SP-AusNet was facing challenges with managing their large collection of documents and content across multiple systems. This made it difficult to find information, onboard employees, and manage projects efficiently. They implemented an Enterprise Content Management system using Microsoft SharePoint to address these issues by centralizing their content, improving search capabilities, and automating workflows and approval processes. This allowed them to reduce costs, improve collaboration both internally and with external partners, and make critical information more accessible.

1. Gold Partners:
Silver Partners: Supported by: Produced by:

2. How to Successfully Marry Content and Information
DANIELA ANTILL
Enterprise Information Architect, SP-AusNet

3. Agenda
1 Setting the Scene
2 The Challenge
3 Setting the context right
4 How to marry IM and ECM
5 The Proof Of Concept
6 Q&A
SHARE 2012 | 3

4. SP-AusNet Business Drivers
• Rising utility prices • Increased polarisation of
CUSTOMER ENVIRONMENT
• Declining utility use domestic debate on climate
• Changing dynamics on the change and policy response
demands (PV & EV) • Extreme weather events lead
• Poor perception of smart to higher infrastructure costs
meter roll out and lack of for distribution
understanding of benefits
• Peak demand increasing GOVERNMENT
TECHNOLOGY /
INFRASTRUCTURE
• Introduction of carbon tax
• Increased scrutiny of AMI
• Smart grid is a program in Victoria
discussion point • Privatisation of NSW assets
• Google and MS exiting • Growing aging population; • New Victorian coalition
the home energy skills shortage REGULATION / government political agenda
market • Two speed economy with ECONOMY / SOCIAL LEGISLATION
• Reviews and commentary
• Increased in use of strong investment in
recommends more onus
smart devices resource sector
on distributors to justify
• Social welfare groups
network investments
influencing agenda
• Continuing trend towards
consolidation state based

5. Agenda
1 Setting the Scene
2 The Challenge
3 Setting the context right
4 How to marry IM and ECM
5 The Proof Of Concept
6 Q&A
SHARE 2012 | 5

6. The challenge
Documents are Impossible to Find
Employee on Boarding & Knowledge Management is difficult
There are many systems for managing projects, assets and
property resulting in inefficiency and difficulty in managing the
time to deliver new projects to market
Systems include Lotus Notes, Access Databases, unmanaged
SharePoint 2007 environments, Objective and Website
Solution for our Intranet and Internet
SHARE 2012 | 6

7. Agenda
1 Setting the Scene
2 The Challenge
3 Setting the context right
4 How to marry IM and ECM
5 The Proof Of Concept
6 Q&A
SHARE 2012 | 7

8. Setting the context right
Understanding the data within the
business context
Defining the high level roles, based
on the pattern of behaviour
Define the Business Use cases that
have impact on the business
… it’s all about business process optimisation! SHARE 2012 | 8

9. Setting the context right
Applying Global
Utility Framework to
SP-AusNet Landscape

10. Agenda
1 Setting the Scene
2 The Challenge
3 Setting the context right
4 How to marry IM and ECM
5 The Proof Of Concept
6 Q&A
SHARE 2012 | 10

11. How to keep business and IT aligned !
“Adaptive Business
Business Value
Performance” Information as a
Competitive
Differentiator
“Information-Enabled
Business Innovation” SP AusNet would like to
Information to Enable get to here
Innovation
“Information In
Business Context” Gap Risk
Information as a Information • Exposure to non compliance
Governance & Data
Strategic Asset • Inability to measure data quality
“Basic Information Stewardship
Interaction”
Advanced Analytics • Lack of ability to act upon realtime network intelligence
Information to Manage • Limited ability to predict demand
“Focus on Data the Business • Lost opportunities
And Reporting”
SP AusNet is here Trusted Information • Untrusted data leads to lack of agility to do business
Data to Run the • Rapidly approaching point of inability to do business
Business
Information Foundation • Lack of coherent whole of asset view
• Information Maturity
Inability to triangulate data in time from various data sources to
manage issues relating to safety and incidence management

12. How to keep business and IT aligned !
Business Initiatives Business Drivers Business Units
Improve operations safety with single view of the asset and improved asset configuration management
Improve the community safety with better correlation & analysis of structured and unstructured data available
Ensure safety of operations
Improve crew safety with improved accessibility of asset information (manuals, location, history etc) for the filed
Risk & Regulatory Compliance
workforce
Reduce the cost of incident management with improved information integration
Reduce the operational expenses, with improved multi resource scheduling, budgeting &
forecasting
Manage Large Project Risk Procurement & Projects
Reduce the procurement cost with enhanced spend analytics
Reduce the project execution cost with improved integration of project activities
Corporate Statutory,
Reduce the cost of regulatory reporting, with better information lifecycle management Risk & Assurance
Manage Smart Network, Shared
Regulatory Compliance Increase revenue through improvement in S-Factor, with better reporting and analysis Services Finance,
capabilities Smart Network
Reduce the operational expenses with enterprise wide procurement & spend analysis
Network Strategy &
Improve Planning, Procurement
Financial Performance Improve the financial performance with better rate case management & Projects
SHARE 2012 | 12

13. How to keep business and IT aligned !
Business Initiatives Business Drivers Business Units
Reduce the network augmentation expenses with single view of the asset, better forecasting
and predictive capabilities
Network Strategy &
Effective Demand Response Reduce Opex & capex with better economic simulation and constraint based demand modeling
Planning,
Programs based on bottom up demand Smart Network
Reduce OPEX & CAPEX with better load management through Predictive ability for demand
Business Initiatives forecasting based on customer demands, external factors such as weather and peak load
Reduce the asset maintenance cost with single view of the asset, including location
,maintenance history, asset manuals, contracts.
Asset Optimisation
Reduce the network augmentation expenses with single view of the asset, better forecasting
and predictive capabilities Network Strategy &
Planning, Gas
Reduce operational expenses by optimizing preventive maintenance & minimizing break-down Network,
Optimise Asset Operations maintenance, with better predictive analytics capabilities and single view of assets Electricity Network,
Reduce the asset maintenance cost , with better asset recall and decommissioning programs Risk & Assurance,
Smart Network
Reduce outage restoration cost with single view of the asset
Improve the system availability with optimisation of planned outage tasks & improved
preventive maintenance
Reduce the operations cost by minimizing breakdown maintenance by making historical
information available on fault and condition
Reduce the outage restoration time & cost with single view of asset and integrated resource Smart Network,
Improve Workforce Utilisation
information Select Solutions
SHARE 2012 | 13
Reduce field operations cost with access to information for field workforce for efficient work
planning and asset information

14. How to keep business and IT aligned !
IT:
•Define Scalable Architecture to
support the business use cases that will
deliver timely and trusted input to IT
most valuable and critical business
processes defined that have a
measurable business benefit
•Business: Risk Business
Most valuable and critical business
processes and evaluate what
additional data will deliver a material Risks:
and measurable improvement in
business outcomes •Security, Security, Security
• •Balance the risk and the socio-
economical pressure
Having an Information Management Strategy (Content is an intrinsic part). SHARE 2012 | 14

15. ECM within the Enterprise Data Context
Data Quality
Management
Metadata
Management
Data Architecture
Management
Document &
Content
Management Data
Data Governance Development
Data Warehouse &
BI Management Data Operations
Reference & Data Security
Master Data Management
Management

16. ECM Patterns of Use

17. Five Key Element of ECM
Document
and Record
Management
Enterprise Web Content
Search Management
Document
Workflow Centric
Collaboration

18. Agenda
1 Setting the Scene
2 The Challenge
3 Setting the context right
4 How to marry IM and ECM
5 The Proof Of Concept
6 Q&A
SHARE 2012 | 18

19. ECM Proof of Concept
SP AusNet has a need to deliver
a Enterprise Content
Management Capability
A POC was delivered to allow
the business to part of the
journey in building ECM
Capability.
The POC included document
workflow, search, the ability to
interface to current drawing
management solution
Objective, to provide external
collaboration anywhere to any
device, anytime.

20. Document Management
Provide centralised document
and drawing platform with
ability to:
1. Co-author and
collaborate/capture
information collectively,
2. Improve search,
development
3. Reduce time and approval
processes with SharePoint
2010.

21. Key Benefits with Reference to ROI
Benefit Impact
Controlling Documents in one place and owned by SP AusNet Increasing Efficiency and
Productivity
With over 4,500 documents for external audience the extranet will reduce the Reducing Operational Costs
need for manual delivery of content (via CD’s USB’s) centralise external
information
Controlled communication between field and internal business units Reducing communication
times and increasing
productivity
Dramatically improve ability to find documents in particular for Safety and Reducing Risk and Maintain IP
Legal Disputes
Reduce Risk where document cannot be found due to employees leaving or Reducing Risk
lack of training
Reduction in overspend due to repeating asset management activities Reducing Operation Costs

22. Benefits Realisation
Reduce the network augmentation expenses with better economic simulation $M $XXXM
and constraint based demand forecasting
Capex
Defer
Reduce the project execution cost with end to end integration and procurement $M
spend analytics
Reduce operational expenses by optimizing preventive maintenance & $M
minimizing break-down
Financial Improve operational
Reduce field operations cost with improved planning, monitoring & control and $M
increased availability of information on the field
Reduce the outage restoration time & cost with single view of asset and $M
Perform efficiencies
integrated resource information
Improve operations safety with single view of the asset and accessibility to $M
information on time
Reduce the cost of regulatory reporting and cost of additional regulatory audits $M
Improve
due to discrepancies
$XXXM
ance
Increase revenue through improvement in S-Factor $M
Improve the financial performance with better rate case management $M
People, Culture & Organisation $M
Business Intelligence & Decision Support $M
Costs
Enhanced Information Delivery $M
Data Quality & Governance $M
Collaboration & Knowledge Management $M SHARE 2012 | 22

23. Demonstration
Rita Arrigo
Principal Consultant
Oakton Technology Consulting
rarrigo
SHARE 2012 | 23

24. One Framework
• One Framework to allow Business Users to
develop and implement business solutions
that use technology without IT’s direct
involvement within a governed structure.
• In order to automate and improve business
processes it will allow for:
1. Reduce the number of IT systems
2. Reduce the places to look
3. Implement tasking rather than email tasking
4. Document Approval Processes

25. Success Factors
Centralize Enhance Automate and Provide Reduce Share Documents
Knowledge Collaboration Improve Document Redundancy and within externally
and Business Security Improve and remotely
Resources Processes Efficiency
Create Site Structure
Migrate File Shares
Create Dashboards
Workflow Solutions
Configure Search
Services
Branding
Direct Relationship
Indirect Relationship

26. Selected Key User Scenarios
Scenarios Demonstrated
Manage Standards – Manage Documents, via approval and task lists.
Manage Projects - via Document Automation and Task Lists
Extranet Access for Design Service Providers and Partners
Expose Access Database
Mobility ( For specific SP AusNet Compliant Devices)
SharePoint Search and its abilities

27. Proof of Concept Wins
POC Success Criteria
1. Collect input to update Business Case
2. Define Scope
3. Create awareness of SharePoint 2010 within the Business
4. Increase business buy-in via showing what is possible in the POC
5. Identify ECM Business Champions
6. Prove Functionality as required by Use Case Scenarios
7. Obtain Feedback from Demonstration to further refine scenarios

28. SharePoint Framework Model
• Collaborative abilities to External Partners on projects
• Real-time management of content
• Request and Approval capture mechanisms from field
• Search across different data-sources

30. DESIGN STANDARDS
MANAGING STANDARDS DOCUMENT FOR REVIEW AND
COLLABORATION WITH WORKSPACE AND CO-AUTHORING

32. PROJECT DEVELOPMENT
SITE AUTOMATION AND CREATION WITH LINKED
CONTENT TYPES AND EXTERNAL COLLABORATION

34. ASSET MANAGEMENT
VIEW DETAILS ABOUT PARTICULAR ASSET IN FORM, MAP
OR PHOTO VIEW.

37. PROPERTY SITE
MANAGE LEGAL DOCUMENTS WITH ASSOCIATION TO A
PROPERTY

39. Key Points to Take Home
• Managing unstructured content can be messy;
• Information Management Strategy (content is an intrinsic part).
• … and
… it’s all about Looking at the content in the
context of Business Use-cases!
SHARE 2012 | 39

40. Conclusion
Big data shouldn’t be called big … maybe noisy and/or messy;
Big data is nothing new;
Information Management Strategy (big data is an intrinsic part).
… and
… it’s all about business process optimisation !
… Technology is the by-product, not the driver

42. How to contact me:
Daniela Antill
SP-AusNet
antill@iinet.net.au
Phone +61 439310957

43. Gold Partners:
Silver Partners: Supported by: Produced by: