Elite
Meridio Training – Consulting
1
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.
2
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.
3
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?
4
Overview of Meridio
• 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.
5
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
Increased Collaboration
• All documents and
correspondence will be
in one place
• Team members can
more easily support
each other in response
to client requests
Consistent Document
Management
• Access to updated, user
friendly working
practice guidance
• During the
engagement, managers
can easily review
engagement documents
6
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
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
7
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
Document Retention
• Document retention can
be managed more easily
such that documents will
be retained and disposed
of in accordance with
regulatory guidelines
Project Unity: Unique opportunity to improve:
• The working environment
• Technology
• How we work within our space
Professionalism
• A clear, professional
environment through
clearer desks, in line
with Project Unity’s new
ways of working
8
Collaborative
Working
Accessing Meridio
Meridio/Document Management
headings - within the menu bar
New Toolbars
Meridio Fileplan
9
Document Management Toolbar – Firm wide
10
Consulting Specific Toolbar
11
Add for
Document
Review
Submit for
Document
Review
Add a
document to a
list for review
Submit one or
more
documents for
review
Add for
Knowledge
Exchange
Add document
to be submitted
to Knowledge
Exchange
Submit for
Knowledge
Exchange
Create
Standard
Folders
Submit
document to
Knowledge
Exchange
Create Service
Line specific
folder sets
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
12
Meridio and the Engagement Lifecycle
Emails and client
correspondence are
now saved in a
shared fileplan
13
©2007 . Private and confidential
The Meridio Fileplan
Client (shared by the Firm)
Automatic
set up
WBS1 (shared by the
engagement)
WBS2 (shared by
the team)
Manually
set up
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Document Storage
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.
15
©2007 Deloitte & Touche LLP. Private and Confidential
Engagement Start Up Guidance
Engagement
Manager’s
responsibilities
• 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.
Naming convention for standard folders
The name for the standard folders should be ‘[client name] [project name] [task description]’
[Client Name]
[Project name & time/
phase if included]
[Task Description]
Taken from SAP
Taken from WBS1
Name
Optional
• 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.
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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
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©2007 Deloitte & Touche LLP. Private and Confidential
Key concepts in
document
management
•
Access Permissions
•
Classes and Folders
Access Permissions
Manage
Manage -- create
create and
and modify
modify the
the folder
folder structure
structure and
and permissions
permissions
Amend
Amend –– create,
create, save
save and
and modify
modify document
document content
content
Read
Read –– see
see the
the fileplan
fileplan but
but not
not able
able to
to edit
edit content
content
Prohibit
Prohibit –– denies
denies users
users permission
permission to
to see
see the
the fileplan
fileplan or
or access
access content
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
20
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
Folder
Class
Folder
Class
Class
Class
Folder
Class
Folder
21
Folder
Classes and Folders quiz
• Which of these are possible combinations and why?
F
C
C
C
C
F
C
No – A class can’t contain a mixture
of folders and classes
No – A class can’t contain
documents
F
C
F
F
F
F
22
Yes – classes can contain folders
and folders can contain documents
F
No – A folder can only contain
documents
My Workspace
Guided demonstration
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
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Working with
documents (1)
Guided demonstration
• Saving documents into the fileplan
Types of
Documents
Documentation stored in Meridio
Engagement Records
• 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.
Including: minutes of meetings
and telephone conversations,
documentation of our conclusions,
budgets, referral instructions,
project plans, deliverables etc.
DEANs
(Drafts, Engagement Administration & Notes)
• Documents prepared during an engagement but
which are not intended to form part of the
engagement record.
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.
• Engagement Records should be saved in Meridio.
• DEANs may be saved to Meridio and should be deleted at the end of an
engagement.
27
What should be stored in Meridio?
Save as work in progress
and end product:
Save only the end product:
• Linked documents
• Documents, emails and
scans of hard copies
relating to client engagement
work
• Integrated Service Line
specific applications
• Databases
Issue fix: Powerpoint templates - save twice from within the application
28
Key concepts in
document
management
•
Documents and Records
Document version control
How to version your documents
You will need to understand the difference between “Major” and “Minor”
versions, and “Records” to categorise your documents correctly.
Records
Major versions
Minor versions
Typically
working and review drafts
which have not been
sent to the client.
30
‘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.
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.
Documents and Records
0/
1
Create document, save as Minor version 0/1
0/
2
Edit document, save as Minor version 0/2
1/
0
Edit document, send to Client as Major version 1/0
Client approves document version 1/0
Document final, declare as Record
31
Working with
documents (2)
Guided demonstration
• Opening documents from the fileplan
• Working with emails
• Deleting documents
• Searching
• Check Out/In process
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?
33
Working
Offline
Guided demonstration
- Offline Synchroniser
Working offline
Using the right functionality
Check Out
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.
35
Offline Synchroniser
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
Local scanning on multi-functional devices
37
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?
38
Models of
Working
• Mode Switcher
• Models of Working
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
40
Models of Working
Scenario
Green
In the office
Work in Meridio using the ‘Normal
mode’ option.
High speed
remote
connection
Intermittent or
slower remote
connection
No connection
41
Work in Meridio using the ‘Normal
mode’ option and ‘Check Out’
documents to edit.
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
‘offline synchronising’ the
documents required when a
connection is available.
Amber
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.
Work with Meridio using the
‘Standalone mode’ option and use
the ‘web client’, if possible to
access documents.
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
Connectivity Decision Tree
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.
Connectivity Decision Tree
Are you working from a
Deloitte office?
• Meridio is integrated with Outlook
Yes
• Emails can be dragged and dropped
• Documents can be edited live
No
Does the Client site have
a fast, reliable internet
connection?
Yes
Use Meridio in
NORMAL mode
(Preferred)
Standalone Mode
• Meridio is separated from Outlook
No
Does the client site have
an intermittent internet
connection?
Normal Mode
Yes
• Emails can be dragged and dropped
Use Meridio in
STANDALONE mode
• Documents much be checked out, or offline
synched
No
Use Meridio
WEBCLIENT
Webclient Mode
• Meridio is accessed through the internet
Team saves locally, then
uploads to Meridio when
possible (least Preferred)
43
• There are some important differences in
functionality - users should review the
detailed guidance
©2007 . Private and confidential
Web Client
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
Fileplan
structure
No Outlook toolbars
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
45
Engagement
Closure
Engagement Closure
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.
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.
47
©2007 Deloitte & Touche LLP. Private and Confidential
Importantly Elite provides engagements with the
ability to directly contribute all re-usable knowledge
toStepthe
KX
1
• Why - Elite will only maintain
information for a limited time so it is
important that any re-usable assets
are contributed to the KX
Add For KX
• When - At Engagement Closure or
when phases of an engagement
have been completed all re-usable
knowledge should be contributed to
the KX
Step 2
Submit For 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
48
©2007 Deloitte & Touche LLP. Private and Confidential
Next Steps
Summary
New Ways of Working
• You will use Meridio for all client
• You will have access to a complete
documents (with the exceptions
client engagement file stored in
noted earlier)
one location
• 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
50
Benefits
• 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
Support Channels and Feedback
1
Support: Reference Guide, Consulting Change Agents
Network (all on the Elite intranet)
2
Meridio Option on UK ITS Service desk: (Option 2 on
x77777), Troubleshoot & provide support via phones 07:3019:00
3
More Information: Elite intranet (and training page) found
under “About Us” on the Deloitte homepage
Meridio Core Functionality: The SAP feed, Outlook interface,
Creating and saving documents, version control, e-mails, and
searching within Meridio
4
51
Feedback: Please email
ukconsultingelitefeedback@deloitte.co.uk
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
52
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
53
Next Steps
Engagement
Managers
• 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
54
All
• 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
55