THREE THINGS 1. Why did FIFA need an enterprise taxonomy?
2. Project Structure & Phases
3. Lessons Learned
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WHY ENTERPRISE TAXONOMY? BUSINESS DRIVERS
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PUBLISHING TO NEW CHANNELS • Building an extranet to better communicate with external audiences • Need to publish material for specific football associations • Need to reduce clutter and improve relevance for end user experience • Having a large collection means being able to re-use items in new ways
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ENTERPRISE FINDABILITY • Enterprise content scattered in file stores, intranets, databases, CMS, DAM, etc • Things become lost, organization loses its memory & staff lose time looking for things • Trails of correspondence throughout the organization • FIFA was established in 1904…. Over 100 years of content to manage!
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PROJECT STRUCTURE PUTTING THE PIECES TOGETHER
PROJECT SPONSOR
PROJECT MANAGER
CONSULTANT
CORE TEAM
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PROJECT PHASES 1. Discovery
2. Kick-Off
3. Analysis & Definition
4. Testing & Validation
5. Close-out
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DISCOVERY WHAT ARE WE WORKING WITH?
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STAKEHOLDER INTERVIEWS • Phone calls vs in-person • Record the conversations • Don’t take notes during the interviews • Synthesize, look for themes
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INTERNAL RESEARCH • Identify & collect existing taxonomies • Review search logs • Understand the nature of the collection you are working with • Who else should you be talking to?
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PREPARE FOR KICK-OFF • Make your own collection of items of the collection you are working with • Collect terms for card-sorting & other exercises • Review any preliminary risks with project manager • Figure out what questions you need to be asking
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KICK-OFF DEFINING THE PROJECT AND ITS CONTEXT
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KICK-OFF FORMAT • ½ Day • 10-15 Participants • Drawing + table space • Best when done more than once
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KICK-OFF EXERCISES • Define a Document!• Metadata Dot-Mocracy!• Controlled Value Lists!
• Break
• Define “Official”!• Card-Sorting!• World Café!
•
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HOW TO START THINGS RIGHT • Be prepared, get set up beforehand • Be engaged at all times • Use stories that people can relate to • Don’t waste people’s time
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BUILDING A DRAFT TAXONOMY • Analyzing workshop results • Finding and combining existing taxonomies • Industry standards • The larger metadata strategy
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INTERNAL ANALYSIS • Review of workshop results + follow up • Integrate organizational priorities • Duplications, gaps & problem areas • Refine your work with core team
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http://www.fifa.com/mm/document/affederation/administration/01/28/72/70/hof-ee.pdf
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ALIGNING WITH STANDARDS • Always use DUBLIN CORE 15 core elements • Also used ICA's General International Standard Archival Description - ISAD(G) • You can use different parts of different standards • Gives your taxonomy a solid foundation & enables interoperability
TREE TESTING • Tests how users navigate a hierarchy • Identifies problem areas • Shows the paths actually taken • Needs more than one iteration
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TAGGING TEST • How will people tag things with your taxonomy? • If things are not classified properly they effectively become lost • No commercial systems for this right now – Excel DYI Version
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CLOSE OUT FINAL DELIVERABLES & NEXT STEPS
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FINAL TAXONOMY • Overview, Document Types, Document Classes • Other Metadata Elements, Navigation Tree, Standards Map • Large controlled lists for Entities, Projects, Places and Formats • Origins of elements (to be able to map with existing taxonomy)
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FINAL REPORT • Visual representations of the taxonomy • Walk-through & discussion of components of taxonomy • Recommendations on workflow, document lifecycle, organizational change, governance • Identification of other systems / areas where taxonomy should be used
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NEXT STEPS • What workflows will be used to tag new and existing documents? • Where will the metadata be stored? • Who will maintain the taxonomy? • How does this taxonomy relate to other taxonomies in the organization?
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LESSONS LEARNED 1. Project Management is essential
2. IA, workflow, lifecycles, org structure, everything is intertwingled
3. Address obstacles to implementation as early as possible
INFORMATION ARCHITECTURE MAKES US HAPPY • Global audiences, global authors • Information architecture defines how information is structured, presented, and exchanged • Enterprise taxonomy enables the design of experiences that excel
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THANK YOU!
Adam Ungstad UNGSTAD information architects [email protected] | @AdamUngstad