Case Study: A Practical Approach To Managed Shared Drives. Joan Sparkes, Senior Consultant - TAB Canada Oct. 14, 2010

Transcription

1 Case Study: A Practical Approach To Managed Shared Drives Joan Sparkes, Senior Consultant - TAB Canada Oct. 14, 2010

2 Practical Approach to Managed Shared Drives: Agenda The Challenge Background Vision Managed Shared Drive Methodology Scope / Outcomes Lessons Learned

3 The Challenge Mid-size oil & gas company had grown quickly, multiple acquisitions and more to come Had recently failed industry audits with regards to operational record keeping Difficulties locating electronic documents Priority areas however, problem was widespread Needed to quickly and effectively address these issues

4 Background Approx. 10 full time RM staff maintaining centralized major hard copy collections Approx. 60 full time IT staff developing & maintaining IT infrastructure, business applications, databases, help desk, etc. Basic RM software for tracking offsite hard copy collections SharePoint in limited use - publishing docs to Intranet / Internet

5 Background Shared drives had morphed into huge, confusing, dislocated, group & individual collections Loosely based on organizational units No consistency from Dept to Dept, Region to Region, inter-dept, etc Rampant duplication Adhoc permissions and shared access Relied on Public folders to share and access documents No one source of truth

6 Vision Information used for both operational and business evidence, contained in documents and databases is available centrally to its Consumers with appropriate privileges regardless of its source Goals: 1) Compliance 2) Efficiency

7 Vision: 3 Pronged Approach Managed Shared Drive Eliminate duplication Folder structure to allow other team members to locate documents easily Build methodology & repeatable processes Train staff Priority areas, quick wins RM to remain back stage DM Repository Securely store and control versions of key document collections Software / hardware - select, acquire, configure, test, implement Governance Document Control Internal Authorities Identify and migrate to DM repository Metadata, standard doc. types, Policies, procedures, standards, practices

8 1. Build the Framework Managed Shared Drive Methodology

9 Build the Framework Critical first step Determined that shared drive would be based on organizational units but... Required a framework to build all subsequent folder structures Had to be universal able to use in all areas/depts Had to be simple, logical, intuitive Reduce information into most basic elements Done correctly, only have to do this once

10 Sample Framework Dept. Shared Drive BUSINESS MGMT & ADMIN GOVERNANCE TEAM WORK AREA E-TRIM / DELETE -Master Collections -Structured -Predictable & logical -Standard naming conventions e.g.: -Equipment Inspections& Inventory -Engineering Projects -A&D Projects -Incidents -Dept. specific -Determined by subject matter, volume & complexity folders per level e.g.: Budgeting Department/ Team Meetings Employee Administration -Official internal authorities - Eventually move content out to DM -Policies & Procedures - Codes & standards e.g. Drawings & schematics Operating Procedures Policies Practices - Optional -Work in Progress -Organized by Team Members / Project / Topic / -Move content out to Business, Mgmt & Admin or Governance -Substitute for personal Drive -Documents to be Deleted Temporary folder set up for E-Trim Process

11 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure

12 Design the Folder Structures Apply the framework Level 1 Design folder structures Level 2 & 3 Customized to each Dept/Area Require Read access to all directories Folder & document analysis, staff interviews High level business processes, access reqts, Folder design correlation to functional classification Present / feedback draft designs

13 Sample Folder Structure

14 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document User Permissions

15 User Permissions Opportunity for IT clean up / SOX reqts. Only allowed permissions to 3 rd level Reduce maintenance by IT Created Permission Groups Add users to Groups Document User permissions in context with new folder structure

16 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document Permissions 4. Implementation Preparation

17 Implementation Prep Create empty New folder structure Submit IT request for New folder & permission set up IT applied permissions Root folder named differently prefix i.e. Human Resources vs New Human Resources

18 Implementation Prep Many different ways to skin this cat! Present/suggest various options but... Users are doing the work Their time frame (within reason) Their resources Each group decides what works best A few scenarios...

19 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document Permissions 4. Implementation Preparation 5. E-Trim Kick Off

20 E-Trim Kick Off An Event! All participants Program overview, roles & responsibilities, schedule, folder structure, How To s Hand outs and/or User Guides Know your audience

21 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document Permissions 4. Implementation Preparation 5. E-Trim Kick Off 6. Monitor & Assist

22 Support / Coach Monitor from afar Progress Reporting Sometimes imprecise Escalation if necessary Monitor & Assist

23 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document Permissions 4. Implementation Preparation 5. E-Trim Kick Off 6. Monitor & Assist 7. E-Trim Completion

24 E-Trim Completion Project close-out Delete old source directories (empty) Rename New directory (remove prefix)

25 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document Permissions 4. Implementation Preparation 5. E-Trim Kick Off 6. Monitor & Assist 7. E-Trim Completion 8. Close Out & Sign Off

26 E-Trim Close-Out & Sign Off 6-9 months Post Completion Review & sign off E-Trim / Delete Folder Dept. Mgr Records Management Legal Delete folder (IT)

27 Managed Shared Drives Managed Shared Drive Methodology 1. Build the Framework 2. Design Folder Structure 3. Document User Permissions 4. Implementation Preparation 5. E-Trim Kick Off 6. Monitor & Assist 7. E-Trim Completion 8. Close Out & Sign Off

28 Managed Shared Drive Project Scope 18 months 2 part time resources 25 Departments / Groups 531 Users 1,239,099 Documents, 175,134 Folders, 781 GB...and counting...

29 Managed Shared Drive Benefits Enhanced corporate compliance Managed risk Improved efficiency Systematic, logical permissions Capitalized on knowledge assets Facilitated information sharing and collaboration Readiness for future technologies

30 Managed Shared Drive Lessons Learned Not so daunting of a task when broken into logical pieces Focus on target group / avoid scope creep Benefits were easy for Sr. Mgrs & Users to see & experience not contrived Users much more positive & supportive than anticipated Users viewed broken links as manageable and unavoidable nuisances High level of ownership

31 Managed Shared Drive More Lessons Learned Reinforced importance of identification & organization of collections before migration to DM Volumetric statistics are misleading Train IT Support re: permissions, folder structures, Personally, very rewarding

32 Thank you!