Many customers are thinking about finding and implementing a search solution for a particular department. Be aware in advance that a technology can not only be of great use to a single department. For example, an internal user helpdesk also benefits from a search solution as well as a customer support, in which various data sources are also used for solving the problem. A vendor that provides client capability saves a separate purchase, providing both departments with increased productivity and increased customer service quality.
1. Looking beyond the box
Cintellic Consulting Group
2. Combine forces and join forces
Create a common team across your own department to achieve the best possible synergies. In common workshops and discussions, there are often other approaches that make the project successful. Consider the possibility of parallelizing processes in the project. This primarily concerns the provision of internal resources, such as the development of a development environment, a test system or legal issues.
3. For each pot the appropriate lid
When choosing a provider, the question is often whether an open source software (OSS) or standard software is to be purchased. OSS is gaining in importance in a wide range of areas and can be a possible alternative. Consideration should be given in this context to the cost-effectiveness, since the licensing fees often can impede a higher implementation effort.
4. Include key users
In our experience it is important to integrate the later users into the tool selection at an early stage. This starts with a rough definition of the requirements, the relevant data sources and the current search behavior and goes through the entire selection until the later AcceptanceTest. In this way, the expectations of the tool can be reconciled again and again, and on the other hand a prioritization of the necessary data sources can be carried out
Not every information is intended for all eyes. This is why it is all the more important to think about the security mechanisms at an early stage and to question this critically at the suppliers. This includes points such as the support of existing rights and user systems (AD / NTFS / LDAP), single sign on, or the encryption for accesses, transmission paths or the index file itself. The provider should also provide appropriate data protection. As has been shown in previous projects, the early integration of company-internal IT security contacts is also of great advantage since there are different security standards which the future product must meet according to the company.
Provide an overview of the data sources to be integrated at an early stage. This should include both the number of documents or entries in a database, as well as the expected amount of data, on the basis of which various license models of the providers are often based. In this process, you should also define the importance of the individual data sources together with the later users in order to begin, for example, the connection of the most relevant sources. This is a quick way to create a solution that provides the most important information.
Often the "substructure" of a search engine between the providers differs only insignificantly. It is important to determine what additional benefits can be created by processing the indexed data.
The introduction of a search engine also always offers the possibility to centralize distributed data sources and thus reduce the effort to administer different systems. In the context of an analysis process, for example, it may be advantageous for the collected information to be stored in a uniform system. Therefore, different manufacturers also offer the possibility to store documents in a document management system in addition to the search function. In addition to a pure search engine, you also benefit from editorial features, such as workflows for editing documents or a versioning system.
Make use of trade fairs or congresses to exchange ideas and to benefit from contacts. Many of our clients were already faced with the challenge of coping with the flood of information. Discuss possible references with the providers and try to get in contact with the former customers. In this case, you may have the opportunity to experience the tool directly in the field. In this way, you can already estimate whether it is suitable for you.
The introduction of a new tool also entails risks when integrating into the system landscape. Also, the usability is difficult to judge from "paper". One way to reduce risks is therefore to carry out a proof-of-concept along with a small number of vendors. This makes it possible to check whether the described functions are actually implemented. The future users can also check whether the operability corresponds to the expectations. This is not least an important criterion for the acceptance of the solution. Typically, some core functionalities are provided within the framework of such a prototype, which offer the greatest benefit.
In order to check the success of the project, it is sensible to think about measured variables at an early stage and to decide them together. Measuring points for the introduction of a search solution can be, for example, the reduction of the search time or the reduction of the training time of new employees. A comparison between the initial situation before the introduction of the tool and the time needed after the implementation gives you a first start.
These results are not only interesting as a tough benchmark for the project or the business case, but can also be used to promote the tool. Often, only a small group of key users are used who later use the tool. A time-saver can also motivate other employees to use the tool and no longer have to manually search for documents.
5. Security
6. Define data sources
7. Evaluate value of providers
8. Looking at the neighbors
9. Risk minimization
10. Motivate and measure
No comments:
Post a Comment