Organisational Change through System Change
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Matthew Platt discusses the challenges and successes of leading organizational change at Qatar Foundation through the Sijilati initiative, aimed at improving information management and collaboration. The strategy involves functional analysis of business activities, leveraging storytelling, and unifying data management for better decision-making. Despite challenges like digital landscape changes and human factors, the initiative has yielded a collaborative platform that enhances records management and accountability.
Organisational Change through System Change
- 1. Skills for Leadership - Manage, Motivate and Influence – Organisational Change through System Change Matthew Platt Head of Information Management Qatar Foundation 28 October 2021
- 2. Leading an organisation through systems change • Qatar and Qatar Foundation • The information problem • The information solution – Sijilati • Behaviours and messaging • The challenges • The successes
- 3. QATAR • Small but resource-rich • Population 2.5 million • Islamic country • 2030 National Vision • FIFA World Cup in 2022 o non-profit organization o 50 entities o education, research, and community development
- 4. The Problem and the Solution - Sijilati Promote Collaboration Single source of truth Right content to right people at right time Shared knowledge and expertise Accessibility Compliance and Records Management Unified Platform Better business decisions
- 5. Organizational change through Sijilati 1. Functional analysis of business activities through storytelling 2. Linking change to QF behaviours 3. OpenText ECM – collaborative repository
- 6. Functional analysis of business activities o Organization structures and names change - but business functions and activities rarely change o Identify business functions and activities - o name them using consistent keywords, and o separately identify record creators, and o provide persistent links through minimum metadata o Provides context of why a record was created o Provides the Model for appraisal by linking functions-based keywords to disposition periods for retention & disposal Applying functional analysis through storytelling Functional analysis of business activities Keywords, naming and contextual metadata Appraisal and disposition
- 7. QF works like a house in many ways. • It serves many people • It has different functions and activities • It needs regular maintenance The QF house has • many Directorates and centers, and • many different systems to store the records each person and group is creating
- 8. By naming things properly there is less confusion Salt Sugar CILIP 28 Oct 2021 Matthew Platt
- 9. Change Management - Link Sijilati to QF behaviours Transparency oaccess to records Accountability osaving, evidence, security Collaboration oshared workspaces Innovation osmart views, integrations CILIP 28 Oct 2021 Matthew Platt
- 10. Information Management Operational Excellence To operate efficiently we need an ECM Manages all the data Stores and organizes it in a unified platform Makes it accessible via correct channels Document Management, version control & workflow Information governance Records management Manage the lifecycle of records Security, retrieval, collaboration Storage, Retention and Disposal at Corporate Level
- 11. Challenges and Successes Demonstrating IM through records & information management projects Maman sculpture by Louise Bourgeois QNCC CILIP 28 Oct 2021 Matthew Platt
- 12. The Challenges continue Human factors • Understanding differences and managing expectations • Blurring public with private • ‘Quick wins’ • Time perceptions Changing digital landscape • New MS systems • O365 • MS Teams • MS Azure and Cloud storage • COVID • Technical infrastructure • Competing silos and document management systems • Data management – migration, system integration
- 13. The Successes • Single collaborative platform and repository o managing the information lifecycle o taxonomy and disposition management • Proactive records management o practical projects – reducing hardcopy - scanning and sorting o managing ‘old stuff’ • Arabic characteristics and language where possible • Continuous stakeholder engagement • Aligning IM with QF Behaviours