Meridio Training – Consulting

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Meridio Training – Consulting

Elite

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Course objectives

By the end of this training session you will:

• Understand why the Elite programme is being introduced to the Firm• Know the key concepts of the Meridio document management system• Understand how clients and engagements are set up and accessed in

Meridio• Know the Meridio Engagement Lifecycle from Pre-engagement through

to Engagement closure• Be able to create Standard folder structures for your engagement• Understand the new Scanning solution• Work with documents and emails within Meridio• Be able to work offline• Know what you need to do on returning to the office.

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Elite Context

• Elite involves new ways of working which will make our working lives easier. Meridio is a simple and intuitive system which uses Outlook.

• This session covers Meridio basics and generic Consulting policies and procedures. It does not cover operating unit specific working practices.

• Risk Representatives from each service line have been working with PPG to define firm wide policies and procedures. Consulting guidance has been agreed and web-enabled.

• A Consulting Change Agent Network has been set up to support the move to Meridio. The Change Agents will, over the next few months, be able to assist you with any working practice related questions that you may have at a local level.

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Document Management – our current state

• How many emails does the Firm produce every year?

• How many documents do we create?

• Where do we store this information?

• How easy is it to find the latest version of a document?

• What problems do we face when a document is only available in hard copy?

• How well do we follow our responsibilities to archive and retain documents in accordance with best practice and regulations?

• How many documents did approximately 130 people add over the 5 months of the Consulting pilot?

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• Meridio will be used as the new document management system for the UK Firm which require new ways of working with client documentation.

• Meridio will be accessible through Microsoft Outlook and integrated with commonly used applications such as MS Word, Excel and PowerPoint

• Documents can be taken offline for editing

• An new scanning solution will allow hard copy documentation to be scanned and saved electronically

Meridio will allow engagement teams to maintain a complete electronic client file, accessible by all members of the team.

Meridio is for client documentation only.

Overview of Meridio

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What benefits will Elite bring?

Elite will address current inefficiencies by providing a consistent way to manage our documents, supported by leading edge

technology. This will allow practitioners to spend more time on value add activities

• All documents and correspondence will be in one place

• Team members can more easily support each other in response to client requests

Increased Collaboration

• Access to updated, user friendly working practice guidance

• During the engagement, managers can easily review engagement documents

Consistent Document Management

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Electronic Green File

• Paper documents can be scanned and emails saved into the system to ensure there is a complete client engagement file

• Engagement Managers and Partners can respond easily to internal or external audits

• Engagement Managers can initiate document housekeeping throughout the engagement

• At the close of an engagement the green file is already in place

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Document Retention

• Document retention can be managed more easily such that documents will be retained and disposed of in accordance with regulatory guidelines

• A clear, professional environment through clearer desks, in line with Project Unity’s new ways of working

Professionalism

Project Unity: Unique opportunity to improve:• The working environment• Technology• How we work within our space

Qual

ity

&

Tal

ent Agen

da Flexib

le

Environ

men

t

Collaborative

Working

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Accessing MeridioMeridio/Document Management headings - within the menu bar

New Toolbars

Meridio Fileplan

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Document Management Toolbar – Firm wide

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Consulting Specific Toolbar

Add for Document

Review

Add a document to a list for review

Submit for Document

Review

Submit one or more

documents for review

Add for Knowledge Exchange

Add document to be submitted to Knowledge

Exchange

Submit for Knowledge Exchange

Submit document to Knowledge Exchange

Create Standard Folders

Create Service Line specific folder sets

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Meridio Menu

Check Out / Check In

Take a copy on to your local hard drive for editing

Access control

Check who has access to a folder

Version History

Access previous versions of a document

Properties

Find out more about a document

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Meridio and the Engagement Lifecycle

Emails and client correspondence are

now saved in a shared fileplan

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The Meridio Fileplan

WBS1 (shared by the engagement)

WBS2 (shared by the team)

Document Storage

Client (shared by the Firm)

Automatic set up

Manually set up

©2007 Deloitte & Touche LLP. Private and Confidential15

Pre-engagement Fileplan Area

Used for client-related pre-engagement documents until:

• WBS code set up and key documents moved to the engagement fileplan area.

• The bid is lost and key information is moved to the KX or relevant client level folder.

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Engagement Start Up Guidance

Naming convention for standard foldersThe name for the standard folders should be ‘[client name] [project name] [task description]’

• An example would be “ING CASTph1 Organisation Design”, where “ING” is the client name, “CASTph1” is the name and phase of

the project, and “Organisation Design” is the Task description.

[Client Name][Project name & time/

phase if included][Task Description]

Taken from SAP Taken from WBS1 Name

Optional

• Agree and create WBS2 standard folders for the engagement.

• Set appropriate permissions for the engagement team.• Ensure that only appropriate people have permissions to

folders.• Identify other WBS2s that exist under a WBS1 (using

SAPphire) and determine ways of working.• Determine whether separate or combined filing areas are

appropriate where multiple WBS2s exist.• Ensure the relevant pre-engagement documents/folders

have been added to the appropriate level in the file-plan.

Engagement Manager’s

responsibilities

Setting up a fileplan

Demonstration


Creating the engagement fileplan

• Highlight the WBS2 level class

• Select Create Standard Folders on the service line specific toolbar

• Set permissions, and name the standard folder set

• Move the pre engagement folders into this area

Key concepts in document management

•Access Permissions•Classes and Folders

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Access Permissions

Amend – create, save and modify document contentAmend – create, save and modify document content

Manage - create and modify the folder structure and permissionsManage - create and modify the folder structure and permissions

Read – see the fileplan but not able to edit contentRead – see the fileplan but not able to edit content

Prohibit – denies users permission to see the fileplan or access contentProhibit – denies users permission to see the fileplan or access content

• Manage permissions are automatically assigned to:– Six people named in SAPphire

– Billing Partner, Engagement Partner, Engagement Manager, up to Three proxies

– Anyone setting up a pre-engagement fileplan

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Classes and Folders

• Classes can only contain classes or folders but not both• Folders can only contain documents• Documents are always saved at the lowest level of the structure

ClassClass

FolderFolder

FolderFolder

FolderFolder

ClassClass

ClassClass

ClassClass

ClassClass

FolderFolder

FolderFolder

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Classes and Folders quiz

• Which of these are possible combinations and why?

FF

CC

CC FF

FF

CC FF

CC

CC

CC

FF

FF

FFFF

No – A class can’t contain a mixture of folders and classes

No – A class can’t contain documents

No – A folder can only contain documents

Yes – classes can contain folders and folders can contain documents

My Workspace

Guided demonstration

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Fileplan shortcuts in My Workspace

• Use My Workspace as a shortcut to commonly used locations• Never move to My Workspace – always right click and copy• Remove links by deleting them from My Workspace

Working with documents (1)


• Saving documents into the fileplan

Types of Documents

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Engagement Records DEANs(Drafts, Engagement Administration & Notes)

• Documents that evidence our work or our conclusions.

• Documents that are the results of our work• Documents that demonstrate that our work

was properly planned, executed and controlled.

• Documents that relate to key routine administrative matters that need to be retained as part of our record of work or for future reference.

• Documents prepared during an engagement but which are not intended to form part of the engagement record.

Including: minutes of meetings and telephone conversations,

documentation of our conclusions, budgets, referral instructions, project plans, deliverables etc.

Including: Routine internal communications of an

administrative nature (e.g. room bookings, travel arrangements etc.), review notes, superseded mark ups and working drafts, discursive email ‘conversations’ exploring alternative actions.

Documentation stored in Meridio

• Engagement Records should be saved in Meridio.• DEANs may be saved to Meridio and should be deleted at the end of an

engagement.

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What should be stored in Meridio?

Save as work in progress and end product:

• Documents, emails and scans of hard copies relating to client engagement work

Save only the end product:

• Linked documents

• Integrated Service Line specific applications

• Databases

Issue fix: Powerpoint templates - save twice from within the application

Key concepts in document management

•Documents and Records

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Document version controlHow to version your documents

You will need to understand the difference between “Major” and “Minor” versions, and “Records” to categorise your documents correctly.

Minor versions

Typicallyworking and review drafts

which have not been sent to the client.

Records

Records can not be deleted, edited or moved and only

Major versions can be made a record.

Documents should be declared as a

‘Record’ when it has been reviewed, approved and

finalised.

Major versions

‘Major’ versions will represent a defined stage in a document’s development that we want to retain in our

client file.

All externally sent versions of a document are ‘Major’

and also the final version of an internal document.

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Documents and Records

0/10/1

0/20/2

1/01/0

Create document, save as Minor version 0/1

Edit document, save as Minor version 0/2

Edit document, send to Client as Major version 1/0

Client approves document version 1/0

Document final, declare as Record

Working with documents (2)


• Opening documents from the fileplan

• Working with emails

• Deleting documents

• Searching

• Check Out/In process

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Working with documents recap

• What permissions do you need to set up the engagement fileplan?

• How can you add an individual folder to the fileplan?

• How can you check which individuals have manage rights on your project?

• Why might you choose to keep a document locked?

• How can you break a lock on a document?

• How can you access previous versions of a document?

Working Offline

Guided demonstration- Offline Synchroniser

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Working offlineUsing the right functionality

Check Out Offline Synchroniser

Use the “Check Out” function where:• You only need access to a small

number of documents • You are able to identify the

documents you need in advance• You need to ‘lock’ documents to

prevent others from editing at the same time.

Use the “Offline Synchroniser” function where:

• You need a local copy of the file-plan structure to store new documents and emails temporarily whilst offline.

• You need to see a large number of documents, but will only edit a small number.

• You are unable to identify the documents you require in advance

• You do not need to ‘lock’ documents to prevent others from editing at the same time.

• You do not have access to the Deloitte Network for a significant length of time i.e. a number of days.

Scanning

• Scan Request Form

• Central scanning

• Local scanning

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Local scanning on multi-functional devices

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Recap

• How can you search for a document?

• How can you retrieve a document that you have deleted by mistake?

• How can you search for a folder?

• How could you attach a Meridio document to an email?

• When would you use check out/check in to edit a document?

• How can emails be saved into Meridio?

Models of Working

• Mode Switcher

• Models of Working

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Meridio Mode Switcher

• The integration of MS Word, Excel and Powerpoint with Meridio can temporarily be removed, allowing you to work with these applications independently of Meridio. You can edit any of your Meridio documents, but you will need to check them out and check them in to do so.

• In order to do this, Meridio can be switched between Normal Mode and Standalone mode.

• Ensure all other applications are closed when switching modes.

Meridio Normal Mode

Right click to switch modes

Meridio Standalone Mode

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Models of Working

Scenario Green Amber

In the office Work in Meridio using the ‘Normal

mode’ option.

Work in Meridio using the ‘Normal mode’ option and ‘Check Out’

documents to edit. High speed

remote connection

Work in Meridio using the ‘Normal mode’ option and ‘Check Out’

documents to edit.

Work in Meridio using the ‘Standalone mode’ option and ‘Check Out’ documents to edit.

Intermittent or slower remote

connection

Work with Meridio using the ‘Standalone mode’ option, ‘offline

synchronising’ the documents needed for reference and ‘checking

out’ documents to edit.

Work with Meridio using the ‘Standalone mode’ option and use

the ‘web client’, if possible to access documents.

No connection

Work with Meridio using the ‘Standalone mode’ option and

‘offline synchronising’ the documents required when a

connection is available.

Work with Meridio using the ‘Standalone mode’, ‘offline

synchronising’ the documents needed for reference and ‘checking

out’ documents to edit when a connection is available.

Connectivity Decision Tree

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Are you working from a Deloitte office?

Does the Client site have a fast, reliable internet

connection?

Does the client site have an intermittent internet

connection?

Team saves locally, then uploads to Meridio when possible (least Preferred)

Use Meridio inNORMAL mode

(Preferred)

Use Meridio in STANDALONE mode

Use Meridio WEBCLIENT

Yes


Yes

Yes

No

No

No

• Meridio is integrated with Outlook• Emails can be dragged and dropped• Documents can be edited live

Normal Mode

• Meridio is separated from Outlook• Emails can be dragged and dropped• Documents much be checked out, or offline

synched

Standalone Mode

• Meridio is accessed through the internet• There are some important differences in

functionality - users should review the detailed guidance

Webclient Mode

Finding the right model of working will be a key decision and will depend on your connectivity and the type of applications being used. A number of complex applications are currently not compatible with Meridio and Standalone Mode should be used.

Web Client

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Web Client

• The Meridio Web Client can be used when practitioners are working remotely with an intermittent or slower connection to the Deloitte network.

• To access the Meridio Web Client you type “Meridio” into the address bar of an Internet Explorer Window.

Web page format No Outlook toolbars

Fileplan structure

The Web Client does not have the full functionality of the Outlook client. The following functions are not available:

• Manage Security• Create Standard Folders• Add/Move/Delete Folders• Workflows

Engagement Closure


Engagement Closure

Retention Periods• The pre-engagement area has a retention period of 12 months from initial creation. After

12 months, all documents or Records left in the pre-engagement area are disposed of.• The relevant retention period for Consulting is generally 8 years, whoever initiates the

engagement closure will be asked to confirm this.• Meridio provides the Tidy Engagement function.

Engagement Manager's Responsibilities

Send 'tidy engagement' email one week prior to initiating the engagement closure process.

Monitor and recall 'checked out' documents. Initiate the engagement closure process. Use judgement to determine whether outstanding documents should be 'checked

in', accepted as the latest version or deleted. Approve discarding of DEANs. Approve documents to go to KX through the workflow. Review/confirm the retention schedule. Ensure the Hardcopy Index is completed and saved in the fileplan.


Importantly Elite provides engagements with the ability to directly contribute all re-usable knowledge to the KX

• Why - Elite will only maintain information for a limited time so it is important that any re-usable assets are contributed to the KX

• When - At Engagement Closure or when phases of an engagement have been completed all re-usable knowledge should be contributed to the KX

• What – Coordinate with knowledge leader/champion and engagement manager which deliverables should be contributed

• How – Once contributed all knowledge should be reviewed in contributor’s “Draft Documents” within the KX, tagged appropriately and linked to relevant Qual

Add For KX

Submit For KX

Step 1

Step 2

Next Steps

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Summary

• You will have access to a complete

client engagement file stored in

one location

• You will be able to easily identify the

latest version of a document

• You will be able to locate documents

quickly and easily through a logical

file structure

• Increased collaboration and

sharing of information

• Improved risk management and

compliance

• You will use Meridio for all client

documents (with the exceptions

noted earlier)

• Individuals with “Manage” access

will need to set permissions and

standard folders

• You will save emails (both sent and

received) relating to client

engagements into Meridio

• You will need to be conscious of the

impact of locking documents for

editing

New Ways of Working Benefits

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Support: Reference Guide, Consulting Change Agents Network (all on the Elite intranet)

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Meridio Core Functionality: The SAP feed, Outlook interface, Creating and saving documents, version control, e-mails, and searching within Meridio

More Information: Elite intranet (and training page) found under “About Us” on the Deloitte homepage

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Meridio Option on UK ITS Service desk: (Option 2 on x77777), Troubleshoot & provide support via phones 07:30-19:00

Support Channels and Feedback

4 Feedback: Please email [email protected]

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How to access the Consulting Change Agents Network• Deloitte Home Page• About us• Elite Programme• Change Agent Network (LHS)

How to access the Consulting Meridio Reference Guide

• Deloitte Home Page• About us• Elite Programme• Consulting (LHS)• Meridio Training• Consulting Meridio Reference Guide

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How to access the Consulting Working Practice Guidance

• Deloitte Home Page• About us• Elite Programme• Consulting (LHS)• Working Practice Guidance• Consulting Meridio User Guide

The following will also be available though the intranet site:

• Step by Step MFP Scanning Guide• Engagement Manager Pack• Laptop maintenance guide

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Next Steps

Engagement Managers

All

• Set up WBS code in SAP, complying with naming convention

• Set up permissions in Meridio

• Set up folder structure• Define ways of working and

communicate to project team

• Migrate green file documents

• Familiarise yourself with Meridio functionality

• Understand the ways of working and folder structure

• Start adding emails and documents to the fileplan

• Ensure you have a SecureID token as you will need to be connected on Neoteris through enhanced mode: please request from UKITS

Meridio Training – Consulting

Documents

Transcript of Meridio Training – Consulting