Presentation on theme: "Elite Meridio Training – Consulting Trainer:"— Presentation transcript:
1Elite Meridio Training – Consulting Trainer: Introduce yourself and CAN co-trainerElite is a firm-wide programme to improve the way we handle our client documentation. It has three components: a document management system called Meridio; new ways of working in the Firm; and a scanning solution.It is not designed to give you the detail of every piece of functionality. Instead it will show you the basics, step by step, and where to go to find out more.The session will be an interactive mixture of talking, demonstrating, questioning and an opportunity for you to use the laptops to try some of the key features.
2Course objectives By the end of this training session you will: Understand why the Elite programme is being introduced to the FirmKnow the key concepts of the Meridio document management systemUnderstand how clients and engagements are set up and accessed in MeridioKnow the Meridio Engagement Lifecycle from Pre-engagement through to Engagement closureBe able to create Standard folder structures for your engagementUnderstand the new Scanning solutionWork with documents and s within MeridioBe able to work offlineKnow what you need to do on returning to the office.TrainerNB – Meridio is for CLIENT DOCUMENTATION,(not propositions, offerings, communities, etc. These can stay on the K: Drive or KX)
3Elite ContextElite 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.CAN Supporting Information:Examples of new ways of working that will make our lives easier: electronic green file, version control, etc.Core to Elite is defining new ways of working and enabling practitioners to use the system in a way that makes our working lives easier.Meridio is built into Outlook, making it intuitive and easier to work in, as this is the application we use most widely for our day to day work.This training will cover:Meridio functionalityConsulting policies and proceduresNew working practicesRisk Representatives from each service line have been working together with PPG to define the Firm Wide and Service Line specific policies and procedures regarding how we will be using Elite.A Consulting Change Agent Network has been set up to support the move to Meridio. Change Agents will:Be involved in co-delivery for the first few weeksBe on hand to answer questions about working practicesFacilitate feedback between the users and the Elite programmeHelp embed the new ways of working and Meridio into ConsultingTrainer:Give a good overall on the context of Elite for Consulting and how the firm wide policies and procedures have been agreed.The Change Agent Network – will be able to answer your Working practices questions. How to find out more about the CAN’s, will be discussed nearer the end of the session and will tell you where to go on the intranet to know who your CAN’s are.
4Document Management – our current state How many s 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?CAN Supporting Information:Briefly summarise this slide with a few questions, making the delegates aware of our current way of working.Answers:Over half a billionIt is hard to quantify how many documents we create, as documents are stored in various locationsK:Drive, Memory sticks, Local hard drive, Outlook personal folder, e-rooms etc.This can be problematic, as people often don’t save the latest version of their document to the K:drive.This causes problems when needing to edit the document or search the content on the document. It is also expensive due to storage.We don’t always follow best practice and aren’t all aware of the regulations around storing documentation.29,869 documents.
5Meridio is for client documentation only. Overview of MeridioMeridio 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 PowerPointDocuments can be taken offline for editingAn new scanning solution will allow hard copy documentation to be scanned and saved electronicallyMeridio will allow engagement teams to maintain a complete electronic client file, accessible by all members of the team.Meridio is for client documentation only.Trainer:NB – Meridio is for CLIENT DOCUMENTATION,(not propositions, offerings, communities, etc. These can stay on the K: Drive or KX)A brief Overview of Meridio, to give delegates a good idea of what Meridio is all about.Tax has already completed training and is using the system.
6What 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 activitiesAll documents and correspondence will be in one placeTeam members can more easily support each other in response to client requestsIncreased CollaborationAccess to updated, user friendly working practice guidanceDuring the engagement, managers can easily review engagement documentsConsistent Document Management
7What 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 activitiesElectronic Green FilePaper documents can be scanned and s saved into the system to ensure there is a complete client engagement fileEngagement Managers and Partners can respond easily to internal or external auditsEngagement Managers can initiate document housekeeping throughout the engagementAt the close of an engagement the green file is already in place
8What 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 activitiesProject Unity: Unique opportunity to improve:The working environmentTechnologyHow we work within our spaceTalent AgendaQuality &EnvironmentFlexibleCollaborativeWorkingDocument RetentionDocument retention can be managed more easily such that documents will be retained and disposed of in accordance with regulatory guidelinesA clear, professional environment through clearer desks, in line with Project Unity’s new ways of workingProfessionalism
9Accessing Meridio Trainer: Meridio/Document Management headings - within the menu barNew ToolbarsTrainer:Get delegates to look at their screens at this point, and navigate them around the extra Meridio features now incorporated into Outlook.Meridio Fileplan
10Document Management Toolbar – Firm wide Trainer:At a very high level, cover the features available on this Meridio Firmwide toolbar and mention that we will be covering some of these features throughout the training session.Remember that you will need to have Manage rights (the highest level of Permission) in order to perform a lot of the actions on this toolbar.Talk through “Create Pre-engagement” and how this is used if a client/engagement hasn’t yet been set up in Sapphire, therefore it hasn’t come across into Meridio. Documents will need to be stored within Meridio in the mean time, and therefore a Pre-engagement fileplan can be set up
11Consulting Specific Toolbar Add for Document ReviewAdd a document to a list for reviewSubmit for Document ReviewSubmit one or more documents for reviewAdd for Knowledge Exchange Add document to be submitted to Knowledge ExchangeSubmit for Knowledge ExchangeSubmit document to Knowledge ExchangeCreate Standard FoldersCreate Service Line specific folder setsTrainer:This toolbar is Service Line specific to Consulting. If you want to add or remove any of the service line toolbars, right click on any toolbar button and select/deselect the necessary Meridio Service Line toolbar. You will not automatically have the Consulting toolbar, and will therefore need to right click and select it.Briefly explain the add and submit for document review (which replaces a lot of our paper based process of review) as well as add and submit for Knowledge exchange.CAN Supporting Information:Submit to KXAt regular intervals and in particular at the end of a bid or an engagement, documents whose content can be re-used for other engagements or bids (deliverables, quals, case studies, job resumes etc) should be sent to KX using the Meridio ‘Submit to KX’ workflow. Prior to doing so, practitioners should check any specific confidentiality obligations in the contract and obtain Engagement Partner’s approval.The ‘Submit to KX’ workflow only performs the first stage of the process by adding the documents to KX as drafts. Practitioners should then log onto KX to add any meta data required and before final submission.Document review and approvalBefore delivering a document to a client, it is essential that systematic and thorough reviews are carried out and relevant approvals obtained. The Meridio review workflow should be used to capture the audit trail required to evidence that reviews have taken place. This workflow is aimed at capturing the process not the comments on the document under review.Review comments will continue to come through manuscript mark ups of hard copy documents or electronically. It is recommended that those comments are discarded once incorporated in the final draft. Only the final consensus should be retained in the form of a Major or Record if sent to client.It is important that evidence of document approval is stored in the fileplan as an ER.It is recommended that one document be submitted at a time as there is only one outcome from the process.Remember to ensure that reviewers have at least Read access to the documents to be reviewed.It is the responsibility of the practitioner to close the workflow once all responses have been received.The engagement Quality Management Plan should define the specific process to be followed (not all reviews will require the use of the Meridio review workflow) and the people involved in reviews and approvals.Important note: To ensure the latest version of a document is sent to the workflow you must ensure that Meridio is refreshed. This is achieved by clicking on a different folder in the fileplan to force a refresh, an automatic refresh occurs every three minutes.
12Meridio Menu Check Out / Check In Take a copy on to your local hard drive for editingAccess controlCheck who has access to a folderVersion HistoryAccess previous versions of a documentTrainer:Think of the Meridio Menu as a “right-click” feature. As you can’t right click on documents, you will select documents from the fileplan and click on the Meridio menu.We will be covering these 4 features in more detail as we go through the course today.PropertiesFind out more about a document
13Meridio and the Engagement Lifecycle s and client correspondence are now saved in a shared fileplanCAN Supporting Information:Talk through the Engagement lifecycle and how it is set up in Sapphire and comes across into Meridio.Pre-engagement area is very important for Consulting, perhaps more so than other SL’s.Meridio should be used throughout the engagement lifecycle from set up to close. Meridio functionality and working practices have been designed to cover each stage.Pre-engagement (covered in more detail later):Any pre-engagement documents created before a SAP code is set-up can be stored in Meridio within the Pre-engagement area of the fileplan before an engagement has officially been set up. The pre-engagement area has its own fileplan area which will be covered in a later section. The information coming across from TOP is not automatic, nor is the folder creation.Engagement Start-up (covered in more detail later):Once the engagement has been set up in SAPphire, the fileplan structure for the engagement i.e. the WBS1 and WBS2 levels are automatically created in Meridio overnight. The Engagement Manager will need to manually set up a fileplan and assign permissions. This can be delegated to another member of the team.Working with documents:Once the fileplan is set up in Meridio, documents, s and scanned hard copies can saved to the fileplan. Any key engagement records contained within the Pre-engagement folder can be moved into the Engagement fileplan at this point.Remote Working:Practitioners who are working remotely can save s and documents to the Meridio fileplan, whenever they are able to connect to the Deloitte network using enhanced connection via Neoteris. Documents can also be checked out of the fileplan to work on remotely.Engagement Closure (covered in more detail later):Engagement Closure should occur at the natural breakpoints in an engagement. For example, this may occur at year end or the end of a phase in an engagement.At the end of the engagement closure process all documents are converted to non editable records and the retention period is started.The engagement manager is responsible for initiating the engagement closure process.
14The Meridio Fileplan Client (shared by the Firm) Automatic set up WBS1 (shared by the engagement)WBS2 (shared by the team)Manually set upDocument StorageTrainer:With reference to the slide before (Engagement lifecycle), explain how the information comes across from SAPphire. The client name and number, the WBS1 name and number and the WBS2 name and number. Also mention the two default folders below the client and WBS1 classes. Namely: Account management & Project Administration, where all TOP information relating to the client and/or engagements is stored.It is up to the Engagement manager to ensure that the folder structure is set up below the WBS2, where all documentation is stored.CAN Supporting Information:The engagement file-plan is the structure to be used for storing all client documents. It comprises of:Classes used as nodes to build the fileplan structure. They contain further classes or folders but not documents. The classes are the top levels of the structure which assist in the organisation of documents and records.Folders always at the bottom level of the structure and where only documents and records are stored.The Engagement Manager is responsible for setting up the file-plan in accordance with Consulting’s guidance, an example of which follows. The classes set up automatically once the WBS codes are established in SAPphire are:(i) Client class and Account Management folder set; and(ii) WBS1 class and Project Administration folder set.At WBS2 level, classes and folders have to be set-up manually. The standard Consulting fileplan (made of classes) should be used. If needed, additional ad-hoc classes can be created manually.It is the responsibility of the team to file relevant documents in appropriate folders as follows:Initiation and definition (proposal, scope, approach…);Planning and progress reporting (project plan, meeting minutes, progress reports.);Correspondence & Client contact (e.g. records of decisions, confirmation of decisions, key information.);Contracts, quality and risk management (QMP, Issues and Risk log, NDA, Engagement Letter, all key conclusions and judgement.);Financial management (estimates, budget, invoices, evidence of costs control…);Deliverables;If subcontractors hired (subcontracts, SOW, documents showing reason for selection, credentials.);Closure (evidence that the client has accepted the deliverables, evidence of client satisfaction, archiving information, job resumes and other HR information).Documentation which is specific to a client and can be re-used for different engagements (top level account plans, for example) should be filed at client level
15Pre-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.CAN Supporting Information:Touch on lightly – this area is available to use before the engagement is set up in SAPphire.Scope of the Pre-engagement area The area should only be used for client-related pre-engagement documents for both new and existing clients, until such time asi) WBS code has been set up for the engagement and key documents can be moved to the engagement fileplan area; orii) the bid is lost and key information is moved to the KX or relevant client level folder.When creating proposal work for a significant engagement consideration should be given to setting up a non-chargeable WBS code. If a WBS code is not set up the pre-engagement area should be used. The pre-engagement area has a retention period of 12 months from initial creation.Key documentation in the pre-engagement areaThe key documents which may be created, and therefore filed at this stage are:Correspondence and meeting notesSupporting information for the Take-On Process (TOP)Conflict and independence checksAML / KYCClient classificationCommercial assessmentRisk assessmentFinal TOP outputITT / RFI / RFP / RFQ / contracts / NDAs / terms and conditionsPreliminary engagement admin / planningProject plans / budgets / estimates / pricing modelsDraft engagement lettersProject Acceptance Panel, Deals Committee or Deal Review Board documentation (if appropriate)Bids / proposals / pitchesReports and presentationsSample credentials / CVs etcJob Won:If the job is won, and WBS1 / WBS2 codes have been set up in SAPphire, then the key pre-engagement records should be moved into the engagement fileplan, either by moving the folders or the individual documents, and the pre-engagement area cleared.Job Lost:If the job is lost the process will depend on whether the client is an existing client or a new client;If the bid is for an existing client, the useful/re-usable pre-engagement records should be moved to the customer level in the file plan. If relevant, copies should be put in the appropriate knowledge management area or KX. The other supporting documents should be deleted and the pre-engagement area cleared.If the bid is not for an existing client, send client ID information to the Bid/Engagement Partner for potential reuse on a subsequent bid. Any key pre-engagement records should be moved to the appropriate knowledge management area or KX. The other supporting documents should be deleted and the pre-engagement area cleared.
16Engagement 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.Engagement Manager’s responsibilitiesAgree 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.[Client Name][Project name & time/ phase if included][Task Description]Taken from SAPTaken from WBS1 NameOptionalCAN Supporting Information:ContextThe Engagement Manager should complete the TOP tool and once approved use the Firm-wide SAP naming convention (details in engagement manager pack) to set-up the engagement in SAP. It is important that this process is completed promptly because the engagement team will require a place to store documents immediately when the job is wonAs soon as a client engagement has been approved, a WBS code should be set up in SAPphire. Once complete the core classes and folders in Meridio are auto-created overnight from a feed from SAPphire. The classes and folders beneath the WBS2 level have to be created manually. This can be achieved using the standard folder sets.Manage rights are given automatically to the Bid and Engagement Partner, the Engagement Manager and three proxies named in SAPphireAt least one of the standard folder sets should be used for each engagement; this is to ensure a consistent filing approach is taken across each Service Line and the Firm. These may be modified for specific engagements using the Add/Delete function on the Meridio toolbar.Additional supporting information:Confidential clients/engagementsOnly practitioners with permissions to a WBS level will be able to see the client and engagement in their file-plan. (All other practitioners will not be able to view the client in their file-plan unless they have been assigned permission to access a folder within that client).• Confidential clients - The customer name in SAP, for confidential clients, will typically be a code name. This will be used as the filing name in the file-plan. For example, if the code name is ‘Elite’ the client folders will be found under the letter ‘E’.• Confidential engagements - The WBS2 level classes/folders will only be seen by practitioners with access to that level. All other practitioners will not view the restricted WBS2 information, even if they have access to other WBS2 classes/folders within that client.Working with a number of WBS codesWithin one engagement there may be a number of WBS2 numbers. These are often set-up for the purposes of time or revenue charging when different Service Lines are working on one engagement. The Engagement Manager should check on the SAP system if other WBS2 codes have been set-up under the WBS1 level used. Depending on the type of engagement, there maybe a requirement to store each Service Line’s documents separately or together in a combined filing area.These options can be achieved in the following ways:• Separate filing areas – Each WBS2 number will have an independent set of folders for use by each team. This may be a regulatory requirement for some engagements.• Combined filing area – The Engagement Managers will decide which WBS2 to use as the single filing location and assign permissions for this area to the entire team. The unused WBS2 number should have all other permissions removed so that users will only see one WBS2 number in the file-plan
18Creating the engagement fileplan Highlight the WBS2 level classSelect Create Standard Folders on the service line specific toolbarSet permissions, and name the standard folder setMove the pre engagement folders into this areaTrainer:The engagement fileplan is ideally set up by the Engagement manager. You have to have Manage rights in order to setup a folder structure for your engagement. In order to do this ensure the WBS2 of your engagement is selected.If it is the first folder structure being created within this engagement, you will first be asked to set the Permissions.Then you will need to choose a Folder structure suitable and ensure you adhere to the naming conventions when naming the folder structure. This is: “Client name” “Engagement name” “Phase of project”Remember to refresh the fileplan in order to see the update(Note: A&IS and DTRB have several folder structures. Consulting has just one.)
19Key concepts in document management Access PermissionsClasses and FoldersTrainer
20Access Permissions Manage permissions are automatically assigned to: Six people named in SAPphireBilling Partner, Engagement Partner, Engagement Manager, up to Three proxiesAnyone setting up a pre-engagement fileplanTrainer:Talk through the various permissions and mention that most people will have Amend rights.Security modelThe security model is closed which means users will only have access to the engagements they currently work on. To gain access, someone with ‘Manage’ rights will have to manually provide access to the rest of the team. Practitioners with ‘Manage’ rights are able to provide permissions to whole operating units as well as individual practitioners.Tip for Engagement Managers: Do set up your three proxies in SAPphire, they will be the ones with manage rights in Meridio.Engagement fileplan permissionsManageGives permission to create default folder sets and amend others’ access rights. Those with ‘Manage’ permissions also have the ability to add/remove folders below the Project Administration class at WBS1 level.AmendGives permission to create, save and modify document content but NOT the folder structure or others’ access rights.ReadGives permission to see the fileplan but not to be able to edit any documents.ProhibitDenies permission to view the fileplan or access content. However it is not possible to ‘Prohibit’ from viewing folders at the client and WBS1 level unless a practitioner does not have access to ALL WBS2 folders under a WBS1/client.Default permissions for engagement classes/folders‘Manage’ rights will automatically be given to the Billing Partner, Engagement Partner, Engagement Manager and the three proxies named in SAP. Please refer to the setting up folders section below when deciding on proxies.Managing permissions on engagement classes/foldersPermissions for the engagement classes and folders, once created, are managed using the standard Manage Security wizard on the Meridio toolbar. Permissions can be amended, deleted or added at any time during the engagement (only users with ‘Manage’ permissions can perform these tasks
21Classes and FoldersClasses can only contain classes or folders but not bothFolders can only contain documentsDocuments are always saved at the lowest level of the structureFolderClassFolderClassClassFolderClassTrainer:Refer to actual fileplan to explain this. Perhaps get delegates to expand the fileplan all the way down to the folder level.CAN Supporting Information:(Classes and folders structure has come from government standards and document management best practice)Classes used as nodes to build the fileplan structure. They contain further classes or folders but not documents. The classes are the top levels of the structure which assist in the organisation of documents and records.Folders always at the bottom level of the structure and where only documents and records are stored.The Engagement Manager is responsible for setting up the file-plan in accordance with Consulting’s guidance, an example of which follows. The classes set up automatically once the WBS codes are established in SAPphire are:(i) Client class and Account Management folder set; and(ii) WBS1 class and Project Administration folder set.At WBS2 level, classes and folders have to be set-up manually. The standard Consulting fileplan (made of classes) should be used. If needed, additional ad-hoc classes can be created manually.FolderClassFolder
22Classes and Folders quiz Which of these are possible combinations and why?FCCCCFCNo – A class can’t contain a mixture of folders and classesNo – A class can’t contain documentsFCFFTrainer:QuizFFFNo – A folder can only contain documentsYes – classes can contain folders and folders can contain documents
23My Workspace Guided demonstration Trainer:Refer to next slide before demonstrating
24Fileplan shortcuts in My Workspace Use My Workspace as a shortcut to commonly used locationsNever move to My Workspace – always right click and copyRemove links by deleting them from My WorkspaceTrainer:My Workspace is extremely useful as it allows you to create shortcuts to areas of the Fileplan that you use regularly. It purely acts as a shortcut. If you no longer need it as a shortcut, it can be deleted by right clicking and deleting.The My Workspace area of the fileplan allows classes and folders to be ‘copied’ to allow easy access to frequently used areas of the fileplan. Please note that if you copy classes/folders at a low level you may have multiple folders in My Workspace that look the same. It will normally be preferable to copy the classes from the WBS2 level. My Workspace is a mirror image of the fileplan, allowing practitioners an alternative route to accessing a document that is saved in Meridio. Saving a document to My Workspace automatically updates the fileplan and vice versa.
25Working with documents (1) Guided demonstration Saving documents into the fileplanTrainer:Let’s now take a look at how you will be using Meridio on a day to day basis, which includes:Creating and editing documents – TEMPLATESIf you fill out your templates correctly when you use templates it will make searching easier as this information feeds into Meridio.(You are always to use templates in order to comply with brand guidelines.)***Templates issues: if you open a powerpoint template document you need to save it twice***
27(Drafts, Engagement Administration & Notes) Documentation stored in MeridioEngagement RecordsDEANs(Drafts, Engagement Administration & Notes)Documents that evidence our work or our conclusions.Documents that are the results of our workDocuments 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: Routine internal communications of an administrative nature (e.g. room bookings, travel arrangements etc.), review notes, superseded mark ups and working drafts,discursive ‘conversations’ exploring alternative actions.Including: minutes of meetings and telephone conversations, documentation of our conclusions, budgets, referral instructions, project plans, deliverables etc.CAN Supporting Information:Very important slide that everyone should understand.This explains the difference between ER’s (Engagement records) and DEAN’s (Drafts, Engagement admin and Notes) and what should be saved into Meridio.All ER’s are stored in Meridio and DEAN’s are stored in Meridio and deleted at the end of the engagement.To support practitioners in ensuring that the documents we do keep are a suitable record of our work, we have to distinguish between Engagement Records (ERs) and Drafts, Engagement Administration and Notes (DEANs). ERs are retained and DEANs should be discarded when not needed anymore or in any case, at the conclusion of our work. Engagement teams will be required to distinguish between these two types of document as the assignment progresses. It is strongly recommended to segregate DEANs into a separate folder as the assignment progresses as it will be impractical and time consuming to retrieve those DEANs at the end of the engagement.More supporting information on the different types of documentation:Engagement Records (ERs)Engagement Records (ERs) are documents which:Are the results of our work or;Evidence our work or support the basis of our conclusions or;Demonstrate that our work was properly planned and controlled or;Comprise external communications received from clients or third parties or;Record our work, such as s, memoranda, minutes of meetings or notes of telephone conversations, other client communications and/or documents or;Represent key engagement management and control material such as contracts, budgets, referral instructions and engagement take on and completion documentation.EWP (Evidential Working Paper)An EWP is a subset of manuscript documents which will become an ER. Manuscript documents (including manual note books) are normally DEANs, however occasionally they may provide requisite evidence of our work, and have not been superseded by subsequent versions/documents, hence they will be deemed EWPs.DEANs (Drafts, Engagement Administration, Notes)DEANs comprise a wide range of documents prepared during an engagement but which are not intended to form part of the engagement record. DEANs include:Routine internal communications of an administrative nature (for example, room bookings, travel arrangements and so on);Disposable drafts: review notes, superseded working drafts, drafts sent or circulated internally for comment.Retain or discard?Engagement Records will need to be retained. DEANs will be discarded. However, some DEANs may be of continuing use as an engagement progresses and may be safely discarded only at the end of an engagement.As practical matter, we need to decide whether to store or discard an soon after receipt so that each message is dealt with only once. It will not be practical to search through the fileplan to distinguish between engagement records and DEANs at the conclusion of any significant engagement. Therefore we need to segregate DEANs into a separate folder(s) in the fileplan as the assignment progresses with a view to discard at the end of the assignment.Please note: The documents which used to be retained on the Green File should be saved in the relevant areas of the pre-engagement or engagement fileplan (as those are likely to be ERs) in the same manner as if it was an electronic Green File. Some of those documents might have to be shared with clients depending on the nature of the engagement (e.g. Risk and Issue log, project plans, QMP etc.). Engagement Records should be saved in Meridio.DEANs may be saved to Meridio and should be deleted at the end of an engagement.
28What should be stored in Meridio? Save as work in progress and end product:Documents, s and scans of hard copies relating to client engagement workSave only the end product:Linked documentsIntegrated Service Line specific applicationsDatabases(Trainer: verbalise the powerpoint templates fix)CAN Supporting Information:While the majority of the documents you use can be saved to Meridio in realtime, there are some applications which cannot be edited in Meridio. Therefore documents from these applications should have snapshots saved to Meridio intermittently as well as the final end product.Examples of documents that cannot be edited from Meridio are:Linked documents ( bookmarked or linked reports),Integrated service line specific applications,Databases.More information on different types of documents and how they should be stored:1. sSending sAll sent s that are Engagement Records should be saved in the fileplan; use the 'Send & File' button.Do not retain any temporary documents - e.g. Remove hidden data or Desk PDF versions, except as part of the send and file .Title the clearly and meaningfully to aid searching the fileplan.Label attachments clearly.Remember that the distribution list will be stored as part of our engagement record within the fileplan.Consider the content of the when saving to the fileplan; be aware of previous comments in conversations being saved. Avoid mixing ER and DEAN content in the same .Receiving sAll s received from third parties (unless of a trivial nature) are engagement records and should be saved into the fileplan.Save attachments separately to the if they are going to be edited. If an updated version is received from the client as an attachment, use that new version as the latest version. Maintain the version history by 'checking out' the original and 'checking in' the updated version from the client.Do not save full conversations, showing the history of the conversation into the fileplan unless appropriate. Instead summarise the conclusion in a concise file note.Determine a process with your team for who should file an received by multiple people e.g. should one individual be nominated to file, or all recipients save the (duplicates will automatically be removed). If unsure an is already saved in the system then do save it in.2. Electronic documentsElectronic documents can be stored into the fileplan from creation or transferred to the fileplan at any time during the document’s lifecycle. Once a document is stored in the fileplan, any changes to the document will update its version history; this provides information such as when each version was created and by whom.3. ‘Original’ hardcopy documents received by the firmDocuments we receive in hardcopy form are unlikely to be of a trivial nature (e.g. signed contracts, NDAs, letters, RFQs or ITTs etc.). Such hardcopies should be scanned and filed in the relevant area of the fileplan as early as practical, to facilitate easy access and 'secure' the date of receipt. Original hardcopies should be retained in the Green File if it is a signed document and/or we might at some point in the future need to establish the authenticity of the document. Eventually, once sent to be filed centrally the file should be logged on a 'Hardcopy Index' with details to ensure this can be accessed if required.4. Hardcopy documents sent by the FirmIf we have to send a hardcopy document to a third party, such hardcopy should be retained in the Green File if it is a manually signed document. If there is no corresponding electronic version, the whole hardcopy should be scanned and filed in the Meridio fileplan. If there is an electronic version (and the document is a signed one) then a scanned image of the signature page will suffice provided that the scanned image and the rest of the electronic documents can be related in the fileplan. For example if a document is sent with a signed cover letter, you should include a reference to the document in the footer.Eventually, once sent to be filed centrally the file should be logged on a 'Hardcopy Index' (which itself should be filed in the Meridio fileplan) with details to ensure this can be accessed if required.5. Photocopies of client documentsPhotocopies maybe received or created by the engagement team when working on client-site. These should be scanned into the fileplan on return to the office. We do not normally (subject to concerns about a future need to establish its authenticity) need to retain both the photocopy, and the scanned image, once the document has been saved in the fileplan.6. Manuscript notes and annotationsEach document is either;‘Evidential Working Paper’ (EWP) – EWPs are records of procedures performed, relevant evidence obtained and conclusions reached supporting our advice, recommendations or client deliverable. These should be retained as documentation of our work where comments and conclusions have not been captured in an electronic document or superseded. Disposable draft – Review or working drafts that tend to be superseded. This includes internal working or review drafts of our EWPs, reports and deliverables. There is no need to retain them and once superseded should be discarded. However interim drafts shared with clients need to be retained.Issue fix: Powerpoint templates - save twice from within the application
29Key concepts in document management Documents and RecordsTrainer
30Document 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.Minor versionsTypicallyworking and review drafts which have not been sent to the client.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.RecordsRecords 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.Trainer:Explain the difference between Minor, Major and Record.Minor versionsTypically working and review drafts of documents which have not been sent to the client. Previous Minor versions are deleted when a Major version is created.Major versionsTypically a Major version will represent a defined stage in a document’s development that we want to retain in our records.As a practical matter these are likely to be limited to documents which have been sent to the client or undergone a large internal review.There should normally be no need to retain internal review drafts of documents, these typically are DEANS.Typically, only the final product of internal review need be retained since this is usually the version sent to the client for comment or the final version of an internal document.To the extent these documents are shared externally or finalised as an Engagement Record, they will be recorded as a Major version and ultimately be declared as Records.RecordsOnce a document is finalised it may be declared as a Record. A Record cannot be edited or altered and so it is an immutable record of the document e.g. that we sent to our client.Only Major versions can be made a Record. There are two ways of declaring a document as a record:Manually – either from the “Save” dialogue when saving an MS Office document, from the Meridio menu in Outlook (Meridio / Declare As Record) or when a document is checked back in to MeridioAutomatically – during the Close Engagement workflowDocuments should be declared as a Record when it has been reviewed, approved and finalised. This process should be performed throughout the engagement and not just at the engagement closure stage.A Record cannot be moved around the fileplan (although UKITS can facilitate this where necessary). All such records will be retained for the appropriate retention period on the client fileplan once the engagement has been closed and archived.
31Document final, declare as Record Documents and Records0/1Create document, save as Minor version 0/10/2Edit document, save as Minor version 0/21/0Edit document, send to Client as Major version 1/0Client approves document version 1/0Trainer:Here is a scenario of a document that has been created and edited within Meridio.Once a document is saved into the fileplan, any change made to it will result in a new version being created. A document can be saved as either a Major or a Minor version. Only the latest version will be shown in the fileplan, however the version history provides details of previous versions.Before the document is sent to the client for review it should go through an internal review workflow (Add and Submit for document review). This internal review needs to be captured in Meridio.The client approval stage also needs to be captured.Tip: For early drafts check out document in Meridio in order to keep down the number of versions.Document final, declare as Record
32Working with documents (2) Guided demonstration Opening documents from the fileplanWorking with sDeleting documentsSearchingCheck Out/In processTrainer:Let’s now take a look at how you will be using Meridio on a day to day basis, which includes:Checking documents out and inSaving existing documents into Meridio (ie: from K: drive or local drive)Version controlSaving s into MeridioSaving attachments into MeridioSearching for documentsDeleting documentsEtcShow delegates the 2 areas you can search within – the folder and the magnifying glass.Demo a simple/advanced search and mention that you can save a searchSearching can retrieve deleted documents for up to 60 days after the deletion.Refer to templates here:Using templates autopopulates the metadata and this helps when searching,
33Working 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?Trainer:Question’s sessionAnswers:ManageAdd folder (Firmwide toolbar)Meridio menu – Access controlSelect document and click on Forward, OR Insert menu - Item, from an Outlook messageTo work offline, to make a lot of changes to a document, when working on a document type not integrated with Meridio, ie: VisioDrag and drop, Send and File
34Working Offline Guided demonstration - Offline Synchroniser Trainer:Offline synchroniser is used when working offline. The following slide will give you a good idea of when to use Check out/in and Offline Synchroniser.Demonstrate in detail how the Offline Synchroniser works
35Working offline Using the right functionality Check OutOffline SynchroniserUse the “Check Out” function where:You only need access to a small number of documentsYou are able to identify the documents you need in advanceYou 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 s 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.Trainer:Go through this slide clearly, once having demo’d offline synch.Make sure there is a discipline of getting documents back into Meridio on a regular basis whatever method you are using.CAN Supporting Information:Check out functionalityWhen prompted to choose a location to save Checked Out documents to, the user should select the encrypted folder within “My Documents”. When the user has access to the network, they should ‘Check In’ the updated document.Use the ‘Check Out’ function where:Access is only required to a small number of documents from the file-plan.Practitioners are able to identify the documents they need in advance.Documents are needed to be “locked” to prevent others from editing at the same time.Offline SynchroniserPractitioners should only synchronise the documents and/or folders they require, this is to prevent the risk of large amounts of client data being stored locally. ‘Offline Synchroniser’ can only synchronise documents with a file-path of less than 260 characters when accessed through Windows Explorer (this is a Windows restriction). Therefore practitioners should only synchronise the level of information they actually require as opposed to synchronising everything in the file-plan.This should be only a temporary measure and documents should be resynchronised into the file-plan as soon as possible and the local copies deleted.It is important to note that documents mistakenly added to classes in the Meridio Offline Files will not be synchronised back to the file-plan. Users should ensure that content is only added to folders at the lowest level of the structure. New folders can not be added to the file-plan using ‘Offline Synchroniser’ therefore please do not create new folders in Meridio Offline Files. Meridio does not give a warning message for these points.When adding s and documents in Meridio Offline Files the windows explorer duplication rules apply. This means that documents and s with the same filename will not be allowed. Practitioners should rename documents and s appropriately when storing them in Meridio Offline Files. Alternatively practitioners may wish to temporarily store s in their personal Outlook files when not connected until there is an opportunity to connect.Use the ‘Offline Synchroniser’ function where:The file-plan structure is required to be stored locally to store new documents and s whilst offline on a temporary basis.Access is temporarily required to whole folders of the file-plan offline.Short-term visibility of many documents is required, but the practitioner will only edit a small number.The practitioner is unable to identify the documents they require in advance.No access is available to the Deloitte Network for a significant length of time i.e. a number of days.Documents do not need to be “locked” to prevent others from editing at the same time.Windows Desktop Search is a tool, available from Deliver, which searches practitioner’s s, D:\drive and Meridio Offline Files. This may be a useful tool when working offline with documents.
36Scanning Scan Request Form Central scanning Local scanning Trainer: Open the Scan Request form and talk through the information that needs to be filled in.
37Local scanning on multi-functional devices Trainer:This is the label that will be placed on the MFD’s in the offices.Point attendee’s to the step by step MFP guide on intranet site.CAN Supporting Information:BskyB green file scanning example:“Over the space of about 3 evenings - 5 or 6 hours max, I sorted and scanned 4 years worth of Sky green file - that's contracts, 50ish change orders, monthly invoices, subcontractor invoices etc etc. 75-80% of the time was just sorting out the paper into sensible chunks - and the odd coffee break or two. Getting used to the application, creating the scan requests and scanning were the easy part. I tried out the DIY scanning to folder option, the central scanning option and the drag and drop non-scanned option.It is intuitive; the scan form is set out well and there aren't actually that many steps involved. I really liked the way that the documents could be piled up and scanned all at once, while the scanner figured out how to split them up and send to the correct place. Genius!”Central scanningThe central scanning function (based in London) is particularly suited when:Dealing with large documents or large volumes of documents.The quality of the scanned copy is of critical importance. The scanning process incorporates a quality control process so that practitioners have greater confidence that, where appropriate, the hardcopy can be disposed of once scanned (automatic disposal by the central scanning team not yet available). Requirement is not time dependent (24hr turn-around time target from receipt).The simple steps are:User submits a scan request form in OutlookPrints the cover sheetAttaches cover sheet to document and posts to Scan CentreReceives image in or in MeridioScanning in our officesScanning in our offices is particularly suited whenRequirement is time dependentPractitioners will provide quality controlPractitioners are able to use one of the Multi-Functional Printers to directly input scanned documents into the fileplan. The practitioner should complete a scan request form from the Meridio toolbar within Outlook, selecting the location of the PDF output which can either be ed to a practitioner or sent directly to the fileplan. The PDF version received will be saved as a Major version to ensure the original version is kept at engagement closure.Security and the output of scanningThe output from the central scanning and MFP’s will be a PDF file with no security settings. These documents should be saved as Major versions in the fileplan. This is achieved automatically if the practitioner requests the scanned image to be saved into the fileplan, on the scan request form.Getting Hard copy documents back from Central Scanning:You should request your hardcopy documents back from central scanning and keep them in the (much thinner) green file and cross reference them with the hard copy index.
38Recap 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 ?When would you use check out/check in to edit a document?How can s be saved into Meridio?Trainer:Question sessionAnswers:If you don’t want anybody to edit itYou must have Manage rights – select document, go to Meridio menu – UnlockSelect document and go to Meridio menu – Version HistoryVia the Search folder within the Meridio fileplan, which searches the entire fileplan, or via the magnifying glass which will search within the class/folder you have selectedYou need to search for deleted items (60 day grace period)Find folder option on the Firmwide toolbar
40Right click to switch modes Meridio Mode SwitcherThe 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 ModeTrainer:This feature allows you to work with Meridio switched on or off, namely Meridio Standalone or Normal.Briefly demonstrate how this feature will be used and mention that we recommend you work with Meridio in Normal mode at all times.Emphasis that can be used to avoid application compatibility problems.The mode switcher is good for avoiding application compatibility issues.In order to edit Meridio documents you will need to check them in and out when in standalone mode.Standalone mode breaks the integration with MS Word, Excel and Powerpoint - when using these in standalone mode the ODMA save as box will not appear.Right click to switch modesMeridio Standalone Mode
41Models of Working CAN Supporting Information: Remote Access There is a number of ways to work with Meridio remotely governed by the speed and availability of connection. The Green methods are the Firm’s preferred methods of connecting to Meridio and the Amber methods are the Firm’s second preferred option.Each engagement has to decide which option is the most viable option for them. The speed, quality and reliability of the connection available to your project team will determine the most practical method for you to access Meridio. The engagement manager should define and agree the appropriate document management processes for connecting to Meridio and sharing documents, to ensure the integrity of the client file is upheldThe functionality mentioned (standalone/integrated, web client, offline synchroniser) will be covered at a later stage.Connectivity – Deloitte OfficesWhen working from Deloitte offices, connection to the Deloitte network will be fast, reliable and secure.Meridio should be used in “Normal” mode, integrated with Outlook.Documents should be edited live, and saved directly into the Meridio fileplan.Relevant correspondence should also be saved to the fileplan.If you are working on a document when you are away from the office, use the “check out” function to lock the document. Remember to “check in” the document when you have finished using it.Connectivity – Client Offices (Normal Mode)If you have a fast, reliable internet connection, you should use your secure log on to access the Deloitte Network.(Rest of guidance is the same as above “– from a Deloitte office”)Connectivity – Client offices (Standalone Mode)Your clients internet connection is slow, and sometimes unreliable.Meridio should be used in “Standalone” mode, separated from Outlook.Relevant correspondence can be “drag & dropped” directly into the fileplan as usual.You have 2 options for saving documents:If working with a single document, “check out” and “check in” as normal.If working with multiple documents, you can use Offline Synchroniser to maintain a local copy of sections of the fileplan. Remember that documents accessed in this way will not be locked to other users.Connectivity - client office ( Webclient)Unfortunately, the clients internet connection is slow, and sometimes unreliable.Meridio Webclient should be usedBe aware that Webclient has some different functionality to the the normal and standalone modes of Meridio. You MUST check the Meridio Reference Guide before using it.Any technical problems for all of the above situations : call the IT service desk on x77777, option 2.
43Connectivity 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.Meridio is integrated with Outlooks can be dragged and droppedDocuments can be edited liveNormal ModeConnectivity Decision TreeAre you working from a Deloitte office?YesNoDoes the Client site have a fast, reliable internet connection?YesUse Meridio inNORMAL mode (Preferred)Meridio is separated from Outlooks can be dragged and droppedDocuments much be checked out, or offline synchedStandalone ModeNoDoes the client site have an intermittent internet connection?Use Meridio in STANDALONE modeYesNoTrainer:Useful tool to determine which model of working is best for you. You should drive to get the optimum connected scenario in your negotiations with the client, in order to work in normal mode all of the time.Engagement managers should be discuss this decision with the team and make sure that everyone is aware.The optimal solution is a balance between storage and collaboration.CAN Supporting Information:(Below content similar models of working)Connectivity – Deloitte OfficesWhen working from Deloitte offices, connection to the Deloitte network will be fast, reliable and secure.Meridio should be used in “Normal” mode, integrated with Outlook.Documents should be edited live, and saved directly into the Meridio fileplan.Relevant correspondence should also be saved to the fileplan.If you are working on a document when you are away from the office, use the “check out” function to lock the document. Remember to “check in” the document when you have finished using it.Connectivity – Client Offices (Normal Mode)If you have a fast, reliable internet connection, you should use your secure log on to access the Deloitte Network.(Rest of guidance is the same as above “– from a Deloitte office”)Connectivity – Client offices (Standalone Mode)Your clients internet connection is slow, and sometimes unreliable.Meridio should be used in “Standalone” mode, separated from Outlook.Relevant correspondence can be “drag & dropped” directly into the fileplan as usual.You have 2 options for saving documents:If working with a single document, “check out” and “check in” as normal.If working with multiple documents, you can use Offline Synchroniser to maintain a local copy of sections of the fileplan. Remember that documents accessed in this way will not be locked to other users.Connectivity - client office ( Webclient)Unfortunately, the clients internet connection is slow, and sometimes unreliable.Meridio Webclient should be usedBe aware that Webclient has some different functionality to the the normal and standalone modes of Meridio. You MUST check the Meridio Reference Guide before using it.Any technical problems for all of the above situations : call the IT service desk on x77777, option 2.Use Meridio WEBCLIENTMeridio is accessed through the internetThere are some important differences in functionality - users should review the detailed guidanceWebclient ModeTeam saves locally, then uploads to Meridio when possible (least Preferred)
45Web ClientThe 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 formatNo Outlook toolbarsThe Web Client does not have the full functionality of the Outlook client. The following functions are not available:Manage SecurityCreate Standard FoldersAdd/Move/Delete FoldersWorkflowsFileplan structureTrainer:Touch on this lightly and make sure that they are aware of what they cannot do in the web client and why.The web client should only be used when working remotely or when there is a slower connection to the Deloitte network.The web client has got limited functionality.The primary access for Meridio should be through Outlook. However, access is available through Meridio Web Client (type ‘meridio’ into Internet Explorer) where practitioners are working remotely with an intermittent or slower connection to the Deloitte network. Although most of the Meridio functionality (including: customising the view, accessing the fileplan, previewing documents in the fileplan, previewing previous document versions and adding documents or s to the fileplan) is easily accessible through the Web Client, there are a number of process points to be aware of.When using the Web Client, the following functions have different behaviour, and therefore practitioners are advised to refer to the Reference Guide when using the Web Client:Document Check In/OutSearching for DocumentsDeleting DocumentsMoving DocumentsDeclaring Documents as RecordsThe following functions are not possible via the Web Client - the Outlook Client should be used for these functions:Manage Security (Not possible due to Deloitte’s custom code in the Outlook client)Create Standard Folders (Not possible in web client)Add/Move/Delete Folders (Not possible in web client)Workflows (Not possible in web client)For full details on using the Meridio Web Client, please refer to the Reference Guide.
47Engagement 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.CAN Supporting Information:Engagement closure should occur at natural breakpoints in an engagement.Make sure that everything from any e-rooms (that you may be using to interact with the client) is also in Meridio.Initiating the Engagement Closure workflowThe Engagement Manager is responsible for initiating the closure workflow at the end of an engagement. The closure workflow relies on the correct people being in the roles required for approval: hence, the Engagement Manager, Engagement Partner and Billing Partner in SAP must be kept up-to-date.The Engagement Manager should send a tidy-up engagement one week before the engagement is due to be closed to ensure all relevant client documents are stored in the fileplan. The first steps of the Engagement Closure workflow should also be performed to monitor any checked out documents and to request these are checked back in. (Note: The tidy-up engagement should be sent as part of general housekeeping and monitoring checked out documents should be performed regularly).The Engagement Manager should also ensure the Hardcopy Index is completed and stored in the fileplan.Please note: It is only possible to manually initiate the closure at WBS2 level. Multiple WBS2s should be closed at the same time to avoid the application of different disposal schedules. Once the engagement is closed, it will still be visible in the fileplan (all documents will be Records and unable to be moved, edited or deleted). If team members remove their permissions, it will no longer be seen in the fileplan. Checked out documents at Engagement ClosureIf documents are identified as being checked out there are three options which can be taken:Use the automated request to send a reminder to the practitioner to check the document back in.Accept the last version stored in Meridio as the version which will be made into a record.Delete the document from Meridio if the document is a DEAN.The Engagement Manager is responsible for choosing the most appropriate action based on their engagement knowledge, the practitioner who checked out the document and the date the document was checked out.Retention policiesThe user initiating the process is prompted to confirm the retention policy to apply to the folder sets being closed. If more than one Service Line has WBS2s under the same WBS1 the retention period will default to Billing Partner’s Service Line policy. The retention period starts from the date the closure is started.Additional documentation after Engagement ClosureOnce an engagement is closed, further client correspondence may be received which should be saved in the closed engagement. It will still be possible to create a new folder under the original WBS2 class to which the documentation relates. It is important that the Engagement Manager then separately closes that new folder via the Engagement Closure process when it is sensible to do so.Archiving Hardcopy DocumentsAll hardcopies of documents scanned and filed on Meridio should be discarded except 'Original' documents received from third parties and signed contractual documentation that should be archived. The 'Hardcopy Index' should be updated accordingly and kept in the EFP.Post retention disposal and holdsThe 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. Before the end of those 12 months, record managers will send a reminder to the Responsible Manager (as nominated in the 'Create Pre-engagement' wizard) so that the Engagement Records can be moved to other appropriate locations (KX, client level, EFP). Failure to respond will be interpreted as positive confirmation.At the end of the relevant retention period (8 years generally for Consulting), Records Managers will issue an to the Partner (Engagement Partner at WBS2 level and Billing Partner at WBS1 level) responsible asking for authorisation to dispose of the 'archived' ERs. If no response if given after a few reminders documents will not be deleted, the matter will be raised with QRM or PPG.If the relevant authority elects not to dispose of the content, a hold will be applied.In case of litigation for instance, a hold can be applied which means that the 'archived' ERs will not be disposed of and the retention period will be suspended. If you think a hold should apply please contact PPG. Holds will be placed at client or WBS1 level (as decided by PPG).Please note: Holds cannot be placed on pre-engagement content. If a hold is applied to a live engagement, practitioners can continue to save documents which will not themselves be on hold.
48Importantly Elite provides engagements with the ability to directly contribute all re-usable knowledge to the KXStep 1Why - Elite will only maintain information for a limited time so it is important that any re-usable assets are contributed to the KXWhen - At Engagement Closure or when phases of an engagement have been completed all re-usable knowledge should be contributed to the KXWhat – Coordinate with knowledge leader/champion and engagement manager which deliverables should be contributedHow – Once contributed all knowledge should be reviewed in contributor’s “Draft Documents” within the KX, tagged appropriately and linked to relevant QualAdd For KXStep 2Submit For KX
50Summary New Ways of Working Benefits You will use Meridio for all client documents (with the exceptions noted earlier)Individuals with “Manage” access will need to set permissions and standard foldersYou will save s (both sent and received) relating to client engagements into MeridioYou will need to be conscious of the impact of locking documents for editingYou will have access to a complete client engagement file stored in one locationYou will be able to easily identify the latest version of a documentYou will be able to locate documents quickly and easily through a logical file structureIncreased collaboration and sharing of informationImproved risk management and complianceCAN Supporting Information:Summary – reiterate initial expectation setting: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 covered 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 two months, shape detailed working practice guidelines at a local level.
51Support Channels and Feedback 1Support: Reference Guide, Consulting Change Agents Network (all on the Elite intranet)2Meridio Option on UK ITS Service desk: (Option 2 on x77777), Troubleshoot & provide support via phones 07:30-19:003More Information: Elite intranet (and training page) found under “About Us” on the Deloitte homepageMeridio Core Functionality: The SAP feed, Outlook interface, Creating and saving documents, version control, s, and searching within MeridioTrainer:Support channels and Feedback.4Feedback: Please
52How to access the Consulting Change Agents Network Deloitte Home PageAbout usElite ProgrammeChange Agent Network (LHS)How to access the Consulting Meridio Reference GuideDeloitte Home PageAbout usElite ProgrammeConsulting (LHS)Meridio TrainingConsulting Meridio Reference GuideTrainer:Where to go Online to access the CAN and the reference guide.
53How to access the Consulting Working Practice Guidance Deloitte Home PageAbout usElite ProgrammeConsulting (LHS)Working Practice GuidanceConsulting Meridio User GuideThe following will also be available though the intranet site:Step by Step MFP Scanning GuideEngagement Manager PackLaptop maintenance guideTrainer:Where to go online to access the Working Practice Guidance.
54Engagement Managers All Next StepsEngagement ManagersAllSet up WBS code in SAP, complying with naming conventionSet up permissions in MeridioSet up folder structureDefine ways of working and communicate to project teamMigrate green file documentsFamiliarise yourself with Meridio functionalityUnderstand the ways of working and folder structureStart adding s and documents to the fileplanEnsure you have a SecureID token as you will need to be connected on Neoteris through enhanced mode: please request from UKITSCAN Supporting Information:Next steps when you get back to your desk.Important to start familiarising yourself with it even if the rest of your team isn’t trained yet, in order to keep it fresh in your mind.Engagement Managers:Engagement Managers pack is available.Engagement Managers are advised to discuss the folder structure with the rest of their team and to refamiliarise themselves with the classes and folder rules before undertaking the task.