Learn how P&G transformed their R&D organization from paper to digital and the methods of engagement needed from all employees across multi-disciplinary teams including; IT, Records Management, the R&D users, and of course senior management. Hear how records management, case management, and technology found harmony.

1. #AIIM14
#AIIM14
#AIIM14
Digi$zing
R&D:
P&G’s
Business
Transforma$on
Success
Story
Jane
Connerton,
CRM
Corp.
Records
Manger
Procter
&
Gamble

2. #AIIM14
The
Star$ng
Point
§ 7
Individualized
(organically
grown)
site
§ LiHle
to
no
standardizaIon
between
sites
§ Mostly
paper
w/
e-­‐Index
for
tracking
§ Some
electronic
–
but
w/o
e-­‐workflow
§ 28
repositories
in
all,
4
plaTorms
§ 200+
document
types
managed
§ Doc
entered
w/
up
to
15
piece
of
metadata
by
expert
staff

3. #AIIM14
The
Mission
§ Grow
the
central
records
services
for
R&D
from
7
sites,
to
21
global
sites
§ keeping
the
cost/transacIon
flat,
or
decrease
§ while
moving
“completely”
electronic
day
forward
§ and
no
increase
in
headcount
-­‐
0,
null,
nada
§ Oh
yeah,
and
all
the
informaIon
governance
requirements
like
privacy,
compliance,
validaIon,
security,
etc,
etc.
3

4. #AIIM14
The
3
Pillars
of
Success
§ Move
from
4
plaTorms
to
single
global,
robust,
document
management
soluIon
§ Standardize
all
processes
§ Drive
costs
down
for
standard
transacIons
§ Make
the
work
standard,
measurable,
repeatable
§ Find
a
“Partner”
to
deliver
the
service
4
Single
Global
Tech
PlaTorm
Standard-­‐
izaIon
of
Processes
and
Procedures
Implement
Blended
Service
Model
for
Delivery

5. #AIIM14
Focus:
§ Move
from
a
paper
storage
and
retrieval
service
at
the
end
of
the
of
the
lifecycle
TO
§ Leveraging
our
Intellectual
Property
as
a
Strategic
Advantage
in
reapplicaIon,
strong
compliance
or
regulatory
response,
and
in
liIgaIon.
5

6. #AIIM14
Juggling
the
Factors
Technology
People
Processes
6

7. #AIIM14
The
TECHNOLOGY
You
are
responsible
for
communica1ng
what
is
needed
–
IT
is
responsible
for
taking
the
“What”
and
then
develop
the
“How”!
§ Know
what
you
want!
§ Meet
with
stakeholders/customers
§ Know
the
industry
opIons!
§ Plan
early
design
sessions
to
learn
about
needs
§ AnIcipate
IT
quesIons!
§ Provide
the
details
7

8. #AIIM14
Important
Steps
§ Define
the
business
problem
§ Assess
your
digital
landscape
§ Collect
document
examples
§ Document
mapping
§ Document
the
process
§ Document
Requirements
§ Evaluate
soluIon’s
§ Learning
Plan
§ Bench
mark
(document
the
learning
in
a
report)
§ Develop
Use
Cases
§ Define
the
desired
user
experience
§ Use
excellent
examples
§ Create
Concepts
and
Mock-­‐up’s
§ Create
a
Prototype
§ Define
roles
and
responsibiliIes
§ ConfiguraIon
versus
CustomizaIon
§ TesIng
§ Tracking
changes
§ CommunicaIon
PLAN
THE
WORK
and
WORK
THE
PLAN

9. #AIIM14
Document
Examples
Collect
examples
of
documents
from
different
groups,
func$ons,
disciplines,
divisions
as
part
of
the
mapping
process
A
picture
is
worth
a
thousand
words!

10. #AIIM14
Define
the
desired
user
experience
§ Provide
examples
of
exisIng
soluIons
that
help
define
the
experience
that
you
want
for
your
customers
§ What
is
a
good
example
of
a
soluIon
that
lets
you
order
something?
§ What
is
a
good
example
of
a
soluIon
that
lets
you
plan?

11. #AIIM14
1
1
The
PROCESS

12. #AIIM14
The
Processes
for
Records
Mgmt
§ How
to
standardize
7
“similar”
processes?
§ Paint
a
picture
for
EVERYONE
of
the
vision
§ Involve
them
in
the
process
“own
a
piece”
§ K.I.S.
–
easily
repeatable
§ Write
SOP’s
to
govern
overall
§ (who,
what,
where,
when,
why)
§ Write
Job
Aids
to
cover
the
details
of
“HOW”
1
2

13. #AIIM14
Meta Data Standardization and Normalization for field
names
Mandatory Fields
Document
Number
Author T-Number Date Title GBU
Functional
Area
Document
Location
Record
Format
Status Retention
NORMAL
STANDARD

14. #AIIM14
The
Processes
for
Users
§ Delight
the
user!
§ Users
are
fantasIc
researchers
and
engineers
but
NOT
InformaIon
Managers
§ “INNOVATE
not
ADMINISTRATE”
§ Drop
and
Go
§ Same:
regardless
of
what
site,
business,
or
record
type
§ VeHed
BEFORE
design,
and
again
before
launch.
1
4

15. #AIIM14
Add
UI
screen
shot

16. #AIIM14
Processes
–
Be
Visual
User
Drops
off
User
Verifies
and
adds
data
RLM
pulls
from
queue
RLM
verifies
and
adds
meta
data
RLM
Locks
down
1
6

17. #AIIM14
Last,
but
NOT
least
The
PEOPLE
§ Communicate
early,
onen,
and
clearly
§ People
will
forget
the
work,
and
their
role
in
it.
§ People
will
_______-­‐up
any
holes
you
leave
§ No
ownership,
no
acIon
§ No
benefit,
they
will
work
around
you
17

18. #AIIM14
What’s
in
it
for
ME?
§ Users
§ Have
hundreds
of
tasks
a
day.
Why
do
this?
§ Is
it
easier
than
before?
§ What
benefits
do
I
see,
my
department,
the
company?
(The
closer
the
beHer)
§ What
is
someone
doing
to
help
ME?
§ What
happens
to
all
the
legacy
records?
1
8
©
CharloHe’s
Web

19. #AIIM14
Communica$on
and
Commercializa$on
§ Who,
What,
When,
and
How
you
are
going
to
communicate
the
new
soluIon:
§ Your
department,
Your
leadership,
Your
customers,
Your
customers
leadership,
SupporIng
organizaIons
(QA/Legal/Safety),
etc.
§ What
to
communicate:
§ What
they
need
to
know
§ What
they
need
to
do
§ Why
they
should
care
§ When
they
need
to
do
something
§ Tool/Tip
and
how
to
get
support
§ Make
sure
to
communicate
in
the
right
order.
You
don’t
want
an
end
user
receiving
direcIon
before
their
manager
is
informed.
§ How
will
you
communicate,
email,
bulleIn
board,
digital
media
displays,
smoke
signal?

20. #AIIM14
Bring
it
all
Together
Technology
People
Processes
2
0
Leadership - Ownership
Timing – Not all at once, realistic expectations
Communication – can’t get enough
Inclusion – Takes a Village
“Chunk it” – One step at a time

21. www.aiim.org/infochaos
Do
YOU
understand
the
business
challenge
of
the
next
10
years?
This
ebook
from
AIIM
President
John
Mancini
explains.