information audit as a holistic approach: a case study emily a. langley miller brewing company june...
TRANSCRIPT
![Page 1: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/1.jpg)
Information Audit as a Holistic Information Audit as a Holistic Approach: A Case StudyApproach: A Case Study
Information Audit as a Holistic Information Audit as a Holistic Approach: A Case StudyApproach: A Case Study
Emily A. LangleyEmily A. LangleyMiller Brewing Company
June 10, 2003
![Page 2: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/2.jpg)
AgendaAgenda• Project Background
• Audit Design and Methodologies
• Results and Conclusions
![Page 3: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/3.jpg)
Project BackgroundProject Background
• Project Background
• Audit Design and Methodologies
• Results and Conclusions
![Page 4: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/4.jpg)
Situational AnalysisSituational Analysis• Businesses are dependent upon information for
success
• Information exists in various forms and places– Databases– Filing cabinets– Employee hard-drives– Reports– Journals– People
![Page 5: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/5.jpg)
Situational AnalysisSituational Analysis• Businesses are dependent upon information for
success
• Information exists in various forms and places– Databases– Filing cabinets– Employee hard-drives– Reports– Journals– People
![Page 6: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/6.jpg)
PerspectivePerspective• Library and Information Science holds key to
successful management of information
• Common Limiting Beliefs– Librarians shelve books– Librarians manage the library– Librarians separate from core business– Librarians lack technology expertise
• Information Specialists (a.k.a. librarians)– Expertise information managementinformation management– Systematically analyze organizational informationanalyze organizational information needs– DesignDesign information systems systems – LeadLead cross functional team
![Page 7: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/7.jpg)
In 2001 Miller Brewing Company’s Brewing
Research and Quality Assurance Division sought to
improve ““information information warehousing and warehousing and communicationcommunication””
processes
![Page 8: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/8.jpg)
Team ObjectivesTeam Objectives
Improve Improve
Information Information
Warehousing Warehousing
and and
CommunicatiCommunicationon
Assess Current Information Assess Current Information Management PracticesManagement Practices
Assess Current Information Assess Current Information Management PracticesManagement Practices
Define Customer RequirementsDefine Customer RequirementsDefine Customer RequirementsDefine Customer Requirements
Contribute to the Division’s Contribute to the Division’s Knowledge Management StrategyKnowledge Management Strategy
Contribute to the Division’s Contribute to the Division’s Knowledge Management StrategyKnowledge Management Strategy
Gain Insight into Perceived Gain Insight into Perceived Barriers to AccessBarriers to Access
Gain Insight into Perceived Gain Insight into Perceived Barriers to AccessBarriers to Access
Identify Information NeedsIdentify Information NeedsIdentify Information NeedsIdentify Information Needs
![Page 9: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/9.jpg)
Establishing DirectionEstablishing Direction
DiscussionsDiscussionsDiscussionsDiscussions- Information seeking behaviors- Information organization- User focused systems design- Reviewed Research
- An Information Audit provided a means to collect collect the datathe data to necessary to meet our objectives
- Customer needs cannotcannot be separated from the information source
- Avoid segmented approach
ConclusionsConclusionsConclusionsConclusions
![Page 10: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/10.jpg)
Holistic Approach Holistic Approach ????• Merriam-Webster's Dictionary defines holistic asMerriam-Webster's Dictionary defines holistic as:
– “relating to or concerned with wholes or with complete systems rather than with the analysis of, treatment of, or dissection into parts”
• Team to develop an understanding of relationships– Creation– Seeking– Organization– Storage– Retrieval – Dissemination
![Page 11: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/11.jpg)
What What isis an Information Audit? an Information Audit?
• Dr. Jay Liebowitz:– ““By discovering By discovering what knowledge is possessedwhat knowledge is possessed, it is then , it is then
possible to possible to find the most effective method of storage and find the most effective method of storage and disseminationdissemination. It can then be used as the . It can then be used as the basis for basis for evaluatingevaluating the extent to which change needs to be the extent to which change needs to be introduced to the organizationintroduced to the organization””
• Susan Henczel:– ““a tool that can be used to not only a tool that can be used to not only identify strategically identify strategically
significant informationsignificant information resources, but to also resources, but to also identify those identify those tasks and activities that create knowledgetasks and activities that create knowledge and those that and those that rely on the transferrely on the transfer of knowledge from other areas of the of knowledge from other areas of the organisation”organisation”
• No agreed upon definitionLiebowitz, Jay, Rubenstein-Montano, Bonnie, McCaw, Doug, Buchwalter, Judah, and Browning, Chuck. 2000 The Knowledge Audit. Knowledge and Process Management, 7(1), 3-10.Henczel, Susan. The Information Audit as a First Step Towards Effective Knowledge Management: an Opportunity For The Special Librarian. Inspel 34(2000)3/4, 210-226
![Page 12: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/12.jpg)
Information Audit ObjectivesInformation Audit Objectives Determine the following:
Inventory information types Assess if information and systems supported strategic operations Determine importance of data/information generated
Understand relationships between data, information and systems
Identify gaps Quality information Systems Processes
Map information flows
Issue recommendations
![Page 13: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/13.jpg)
Audit Design and MethodologiesAudit Design and Methodologies
• Project Background
• Audit Design and Methodologies
• Results and Conclusions
![Page 14: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/14.jpg)
Issues to be ResolvedIssues to be Resolved
Who will conduct the audit?Who will conduct the audit?
- External Consultants- Team
How to collect the data?How to collect the data?
TeamTeamTeamTeam
QuestionnaireQuestionnaireInterviewsInterviews
QuestionnaireQuestionnaireInterviewsInterviews
- Observation- Systems Usage- Focus Groups- Questionnaires- Interviews
![Page 15: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/15.jpg)
Data Collection Tool DesignData Collection Tool Design
QuestionnaireQuestionnaire
- Easy to use
- Clear instructions
- Length
InterviewInterview
- Structured style
- Training for team
- Practice
• Question Design
• Avoid Bias
• Pilot
• Question Design
• Avoid Bias
• Pilot
![Page 16: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/16.jpg)
Data CollectionData Collection• Near 100% response rate100% response rate required
• Announcement by Division Head– Objectives of audit– Benefits to participants– Importance of project– Deadline for completion
• Questionnaire Cover letter
• Interviews
![Page 17: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/17.jpg)
Data AnalysisData Analysis• How much data did we collect?
• Team member strengths:– Statistical analysis– Graphical representation of data– Organization of information
• Basis for recommendations
• Vision of future state
![Page 18: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/18.jpg)
Results and ConclusionsResults and Conclusions
• Project Background
• Audit Design and Methodologies
• Results and Conclusions
![Page 19: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/19.jpg)
ResultsResults• 96%96% response rate
• Average 22.722.7 percent of time seeking information
AND...AND...
![Page 20: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/20.jpg)
Needs IdentifiedNeeds Identified
Internal InformationInternal InformationInternal InformationInternal Information External InformationExternal InformationExternal InformationExternal Information
• Common format & process
– Capture– Organization
• Central repository Searchable Easy to use Web based
Integration Information Data Systems
Who is the expert?
• Additional Resources- Industry and market trends Current Awareness Technical support Competitive intelligence
![Page 21: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/21.jpg)
RecommendationsRecommendations
Increase IT Capability &Increase IT Capability &Build the InfrastructureBuild the Infrastructure
Increase IT Capability &Increase IT Capability &Build the InfrastructureBuild the Infrastructure
Develop processes Develop processes and proceduresand proceduresDevelop processes Develop processes and proceduresand procedures
Increase promotion Increase promotion and training and training Increase promotion Increase promotion and training and training
Increase Information Increase Information Center Services Center Services and Resourcesand Resources
Increase Information Increase Information Center Services Center Services and Resourcesand Resources
• House internal information• Make information easily accessible• Facilitate collaborative processes• Capture• Organize• Better disseminate
• Current resources• Current technology
• Electronic delivery• Web access• Increase Current Awareness
![Page 22: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/22.jpg)
What’s Happened SinceWhat’s Happened Since
• Improved and Customized Library services
• Support to Enterprise initiatives– Intranet– Knowledge Management
![Page 23: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/23.jpg)
Critical Success FactorsCritical Success Factors• Visible support from executive management
• Communication of objectives and benefits
• Representation from all stakeholder groups
• Understanding design principles for data collection tools
• Piloting the questionnaire and interview
• Considering people in every step of the process
![Page 24: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/24.jpg)
ConclusionConclusion• Information Audit provides:
– Means to gather data– Basis for strategic decision making
• Library and Information Science provide a foundation to: – Manage all types of information– Define information requirements– Identify solutions to fill customer needs
![Page 25: Information Audit as a Holistic Approach: A Case Study Emily A. Langley Miller Brewing Company June 10, 2003](https://reader036.vdocuments.mx/reader036/viewer/2022062516/56649dc05503460f94ab49ff/html5/thumbnails/25.jpg)
AcknowledgementsAcknowledgementsInformation Warehousing and Information Warehousing and
Communication TeamCommunication Team::
• Bernardo Alatorre
• Patricia Bower
• Dick Duncombe
• John Engel
• Cyndy Gant
• Ray Kanzleiter
• Karen Krey
• Emily Langley
• Aki Murakami
• Troy Rysewyk
• Yue Zhou
Thank You Thank You
for Additional Support for Additional Support toto:
• John Seabrooks
• David Ryder