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The Strategic Information Audit: A Powerful Tool to Prevent Chaos. Louis-René Dessureault, BA, MBSI Vice-president, Consulting Services. Session plan: Information Audit: a definition Why and when should you do an IA IA Methodology Aligning your information systems with corporate goals.

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The Strategic Information Audit:

A Powerful Tool to Prevent Chaos

Louis-René Dessureault, BA, MBSI

Vice-president, Consulting Services


  • Session plan:

  • Information Audit: a definition

  • Why and when should you do an IA

  • IA Methodology

  • Aligning your information systems with corporate goals


Consulting services what is it

CEDROM-SNi strongly believes that in order to support our clients and help them to evolve at the speed of the information, knowledge and communication age, we needed to push the concept of customer support by creating a group totally dedicated to service.

The main focus and mission of this group is to provide our current and new customers with advices aimed at optimizing their investment in Eureka, Newscan or Euro-Presse.

This new group of consultants is staffed with information management professionals, business analysts and other specialists who are used to gathering clients’ strategic information needs and transforming them into efficient business processes and system architectures.

Consulting Services – What is it


Consulting services what is it1

Working independently from the sales department, our main tasks will be:

To advise customers on how to take full advantage of any information platform by optimizing all processes regarding the collection, the organization, the usage and the dissemination of strategic business information to targeted users – knowledge workers, management, etc.

By supporting our customers on all aspects of our product and services implementation: needs assessment, account architecture support, training, technical support, help desk, library services, etc.

Consulting Services – What is it


Consulting services why and when

A focused approach, in a short time-frame tasks will be:

At the very beginning of a new relationship in order to:

Get an unbiased portrait of the actual situation

Assess correctly the real information needs

Evaluate current information gathering and sharing processes

Make sure these are aligned with the best practices

Propose the optimal account architecture and technology

Support implementation and training

Propose other services that the client may need

Consulting Services – Why and When


Consulting services why and when1

A focused approach, in a short time-frame tasks will be:

During a Newscan contract in order to :

Monitor client usage and make usage match expectations by proposing specific intervention that will achieve the goal

Answer clients’ questions and help him / her to develop better usage by providing IM, KM, CI advice.

Offer ad-hoc training

Revise the needs assessment, account architecture, politics, processes, search strategies, etc.

Make sure these are aligned with the best practices in their industry

Consulting Services – Why and When


Consulting services what we do
Consulting Services – What we do tasks will be:

Needs Assessment – Information Audit

Strategic Information Plan and System design

Librarianship & Training Services

Market Intelligence & Monitoring Consulting Services

Information and Knowledge Management Consulting Services

IT Solution & Support


Information audit definition

Several definitions co-exist together tasks will be:

Everybody seems to agree that an Information Audit is a process :

That tends to:

Identify an organization’s information needs and resources.

Identify information flow and networks; internal, external, formal & informal.

In order to:

Create a realistic portrait of the current situation.

Optimize communication level and information assets.

Market the information / communication services and enhance the profile of information / communication professionals within the organization.

Information Audit - Definition


Strategic information audit definition

A Strategic Information Audit (SIA) is a process that : tasks will be:

Will identify :

Executives’ strategic information needs,

Strategic information resources, flow and networks; internal, external, formal & informal.

In order to:

Create a realistic portrait of the current situation,

Develop a GAP analysis,

Design or optimize a BI/CI program aligned with the organization’s strategic needs,

Optimize all information and intelligence assets

Strategic Information Audit Definition

Close to the previous one but focused on a target !


Why and when

Two ways that an SIA can begin: tasks will be:

Executives are fed-up with the lack of intelligence and fail to make good decisions

Things are not going well – You are in trouble !

Could bring significant changes in the BI/CI unit !

Proactive BI/CI professionals introduce an SIA program to make sure they are keeping their executives “HOT”

Thing are going well !

Everybody wants to keep on top of changes

Do your own internal monitoring !

Why and When


Why and when1

A needs analysis is often a one shot deal tasks will be:

Why and When

Needs Analysis

Recommendations

Portrait & Assessment

Implementation


Sia continuous cycle

Structural Review tasks will be:

Processes

Review

Current Situation

Ideal Situation

Optimization

Strategic Needs Identification

Gap Analysis

Report and Recommendations

Implementation

Ongoing Feedback Process

SIA Continuous Cycle


Sia methodology

STEP 1: Structural Review tasks will be:

Goal & Objectives

To gain in-depth knowledge of the global organizational structures and culture specifically focused on information management and business intelligence.

Activities may include.

Review of all available documentation (original plans, org. charts, programs, etc.)

Interviews with all currents professionals involved in Info management & research, BI/CI in order to identify their roles and responsibilities

Review of the IT infrastructure and systems dedicated to the intelligence process and KM

Business intelligence and research services organizational structure mapping and analysis

Information flows and decisions poles mapping and analysis

SIA Methodology


Sia methodology1

STEP 2: IM Process Review tasks will be:

Goal & Objectives

To acquire a clear and in-depth knowledge of all tools and methodologies used in strategic information management in the organization, including past and currents practices and experiences. All activities and players related to data collection, analysis, evaluation communication and feedback have to be identified and documented.

Activities

Interviews and questionnaires planning

Data collection through interviews and questionnaires

Focus groups to evaluate IM current process, products and performance

Staff capabilities and internal process evaluation

Team interviews debriefing and analysis

SIA Methodology


Sia methodology2

STEP 3: Strategic Needs Identification tasks will be:

Goal & Objectives

To acquire a crystal-clear understanding of the strategic concerns of the decision makers of the organization in order to assess the effective contribution of the IM program to corporate results. Through very targeted interviews with decisions makers, this exercise will demonstrate the current level of satisfaction for IM products, contribute to identification of real strategic information needs, favourite distribution channels, current usage of existing systems and their effectiveness.

Activities

Interview planning – building your own knowledge about the decision makers

Ten to twenty interviews with top executives

Interview debriefing and data analysis

SIA Methodology


Sia methodology3

STEP 4: Gap Analysis tasks will be:

Goal & Objectives

Once steps 1 to 3 are well accomplished, it is now the perfect time to sit down and evaluate the gap between the what is and the what is expected. What is true one day can turn out to be false on another day in the business world. Evaluating current gaps between what is currently done and what keeps your CEO awake in the night will pave the way for the next step. Benchmarking your processes with best practices will also bring some good ideas and great benefits.

Activities: Some of the issues to be addressed

Is the original plan still meeting the expressed needs ?

Is the original plan well served by the current systems ?

Are the current systems still meeting the expressed needs ?

Is the original plan meeting the best practices in the field ?

Is the current program of the organization comparable with competitors ?

SIA Methodology


Sia methodology4

STEP 5: Report and recommendations tasks will be:

Goal & Objective

The main objective of this step is to produce and present a report which provides to the client a clear vision of the current state of its IM programs, the strategic information needs findings and recommendations for optimization in order to meet the decision making process requirements.

Deliverables

An executive summary of the key findings and recommendations

A detailed written report that will discuss:

The current state of the programs and information flows.

The best practices in the field and in industry.

The strategic information needs assessment.

The recommendations in order to optimize the programs and the strategic information assets.

SIA Methodology

The final report should be the cornerstone of the strategic plan

to implement the recommendations for optimization


Sia methodology5

STEP 6: Implementing recommendations tasks will be:

Goal & Objective

The main objective of this step is to plan and implement the recommendations in the most efficient way suitable for the organization. Working closely with the BI manager and a change management expert, the strategic plan will be completed, presented and implemented in order to optimize the current situation.

Activities

Planning sessions in order to understand the change process and the changes to be made.

Development of the implementation plan :

Clarify objectives

Set global and specific parameters – what has to be changed and optimized and how

Evaluate the impact

Develop communication plan

Implementation

Post implementation review strategy

Continuous improvement through a formalized audit program

SIA Methodology


Aligning your monitoring on corporate goals

Political Risks tasks will be:

Competition

Aligning Your Monitoring on Corporate Goals

Environment

Intelligence

Real Vision

Regulation

Technology

  • Interpretation

  • Protection

  • Anticipation

  • Action

  • Innovation

  • Strategy

Globalization

Alliances


Strategic Information Audit tasks will be:

QUESTIONS & DISCUSSION


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