Mandates
Enterprise Content Management
Redesigning an intranet
In this mandate, our client seriously considered replacing its intranet, which was outdated and had numerous functional limitations, including lack of ergonomics. This intranet existed for ten years, and its technology was no longer supported. Finally, implementing SharePoint software was a true opportunity to redesign the whole system.
Larochelle experts made a preliminary analysis to determine the scope of the project. They defined functions that needed developing, outlined content for each intranet page, created a mock up of the site, determined budgets and established a deadline. Our analysis convinced the company to follow through with the project and adopt the budget accordingly.
Next, we performed a functional analysis that accurately described the solution and which the development team used as an input. Our analysis included presentation and ergonomics, SharePoint sites as well as its page details, security groups and interfaces linked to other systems.
During implementation, which lasted six months, our consultants completed the IT team knowledge transfer process. They put in place development best practices as well as control and preparation in a SharePoint environment.
The mandate was carried out in three phases. Initially, we installed the site’s content and entered information on the pages along with all the intranet lists. Subsequently, we verified the site, then conducted its official launch. All this within the SharePoint Moss 2007 environment.
Our challenges
Larochelle’s challenge throughout this mandate was responding to evolving needs during development. This challenge demonstrated our ability to adapt. We had to ensure the transfer of knowledge without jeopardizing the initial plan.
Larochelle’s added value
We showed our ability to deliver quality intranet solutions and our superior skills with regards to SharePoint technology and development. We clearly demonstrated our expertise in projects requiring a knowledge transfer process.
Developing a governance framework in enterprise content management
Our client, a major Quebec company, decided to use Documentum technology to manage all its electronic documents. Larochelle’s mandate was to define the governance framework.
In collaboration with the managers responsible for the integrated management of documents, our experts developed a document that would oversee this platform’s implementation.
We first defined the enterprise content management (ECM) policy. This policy provides a governance framework that promotes consistent information management that complies with client needs and business units.
We then specified the scope of the ECM to determine the scale of the ECM system. This helped determine the ECM’s objectives by specifying the desired goals and the achievement context. We also clearly defined the scope of the ECM based on four principles:
- the type of information taken into account by the ECM;
- the definition of procedures supported by the ECM, regrouped into four major categories: structured business process, structured administrative process, collaboration process and informal process;
- the ECM’s functional scope;
- the business units that use the ECM.
To ensure the system’s effectiveness would be maintained in the long term, we specified the roles, skills and responsibilities for each member or group in the team responsible for asset management documentation. This document was then used as reference.
We determined business rules that describe how documents are managed and how the ECM system is used. These rules put the company’s ECM policy into practice.
We also established guidelines that provide a reference framework for architecture and project teams who carry out the ECM solution in various ways. Three aspects are discussed:
- requirements for users who are implicated in all projects and tools;
- implementation phase principles;
- support organization principles offered to those who use ECM tools.
We explained to the client how to develop a communication and training plan for the project.
Finally, to ensure quality procedures, we documented the process, responsibilities and activities related to the ECM system’s quality assurance. We also identified key indicators that must be analyzed regularly and the actions resulting from these analyses.
Our challenges
In this mandate, Larochelle’s challenge was considering the company’s peculiarities. It had several subsidiaries and numerous vice-presidencies in different business areas. We also had to consider the management of multiple IT teams belonging to different subsidiaries. Finally, we proposed a general business solution.
Larochelle’s added value
We showed our strategic intervention abilities in enterprise content management and managing large-scale accounts. We clearly demonstrated our skills and expertise in ECM governance.
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