METHODOLOGY GETS NEW ORGANIZATION UP AND RUNNING QUICKLY
Since positions in the new organization hadn’t yet been filled, Access Sciences worked with subject matter experts (SMEs) in subsidiaries to define initial requirements for collaborative team sites. We focused only on processes that everyone agreed would be handled at the corporate level, thereby allowing for future growth of sites without rework. An Agile approach was used to build sites quickly with iterative review by SMEs. Because EHS content would be created and used by employees across the corporation, it needed to be well organized and easily found. To this end, our design included
- Standard navigation across and within all sites
- Extension of the corporate taxonomy to include commonly accepted EHS terminology from within the subsidiaries and business units
- Auto population of default taxonomy terms at content upload to minimize the classification burden on users
- Configuration of SharePoint search to enable taxonomy use in refining search results
We employed out-of-the-box SharePoint approval functionality to:
- Allow anyone in the EHS organization to upload content
- Notify designated approvers when content was ready for approval
- Keep content hidden from view until it was approved
AUTOMATED TAGGING IMPROVES FINDABILITY
Access Sciences Pertempo™ methodology includes development of a taxonomy, autopopulation of taxonomy terms, standardized access permissions, common navigation, refined search, and an Agile approach to site design and development. All these components played a role in permitting new members of the corporate EHS organization to hit the ground running.
In particular, including EHS terms specific enough to be meaningful to content creators yet generic enough to be meaningful to those with less expertise enables the auto-population of search terms at the time of content upload. Therefore, content collaborators require less training and documents are tagged consistently. Employees throughout the corporation now have a single location to look for corporate-approved content and can find it quickly without knowing who created it or where it’s stored.
In the end, EHS realized its goals with the collaborative team sites and published content portal. They serve as models for subsidiaries and other client business units moving forward with new SharePoint implementations.