Creating the Vault

First thoughts

28th April 2010

 What is it?

The Vault – what is it? (1 of 2)

From doc: Output from Insights Tool Workshop 7 April 2010:
What it is:
The place to go to find feedback from the organisation.
One safe place to store any documents which may provide data and clues for our insight process.
A filing system to allow us to tag & search documents and parts of documents.
A growing source of historical data.

Scope - in Concerns
R&M wide Not trying to create new sources of data
Multiple data sources & types (surveys, data, Not separating each document into individual
quotes, observations) data points for storing as separate clues
Ongoing data sources & on-offs are stored Not making sense of content or adding meaning
Kirsty inputs documents & tags manually Not jumping to insights
Store data as whole existing documents
Tag parts of documents
Intuitive & useful search routes
Acts as memory prompt of where to find clues on a
topic
Owned by Kirsty
Secure
Used quarterly to search for inputs for the insights
forum.
Used more frequently to dip in and out to spot
emerging patterns or search for inputs for a one-
off brief.
Quarterly ‘milestone’ summary of key insights
added after insights forum
2
 What is it?

The Vault – what is it? (2 of 2)

From doc: Output from Insights Tool Workshop 7 April 2010:
Option for progress:
Secure web application enabling document upload and tagging using a customised form which prompts for
tags and subtags. You upload the doc, fill in the form using the menus, tag the bits you want – job done!
Need to explore simplest route to tag parts of text rather than whole documents.
Probable tags: Date of creation; Type of data (survey, quote, observation, summary); Source of data
(Populations – with subtag menus; geography – with subtag menu; business – with subtag menu); Theme
of data (all with possible subtag menus: Safety; Performance Culture; Pride and Confidence; Talent and
Capability; D&I; Working together; Simplification and efficiency; Beating the competition).
Always option to select more than one, or a Global / All option

Positives
Focuses on R&M business priorities
Simple, not over engineered
It is a proven solution – a database/file storing
system
Distinct and has its own function and identity
Involves manual input, which is good because it
sticks in your head as you input
It will be a solid foundation to any future capability
It is safe and reliable
We are clear on who it is for and who owns it
It can exist beyond Kirsty
Concerns
It will require set up time and effort
Payback will take time. This will need managing with
and communicating to with business
How do we make our tags smart enough – are they
currently too broad?
We need to spend time getting the first level tags
right and working out what some of the sub tags
are.
Is it too reliant on one person inputting and tagging?
(solution: handover notes or inputting guide created
by Kirsty from outset.)

3
 What are the components?

The Vault – broken into its component

parts
Key components:

View, select & Chart & Interactive

Ingest Search & report
tag drilldown presentations

Getting docs, Read through Keyword search Dashboard & Tool to let you
presentations, files… across categories, charts to let you take reports from
spreadsheets etc. …select the tags, comments quantify incidence the Vault and build
into the Vault important bits… and file content of tags & interactive
Converting them Search results categories presentations
…categorise, tag &
into a format we comment on those allow you to look Drilldown from
can apply tags to bits so they can be at ‘bits’ of files chart into
found later plus jump straight constituent file
into full file excerpts
Reporting tool
allows you to
create excerpts
from all docs
relevant to tag /
category

4
 What are the components?

1. Ingest

What happens… Submit files to the Vault via email

• Getting docs, presentations,

spreadsheets etc. into the Vault

• Attach files from a web-page form

• Or email the Vault… and attach files to

the email

• Server converts Office files & PDFs

Files arrive in a Vault inbox on the homepage
into HTML, a common format to apply
tags to

• Files show up in a homepage Inbox

5
 What are the components?

2. View, select & tag

What happens… Read through files in a browser

• Files rendered in the web browser

• Read through files…

• …select the important bits…

• …categorise, tag & comment on those

bits so they can be found later
Then make selections… a comment & tag box
then appears
• Tags & comments saved with ‘anchor’
to the selected area within the file

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 What are the components?

3. Search & report

What happens… Search will allow you to filter results on tags &
comments vs. full file contents
• Keyword search across categories,
tags, comments and file content

• Search results allow you to look at

‘bits’ of files plus jump straight into full
file

• Reporting tool allows you to create

excerpts from all docs relevant to tag /
category

th i nk this
t
s ty d o e s n’ d
Kir de
is nee

7
 What are the components?

4. Chart & drilldown

What happens… ii) Drill-down on element you want to look at

• Dashboard & charts to let you quantify

incidence of tags & categories

• Drilldown from chart into constituent

file excerpts

i) Chart data

iii) Dive to the detail

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8
 What are the components?

5. Interactive presentations

What happens… Interactive (non-linear) presentations

• Tool to let you take reports from the

Vault and build interactive
presentations

• Use search & filter tools to select

outputs…

• …use pre-defined template to create

presentation??

1…
is N O T part of R
his
NOTE – t
Rollover people to see quote

9
 Project plan

Plan for demo end-June & 1st working system release end of the
Summer
Stage Time

May June July August

User Experience Design Develop Demo Technical Build Pilot >> Live
What happens

• Map all use cases & main • Agree what to demo (24th • Technical briefing to • Pilot launch
user journeys May) developer • Bug fixes, functionality
• ½ day shadowing Kirsty • Technical build • Copy initial codebase tweaks
on Vault tasks (ideally w/c • Demo complete w/c 14th from Sherlock • Finalise and launch
10th May) June to present w/c 21st • Iterative design & build >> release 1
• Select ‘chart & drilldown’ test outputs and feedback
technology
• Define information
architecture (navigation)
• Develop look & feel
• Cut user interfaces
time delivered
What’s

• Updated requirements • ‘Canned’ demo ready to • Working application ready • Release 1 of the
doc be presented for user testing application, tested and
• User interface (screens) bug-fixed

• ½ day w/c 10th May • Use UE meeting time end-May • 2-3 30 min demo tests wks • Test & use system
Kirsty

• 2 x 1 hour meetings / calls (w/c to agree what’s in demo early August

17th & 24th ) to agree UI designs • 2-3 30 min demo tests wks 1-3
June
10
 What If’s WIP tool: Sherlock

We’re
building
Sherlock –
a tool with
a lot of
elements
the Vault
will need

• Insight platforms

• Tags & comments

• File upload & store

• Search

• User profiles &

user security
11
Our experience

Some of the systems we’ve created in the past

Designed and built an Designed and built Designed content

interactive movie agency knowledge commissioning system
database for Turner management system for for the BBC
Classic Movies Vodafone Group

Managed end-to-end Managed design & build of

design & build of Requirements analysis content partner mgt system
C4’s mobile site and design for NHS for Vodafone 12
Trust website
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