Functions & Importance of a Strategic Business Plan

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1 Functions & Importance of a Strategic Business Plan Komal A Gulich, CRM, IGP Manager, Enterprise Records Management FirstEnergy Service Co April 15, 2014

2 Agenda Brief recap of Workshop Look at Function & Purpose of Actual Business Plan Get started

3 Strategic Planning In order to determine the future direction of the organization, it is necessary to understand its current position and the possible avenues through which it can pursue particular courses of action. Generally, strategic planning deals with at least one of three key questions: "What do we do?" "For whom do we do it?" "How do we excel? Wikipedia

4 Workshop Plan Elements Defined Mission Vision & Strategic Goals Assumptions Objectives Metrics (measure of Progress) Challenges Initiatives, Tasks & Projects Assumptions Develop A Growth Plan Communicate Repeat

5 Function & Importance Challenge to balance visible future with a long term view Align your RIM & IG program to meet your business needs Keep operations running Solve problems Manage Budget Move from Reactive to Strategic

6 Vision & Mission Vision Mission Be a recognized leader in information governance, proactively managing valued information assets and processes. Provide cost-effective, best-practice enterprise services that: Advance information governance and compliance Identify, store, retrieve and dispose of business records via a standard enterprise process Manage Litigation Support and ediscovery

7 Goals Promote safe work practices and safe working environment Develop and implement information governance and compliant management practices Leverage employee talent and information technology to continuously enhance department service efficiency Provide timely services that support focus on reliability and customer service Provide quality services that support safe, reliable, cost effective and compliant operations Develop and manage sustainable litigation hold and discovery processes

8 Key Department Objectives Continue to develop and implement information governance and compliant management practices Partner with key internal stakeholders to initiate process changes that support evolving information governance and technology Continue to provide timely, effective information retention services that enhance business compliance

9 Key Metrics Maximum resource availability (OSHA recordable/attendance) Production throughput (records & ediscovery processing) Disposition completion (business and situational records) Project management Training completion on schedule Manage secure disposal within budget

10 Key Business Challenges Changing the culture of ungoverned information management practices Remedy: Create and implement enterprise standards for information governance Remedy: Develop and implement information classification and protection standards Remedy: Partner with Legal to develop and justify evolving governance practices Evolving technology issues Remedy: Partner with IT to develop integration solutions Remedy: Build a business case for Analysis Tools Remedy: Develop knowledge of SharePoint to enable governance Resource Constraints Remedy: Identify local development opportunities and utilize video conferencing Remedy: Prioritize key tasks and core deliverables

11 Initiatives Information Compliance Technology Driven Initiatives management ( ) E-Discovery management ( ) Unstructured data clean up ( ) Information Governance Initiative associated with technology implementation (policies and business practices)( ) ESI Discovery Process Enhancement ( ) Scope the development of Litigation Hold & ediscovery tracking application ( ) Records Management Technology Driven Initiatives ( ) Integration into new environment Records capture/workflow Document Control Study ( ) Identify vital records ( ) Evaluate the impact of retaining business records in active system ( ) Business Warehouse Retention Schedule Update System of Record Evaluation

12 Key Tasks & Projects Information Compliance Integration of Records and Litigation Hold (2014) Integrate ediscovery Tools ( ) Enhance ediscovery Collaborative Culling ( ) Analysis Tools ( ) Create/Update Polices and Business Practices associated with rollout of new technology management (2014) E-Discovery management ( ) Unstructured data clean up ( ) Policy and Business Practices ( ) Scope the development of Litigation Hold & ediscovery tracking application ( ) Records Management IT Legacy Data Migration ( ) Eliminate Backlog ( ) Contact departments not utilizing records management ( ) Upload digitized microfilm records ( ) Retention Management Validate Retention Schedule Compliance Review/Assessment Retention Schedule Revisions Litigation Hold Practices Identify vital records ( ) Business Records ( ) Investigate content of Business Warehouse Update retention schedule definitions

13 Business Unit Assumptions Basic Business Unit Assumptions Years Economic Pricing Workforce Demographics Regulatory Changes Technology Based Labor Relations Operations Other Major Categories

14 Key Assumptions Evolving technology impacts every aspect of our business Office Productivity Transformation will not cause delays in current ediscovery processes These information systems are fully integrated to enable electronic record workflow, capture, and automated indexing Records system upgrade will not impede the ediscovery process Executive acceptance of new governance initiatives Staffing remains at approved level O&M spend is not reduced

15 Review Existing Plan - Value Verify Mission & Vision Validate Statements Assumptions Objective Advance Information Governance Business practices follow Quality Service Obstacles Technology Merger ediscovery Day-today activities Meet quarterly to check-in on plan Industry Involvement Organizations Standards Guidelines Presentations What are the priorities for initiatives Cross Training Eight Initiatives overly Aggressive? Onboarding Benchmarking Purpose of Business

16 Review Did we stick to the business plan? What were are chief challenges/obstacles? Where did we under achieve? Where did we achieve or improve? Individual awards or recognitions? Did we make a positive impact on the company?

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