Presentation for SharePoint Saturday JHB in May 2012 - about ISO / Compliance - how to take the "fear" out of it and do it easier. Information Management using ISO Principles

2. Index:
 Fear Busters
 Integrated Management Systems
 Compliance Matrix
 ISO 9001 as Foundation
 Planning & Deliverables
 Tips & Questions

3. Fear Busters:

4. Fear Buster 1:
ISO Examples of Standards Institutes &
Organizations
ANSI - American National Standards Institute
API - American Petroleum Institute
• "ISO", derived from the Greek isos, meaning
ASHRAE - American Society of Heating, Refrigerating and
Air-Conditioning Engineers
ASME - American Society of Mechanical Engineers
"equal". ASPE - American Society of Plumbing Engineers
ASTM - Sections and Volumes
• It’s a network of the national standards.
ASTM International
BSi - British Standards institute
• A standard is any norm, convention or
CEN - The European Committee for Standardization
DIN - Deutsches Institut für Normung
requirement. ETSI European Telecommunications Standards Institute
ISO - International Organization for Standardization
JIS - Japanese Industrial Standards
NACE International
NEMA - National Electrical Manufacturers Association
NFPA - National Fire Protection Association
NIST - National Institute of Standards and Technology
South African Bureau of Standards (SABS)
BUSTED
SMACNA - Sheet Metal and Air Conditioning Contractors
National Association
Transnational and Continental Standards Organizations

5. Fear Buster 2:
Information Management
 Collection and management of information
from one or more sources and the
distribution of that information to one or
more audiences.
BUSTED

6. Fear Buster 3:
Management Systems
 A management system is the framework of
processes and procedures used to ensure that
an organization can fulfil all tasks required.
 Includes accountability and a schedule for
activities, as well as auditing tools to
implement corrective actions, leading to
continuous improvements.
BUSTED

7. Fear Buster 4:
Taxonomy
 Taxonomy is the science of identifying and
naming species, and arranging them into a
classification.
 In SharePoint it allows you to control how
information is defined, searched, found and
reported.
BUSTED

8. Fear Buster 5:
Governance
 Governance relates to decisions that define
expectations, grant power, or verify
performance.
 It consists of either a separate process or part
of management or leadership processes.
These processes and systems are typically
administered by a government.
BUSTED

9. Fear Buster 6:
Integrated Management System
 An integrated management system (IMS)
combines all related components of a
business into one system for easier
management and operations.
 Quality Environmental and Safety
management systems are often combined
and managed as an IMS.
BUSTED

10. Integrated Management Systems:

11. Compliance Matrix:
•x

12. ISO 9001 as foundation:
 Quality Standard
 Systemic orientation
 Applies to all business types & size
 Used to control and improve the
quality of your products and services

13. Where do we go wrong?
Pervasive approach - WRONG
 Defines a goal
 Straight a tactical line to get there
 Ignore or run-over any intervening or obstructing
variables
Systemic thinking - CORRECT
 Looks at human systems holistically
 Understands change and impact within a system

14. ISO 9001 reading matter:
 More about: http://www.praxiom.com/iso-
9001.htm
 Definitions:
 http://www.praxiom.com/iso-definition.htm
 Guidelines:
 http://www.praxiom.com/iso-9004.htm
 ISO 9001 process-based QMS development plan
http://www.praxiom.com/plan-toc.htm

17. Planning:
 Determine which standards applies to your
company
 Use ISO 9001 as a foundation for your new
management system
 Determine Taxonomy, Governance & naming
conventions (according to process & company’s
organizational structure)

19. Planning -
System deliverables:
 Develop
 Document
 Implement
 Maintain
 Monitor
 Measure
 Analyse
 Control
 Improve

20. Deliverables 1, 2 & 3:
Develop & document:
 Manual Process
Implement:
 Metadata / site columns
 Document Libraries
 Views
 Upload controlled company documents
 (Policies, Procedures, Forms & Templates, Work Instructions etc.)

21. Deliverables 4 & 5:
Maintain:
 Assign responsibilities – metadata
 Permissions – read / contribution
 Version control
Monitor:
 Alerts
 Views / reports – aging & usage
 Archiving

22. Deliverables 6 & 7:
Measure & Analyse:
 BI tools - Microsoft Excel and PowerPivot Add-
in, Excel Services, PerformancePoint Services,
Visio Services, and Reporting Services and
Report Builder.

23. Deliverables 8 & 9:
Control:
 Permissions, alerts, version control, unique
document numbering
 Content approval / workflows / check in/out
Improve:
 Usage reports & review of system, surveys &
feedback

25. C

26. Tips:
 Fit everything into processes
 If it doesn’t fit into a process – it doesn’t
belong in a management system (My Sites?)
 Build consolidated libraries as far as
possible

27. Tips:
 Use metadata to separate views &
disciplines where necessary
 Use defined processes as GUI’s
 Make it fun and interesting

29. Tips:
Metadata in libraries:

30. Tips -
Metadata as matrices:

31. Steve Jobs

33. Tips -
Dashboards for MWS

34. Tips -
Use mascots for familiarity

36. Output >
}
Automatic
Reporting /
Dashboards /
Graphical User
Interfaces
} Input >
utilizing the
system to it’s
full potential
}
Infrastructure >
Good server
Strong
foundation
DRP / Backups

40. Questions?
?