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Doc Mgt Discovery Scoping - Coggle Diagram
Doc Mgt Discovery Scoping
Establish a picture of the current filling practices across Underwriting and Claims?
Show both the folder names, and the 'flow' of how documents move between those folders (systems)/ where they come from and go to.
Show the redundancy
Show the organisational premises, and differences between offices/teams
Scope
other candidates? Finance / HR / Legal (nb - start small)
UW/Claims only?
Is outlook in-scope or out of scope?
KCentre (Zurich / Bermuda)
F- Drives (Zurich and Bermuda)
WASP (Bermuda)
CLAWS (Bermuad)
SAP / Labuan OUT of scope
Miami, Zuich, Bermuda
Analysis Approach
interview individuals from each office
three offices = at least 6 meetings, each 1 hour long. Recorded so we can copy down notes from screen sharing of folder structure etc.
Follow up with same individuals to validate 'As-Is' Diagrams/documents
write up findings into a short report
Propose target state materials to Ops team, review
share - back findings with uw/claims people interviewed.
Design a target state
look for red-flags where SharePoint Online might not cut it?
would a single structure per dept. be feasible?
how would 'flow' work in a new world with a workbench and a decent policy admin system?
pull forwards some analysis with SAP / DXC?
are there several options? or is there a path to slowly adopting Teams, without underlying change?
Who needs to see what?
actor centric view, showing differences by region, and a temporal element if relevant?
Migration
can we map old to new and move data over and apply new permissions? is it feasible?
do we delete any old documents and apply new retention policies?
technical stuff
How much space? (Gigabytes)
How many servers running the 'f' drive etc?
target cost in SharePoint Online?
fit with future cloud tech strategy
can we map a new drive and do this 'invisibly?'
Technical performance from Bermuda?
Compliance
What controls would they like, given the chance to design again?
How are folders created today?
Who maintains them when things change?
Change Approach
What can we do before / independently of a new policy admin system?
What are the barriers?
technical
cultural
process
What would this look like, if done alongside / within RAS project?
Deliverables
current state rich picture
target state
migration approach
user stories
quality criteria?