1

Summary of Migration Process

HalWorld to Employee Central

October 2003

Summary of Migration Process

HalWorld to Employee Central

October 2003

2

AgendaAgenda

• Portal, CMS, Taxonomy• Interwise Presentations – Questions• Migration Methodology

– Preparation

– Kickoff

– Content Inventory

– Solution Concept

– Pre-Launch

• Communication Planning and Change Management

3

Portal Development(Portal, CMS, Taxonomy)Portal Development(Portal, CMS, Taxonomy)

4

Halliburton’s key business drivers link directly to Knowledge Central’s benefitsHalliburton’s key business drivers link directly to Knowledge Central’s benefits

Provide employee self-service for key functions including HR, learning, procurement

Eliminate duplication in many aspects of the Halliburton’s business Drive productivity increases through automation of effort in formerly

manual business processes (application integration)

Internal Focus

• Profit Management• Cost Reduction• Process Improvement

Benefits

Share global standards and processes that support suppliers and customers more effectively

Improve access to HSE materials to demonstrate global leadership in this area

More easily share new technologies and processes to capture emerging markets

• Premier Service Quality• Customer Satisfaction• Competitive Differentiation

Customer Focus

Benefits

• Shareholder Value• International Growth• Market Share Gains

Financial Focus

Leverage internal and external resources to identify new and improved business opportunities in emerging markets worldwide

Allow expansion to customer facing processes to drive revenue andredesign for growth

Benefits

Share knowledge and “best practices” company-wide Provide enhanced, role-based access to information needed for

employees to do their jobs effectively Support for all aspects of the employee-employee and employee-

business relationships

• Foster Innovation• Employee Accountability• Employee Satisfaction• Accelerate Learning

Employee Focus

Benefits

ESG StrategyESG Strategy Knowledge Central BenefitsKnowledge Central Benefits

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Current Intranet Challenges Desired Results – end of 2004Organization• Disparate PSL and support functions• No alignment with PSLs• Country Independence• Limited measurement (not value-based)

Organization• Consolidated global IT standards $• Standardized alignment for all PSLs P• Global standards for all countries $• Active, value-based measurement P

Processes• Cumbersome• No internal processes for content

Management• Not user-friendly

Processes• Streamlined and simple P• Single-source content managed and

controlled by the business P• Easy to learn and use for all P

Information Technology• Non-standard applications & architecture• 400+ Site Administrators• 250+ Content Owners• 320+ sites• 78 GB of files/content• Age of files/content:

– 0-12 mos: 36%– 1-2 yrs: 22%– 2-3 yrs: 18%– 3+ yrs: 24%

Information Technology• ESG-wide applications & architecture $• 60+ Portal Managers $• 90+ Content Owners $• 60+ sites $• Greatly reduced amount of files/content $• Age of files/content: P

– 0-12 mos: 75%– 1-2 yrs: 25%– 2-3 yrs: 0%– 3+ yrs: 0%

Primary Result:$ = Cost SavingsP = Productivity Gains

Knowledge Central will generate significant value in comparison to HalWorld Knowledge Central will generate significant value in comparison to HalWorld

Transformational Efforts 20042003

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Employee Central DefinedEmployee Central Defined

1) It integrates applications, functions, content, and users.

2) It provides access to information employees need anywhere, anytime.

3) It is personalized to the role, location, and organization of its user, which helps strengthen and automate workflows.

Employee Central has three key attributes

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Employee CentralEmployee Central  My Workplace Communities WorkGroups Organizations

Description • Individually customized pages integrating tools, applications and information needed to perform one’s daily job. Commonly used portlets for specific job roles will be bundled together and made available for ease of further personalization.

• Groups of employees who address urgent business needs by collaborating more effectively. Communities are managed formally and require the establishment of roles, processes and tools. They also use rigorous metrics to determine their progress.

• Groups of employees within a department or working on a specific project needing an online space to share documents and tools, with some collaboration. Workgroups are set up in a self-service fashion since they use a standard set of portlets.

• Provides information and services to all ESG employees, inside and outside any organization; will replace HalWorld sites.

Audience • Individuals • People across organization with common needs/ purpose

• Intra-departmental/ organizational or project based or ad hoc

• People outside of the department / organization

Open or Closed

• N/A • Open (preferred) or Closed

• Open or Closed (preferred)

• Open

Environment Details

• Personalized by role, organization, location

• Collaborative• Formally facilitated

by full-time moderator(s)

• Collaborative• Open discussion

forums without a moderator

• Informational• Access to support

services

ExpectedParticipation

• One per defined role • <100 • In the 100s • One per internal Halliburton group

Examples • PE Service Coordinator

• BD Account Lead

• OTC Community• Logging Community

• IT ESG Technology Management

• IT Services• HSE

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Sub-PortalsSub-Portals

• Current Sub-portals – (under Knowledge Central)– Employee Central– Executive Central– Customer Central– Supplier Central– Students– Technical Consultants– Default / Guest

identifies the sub-portal

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CMS and the Portal – Employee CentralCMS and the Portal – Employee Central

CMS

Published Version

PortalDocument Template

Workflow(tag, approve, publish)

Content Repository(versions)

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CMS Metadata (data about data)CMS Metadata (data about data)

General•Title•Description•Content Type•Access Control (Security)•Content Administrator•Content Author•Content Owner•Site Administrator•Legal Approver

Subjects•Location•Organization•E&P Lifecycle•Business Process•HSE

Equipment & Materials• Product Groups• Tools & Components• Oil, Gas, Chemicals and Lubricants• Customer Challenges• Other Materials & Equipment

Administrative Data• Launch Date • Review Date• Expiration Date• New Technology

Commercialization Start Date • Allow this file to be indexed for

search?• Taxonomy Suggestions

Tax

on

om

yT

axo

no

my

Tax

on

om

y

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Taxonomy (categories) (w/definitions)Taxonomy (categories) (w/definitions)

• Content Type*: These are classifications of information that help filter the type of content. For example, sales and marketing material is typically not to the same technical level as a procedure or policy would be.

• Security*: Identifying access to content – restricted, confidential, internal use, public access.

• Location*: These are “places on earth” that are generally well known to everyone. Although we may think of NWA's as a place, they are really just a collection of Locations.

• Organization*: A collection of people organized in PSL & sub PSL groupings. Our customers do not generally care about our organization.

• E & P Lifecycle: This is reflective of a normal working timeline since it represents the serial sequence of events in the life of a well. Many documents relate to several of the lifecycle categories.

• Business Process: This relates the document to the HMS system. Many documents relate to several Business Process categories but the majority of the documents are under categories called “Develop Solutions” and "Execute and maintain Business.”

• HSE: Categories of Health Safety & Environment. Note that the HSE facet actually contains HSE categories of information.

• Product Groups: These are high-level Services or high-level (large category) Products that a customer understands. Sub Categories of Product Groups are smaller groupings of services or Products. For example, “Drill Bits” is a product group and “PDC bits” is a subcategory of Drill Bits.

• Tools & Components: These are the downhole tools that are used to perform services or make up products. Note that a 6" bit is a tool. • Oil, Gas, Chemicals & Lubricants: These are the chemicals, additives, etc that make up the chemical services we offer. • Challenges: This is the root problem that a customer faces. Anything that is a service in our price book is not challenge. Challenges are generally reservoir- and

environment-related. • Other Materials & Equipment: These are basic materials like cement & salt; as well as items that are purchased from others like pumps, trucks and cables. Most of

the surface equipment falls in this category.

* = Required Fields

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Components of Knowledge CentralComponents of Knowledge Central

CollaborationDoc

SharingThreaded

Discussions

Content - CMSWeb

Content Mgmt

Doc Mgmt

Info Retrieval

SearchTaxo-nomy

Applications… Sub-Portals…

Portal

Communities

Role-based / Personalization / Branding

OrganizationsWorkgroups

Secu

rity / Ad

min

istration

/ Trackin

g

= in progress

Identity Mgmt

Single Sign-onApp

SharingInstant

Messaging

Digital Asset Mgmt

Expert Locator

Business Process Automation

Multichan. Access

Wireless Access

(e.g. PDA)

Mobile Access

(on/offline)

= future

My Workplace / Pages

User Profiling

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Web Communications InvolvementWeb Communications Involvement

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StakeholdersStakeholders

Strategic Sponsors

Steering Committee

Core Team Site Leadership

Extended Team

• John Gibson• Art Huffman• Senior ESG

VPs

• Shawn LeBlanc• Michael

Behounek• Mary Rose

Martinez / Marcia Trimble

• Jill Cude• Jon Muska• Brandon

Lackey• Global HR

Representative

• Mary Rose Martinez / Marcia Trimble

• Jon Muska• Jim Schmitzer• Project

Resources

• Portal Managers

• Content Owners

• Communication Planners

• PSL-based Marketing Managers

• Country & PSL Communication/IT Managers

• Country (Regional) VPs

• HR Development (Learning)

Operational Sponsors

• Operational VPs

• Global Directors

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Project StructureProject Structure

Strategic SponsorsOperational Sponsors

Strategic SponsorsOperational SponsorsS

trate

gic

Dire

ctio

n

Conceptual Representation

Extended Team

Site Leader-ship

Core Team

Content Owners

Portal Managers

Authors

Approvers

Users

Site-S

pecific S

takeho

lders

UserRequirementsCom

m P

lan

Best P

ract

ice

Trai

ning

Roles

Streamlined

Measurem

ent

Cultural

Change

TacticalImplement-ation

Operational Goals & Objectives

Employee Central

CMS *** Taxonomy *** Portal CMS *** Taxonomy *** Portal

Steering Committee CoreTeam

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Project ResourcesProject Resources

Role Self-Service Project Full-Service Project

Business Analyst Web Communications Web Communications / Information Technology

Change Management• Communications• Training

Web Communications Web Communications

Portal/CMS Administration

Information Technology Information Technology

Development n/a Information Technology

Taxonomy Knowledge Management

Knowledge Management

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Search SupportSearch Support

• Structure

• Urgency

Level Internal

Tier I RTO Help Desk

Tier II General / Content Support

(Web Communications)

Tier III Technical Support

(IT Strategic Systems Support)

Tier IV Technical Support

(IT Search Team)

Level Example SLA Escalation

Normal Can not find / open document

24 hours Tier I / II / III

Urgent Search is down 4 hours Tier III / IV

Note: Urgency level is determined by Tier I Support. SLA is from the time a ticket is opened to the time it is closed (in business days).

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Portal SupportPortal Support

• Structure

• Urgency

Level Support

Tier I RTO Help Desk

Tier II General (FHALPORTAL and FHOUMYHALLIBURTON)

Communities (Portal Managers)

Organizations (Web Communications Beginning Q2 2004)

Tier III Technical Support (IT Portal Team)

Level Example SLA Escalation

Normal Content questions, training requests

7 days Tier I / II

Critical Login problems, portlet (gadget) errors

24 hours Tier II

Urgent Portal is down 4 hours Tier II / III

Note: Urgency level is determined by Tier I Support. SLA is from the time a ticket is opened to the time it is closed (in business days).

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CMS SupportCMS Support

• Structure

• Urgency

Level Internal

Tier I RTO Help Desk Beginning Q4 2003

Tier II General Support(Portal Managers, Web Communications Beginning Q2 2004)

Tier III Technical Support

(IT CMS Team)

Level Example SLA Escalation

Normal “How do I” questions 7 Days Tier I / II

Critical MetaTagger timed out 24 Hours Tier II / III

Urgent TeamSite is down 4 Hours Tier III

Note: Urgency level is determined by Tier I Support. SLA is from the time a ticket is opened to the time it is closed (in business days).

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Project OfferingProject Offering

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Roles and Responsibilities – Business Analyst and Change/Communication/Training RoleRoles and Responsibilities – Business Analyst and Change/Communication/Training Role

• Drive for a shared project vision. Ensure that the customer and project team share a common vision of the project• Help develop and document the project vision and scope• Help develop a project approach, schedule and plan• Help identify and manage risk throughout the course of the project• Help the departments develop, and document the business case• Conduct user needs, usability analyses or surveys• Evangelize on Plumtree Portal and CMS features and capabilities• Empower business users/clients with Portal and CMS knowledge• Communicate and recommend Portal and CMS solutions where fit exists• Develop and document the client’s business requirements• Drive feature identification and prioritization• Communicate the client/customer’s needs and interests to the project team• Ensure the project team understands client/customer quality requirements• Set and maintain Quality Assurance standards for the project and solution and ensure that they are being met• Communicate and Document the team’s solution concept and recommendations to the client/customer• Write the functional specification with input from other team leaders• Define how the product will interoperate with external software systems and components• Implement change control over the functional specification document• Ensure that any solution the team develops solves the client/customer’s business problem• Ensure client/customer satisfaction• Manage client/customer expectations, including associated tradeoffs between features/scope, resources, and

schedule/timeframes• Develop software test plans, specifications, and test cases• Help create the training deliverables• Help identify change management issues by assessing organization readiness and degree of business process

change• Understand all portal and content management benefits and standards at Halliburton• Understand Halliburton’s Interwoven TeamSite interfaces, including WebDesk, WebDesk Pro, Metatagger, and

Team Portal• Understand all aspects of CMS, such as templates, workflows, roles, metadata, and all elements of Halliburton’s

content management lifecycle• Understand and support Halliburton’s Plumtree portal, CMS and taxonomy governance and implementation

standards

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Project OfferingProject Offering

Full-Service• Portal/CMS solution• Need comprehensive content

and UI evaluation• Solicit user feedback• Requires development effort• Requires interfaces with other

applications• Dedicated project resources

Self-Service• Portal/CMS solution• Wholly owned content• Use any existing user feedback• Use defined model for

Organization portals• Use existing components• No interfaces with other

systems/applications• Shared project resources

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Project Sequence – Training, Workshops, Hands-on Sessions

Overall Governance -- Completed/Ongoing

Portal II

Communication Planning (CP)Communication Planning (CP) CP Workshop Create CP Strategy CP Action Planning CP Execution

Taxon-omy I

CMS IPortal I

Governance Overview I

Training & Workshop Activities

Format

Set-up Content Migration

Pre-Launch

SlidesInterwiseLive

Mtg. CBT CBT CBT

CMS IV CMS V Taxo IIIHands-on Working Sessions

Taxo II CMS IIICMS IIKC Over-view

WS WS WS

WS WS WS WS

Delivery

WS

Solution ConceptContent InventoryPreparationProject Timeline

Kickoff

Interwise and I-Learn ---------- Slide Decks ----------------- Slide Decks -------

Key Deliverables

1 Project Proposal2 Discovery – User Needs (survey)3 Vision and Scope4 Communication Plan5 Content Inventory

6 Taxonomy Needs7 Functional Specifications8 Test Plan9 Communication Deliverables

Key Deliverables

1 2 3 4 98765

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Training SessionsTraining Sessions

Type 1: Portal 5.0 Training – Interwise – PowerPoint (available at Portal Training and Policies site)

1. Governance Overview – 24:002. Employee Central Overview – 28:003. Portal Management – 7:304. Portal (5.0) Overview – 24:005. CMS I – Content Management System – 19:006. Taxonomy I – 16:00

Type 2: Live Portal 5.0 Training – Interwise – Application Sharing (available at Portal Training and Policies site)

1. Employee Central Overview – 11:002. Managing My Workplace – 13:003. Communities, Workgroups, Organizations – 6:304. Managing Communities, Workgroups, and Organizations – 15:005. Project Overview – 10:006. Managing Projects – 9:00

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Agenda – CMS II Agenda – CMS II

• Reminder on CM Definition• What is a content inventory? • What is the purpose of doing a content inventory?• Column descriptions• Identify existing folder structure with a view to creating a new

folder structure• Exercise: Content Cleanup – identify obsolete content. The

criteria to consider (no links to the content, older than x, outdated by x, superseded by x, etc.)

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Agenda – Taxonomy IIAgenda – Taxonomy II

• Review Taxonomy Definition and Benefits• Discuss Required Facets (categories)• Review Content Inventory Results• Taxonomy Matrix• Discuss how Taxonomy Affects Documents on the Portal

(Search and Document Directory – Folders)

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Agenda – CMS III Agenda – CMS III

• Reminder: CM definition (and content types)• Review content lifecycle• Creating content

– Templates

– Identify appropriate content for templates

– Import content

– Review standards & guidelines

• Template features• Available templates

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AGENDA – Portal IIAGENDA – Portal II

• Employee Central – Defined

• Different types of portal pages (My Workplace, Community, Organization, Workgroup)

• Portlets, Personalization, Roles

• Portal Governance Reminders

• Interwise Sessions – see Portal Training and Policies page for portal training

• Adding a Community

• Community Overview

• Project Overview

• Creating a Project/Project Leader Role

• Adding additional Leaders to a Project

• Adding Guests and Members

• Editing Permissions

• Announcements

• Calendar

• Tasks

• Documents

• Discussions

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Agenda – CMS IV Agenda – CMS IV

• Reminder: CM definition (and content types)• Review content lifecycle• CMS Roles• Identify Participants – Job Descriptions

– Portal Manager

– Content Owner

• Workflow Concepts • Review current available workflows • Identify content types with distinct workflows

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Agenda – CMS V: Folders, Metadata, & Security Agenda – CMS V: Folders, Metadata, & Security

• Criteria for New Folders• Create New Folder

Structure • Security – Groups/ACLs

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Agenda – Taxonomy IIIAgenda – Taxonomy III

• Review all other Facets (categories)• Discuss Matrix Identifying all Applicable Facets• Review Customized Taxonomy Guide• Review Metadata• Review Metatagger Interface (required fields, tabs,

etc)

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Communication Planning Approach – Key StepsCommunication Planning Approach – Key Steps

For XYZ Project, the key steps driving change center around the following activities:

Time

Identify Stakeholders

CommunicationStrategy

StakeholderResponsibilities

Final ActionPlanning

Co

mp

lex

ity

Change Management

For XYZ Project

Four Phases:Preparation

SupportReview

Delivery

Execution

Iteration &Follow-up

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Project Sequence – Training, Workshops, Hands-on Sessions

Overall Governance -- Completed/Ongoing

Portal II

Communication Planning (CP)Communication Planning (CP) CP Workshop Create CP Strategy CP Action Planning CP Execution

Taxon-omy I

CMS IPortal I

Governance Overview I

Training & Workshop Activities

Format

Set-up Content Migration

Pre-Launch

SlidesInterwiseLive

Mtg. CBT CBT CBT

CMS IV CMS V Taxo IIIHands-on Working Sessions

Taxo II CMS IIICMS IIKC Over-view

WS WS WS

WS WS WS WS

Delivery

WS

Solution ConceptContent InventoryPreparationProject Timeline

Kickoff

Interwise and I-Learn ---------- Slide Decks ----------------- Slide Decks -------

Key Deliverables

1 Project Proposal2 Discovery – User Needs (survey)3 Vision and Scope4 Communication Plan5 Content Inventory

6 Taxonomy Needs7 Functional Specifications8 Test Plan9 Communication Deliverables

Key Deliverables

1 2 3 4 98765

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CMS Working Session – Sample Agenda

Time Item Facilitation

8:30 – 8:35 Kick-off and Safety Moment by Brandon Lackey, Project Sponsor Brandon Lackey

8:35 – 9:00 Introductions and Expectation Setting, Ice Breaker, and Parking Lot (share and review training manual)

Barbara

9:00 – 10:00 Using Interwoven (from perspectives of Content Administrators and Content Owners)Benefits and Challenges of CMS (Interwoven)Review, Tag, Approve – your roleOvercoming Challenges and Emphasizing BenefitsContent Overview Page (Brandon)

Brandon, Melissa, Jan, Barbara

10:00 – 10:15 BREAK ---

10:15 – 11:00 Taxonomy ReviewFacets (including new – Location & Organization)MetataggerMaintenance

Ron Daniel, David Smith

11:00-11:30 Facet Exercise with your taxonomy guide – highlight the tags you are likely to be using

David Smith

11:30 – 12:45 LUNCH (Ice Breaker Results) ---

12:45 – 3:00 Working Session: Content Administrators work w/emails from Jan & Melissa – focus:Live Review of TeamSiteReviewTag (Metatagger and Dates)Approve (or reject documents) and Show how documents pushed to Portal

Jan, Melissa, Barbara

3:00 – 3:15 BREAK ---

3:15 – 4:30 Mass Tagging, Review of current CMS tagsReview Taxonomy Challenge 2003

Jan, Melissa, Barbara

4:30 – 5:00 Closing CommentsQuestionsReview action items (parking lot) and ExpectationsNext steps

Brandon, Barbara