SharePoint used in isolation across headquarter departments was causing this global energy company inefficiencies and lost opportunities. Access Sciences was asked to build an information and collaboration hub where headquarter personnel could collaborate on developing best practices and supporting project, engineering, operations, and maintenance work performed by global business units.
Some of the specific challenges were:
The strong desire to leverage employee expertise across corporate headquarters and business units drove the need for this work. Having a single place to find best practices, processes, lessons learned, templates, and examples would enhance their ability to collaborate and take advantage of work already completed by others. Making existing information accessible and findable would maximize their use and reduce redundant effort.
To come up with a feasible solution, Access Sciences worked collaboratively with client personnel in information and knowledge management, technology, operations, and engineering to design, develop, and deploy a Pertempo™-based solution in SharePoint.
It was imperative to work with the SharePoint users across the business to make sure the solution design reflected the ways they thought about and used information. This collaboration helped in the configuration of multiple views of content and site navigation. Since not all users look for content using the same search terms or parameters, we built in ways to get to the same information from different points of view. We implemented an automatic application of common and function-specific metadata, facilitating both cross-functional, intuitive search capabilities and meaningful content organization within departments.
The client’s existing business terminology was all over the place. We had to synthesize and standardize it into a taxonomy so that the users could identify, manage, and retrieve information with the confidence that they were getting what they were looking for.
So that users weren’t stymied by draconian security access levels, we took a “no harm to know” approach and created an open access model to maximize access to information where possible. To make sure the SharePoint users followed policies and procedures when accessing content, we implemented an automated application of records management policies.
Because of our 30+ years of experience managing projects, we accomplished the deployment of the solution, including user-testing, content migration, and post-implementation support. We created a support site and training material for long-term solution growth and sustainment. We delivered training to end users and administrators around the globe to provide a standard by which the new SharePoint solution would be used. And to keep the site sustained, we created transition of governance processes and tools and rolled out to client administrators.
Employees now have a one-stop shop for best practices, processes, networks, and collaborative support. They have access to information relevant to their work even if it was created by another department. The open access collaboration hub model is now being adopted within other business units to facilitate access to information and collaboration within a single business unit.
October 30, 2017