Using Business Vocabulary to build a strong Document Management Solution
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1 Using Business Vocabulary to build a strong Document Management Solution Miranda Shumaker Northern California Power Agency 1
2 Objective How does an organization move beyond the folder system on network drives for storing, managing, and collaborating on documents in this "paperless" age? We've been asking ourselves this question and have come up with a solution that begins with Business Rules and utilizing an Enterprise-wide business vocabulary. What you will learn: 1. How to harvest business rules. 2. How to build an enterprise-wide business vocabulary. 3. How to develop workflows from the business rules & vocabulary. 2
3 NCPA s Background Northern California Power Agency represents 17 cities in Northern & Central California We celebrated 45 years of service this year NCPA was founded as a forum through which community-owned utilities could prevent costly market abuses Our members value is derived in large part from: Our ability to be a cost leader Our ability to be agile under different market conditions and regulations 3
4 My Background 13 years experience in the Wholesale Power industry. 9 years experience in designing, documenting, testing, and implementing business solutions using a business rule approach. My role at NCPA has been to design billing and settlements processes and automated systems using the Business Rules Approach. Currently working on an Enterprise-wide document management solution using SharePoint. 4
5 Problem #1 Document Collaboration ing documents 5
6 Problem #1 Document Collaboration Merge changes back into original document. Repeat process. 6
7 Problem #1 What does this equate to? Difficult to know which copy of the document is the latest version. Increased maintenance expense each year as your company s data storage needs increase. 7
8 The Solution Document Collaboration Create a repository for documents Send links to the source document to collaborators instead of attaching copies 8
9 Problem #2 Document Management Duplicate documents Access to documents 9
10 The Solution Document Management Create a repository for documents Give appropriate access 10
11 Problem #3 Document Retention Manually keep track of historical documents Unable to create automated workflows for purging documents Storage needs increase 11
12 The Solution Document Retention Create a repository for documents Develop automated workflows for managing document retention 12
13 Lessons Learned Just because you can do something, doesn t mean you should. 13
14 Lessons Learned Spend the time up front to create a consistent vocabulary and gather business rules. 14
15 Harvesting Business Rules What does it mean to harvest business rules related to documents? Create a content inventory 15
16 Creating a Content Inventory Folder Name Legal Committee Network Path Purpose Item Visibility Business Owner Documents used by the Legal Committee Agendas and minutes All Employees Executive Assistant P:\Agency_Documents\Commission_Committees\FileCab3_Commission_Business_ Committees\FC3_Drawer3_Committees\Legal_Committee 16
17 Creating a Content Inventory Folder Name Legal Committee Legal Committee Legal Committee Legal Committee Legal Committee Network Path Purpose Item Visibility Business Owner Documents used by the Legal Committee Documents used by the Legal Committee Documents used by the Legal Committee Documents used by the Legal Committee Documents used by the Legal Committee Legal Committee Minutes Legal Comm Agenda Legal Comm Special Mtg Minutes Legal Comm Special Mtg Agenda Legal Committee Recommendations All Employees All Employees All Employees All Employees All Employees Executive Assistant Executive Assistant Executive Assistant Executive Assistant Executive Assistant 17
18 Harvesting Business Rules What does it mean to harvest business rules related to documents? Develop metadata 18
19 Develop Metadata Item Metadata1 Metadata2 Metadata3 Legal Committee Minutes Committee Name Document Type Meeting Date Legal Comm Agenda Legal Comm Special Mtg Minutes Legal Comm Special Mtg Agenda Legal Committee Recommendations
20 Harvesting Business Rules What does it mean to harvest business rules related to documents? Find commonalities 20
21 Find Commonalities Item Committee Name Meeting Date Document Type Legal Committee Minutes Legal Committee Minutes Legal Comm Agenda Legal Committee Agenda Legal Comm Special Mtg Minutes Legal Committee Minutes Legal Comm Special Mtg Agenda Legal Committee Agenda Legal Committee Recommendations Legal Committee Memo Risk Management Committee Agenda Risk Management Committee Minutes Risk Management Committee Risk Management Committee Agenda Minutes 21
22 Develop Business Vocabulary Listen for consistent and inconsistent use of terms. 22
23 Develop Business Vocabulary IS Project: a new software that needs to be developed to aid a business group L&R Project: the preparation involved for an upcoming conference Gen Services Project: a generator facility built by NCPA 23
24 Develop Business Vocabulary Listen for consistent and inconsistent use of terms. 24
25 Develop Business Vocabulary Create consistency through synonyms. 25
26 Define Relationships Concept Model Permissions validates Person permits Security Group Audience Workflow writes reads protects dictates automates triggers State changes is written for Document organizes Library Metadata Policy governs 26
27 Define Relationships Concept Model 27
28 Define Relationships Concept Model 28
29 Define Relationships Concept Model November 14,
30 Define Relationships Concept Model November 14,
31 Categories with Document Types November 14,
32 Bringing it all Together What types of documents are there? Created Content Inventory What s important about the documents? Defined Metadata How do we talk about the documents? Defined an enterprise-wide vocabulary, including synonyms How does it all relate? Drew a Concept Model to define vocabulary relationships November 14,
33 Security aka Permissions All Employees Department Teams Inter- and Intra-Department Teams External Member Teams Intranet Extranet Team Sites November 14,
34 Creating Workflows What kinds of documents fall under document retention? 34
35 Creating Workflows Using Business Rules Documents used by Agency Committees must be retained for the length of time defined by the following decision table: Item Subject to Brown Act? Document Retention Period Legal Committee Agenda Yes Calendar Year + 15 Legal Committee Minutes Yes Permanently Risk Management Committee Agenda No Calendar Year + 2 Risk Management Committee Minutes No Calendar Year
36 Creating Workflows Using Consistent Vocabulary Legal Committee Minutes Legal Committee Agenda Visual Confirmation Risk Management Committee Agenda Confirm Deletion Risk Management Committee Minutes Automated workflow in the document repository 36
37 How does the workflow compare? Permissions validates Person Audience permit s Security Group writes reads protects dictates automates triggers changes is written for organizes Library Metadata Legal Committee Minutes governs Legal Committee Agenda Risk Management Committee Agenda Confirm Deletion Risk Management Committee Minutes 37
38 Bringing it all Together 1. Document Collaboration 2. Document Management 3. Document Retention Harvested Business Rules Created a content inventory. Developed metadata. Determine commonalities. Pulled business rules from policies. November 14,
39 Bringing it all Together Created a consistent vocabulary. Defined relationships between vocabulary. Tied business rules with vocabulary to create automated workflows. Legal Committee Minutes Legal Committee Agenda Risk Management Committee Agenda Confirm Deletion Risk Management Committee Minutes November 14,
40 Questions? Miranda Shumaker 40
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