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The world is changing and that means that there is a demand for new times, significant increases in transformations and the associated need for a platform that helps visualize the change, ensures the collaboration and involvement of all people involved and provides a 360-degree view of your, or your client’s organization. This is also known as the Digital Twin of the organization, a complete visualization of a company’s target operating model.

New times also come with new ways of working. Document cabinets and tree structures are less state-of-the-art. Deep-diving via pictures, models, clickable schemes, and Visio plates and finding your way through the content via clicks is the way to go. Mavim is built that way: forget the tree structure, use the visual “picture” route. Our Mavim Portal and its usage model is structured in a way that thousands of people browse through it from the “Outside – In”: from clients and client use cases, through client engagement teams at an organization, back to the back-end Enterprise Architecture and its teams to facilitate this. Saving lots of time in hundreds of client engagements and within its projects by offering this end-to-end, lightweight platform, to (in the right order):

•    Engage & collaborate with, and deliver to the client
•    Be a single pane of glass within a window for organization’s field operations to their best practices content
•    Be the master library repository for organization’s best practices & process models

This requires a different way of working, a different structure, a different way of creating your cabinets and database layout. Mavim works with the principles of content creation, followed by publication. The publication piece is a fundamental part of how we built our products and think the engagements work. 

The Why

When multiple teams from an organization work on building content or when content is expected to grow at a rapid pace, there is a need to optimize the structure of content to decentralize the refreshment for: 

•    Quicker change management
•    Quicker exposure (publication) 
•    Lesser interdependencies among the teams for refreshing the content 

With the rapid growth in the number of charts, there is an observable impact to the refreshing timelines, along with the new publication being halted due to interdependencies. 

We would like to offer a set of options and methodologies that could be used as a combination for achieving the optimization. 

The Process Library and Creating Industry or Customer Specific Process Models: Tree Structure Optimization

Tree structure optimization can be achieved with modelling the topics by hierarchy. For example:

  • Industry
    • Sub Industry
      • Services

In this structure, the teams working in any layer in a particular industry can package the content per that industry which would be less heavy in publication with lesser dependencies for teams. Components from the process library can be reused especially for building customer specific models quickly. This could be achieved with the coupled copy function. 

Mavim Coupled Copy Function

Goal: to be able to re-use (“mirroring”) certain parts of a Mavim DB from a centrally managed and maintained part in a Mavim DB, like a process library containing many processes (etc.), which are to be used in various industry or customer specific parts (models). So, to create re-usable content once and maintain/change in one place and (re)use it in many other places (industry or customer specific models) within the Mavim DB.

Mavim Version Management

Version management consists of all procedures necessary to work with versions:

  • Generating a read-only selection (series of topics) and (sub)set of coherent information
  • Taken from a Mavim database at a certain point in time\
  • Specific and meaningful to be consumed (viewed and given feedback upon) by certain end-users

 
The information a certain version contains is defined in a version definition.

Versions can be used to:

  • Exchange data between different Mavim databases like export data from a certain Mavim DB and import (and potentially also update) it in another Mavim DB, thus making a (certain part of a) Mavim DB available for others (like customers or a different group of “Mavim Content Creators” etc.).
  • Publish certain data (information) out of a Mavim DB in a Mavim Portal (website).

The most important use of versions is being able to create specific and different (and smaller) versions out of one large Mavim DB.
This is achieved by splitting up the content of a Mavim DB into specific and logical parts, which is more meaningful for a certain audience to view, give feedback on etc, potentially even more meaningful than publishing and sharing all the possible content of a Mavim DB to end users.
These individual parts (versions) will be more manageable and much smaller in size than a version and publication of all the content in a Mavim DB. Thus, the time to generate such a version and to publish it will be much faster. 

Mavim Publications Management

Publications enable the versions to be moved to consumption interfaces like Mavim Portal. The publication is very tightly coupled with the version definition and hence version creation is a critical step which defines the time taken to publish. 

The Logical Next Question is the Navigation of the Industries from a Central Point. How Could this be Achieved?

The functionality of the dynamic links would fit the solution in this case. Details about how to implement Dynamic links can be found here. 

Dynamic link functionality, simply explained, enables the navigation between multiple publications with options of opening the result set in same tab or new tab. 
This functionality would be use full when:
1.    There are multiple publications which would need to be navigated from one starting point. 
2.    There is a logical connection or reference between topics which reside in different publications for e.g., linkages between sales department and purchase department. 
3.    When from the navigational chart there is a requirement to call an external page / website that is not part of Mavim publication, once the structure is designed, then the next steps would be version and publication management.

We will work with your team to achieve the most optimum “table of contents” like a landing page. 

Proposed Approach

 

Explanation of the above structure:

  1. Follow a specific naming convention, like using a specific prefix for industry content root for every industry. This would help in differentiating the publication.
  2. Each industry would be a separate publication definition and independent. 
  3. Create a common navigation publication containing only the navigational map or visual with the connection between the publications formed via Dynamic links. 
  4. The functionality of dynamic links would navigate from the navigation publication to individual reference models. 
  5.  To keep the naming consistent for the end user after every publication, the alternate name in the publication screen should be leveraged. 

Following the above steps would help achieve quicker refresh times and fewer dependencies. 

Written by Mavim Value Engineers: Shrikanth Balla, Ronald Vendel, Bram Hirsch 

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