote can participate.

High-Level Gantt of Migration Project for a Business Team of 10 showing how the IM Options work together

High-Level Gantt of Migration Project for a Business Team of 10 Employees

High-Level Gantt of Migration Project for a Business Team of 10 Employees


OPTIONAL PACKAGES

CASM

  • Central Access and Security Management - CASM is the only tool on the market that simply and securely allows business teams to manage access to their own content.

    • Why is granting access to a business team’s own content normally done by a central IT security team who has no knowledge or awareness of the people or the content. This is a ludicrous and out-dated approach.

    • Allow a business team to do this on their own, and just ensure there is excellent auditing and tracking of all changes done by whom and when and there are sufficient notifications for changes.

  • CASM currently costs CAN$5 per user per month for a 12 month agreement and is available in the cloud and it can be used to easily manage access control in SharePoint.

Soft Audit

  • A friendly review of where and how employees are storing information, ensuring the effort wasted in finding and storing is below 5%, and a look at the collaborative approach with customers and stakeholders, and how access control is working.

  • Cost and deliverables - coming soon.