Date post: | 13-Feb-2017 |
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Technology |
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Flanders Environment AGENCY (VMM)
AALST – BRUSSEL – OOSTENDE – GENTLEUVEN – HASSELT ‐ ANTWERPEN – HERENTALS – MECHELEN
What is the challenge we are facing?
In general
Multiple fysical VMM locations from Oostend to Hasselt Documents on SAN‐structure
difficult to manage no real versioning growth of documents is sometimes organically.
Need of a universal classification (business proces)More automation (efficiency and effectiveness)No delegated access (IT‐helpdesk)Information management and lifecycle plan (informatiebeheerplan)
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Project managementCase managementKnowledge managementMeeting managementQuality managementScanningClassificationPhoto management
The challenge : 8 different domains in a roadmap
Why was Alfresco selected as solution?
Alfresco was already used in previous setups
Alfresco can be used as the technology foundation for all planned applications
The Share environment is a user‐friendly front‐end user interface, that not only focuses on folder structures
Alfresco is a mature system
Competitive in price compared to other DMS products
The use of sites and decentralized user management
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Recruitment Analysis Development and testing
PROJECT MEETING MANAGEMENT• Sponsor:
Eric Vreye – Head of department Kennisbeheer
• Project Leader:Eric Germonpré – Team leader Kennismanagement
• Technical contact:David Moeyersons – KennismanagementIngo Van den Broeck – Kennismanagement (back‐up)
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Recruitment Analysis Development and testing
May 2015
External support recruited:
• A functional analyst:AMPLEXOR
• Two software developers :AMPLEXOR
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Recruitment Analysis Development and testing
August to September 2015
• 5 workshops over 4 weeks, led by the functional analyst
• A group of 4‐6 employees was selected to participate in the workshop:
• members of the Board of Directors • members of the workgroup Measuring Water
Strategy
• The sponsor, the project leader and technical contact participated in the workshops
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Recruitment Analysis Development and testing
August to September 2015
• Before each workshop the analyst prepared a proposal based on:
• Own knowledge and experience• Input from the members of the workshop
• During each workshop the proposal was presented with a prototype and it was adjusted according to the input of the members.
• Feedback session
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Recruitment Analysis Development and testing
September to December 2015
• 4 consecutive sprints of 3 to 4 weeks each
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Recruitment Analysis Development and testing
Start development of new sprint
Create documentation of previous sprint
Test previous sprint
Commit bugsBug fixing
Close development of sprint
Demo of finalized sprint
Lifecycle ofa sprint
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Recruitment Analysis Development and testing
Development
• During development of a sprint :• new functionalities were added• the previous sprint was documented• the previous sprint was tested• bugs and changes were committed• known bugs got fixed and changes were applied
• After development a demo was presented by the functional analyst showing the newly developed functionality
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Recruitment Analysis Development and testing
Testing
• The testing was done by a group of testers:• Members of our own team – 4 people• The members who participated in the
workshops – 4 people• Employees of different departments – 8 people
• The testers committed their bugs in the bug reporting system of VMM
• The technical contact collected and reviewed the bugs and posted them in the bug reporting system of AMPLEXOR
Information architecture for meeting management
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Meeting types (sites)
Meetings
Agenda items
Agenda‐level documents
Meeting‐level documents
Action points
e.g.• Board of Directors• Workgroup Measuring
Water Strategy• Team
Knowledge Management
DOC :The minutes of the meeting (verslag)DOC :Agenda
Annexe to the minutes (bijlagen)
Decentralized policy
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Meeting types (sites)
Meetings
Agenda items
Agenda‐level documents
Meeting‐level documents
Action points
first time creation : Alfresco Administrator
ChairmanSecretary
Members
Members
Members
ChairmanSecretary
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• Manage external members• Send notifications• Manage agenda structure template• Manage agenda item report template• Make recurring agenda item• Attach action point to agenda items
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Lessons learned
Difficult to find general meeting management solutions, everyone has his own methods, there are a lot of different sorts of meetings.
FIND A BALANCE
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Lessons learned
System of sprints, iterations and predefined wireframes worked very well.
We are convinced to build our next steps of the road map in the same way as we did.
The product is mature and flexible enough to offer a solution.
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Projects of the roadmap : Quality management (to realize in 2016)Project management (functional analysis 2016)Case management (functional analysis 2017)
Why Quality management first?Rather complex more risks (cfr road map)Users are demanding a DMS for a few years now.A lot of old MS Access files linked to documents
new Licence with Microsoft.MS Access is not a good practice
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Future plans