Why do a search project in the first place How do good projects go bad If so many firms have done these projects arent there best practices What internal resources do we need for the project ID: 478504
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Slide1
De-Mystifying Search ImplementationsSlide2
Why do a search project in the first place?
How do good projects go bad?
If so many firms have done these projects, aren’t there best practices?
What internal resources do we need for the project
?What can a firm do to prepare for a search project?What is the best scope for a first rollout?How do we avoid going off the rails?How standard is standard? What if we are different to other firms?
Today’s FocusSlide3
Knowledge management:
Find my documents and email
Find examples from my colleagues and understand their experienceSee content in contextService delivery:Respond to RFPs
Staffing and pricing
Build search apps:Electronic matter fileConflict checkingWhy do a search project in the first place?Slide4
Scope, scope and
scopeBad data
Resourcing constraintsBelief in one’s fundamental uniqueness and that of your firm
Ignoring your own past project
historyHow do good projects go bad?Slide5
Take a
phased approachUnderstand scope up front
Don’t over-designPerfection is the enemy of the goodCommunicate transparently
Manage rigorously
Aren’t there best practices?Slide6
Sample Project PlanSlide7
Infrastructure Team
Infrastructure Manager – will be responsible to support project timelines for sizing, procurement, and setup of hardware for search
SAN engineer – Will be primarily responsible for setting up SAN storage for search implementationInfrastructure engineer
– Will be responsible for providing input for sizing; will procure hardware based on recommendations from Fireman & Company and Recommind; will be responsible for setting up hardware, installing operating system, granting access to Fireman & Company team, etc.
What Internal Resources Do We Need for the Project?Slide8
Application Team
Application Manager – will be responsible to support development needs for search; will be responsible to identify development resources needed for internal development pieces (i.e. SQL view); will be responsible to identify key IT liaisons for each data sources
DM IT resource – will provide access to DM library and support integration needs; will be responsible to monitor DM system for performance impact as part of full crawl
Wall Builder IT resource
– will be responsible to provide stored procedure that will return all restricted clients and client matters for a given user. Fireman & Company will provide a standard template, but Client IT will be responsible to update and provide accurate scriptsExample: Client IT RolesSlide9
Application Team
Application development IT resource
– will be responsible to provide SQL views of data fields identified as part of requirements for people, clients, and matters; data could be retrieved from multiple sources (i.e. HRIS, InterAction, Elite, etc.
); Fireman
& Company will require that all data for Expertise and Matters tab of search will be provided in SQL viewElite IT resource – will be responsible to grant access to Elite system for crawling of time notes; will be responsible to provide guidance for crawling of information (i.e. environment of Elite)SharePoint IT resource – will be responsible to grant access for search; will need to support mapping of content types in SharePoint to content types defined by Recommind
Example: Client IT RolesSlide10
Focus on DATA up-front!
Data source management is often not focused on the impact of data integration
Firms merge, but data Band-Aids persistSecurity by obscurity is a persistent risk
What can a firm do to prepare for a search project
?Slide11
Initial risk assessment: What are the key risks and dependencies for the target data sources: DMS, financials, HRIS, CRM, web site, file shares, etc.
Preparation:
Identify key data stewards for each system
Identify list of validations (intra/inter sources)
Draft list of data outputs needed to begin analysisData Integrity StepsSlide12
Analysis:
Identify key metadata fields per data source
Confirm code/value combinations for each data source
Understand cross data source dependencies
Look at impacts of historical dataLog data issuesRemediate issuesData Integrity StepsSlide13
DMS Data ExampleSlide14
People Data ExampleSlide15
Start with transparency; no question is too obvious and no detail is too insignificant
Our goal is to reduce the risk of misunderstanding: “I thought you were going to…”
All parties need a clear understanding of scope, roles and responsibilities
What is the best scope for a first rollout
?Slide16
You want to start as close to out-of-the-box as possible
Everyone thinks they are unique; you’re not as unique as you think you areRemember your users – the project team is much more sophisticated than the average end-user
It’s better to roll out quickly, on-time and on-budget, and then move to stage two…
Start with the BasicsSlide17Slide18
Example: In-Scope Data SourcesSlide19
Requirements Definition
+
Functional and Technical Designs How do we avoid going off the rails
?Slide20
Document the content size (number of documents and average size of document) from all data sources being considered for the search implementation (include projected growth for system that will be utilized for Technical Infrastructure Design)
Document the Technical Infrastructure Design that identifies the environments and specifications for each environment based on the content analysis and additional requirements from
the firm
Document the functional requirements (including a final list of all data sources) for the Decisiv Search implementation
Document/diagram the wire-frames for the Decisiv Search implementationYour to-do listSlide21
Example: BRD in the SOW
Description
Fireman & Company will work with client team in the definition of system requirements and design. The areas of focus will be limited to:
Technical Infrastructure Design
Functional RequirementsWireframes for tabs of Decisiv SearchDeliverables
Deliverable #2: System requirements and design:
Hardware sizing analysis
Technical infrastructure design
Functional requirements
Wireframes design
FileShare
analysis and recommendation
Acceptance Criteria
Document the content size (number of documents and average size of document) from all data sources being considered for the Decisiv Search implementation
This will include projected growth for system that will be utilized for Technical Infrastructure Design
Document the Technical Infrastructure Design that identifies the environments and specifications for each environment based on the content analysis and additional requirements from Client
Document the functional requirements (including a final list of all data sources) for the Decisiv Search implementation
Document/diagram the wire-frames for the Decisiv Search implementation
Document the recommended approach for integrating
FileShare
content into Decisiv Search and the overall user experience
Client Business Lead, Application Services Lead and Infrastructure Lead shall evaluate the deliverable for completeness, consistency, and accuracy.
Slide22
Technical Approach
The requirements definition phase provides an effective way to define the system requirements necessary to meet Client’s needs. These documented requirements will provide the foundation for subsequent design tasks. To complete the requirements phase, Fireman & Company will perform the following:
Fireman & Company will work with Client Business Lead and Client Project Manager to identify key firm resources who will be involved in the requirements definition. Resources from Client will be expected to contribute to the requirements gathering tasks, but Client Business Lead, IT Application Services Lead, and Infrastructure Lead will be responsible for finalization of the requirements with Fireman & Company.
Fireman & Company will conduct focus groups/requirement gathering sessions to get input from KM, IT, and other firm resources as identified by the Client Business Lead.
Fireman & Company will define and document the functional and system requirements for the solution including:Identification and final list of data sources that will indexed for the Decisiv Search implementationDocument the current content size and project the growth of content for each data sources.Document technical infrastructure. This will include sizing, storage, and processor needs for Development and Production environments.
Determine approach for crawling of data for Matters and Expertise. Fireman & Company will work with Client to assess bringing the matters and people data from various sources into a single view for Matters and a corresponding view for People.
Wireframe the documents, matters and people modules. This will include search results, facets/filters, and previews of the three modules.
Document what features/functions of the Decisiv Search will be implemented.
Document customizations requested by Client.
Identify Key Risks/Issues from requirements gathering process
Review and obtain sign-off for functional requirements, wireframes, and technical infrastructure design with key Client
stakeholders
Example: BRD in the SOWSlide23
[
Sample document]
Example: BRDSlide24
Hardware
sizing analysis
Technical infrastructure design
Functional
requirements Wireframe designFunctional test planCritical DocumentsSlide25
Founder and President
Fireman & CompanyJoshua.Fireman@firemanco.com
Rick Krzyminski
Knowledge Management Director
Baker, Donelson, Bearman, Caldwell & Berkowitz, PCrkrzyminski@bakerdonelson.com
Joshua
Fireman