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DSM's Experiences in Implementing an Enterprise Content Management Solution Matty Westveer and Dirk Willems


Introduction to DSM


Leader in Health, Nutrition and Materials

• Leading supplier of nutritional ingredients (including vitamins, carotenoids, omega’s, food/feed enzymes, cultures, yeasts, nutraceuticals) for the feed, food and personal care industries

• Leading supplier of sustainable high performance materials for the automotive, electrical & electronics and building & construction industries

• Recognized as top innovator active in biomedical materials, advanced biofuels, bio-based chemicals and advanced surfaces for solar systems

Health Nutrition Materials


17% 5% 10% 2%

32% 5%

8% 5%

9% 7%

Key markets Food &

Beverages

Electrical & Electronics

Automotive

Building & Construction

Other Infant nutrition

Dietary Supplements

Animal Feed

Personal Care

(Food) Packaging

DSM offers products & solutions to a wide range of markets

Dairy RTE meals Soups / Sauces / Spreads Wine-Beer-Fruit drinks

Materials sciences

Life sciences


Project Excellence

Background: Why EDM?

• DSM Strategy to strengthen its position in Life Sciences • Increasing number of regulations and legislation to comply with requirements and

standards, including document control requirements • Many systems were used to control documents, none was compliant with the

document control requirements

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Background: EDM Business Case

• Assuring DSM’s License to Operate

• Assuring reliability and traceability of information and documentation

• Decommissioning of the legacy DSM Document Management Systems

The primary elements of the business case

• Increasing professionalism to internal as well as external authorities • Efficient document management processes • Reduced paper storage and maintenance for regulatory purposes • Backbone for other Key Applications (e.g. SAP) • Standardization and harmonization of documentation and meta-data

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CONTROLLED DOCUMENT LIFE CYCLE & RECORDS MANAGEMENT

Document & Records Management Retention mgt. including Legal Hold

Security & Encryption Only platform for DSM secret documents

Review / Approval Workflow Flexible configuration building blocks

E-Signature FDA CFR 21 part 11 compliant

Metadata driven structure & authorizations

The EDM Solution Today

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11 © Copyright 2016 Dell . All rights reserved. 11

Business Process Management: Pyramid of Information

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Business Processes & Controlsin line with KPIs, Key Risks and Masterdata

KPI’s, Key Risks, Reporting and Masterdatain line with Governance and People

Peoplein line with Governance and Operating Model

IT Systemssupporting the Pyramid

Governancein line with Strategy and Operating Model

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Business Processes & Controlsin line with KPIs, Key Risks and Masterdata

KPI’s, Key Risks, Reporting and Masterdatain line with Governance and People

Peoplein line with Governance and Operating Model

IT Systemssupporting the Pyramid

Governancein line with Strategy and Operating Model


The DSM EDM Program

Facts & Figures

№ of core team members: 50 № of internal employees: 400 № of external employees: 100 № of locations: > 50+ № of migrated documents: > 2M


Project excellence

We won the award because of our excellent: 1. Intensive Stakeholder Management 2. Learning Project Organization 3. Leadership 4. Cooperation 5. Project Result (complex project in challenging environment)

http://youtu.be/VdtZZQyvA1A


Solution


Project challenges

• Geographic

• 50+ locations spread all over the globe

• Various languages, maturity levels, ways of working,…

Requirement: • Phased approach required with ample room for change

management, training and implementation.


Project challenges • Content Sources

• Content stored on Sharepoint, files shares,

old Documentum environments,… • Various levels of metadata availability and

consistency • No clear content ownership

Requirement:

• All content needs an owner • Flexible, easy to use migration tooling


Project challenges Types of content and permissions

– Wide range of types of content: ▪ Static content such as invoices, meeting minutes,… ▪ Dynamic, uncontrolled content such as research documents ▪ Contracts ▪ Plant drawings ▪ Regulatory documents ▪ Product documentation ▪ Dynamic content with full control lifecycle such as SOP’s

– Permissions ▪ Everything from internal use over confidential to top secret

Requirement: • Flexible solution capable of handling various types of content and

associated control lifecycles.


Project challenges

Validation & qualification

– Validation & qualification of both hardware ,

software and application. – Electronic signatures (FDA Title 21 Code of

Federal Regulations Part 11)

Requirement: • Fully validated and qualified solution


Squaring the circle


The solution - Configuration A configurable framework on top of the configurable EMC

Documentum D2 framework

Core building blocks: – Collection – Metadata Types – Control categories


Collection Logical grouping of a set of documents belonging to a

single owner (e.g. department)

Can combine multiple metadata types, document types and control categories

Shares a single set of user roles


Metadata types 2 main types:

– Quality – Basic

Set up to handle various use cases – Business – Finance – Manufacturing & Engineering – Projects – …

Additional types for research, contact and regulatory

General properties

Workflow & security properties

Business

Finance

M&

E

Projects


CAT1 CAT1 CAT1 CAT1 CAT1 CAT1 CAT1 CAT1 CAT1 CAT5 CAT5 CAT2 CAT2 CAT2 CAT2 CAT2 CAT2 CAT3 CAT3 CAT3 CAT3 CAT3 CAT3 CAT3 CAT4 CAT4 CAT4 CAT4 CAT4 CAT6

Control categories 6 categories, from full control to final record

Can be applied to any document type.

Compile For Approval Draft In review Approved Effective Super-

seded Suspended Retired


How it all comes together

Object types, workflows and lifecycles

Standard D2 capabilities

EDM D2 framework

Collection config from user

Fully configured collection in D2



Creation matrix Property page

Authorization

Default val. Pick lists


How it all comes together Attribute-based folder structure Dynamic property pages Collection specific roles & picklists Collection specific creation profiles & templates

Collection specific lifecycles Collection specific workflows Collection specific security Collection specific retentions

….


Migration Business representatives are responsible for

content migrations

Excel template with validation rules for metadata

Option to perform simulation runs to staging environment

One-click validated migration of both configuration and data to production


Advantages Flexibility is crucial.

– Collection and metadata-driven model supports easy onboarding of new content and processes without re-validation

– By validating the framework and the tooling, no collection level validation is required

– Content owners from business fill out configuration and migration sheets based on their business requirements with little or no IT involvement.

– Easy to maintain: one size fits all, no custom code – Easy to upgrade


Lessons learned

Implementing proper governance for both system and content

results in responsible ownership within the business and ensures application continuity

Extensive global stakeholder management is essential for business involvement, system acceptance and project success

Seeking opportunities, often in combination with or as result of stakeholder management, leads to extra achievements beyond the scope and business case of your project


Lessons learned

Sponsorship by higher management is essential, especially in the

commercial industry where document management is often perceived as a non-business critical hurdle and its knowledge preservation value is highly underestimated.

Influencing human behavior by showing the added value of the document management solution leads to enthusiasm and me-too mentality.


Q&A


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