Week 3 Designing an Enterprise Information Infrastructure Refrain from general feedback, such as simply stating “good job.” Your feedback to other students

Week 3 Designing an Enterprise Information Infrastructure Refrain from general feedback, such as simply stating “good job.” Your feedback to other students is most helpful if you not only point out weak areas but also offer suggestions for improvement. The best feedback takes a three-stage approach to identify what was done well, weaknesses, and areas for improvement. Enterprise Data Management
Enterprise Content Management, Data Governance Policies and Procedures Manual
01/23/2019
Table of Contents
Project Outline and Requirements ………………………………………………………………………………………………… 3
Implementation Life Cycle ……………………………………………………………………………………………………………. 6
Information Infrastructure Evaluation ………………………………………………………………………………………….. 12
Content Capture Evaluation…………………………………………………………………………………………………….. 12
Content Management Evaluation …………………………………………………………………………………………….. 13
Content Management Tools/ Storage Evaluation ………………………………………………………………………. 14
Content Preservation Evaluation ……………………………………………………………………………………………… 15
Content Delivery Evaluation ……………………………………………………………………………………………………. 15
ECM Relationship Evaluation …………………………………………………………………………………………………… 16
Information Infrastructure Improvements ……………………………………………………………………………………. 17
Content Management Process Improvement ……………………………………………………………………………. 17
Sales Process ……………………………………………………………………………………………………………………… 17
Employment Process…………………………………………………………………………………………………………… 18
Inventory Process……………………………………………………………………………………………………………….. 19
Content Management Tools Improvement ……………………………………………………………………………….. 20
Data Governance Evaluation ………………………………………………………………………………………………………. 21
Data Governance Improvements …………………………………………………………………………………………………. 22
Implementation Plan …………………………………………………………………………………………………………………. 23
References ……………………………………………………………………………………………………………………………….. 24
Project Outline and Requirements
Throughout this document we will be reviewing the Enterprise Content Management
System and the Data Governance Policies and Procedures that are being put in place for a local
flower shop. To provide a brief history, Little Gem’s Flower Shop is fairly new to the retail
market. This company is less than four months old and is ready to step up their information
technology (IT) practices. The owner, Gemma Jackson, has always had a love for flowers, floral
arrangements and bringing smiles to people’s faces in the community.
When Gemma started her business it was purely local, there were no online orders being
accepted. For this reason, Gemma had one computer in the shop for ordering additional flowers,
chocolates, balloons, cards, vases etc. from. This computer was connected to a router and had
antivirus protection installed on it. This computer was also used for her two employees to clock
in and clock out of work. News of Gemma’s creations caught the eye of a larger flower company
that proposed expansion to Gemma.
The proposal was to partner with them to provide online ordering and delivery of their
products. This company was www.HurryUpFlowers.com. Gemma was hesitant at first but after
some discussion with an IT company that specializes in performing upgrades to any system,
Gemma agreed to the partnership. As mentioned earlier, Gemma has three employees (including
herself) that work at the florist shop. Due to the partnership, Gemma would like to add 3
additional employees. One manager, one cashier and one additional part time florist.
Gemma currently only has one location in town but hopes to expand her shop in a few
years. Gemma is located in an 800 square foot space next to a bakery and a wedding dress
boutique. Now that Gemma’s florist shop will be accepting online orders the need for this
Enterprise Content Management System and the Data Governance Policies and Procedures
document comes into play. Her online shop will be saving customer account information on the
stores servers in a database as well as their credit card number, address, phone number, first and
last name and birth month/year. The biggest advantage to this partnership is that Gemma can
implement enterprise content management (ECM).
ECM is defined as the collaborative process of digitally managing and applying a company’s
information to support its processes and business goals, Atlassian, (2019). What that means for
this florist shop is that all orders that come into the shop via online orders can now be stored in
one single repository for employees with the correct permissions to view. It doesn’t stop with
online orders though, it relates to invoices, supplies needed, inventory, hours worked, emails,
spreadsheets and documents as well. Having access to this information is necessary to make
decisions, complete projects and work with maximum efficiency.
Currently with everything being on paper, from orders created, prices charged, employee
applications etc, there is no real structure or security measures in place. Everything is stored in a
filing cabinet because there is no formal ECM system. This filing cabinet can be stolen, a fire or
flood in the shop could damage the contents. The need for off-site storage is imperative. This is
the perfect time for the owner of Little Gem’s flower shop to select a content management
system and identify the data that truly needs to be captured, managed, stored, preserved and
delivered.
Data Governance Policy is defined as a documented set of guidelines that help to ensure the
proper management of an organizations digital information is conducted, Rouse, M. (2019). Due
to the sensitive data that is collected on the customers behalf, it is important to have policies for
security and privacy. These policies will help describe how the florist shop plans on protecting
the customers sensitive data in conjunction with their partnership. The main reason behind this is
because the florist shop will need to store this sensitive data as well as Hurry Up Flowers.
Implementation Life Cycle
To begin the process of implementing the Enterprise Content Management and Data
Governance policies and procedures a software or systems development life-cycle must be
selected. Since an application is not being built, and this upgrade is more about two systems
being able to talk to each other, the Systems Development Life-Cycle has been selected for this
florist shop. There are seven phases of the system development life cycle, the first of which is the
planning phase. You can’t do a system over-haul blindly, you must first plan on what needs to be
done. During this phase the scope of the problem is realized, and possible solutions are
determined; review of resources, costs, time and benefits shall be considered here, Innovative
Architects, (2019).
Phase two is the systems analysis and requirements phase. It is in this phase that the
consideration of functional requirements of the project or solution take place, Innovative
Architects, (2019). System analysis takes place as well, which means the needs of the end users
are analyzed to ensure the new system can meet their expectations, Innovative Architects,
(2019). Is the payment process easy for checkout, does anything on the website come across as
unclear? These items will be addressed in this phase.
Phase three is concerned with systems design. That means the system that will be used to
take orders and process payment and then send payment confirmation and delivery information
will need to be reviewed in detail. During this phase the necessary specifications, features, and
operations that will satisfy the functional requirements of the proposed system will be described,
Innovative Architects, (2019).
The fourth phase is the development phase. Here the real work will begin! We have now
transitioned from deciding what the system will do for us to putting the plan into production,
Innovative Architects, (2019). During this phase everything in the first, second and third phases
comes to life. It is not known at this point if changes will need to be made to the system though.
This comes in at phase five.
Phase five is the integration and testing phase. In this phase the systems integration and
systems testing is carried out, Innovative Architects, (2019). That means that the programs and
procedures that were created are tested, Innovative Architects, (2019). It is here that during test a
Quality Assurance professional may find that the current items being tested are not ready for
implementation. On the contrary, they may also deem the tests a success and allow the project to
move into the sixth phase.
The sixth phase is the implementation phase. It is here when the majority of the code for the
program is written. When the project is put into production the data and components are moved
from the old system to the new system via a direct cutover, Innovative Architects, (2019). Now
the merger of the two businesses are complete. Customers can view Gemma’s florist shop
website and place an order through Gemma directly, or they can choose the option to shop a
selection offered by Hurry Up Flowers on Gemma’s website.
The final phase of the systems development lifecycle is the operations and maintenance
phase. This phase gives end users a chance to fine-tune the system if you will. This will help
boost performance, add new capabilities or meet additional user requirements that were not
initially thought of, Innovative Architects, (2019). This can be done by sending out surveys,
having a “suggestion” section on the website itself or by word of mouth. Updates to the system
should not be overwhelming during each release, it will take time to review the suggestions made
and decide if they are worth implementing.
While enterprise content management is being determined through the systems development
lifecycle, we must not forget about the data governance policies and procedures. Data
governance involves decision-making, management, and accountability related to data in an
organization, Ott, M. (2015). Step one for implementing an effective data governance structure is
to determine the strategy for having an effective data governance team in an organization. Data
governance policies and procedures are a living document and will need to be updated, Ott, M.
(2015).
The second step is to choose a model for a data governance team to follow, commonly, this
model is a three-tiered approach which includes a group of senior-level executives, whom make
high-level decisions, a mid-management group whom offers guidance and the data governance
group which carries out much of the administrative work, Ott, M. (2015).
The third step is to choose the right hierarchy for the organization. There is a corporate
governance, where policies start at the corporate governance and then pass through the channels
below. There is also a second type of hierarchy where data governance drives all decisions. The
governance of the data receives preferential treatment in this hierarchy and is what is best suited
for Gemma’s Florist shop. Below is an example of a hierarchy where data governance drives all
decisions.
Image Curtesy of Ott, M. (2015).
The fourth step is to select the steering committee, that is, the senior level executives and
stakeholders who are typically senior vice presidents and vice presidents of the business that is
being governed. In this case it would be Gemma and the vice president of Hurry Up Flowers.
This committee directs the data governance process across the entire organization to ensure the
polices and procedures developed for data are followed, Ott. M (2015).
The fifth step is to select the mid-management group also referred to as the Data Governance
Office or the Master Data Council. This council is responsible for enforcing the data governance.
Their roles include the Data Governance lead, IT Representatives and a Coordinator, Ott, M
(2015). The Data Governance Office also proposes which data governance projects spend money
on, coordinate between business and technology groups, establishes success metrics and
monitors and reports data quality and data governance metrics, Ott. M (2015).
Step six is to choose the data governance working group, these are manager-level people
who liaise between business and IT. This person drives the data management and data quality for
specific subject areas, Ott, M. (2015). While Gemma can have a hand in this, the previous two
roles as well as this role will be handled on Hurry Up Flowers side.
Step seven is to select the data governance support team. This team will consist of the data
owner, data steward, data architect, data modeler, and a data analyst. Each of these individuals
will have a specific role from creating policies, putting them into place, designing and
maintaining data, obtaining the appropriate documentation and researching problems for the data
owners, Ott, M. (2015).
Step eight is the actual policy and procedure development and enforcement. Here, the
individuals that are involved in the Data Governance Working Group create polices based on the
program goals and that everyone in the organization is adhering to those program goals, Ott, M.
(2015). This includes security procedures and privacy procedures to protect customer
information.
Step nine is to establish a skilled business team. The IT team members on this team will need
to be highly skilled in technology. They will provide tools for the people on the business team to
work with the data, Ott, M. (2015). This collaboration is important because the business team,
not the IT team, handles data ownership, Ott, M. (2015). This team has also been established
previously by the Hurry Up Flowers organization.
Step ten is the final step for data governance. Here the IT team provides tools for the people
on the business team to work with the data. Applications are supported that are used by the
company’s data and must be able to understand business policies and incorporate them into IT.
These IT members must be able to code for data movement and storage as well as be
knowledgeable about data models and databases because a lot of information will be stored
there, Ott, M. (2015). Additionally, the requests put in by the end user for change to the user
interface must be able to be handled.
To summarize, data governance is necessary in order to handle data effectively and instill
data quality across the organization, Ott, M. (2015). It is extremely important to chose the best
model for any organization and have the right team members with the appropriate skill sets on
hand. Ensuring that the polices and procedures that are put in place is the best way to start a
foundation for a successful program. Following the steps outlined above for both ECM and Data
Governance will help create a strong infrastructure for your business.
Information Infrastructure Evaluation
When conducting an evaluation of a companies ECM system, many different areas of the
company are evaluated. Since Gemma’s flower shop doesn’t have an ECM system already in
place it will be important to ensure the correct data is captures, managed, stored, preserved and
delivered properly, AIIM. (2019).
Content Capture Evaluation
To begin constructing this infrastructure evaluation we will need to create a categorized
list of content that will be used for the major organizational processes with Gemma’s florist
shop. The table below will highlight the content captured from Gemma’s Florist Shop.
Captured Content List
Content
Item
Customer
Data
Source
Format
Use
Method of Capture
Sales
SQL
Database
•
•
•
•
•
Sales
Marketing
Accounting
Support
Delivery
Flower
Restocking
Inventory
SQL
Database/
Web
Application
•
•
•
Sales
Marketing
Delivery
Accessory
Restocking
Inventory
SQL
Database
•
•
Sales
Marketing
Customer data is collected
currently from orders that are
placed by walk in customers.
The goal is to capture this data
from the online website when
it is launched and store it in the
SQL Database under a
customer profile.
The type and amount of
flowers to be ordered is
currently selected by Gemma,
the store manager. An
application will be launched
that automatically tallies the
type and amount of flower that
is used. At the end of the
month a report will be given to
the manager for items that
need to be re-stocked.
The type and amount of
accessories to be ordered are
•
Employee
Employment
Information Forms
SQL
Database
•
•
•
currently selected by Gemma,
the store manager. An
application will be launched
that automatically tallies the
type and amount of accessories
that are used. (This includes:
Ribbon, Vases, Chocolates,
Stuffed Animals, Cards, Card
Picks, Tissue Paper, Flower
Gel, and Flower Caps) At the
end of the month a report will
be given to the manager for
items that need to be restocked.
Currently the paper
Tax
Information applications are stored in a
filing cabinet. The goal is to
Human
have the application process
Resources
take place online and be stored
(Benefits)
in the SQL database under
Payroll
Successful Interview or
Unsuccessful Interview.
Delivery
Content Management Evaluation
The next step is to manage the content listed above. When you look into managing
content with an ECM system you are putting it in a location where the content can be easily
found for whoever the content is intended for, AIIM, (2019). Doing this allows the items that are
laid out in the above table to be mapped to the supporting business process. If there is no link
then a deficiency has been found and can be corrected. Below is a table that will show the
intended link for the content listed above to the business process listed below.
Content Management Process
Process
Content
Comments
Sales
Sales Database
Currently sales are all captured
on paper receipts that are then
manually entered into an excel
spreadsheet at the end of the
Employment
Human Resources Database
Inventory
Inventory Database
day. Allowing sales to take place
online and creating an
application to order in store will
help map sales directly into a
sales database.
Currently applications are filled
out on paper and turned into
the shop manager. If the
employee is hired the manager
puts that file in a special folder,
if they are not hired they are
put in a different folder with a
note as to why they weren’t
hired. Making the hiring
application only available online
will help send hopeful
applicants to the HR Database.
From there the manager can
choose which folder they end
up in, Hired or not.
Currently the manager counts
the flowers and supplies used at
the end of the sales month and
makes adjustments to the
amount depending on the
holiday coming up. IF there was
an application created that took
the type of arrangement and
supplies/ flowers needed and
updated what the manager
needed to order each month,
this would be a very useful app.
The inventory can then be
stored in the inventory
database.
Content Management…
Purchase answer to see full
attachment