Building an EMS Database on a Company Intranet

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• Building an EMS Database on a Company Intranet
• By Nicholas Bollons
• Sally Goodman

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Building an EMS database on a company intranet
This workshop will discuss the practical
considerations of developing and implementing an
intranet based information system to support a
multi-site EMS.
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Scope of Presentation

• What were going to cover

• Design and project management of an intranet
  based EMS including front end (user) design and
  back end project management and admin
  co-ordination including document control
• Identification of practical problems with
  access to an EMS across multiple sites and how to
  overcome them
• Awareness of strategic issues and limitations
  with both technology and implementation
• Understanding benefits of using the intranet as
  an EMS tool

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Format of Presentation

• What were going to go through

1. Why use the intranet?
2. Background to the client and EMS
3. System design front end, back end hardware,
   software peopleware
4. Back end doc management
5. Front end design issues
6. Linking documents
7. Lessons learnt benefits limitations
8. 15 min QA

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General Points

• Few points to consider before we start

• We are assuming you have little / no IT knowledge
• Intranet system, not internet reporting
• Focus is on system design / management, not EMS
  itself
• EMS was already set up
• System we have designed is not perfect still
  evolving!
• Other peoples experience / input most welcome
• Please ask questions

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Why use the intranet for EMS reporting?

• Why use the intranet for EMS reporting?

• Client requirement increased number of
  corporate systems now online (e.g. HS, HR,
  finance)
• Industry requirement increasing trend in EMS /
  CSR reporting to make information available
  online
• Ease of use documents available across multiple
  sites 24 / 7
• Increased transparency key documents and
  procedures available for review / auditing
• Documents and information can be linked together

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Client Background

• Background to the client

• Global Ops
• IT heavy
• Culture

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EMS Background

• Background to the EMS

• UK 2004
• 15 x EMEA countries 2007
• KPI, TAP, Register Legislation, Procedures
• Project Team
• Proj Leader
• Proj Manager
• Co-ordinator
• Admin Support

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System Design Stage 1

• System Design Overview

The Users
EMS
Intranet
IT System
EMS
Client Office
Back Office Support
IT / Doc Man
EMS
EMS
Proj Manager
Front End THE CLIENT
Back End EMS Managment
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System Design Stage 1

• System Design Heres one I prepared earlier

Overseas Office
BV Network
EMS Co-ord
Back Office
Doc Manag
Intranet
Upload Suite
Local Network
Client Contact
Proj Manager
UK Users
Front End THE CLIENT
Back End EMS Manag
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System Design Issues you need to consider

• System Design For each part of the system,
  consider

• Hardware
• PC
• Servers
• Connection speed
• Type
• Age
• Condition
• Lifetime
• Limitations

• Peopleware
• Culture
• Ability
• Awareness
• Training
• Language
• Preference

• Software
• Common platform
• Diff types
• Version Nos
• Admin Control
• Upgrades
• Useability
• Purpose

LESSONS LEARNED I Keep it simple integrate into
existing systems design it for your
grandparents and beware of geeks!!
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System Design Stage 1

• System Design Overview

The Users
Intranet
IT System
EMS
Client Office
Back Office Support
IT / Doc Man
Proj Manager
Front End THE CLIENT
Back End EMS Managment
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Back End Document Management

• Back End Document Management

• Email / Server Based System
• Multiple docs at one time
• Incorrect versions being used
• Time taken to update
• Many files are too large to email
• No access to docs at client site
• No transparency

• Internet Based File Store
• Central document library
• Version control
• Immediate update
• No file storage limit
• Internet access
• Client access

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Back End Document Management

• Back End Document Management

LESSONS LEARNED II Central control of uploading
training on use free trial period low cost
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System Design Stage 1

• System Design Overview

The Users
Intranet
IT System
EMS
Client Office
Back Office Support
IT / Doc Man
Proj Manager
Front End THE CLIENT
Back End EMS Managment
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Front End

• Front End Design Issues

• Different people will want to access different
  information
• EMS users (e.g. Facilities Managers)
• employees
• Different types of information will need to be
  accessed easily
• EMS docs (e.g. procedures, forms, KPIs)
• news initiatives
• Documents will be updated regularly
• KPI weekly / monthly
• procedures 6 months
• Intranet will form part of audit content
• completeness

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Front End

• Front End Design Issues

LESSONS LEARNED III Separate EMS and country
docs regular updates required doc management
essential
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Linking Documents

• Linking Documents beginners guide

• One of the main benefits of implementing an EMS
  across the internet is the ability to link
  information and documents together.
• Increases user interaction
• More robust EMS
• Easy to update
• Internal and external links

Example
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Summary

• Summary

• Design and project management of an intranet
  based EMS including front end (user) design and
  back end project management and admin
  co-ordination including document control
• Identification of practical problems with
  access to an EMS across multiple sites and how to
  overcome them
• Awareness of strategic issues and limitations
  with both technology and implementation
• Understanding benefits of using the intranet as
  an EMS tool.

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Lesson Learned

• Lessons Learned
• Front end (user) design
• Separate out different types of docs EMS docs,
  FM docs, user docs
• Back end project management
• Recommend using an internet based doc managment
  system
• Practical problems
• Regular updates to documents on intranet
  multiple docs in use
• Limitations
• Keep it simple (e.g. grandparents) beware of
  geeks
• Benefits
• Linking documents on intranet increases user
  interaction

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Lesson Learned

• Questions?

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• Thank You