8th Annual Information Management Summit

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8th Annual Information Management Summit

9 - 10 March, Duxton Hotel, Wellington

About

Information Management is gaining support as organisations look for new ways to leverage existing resources to increase productivity in lean times.  Information management has the potential to fulfill this growing need and now is the opportunity to demonstrate the value of IM for increasing efficiency.

This summit is designed to equip you with the insight and skills necessary to increase the organisational value of Information Management.  By bringing together a range of case studies together with leading subject matter experts, this summit is a complete forum for taking your work to the next level.

You will learn from first hand experiences how to:
• Introduce an organisation wide governance model
• Deploy SharePoint across a geographically separated organisation for improved knowledge management and collaboration
• Consolidate IM infrastructure with the latest technology
• Utilise social computing tools to enable greater user engagement and collaboration
• Extract value from compiled information with Application Programming Interfaces
• Undertake a joint record management initiative involving multiple organisations

Plus, two-half day workshops are on offer on the 11th of March
Workshop A:  Using Taxonomy to Connect Information:  A Strategic Approach to Information Design
• Setting an information governance structure
• Developing a best practice taxonomy
• Implementing a taxonomy successfully
• Structuring data and standardising meta data efficiently

Workshop B:  Getting It Off the Ground- Tips and Techniques to Ensure Your New Information Management Software and Processes Get Implemented Successfully
• Using change management techniques to lead a successful implementation of technology or processes
• Communication strategies to support the change process
• Measuring uptake success
• Maintaining the change to ensure it becomes embedded in the organisation

SAVE $300 by taking advantage of our Early Bird Special by registering and paying before the 26th of January, 2010.

Take this opportunity to recharge your professional batteries and engage with peers and leading experts in this comprehensive and interactive forum.

2 for 1

Register two people from your organisation at the same time, and the second delegate attends for free. (Applies to conference only)

Workshops

9am – 12.30pm
Workshop A:  Applying Information Architecture Taxonomies and Structure to Your Data to Increase its Usefulness and Value
Information which is currently held and being collecting by organisations contains significant value if it is properly extracted and findable.  Before anything significant can really be accomplished the information must be ordered and structured to allow for efficient location of necessary information and for applications to utilise the data and deliver additional benefits.  This workshop will provide you with guidance and examples that will take you through taxonomy models and approaches to structuring data.  The workshop will also outline governance policies related to Information management.
• Should you redesign or enhance your existing information architecture
• How to approach the change management of information management
• Evaluating your situation to determine if a taxonomy or folksonomy paradigm is more appropriate
• Approaches to standardising meta data across the organization
• Approaches to findability of structured and unstructured data
• Standardising meta data across the organisation
• Maintaining the structure over time with review and governance
Chandima Kulathilake, Director, KNOWLEDGE CUE


1.30pm – 5pm
Workshop B:  
Getting It Off The Ground – Tips and Techniques to Ensure Your New Information Management Software and Processes Get Implemented Successfully
Best practice Information Management practices and technologies are rendered useless if they are not used properly.  This requires both education around how to use, and engagement with stakeholders and users about why these new ‘tools’ should, or must, be used.  Change management and internal communication disciplines offer proven tools for achieving both of these objectives.  From this workshop you will not only learn about change management and communication tools and strategies, but how to put these together in an overarching strategy, to introduce and embed your change project.
• Understanding how people respond to change in the workplace
• What can go wrong when introducing change, and proven techniques to mitigate this
• How to establish effective stakeholder communication to support the change process
• How to get the most out of your change management steering group & project team
• Reporting and auditing results to measure uptake success
• Maintaining the change to ensure it become embedded within your organisation
Paul Rayner, Director, WORKING WORDS

An change management and communications specialist, Paul is one of a few people practising in this field with a background in strategic and operational change management, line management, human resources and communications.
Paul has held senior communications roles with Westpac and the Inland Revenue Department.  His human resources work includes time as Head of HR Services for Bank of New Zealand, GM Organisational Development for @Work Insurance and consulting at London Business School.

Paul’s Information Management experiences including managing BNZ’s HRIS and workforce planning, leading Westpac’s IT Business Analysis capability, and project managing a range of information management (includes Data warehouse, electronic banking, and MIS solutions) change projects.

This eclectic background and experience gives Paul an edge in providing pragmatic advice and solutions that work.
Through his company Working Words (NZ) Ltd Paul provides change management and internal communications advice to a range of Australasian businesses and public sector organisations.   

Agenda

Day 1

8.30

Registration & Coffee

9.00

Opening remarks from the Chair

Julian Carver, Chairman, NEW ZEALAND KNOWLEDGE MANAGEMENT NETWORK; and Managing Director, SERADIGM Ltd

9.10

Open Data Open Government - Challenges and Opportunities for Information Managers

• Why open data?
• How governments around the world are implementing open data
• Tools, supply and demand
• Specific issues for information managers

Laurence Millar, Independent Advisor

10.00

Developing an Information Management Strategy to Meet the Needs of Your Organisation

A number of key factors are required to ensure that the Information Management Strategy you develop is relevant to your organisation and meets business and compliance needs. This session will look at the processes you can take to gather support, identify needs and clearly communicate a direction for managing information. This session will offer practical advice based on SWIM Ltd’s experience in developing Information Management Strategies for public sector and local authority organisations. It will cover areas such as:
• Defining what is meant by the term “information management strategy”
• Planning and establishing support
• Consulting and communicating
• Identifying and linking the Strategy to business and compliance needs
• Possible frameworks for the Strategy

Philippa Fogarty, Consultant, SWIM LTD

10.45

Morning tea

11.05

CASE STUDY: Introducing an Enterprise-Wide Information Governance Mode

Technology is only one part of successful Information Management - the policies, procedures and governance are arguably just as vital as what software and systems are used. With the complexity of information management issues increasing, an enterprise-wide governance framework is essential for laying a foundation that will enable IM challenges to be successfully managed. There is no doubt that this is a tough issue, but as this session will reveal, a simple governance model can have significant benefits.
• Establishing a governance model
• Making governance work - tips and tricks for making your life easier
• Using governance as a method for breaking down silos
• Establishing a governance structure that will assist PRA compliance

David Archibald, IT Manager, INDUSTRIAL RESEARCH

12.00

Making Your Information Findable: How to Use Taxonomy, Search and Web 2.0 Tools to Ensure Users Find What They Need

User complaints about taxonomies are common. This session will equip you with the tools and knowledge to design or trouble-shoot your own taxonomy. In addition, we explore how using the taxonomy, in combination with search and web 2.0 tools can deliver improved information management and knowledge sharing.
• Taxonomies, folksonomies, web 2.0 – what’s the difference; why it matters; and how to get these tools working in sync
• The Top 5 most common taxonomy mistakes and how to tell if you have made them
• Fixing a broken taxonomy – what to do and how to do it
• Taxonomies, retention and disposal and the Public Records Act

Grant Margison, Director, INFORMATION LEADERSHIP

12.45

Lunch

1.45

Assessing the Economic viability of an Open Source Enterprise Content Management Platform for your Organisation

Fully integrated ECM solutions are beyond most IT budgets in the country, making lower cost open source based platforms such as Alfresco and Drupal very attractive alternatives. A fully integrated ECM is a powerful tool for dealing with the growing amounts of unstructured data which organisations are gathering. However it does come with its own challenges which need to be fully understood in order to make the best decision for your organisation. Hear from organisations that recently implemented an open source solution and will share the process they went through to implement it and how valuable it has proven itself to be.
• The wider advantages and benefits of open source beyond just functionality
• Assessing the total cost including such factors as hiring people with ability to implement, time spend integrating with legacy systems and plug-ins required
• Open source lifecycle versus standard commercial solutions lifecycle
• Using open source for PRA compliance

Alex Lee, CEO, LATERAL MINDS

2.30

Case Study: Utilising Open Source to Fulfil the Organisational IM Requirements of Archives New Zealand

Advantages of open source based software such as lower cost and greater flexibility are often overlooked due to the perceived challenges and non-technical management unwilling to part from their vendor of choice. Demonstrating that open source can be used to fulfil a wide range of organisational IM and communication needs while being PRA compliant, Archives New Zealand is one of the pioneering government agencies in this respect. To illustrate use of open source in the context of the New Zealand public sector, Julian will share Archives experiences with open source, specifically:
• What business needs are met by open source?
• Managing an open source system versus a proprietary system
• Championing the use of open source through the organisation
• Managing an open source CMS project and the issues involved
with the business

Julian Wootton, Web Manager, ARCHIVES NZ

3.15

Afternoon tea

3.35

Balancing Ease of Access with Security Concerns to Protect Information

Information access is a vital security liability, but just as important is making sure users have access to the information they require for their role. Managing this could keep a team busy full time, but as this is a luxury most cannot afford a system to govern this is needed. You will be given detailed instruction in how to securely manage organisational access by:
• Establishing a framework to govern communication flow between IT and other departments
• Building an access management architecture including policy based security
• Raising awareness of staff of the importance of information security

Frank van der Zwaag, Senior Audit Manager, WESTPAC

4.20

Champagne Roundtables: Key Information Management Issues

This session will be broken up into small group time to facilitate discussions around key issues. Each group will be lead by a speaker but this is a more informal time to bounce ideas of one another and share experiences.
1. Gaining Management Support for IM to Advance
Facilitated by- Julian Carver, Chairman, NEW ZEALAND
KNOWLEDGE MANAGEMENT NETWORK and Managing Director, SERADIGM LTD
2. Mapping Information Workflows to Guide Information Management
Facilitated by- Paul Jonson, Principal,
DAYLIGHT CONSULTING
3. Capturing and Making Staff Knowledge Accessible with Social Media Tools
Facilitated by- Dorje McKinnon, Online Services Manager, LINCOLN UNIVERSITY
4. Using SharePoint as a Tool for Driving Increased Productivity of Staff and What Can be Expected from SharePoint 2010?
Facilitated by- Chandima Kulathilake, Director, KNOWLEDGE CUE
5. You’ve got an EDRMS – Now What?
Facilitated by- Grant Margison, Director, INFORMATION LEADERSHIP

5.10

End of Day One and Networking Drinks

Day 2

9.00

Opening remarks from the Chair

Julian Carver, Chairman, NEW ZEALAND KNOWLEDGE MANAGEMENT NETWORK; and Managing Director, SERADIGM LTD

9.10

CASE STUDY: Deploying SharePoint to Scott Base for Improved Knowledge Sharing and Retention

Antarctica NZ has undertaken a project to connect and synchronise the New Zealand based IM systems with those in Scott Base in Antarctica. To fulfil this need SharePoint was chosen to be the platform for an EDRMS and existing content had to be cleansed, classified, migrated, and then synced between the two systems across limited bandwidth. Aside from the technical challenges, the toughest lay with getting staff to adopt the system and use best practice. This case study will look at how Antarctica NZ undertook these initiatives in order to improve knowledge sharing and retention across the organisation’s different locations.
• Applying functional classification to content and migrating to a SharePoint EDRMS
• Pursuing the goals of fostering knowledge sharing and knowledge retention across the organisation’s sites
• Final outcomes of the project- what were the intended and unintended results?

Greg Jack, IT Project Manager, ANTARCTICA NZ

9.55

Extracting Tangible Benefits to Working Processes from SharePoint

SharePoint is just like any other tool, it needs to serve a specific function rather just being used for the sake of it. Given that benefits of SharePoint are entirely user dependant, how do you ensure that your users are actually gaining benefits from its use? Discover how to manage people to take advantage of what SharePoint offers for Information Management.
• Identifying business areas which SharePoint can best add value
• Overcoming the common human factor barriers to beneficial SharePoint usage
• Launching SharePoint and continuing it’s development based on staff feedback

Chandima Kulathilake, Director, Knowledge Cue

10.40

Morning tea

11.00

Responding to the New Advances in Technology that will Affect Information Management Practices

Information Technology is advancing at an accelerated rate, with many new tools, solutions and applications holding direct implications for organisational Information Management. New paradigm shifts in the way technology is used, such as cloud computing, hold possibly the greatest potential. This session will highlight and analyse the new and coming technology trends and developments that will affect organisations for the better and worse.
• What can be expected in the next 12 months?
• How will these affect organisations, and in particular, IM practices?
• How can organisations adapt to these new technologies

Julian Carver, Chairman, NEW ZEALAND KNOWLEDGE MANAGEMENT NETWORK; and Managing Director, SERADIGM LTD

11.45

CASE STUDY: Consolidating IM Infrastructure with Virtualisation and a Centralised Private Cloud

Over the past 9 months the Allied Farmers IT group has been working to consolidate and rationalise core IT infrastructure. This project has lead to the transition from locally hosted servers scattered across the country, to a single web enabled Exchange Server environment. So far the project has delivered significant benefits in terms of cost of ownership, ease of support, portability and has removed reliance on a vendor for hosting. Barry will outline how the team was able to gain the support to undertake the project and how it was systematically approached.
• Assessment of current systems as an opportunity for change
• Accessing and delivering benefits offered by new technology paradigms
• What the next steps hold

Barry White, Group CIO, ALLIED FARMERS LTD

12.30

Lunch

1.30

Group Work and Information Sharing: Turbo Charged Solutions for Resolving Your Issues

Do you face issues and pressure relating to IM strategy, PRA compliance, senior management buy in, or have a completely different and new problem you have recently discovered?
This session of small group work will put you in touch with your peers who have resolved the issues that you face today. With delegates helping delegates, small group work will connect you with other IM professionals who have solved your most pressing issues. In turn you will be able to give your own tips to others for those hurdles which you have successfully dealt with.

Make sure that you bring along at least 2 pressing issues that you are facing for the other attendees to help you solve.

2.20

CASE STUDY: Unleashing Social Computing Tools to Enable Greater Collaboration and Engagement

Social computing has brought an interesting solution to the long standing issue facing Knowledge Management of how to connect and engage staff. Lincoln University recently implemented social computing tools such as Yammer, Twitter and Facebook, for staff and students to communicate on the University network. This is an opportunity to hear just what effect social computing tools have had in an organisational setting offering a clear picture of their actual benefits and risks.
• Intentions of introducing social computing into the University
• What has materialised and what tangible benefits have users and the University gained?
• Next steps in utilising social computing for IM and KM

Dorje McKinnon, Online Services Manager, LINCOLN UNIVERSITY

3.05

Afternoon tea

3.25

CASE STUDY: Extracting Value from Compiled Information with Application Programming Interfaces: The DigitalNZ project from the National Library of NZ

As the sheer amount of digital information available now is quite simply overwhelming, tools and methods have had to be developed which can interact with this data and help people find what they are looking for. A particularly potent approach for performing this function are Application Programming Interfaces (APIs), such as those that DigitalNZ developed in order to make NZ content easier to find, share, and use. This world leading case study provides an illustration of how a mountain of information can be harnessed with careful planning and APIs.
• How was the project developed and undertaken?
• What have the results been?
• How could you use this approach in your organisation?

Andy Neale, Programme Manger-DigitalNZ, NATIONAL LIBRARY OF NEW ZEALAND

4.10

CASE STUDY: Institutes of Technology and Polytechnics of New Zealand Joint Record Management Collaboration Project

Application of Public Records Act compliance to the tertiary sector posed a significant issue due to limited availability of qualified record staff and a need to improve recordkeeping best practice in general. 15 polytechnics participated in a joint effort to get their RM up to standard by instituting file classification structure, a retention and disposal schedule, and a record keeping audit. Samantha was the project manager of this venture and will share how significant collaboration and staff challenges were overcome to provide effective results to all participation institutes.
Sharing skills and expertise across the organisations involved with the project with SharePoint
Conducting training and information sessions
Promoting the culture needed to effect the change

Samantha Wray, Records Manager, OPEN POLYTECHNIC OF NEW ZEALAND

4.55

Summary Remarks from the Chair and Conclusion of Summit

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Prices and Registration

DatesLocationStandard priceDiscounts 
Conference Only
9 - 10 March		Duxton Hotel, Wellington$2295 + GSTNot availableRegister
Conference + One Workshop
9 - 11 March		Duxton Hotel, Wellington$2695 + GSTNot availableRegister
Conference + 2 Workshops
9 - 11 March		Duxton Hotel, Wellington$3095 + GSTNot availableRegister
Two Workshops Only
11 March		Duxton Hotel, Wellington$1295 + GSTNot availableRegister
One Workshop Only
11 March		Duxton Hotel, Wellington$750 + GSTNot availableRegister