Development Organisation


Case Study

Knowledge Audit and Document Management System Market Analysis


Development Organisation

The Challenge

Mango were engaged to perform a knowledge audit and to provide recommendations for future initiatives to improve knowledge and information management.  The Knowledge Audit was required in order for them to understand where their information was located, how it is currently managed, whether supporting systems are meeting their needs and what business and process improvements are required in order to increase information value and minimise risk.

The scope included a review of the existing information management processes and a review of the current ERDMS.  Mango were also invited to perform a market analysis review of new EDRMS solutions and assist in the development of a business case for a new proposed solution/upgrade.

Our Approach

Our team utilised a number of information gathering techniques such as staff surveys, 1:1 interviews, and various workshop formats. From this we delivered a report identifying a number of trends, risks and opportunities as well as a roadmap for implementation. The delivery approach for this engagement followed the PRINCE2 methodology.

Our services included change management; business analysis of current state; identifying interoperability opportunities; defining content and metadata models to enable the discoverability and management of information; development of use cases, proposals, and plans; development of an information architecture (navigation, content structure and organisation); development of a corporate governance framework; market analysis for EDRMS systems; assisted in development of business case for new EDRMS system/upgrade; and development of roadmap and high-level plan for new knowledge management initiatives.

The Outcome

As a direct result of the findings from our review, Mango were further engaged to undertake a document management product selection exercise, and conduct an Intranet refresh (information architecture and content) to enable the current platform to better meet staff information needs. This includes a revised information architecture, governance and page content.

Mango also provided the organisation with a clear roadmap outlining a set of prioritised initiatives to help them remove the information risks associated with an ageing workforce and the associated potential for information leakage. Our support helped build internal capability to be able to implement the required changes.

The engagement provided the executive with clarity around a known but unqualified issue and enabled them to make better informed decisions regarding information management investments.