How Aldrich Bonnefin & Moore Used Enterprise Search to Change the Game

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Enterprise search has been proven to be an effective way to streamline and expedite the retrieval of data for companies spanning numerous industries. By creating a database for a specific audience, enterprise search helps organizations run more efficiently and is often a catalyst for increased productivity. To get a better sense of how this practice applies in a real world setting, let’s look at how Aldrich Bonnefin & Moore (AB&M) used it to better meet the needs of the financial institutions they serve.

 

Company Background

Based out of Irvine, California, AB&M are banking and finance attorneys who have significant expertise in business law, economics and legal trends. They use that knowledge to provide legal counsel to California financial institutions such as banks, credit unions and money service businesses and help them stay compliant. In order to serve their clients and provide them with accurate information, AB&M uses an abundance of data. And because new trends are constantly arising within their industry, it’s critical that they’re able to efficiently input new information while at the same time be able to retrieve existing data.

 

Implementing Enterprise Search

The platform that AB&M decided to use was Search Technologies, which caters to several other high-end companies such as Cisco, Johnson & Johnson and even the Library of Congress. Some of AB&M’s primary goals of implementing this platform were to:

• Improve the information search and retrieval process
• Make it so financial compliance information could be seamlessly accessed by their clients
• Transition to the future-proof enterprise search engine, Apache Solr
• Have a user-friendly interface

On top of this, they wanted to outsource the hosting of search so they could be more productive and not have to worry about the tedious process of maintaining a search infrastructure. That way, they could focus more of their attention on providing their clients with the best possible service and grow their core business.

 

How AB&M Benefited

First and foremost, the implementation of Apache Solr gave them a fast, efficient and reliable enterprise search engine that streamlined the search and retrieval process significantly. And because of the platform’s user-friendliness, it made the process hassle-free and allowed AB&M to accomplish more in less time. Also, they could access the platform via mobile devices for an added level of convenience.

In addition, they chose to use Search Technologies “Managed Search Services,” which meant that the company was responsible for the support and maintenance of the platform. In turn, this gave AB&M more freedom to place their attention on their business rather than managing their search infrastructure. The end result was that they were able to provide their clients with better service than ever before while at the same time simplifying operations.

This case study is a prime example of the multiple advantages that enterprise search can have for companies. Regardless of the industry, the right platform can greatly help companies improve the process of storing and retrieving data – and the positive impact can manifest itself in many different ways.

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MerchSource - Modular Closets

MerchSource - Modular Closets

5 Key Factors of Master Data Management

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Master data management (MDM) is where an organization manages data via a single point of reference is a growing trend, and more and more companies are getting on board. In fact, GlobeNewsWire reports “the global master data management market is expected to grow from $9,440.4 million in 2015 to $26,799.6 million by 2020, at a compound annual growth rate of 23.2% during the forecast period from 2015 to 2020.” But for MDM initiation to be successful and for organizations to truly reap the rewards, it relies upon five key factors.

1) Management and Staff Support

Perhaps most important of all is having the complete support of everyone involved with the process. Because of the often exhaustive nature of MDM initiation, long-term commitment and changes it can bring about within an organization, it’s crucial that everyone buys in and is willing to do whatever it takes to make the process a success. Otherwise, a lack of support can throw a serious wrench in things.

2) Quality Data

If master data is inaccurate, extraneous, contains duplicates or is generally of low quality, it basically defeats the purpose of implementing MDM. Not only can it be costly to an organization and reduce profitability, but it can put a damper on productivity as well. Consequently, it’s imperative that master data meets strict quality standards, which is why many companies utilize data profiling to assess the quality of data prior to data migration.

3) Efficient Data Integration

Besides upholding rigorous quality standards, the actual process of consolidating data and moving it to a master repository needs to be efficient. Whether it’s a single company creating a master repository between different departments or two companies combining data during a merger, the data integration process needs to be as streamlined as possible to minimize setbacks and prevent it from being overly time-consuming.

4) A Secure and Scalable Master Data Repository

In an age where cyber crime is an omnipresent threat, security should be a major priority for everyone involved with MDM. An organization should uphold scrupulous security standards throughout initial integration and continue to uphold them moving forward. And because there’s a good chance that a data model will require modifications at some point in the future, it’s wise to have a repository that’s flexible enough to accommodate those modifications.

5) Continual Quality Control

For MDM to be successful in the long run, it’s important for an organization to take quality control seriously. Developing a data quality assurance program is usually the most effective way to go about it – and different departments throughout an organization need to be on the same page to maintain consistency. Doing so should ensure that data remains of the highest possible quality for years to come.

The bottom line is that MDM can do wonders for a company and is likely to be a growing trend over the next five years plus. But in order for MDM to be a success, it’s contingent  upon these five main factors and a certain amount of persistence.

 

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Data Migration and Integration: A Marriage of Convenience

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Although data migration and data integration are two different processes, there’s a lot of overlap in terms of what they accomplish. When used together, they can bring about many positive benefits to an organization and simplify the way that data is retrieved.

Data migration, which is “the process of transferring data between data storage systems, data format or computer systems” is often used for server maintenance, upgrading servers or for relocating data. Data integration, which is “the combination of technical and business processes used to combine data from disparate sources into meaningful and valuable information” is typically used to consolidate and more efficiently manage information and is common when two businesses merge together and want to place all relevant information into a centralized database.

Now that we’ve covered the specific purposes of these two processes, let’s discuss how your data migration and integration work hand in hand when integrating technologies/data.

 

Ensuring High-Quality Data

For a business to run effectively, its systems and applications must contain high quality, trusted and accurate data. Otherwise, the time and money spent on acquiring and storing information will be squandered and operations can suffer. When data migration and integration are done in tandem, it becomes easier to manage and monitor data and ensure the highest possible quality. That’s because the two processes create a framework where data can be properly standardized, cleansed and ultimately reconciled.

 

An Example

Say two companies had a large volume of unstructured data from different sources. They could extract all of this information from existing databases and migrate it to a destination database. Along the way, the data can be standardized according to specific terms that will simplify the search process and prevent duplicate entries.

From there, data cleansing can be performed to correct incorrect on incomplete information, eliminate duplicates and resolve any other issues. Finally, data will be reconciled to ensure that the information in the destination database matches that of the original data sources.

 

Improved Collaboration

The end result of data migration and integration is streamlined collaboration between team members. When data is migrated to a destination database and quality rules are set in place, it means a higher level of consistency and that data is kept in optimal condition. In turn, employees who access the database will receive accurate information – and it’s easier for everyone to stay on the same page.

This reduces the potential for confusion and misunderstandings from arising, and employees can focus on what’s most important – core operations. That way, team members can collaborate with one another with greater and ease and at the same time provide customers/clients with the best possible experience.

Although data migration and integration projects can often be time-consuming and costly, the results are undeniable. When businesses utilize both of these processes, it creates a new, unified database of high-quality, standardized and accurate information. This ultimately makes everyone’s life easier and usually makes for a more productive workforce where profitability is maximized.

 

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The Power of Jira

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Developers and development teams often have a lot on their plate when it comes to bringing software from conception to completion. When there are inefficiencies in the collaboration process or misunderstandings between team members, it can quickly thwart productivity and hurt overall progress. That’s where Jira Software comes in.

Jira is the “the #1 software development tool used by agile teams” and can help development teams get more done in less time with less friction. Here are some of the primary benefits of using Jira and some specific ways it can positively impact developers and development companies.

 

Conveniently Organize Tasks

When there are multiple team members working in unison on developing software, it’s critical that everyone stays on the same page. Each person needs to know what they’re responsible for, what’s in progress, what’s been completed, etc. Jira streamlines task management through the use of Scrum and Kanban boards so everyone has full visibility of what’s going on at any given time.

Whether team members are working from a single location or they’re scattered around the world, project workflow remains totally transparent. In turn, this drastically reduces misunderstandings and eliminates much of the chaos that can happen throughout the duration of a project.

 

Ensure Deadlines are Consistently Met

Often times, there little wiggle room in terms of deadlines – and they’re basically non-negotiable. Jira gets rid of much of the stress that can come with working with tight deadlines because of the simplicity of managing workflow. By tracking the overall progress of software development – and more specifically, knowing when code is being reviewed and what needs to be expedited, it’s easier to meet deadlines without a lot of hiccups along the way.

 

Streamline Feedback

One of the most essential aspects of collaboration during software development is ensuring that team members can seamlessly provide feedback to one another. Jira is perfect for streamlining feedback because team members can collaborate in real-time – and notifications can be delivered through any HipChat room. If someone suddenly discovers a bug, glitch or any other issue, it can be quickly resolved and everyone stays in the know.

 

Easy Access to Reporting

In today’s data driven world, success is often contingent upon having access to detailed analytics and comprehensive reporting. Not only will you want to know how team members’ time is being spent, you’ll want to know what their overall performance is like. Jira’s agile reporting provides you with over a dozen types of unique, real-time reports so you can monitor practically every aspect of development. All of which feature visual data to intuitively discern patterns and determine if any issues need to be addressed.

When you combine all of the features of Jira, the benefits are obvious. You can reduce or even eliminate inefficiencies, minimize much of the stress that comes along with software development, maximize productivity and know exactly how each team member is performing throughout each stage. As a result, this often translates into higher quality software and increased profitability.

 

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The Value of Search: Over CAD, BIM and Other Data Sources

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For many companies in the manufacturing and construction industries, CAD files, BIM files and similar data sources are integral to operations. Whether they’re being used for designing products on the small scale or for planning and constructing large-scale infrastructure, these are critical components that are used frequently. 

The problem is that as more and more files are accumulated, it creates vast volumes of data that individuals need to sift through. Without an effective methodology and system in place for locating and utilizing data, it can thwart productivity, reduce profitability and create some major headaches along the way.

 

The Pain of Locating Data

Research has found that “the average employee spends 9.3 hours a week searching for data and information, which is nearly 25 percent of a work week.” This can create a serious problem where employees end up spending an excessive amount of time searching for data rather than using it to accomplish tasks.

The bigger problem is that “corporate data will grow by 94 percent this year – and database systems by 97 percent.” This means that the volume of data that manufacturing and construction companies have will continue to grow exponentially in the future. On top of this, duplicate files can throw yet another wrench in things and create added confusion.

Without an effective means of storing, organizing and finding data, this can put a serious strain on operations and productivity is likely to suffer.

 

Enterprise Search as a Solution

Utilizing enterprise search software can be a lifesaver for companies in the manufacturing and construction industries and accomplishes three main things. First, it neatly stores and organizes data from CAD and BIM files in a database. Second, employees can quickly and conveniently crawl a company’s database to find the specific information they need within seconds. Third, employees can grab whatever files they’re looking for and use them to complete the project at hand.

When providing users with results, enterprise search takes several factors into account such as the user’s role and responsibility within a company, location, security clearance and the specific task they’re working on to deliver the exact content that’s needed.

 

The End Result

When you consider the intuitive, user-friendly nature of enterprise search and the way that it streamlines the process of locating data, it means one thing. Users are able to expedite the way in which they search for and retrieve data – and the amount of time each week spent searching for data is reduced significantly.

Instead of spending nearly a quarter of the workweek finding data, employees will spend a fraction of their time doing this. In turn, manufacturing and construction companies are able to reduce inefficiencies and can get the most from their employee resources.

 

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Technical Estimations: The Love-Hate Relationship Story

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Estimations Are Hard

 

For software developers, creating a meaningful technical estimate is one of the most difficult things you will ever do on a regular basis. A good estimate must take into account so many (often vague) variables like the technologies being used, the scope of work and even the client themselves. On top of that,  any attempt to propose a solution based on a development-level understanding of a client’s needs often differs from what the client actually thinks they want (or need) in the first place, especially when they don’t have a technical background.

How developers create and present technical estimations also has consequences, both good and bad. Overestimation can scare a client and lead them to place a project on hold, or even find another firm to do the same job. Underestimation may initially cause the client to accept your proposal, but will put the integrity of your team and business in jeopardy. Unfortunately, even the smallest miscalculation can lead to confusion and with so much at stake, no wonder developers cringe at the thought of putting together a technical estimate. Now while an estimate is rarely perfect, there are still a number of ways to make estimates as accurate as possible.


 

Reaching A Common Understanding:

Without exception, when your dev team begins the estimation process, they’re naturally hesitant to put together a proposal broken down by days and hours on a piece of paper. Turning a request for proposal (RFP) into a meaningful estimate takes time, research and analysis; questions are also always bound to arise ranging from intended functionality to the true meaning of user stories. But this is good, developers should be asking questions!

Considering that most clients are not “technical individuals”, what I’ve noticed is that many clients view an estimate as an unchangeable oath written in blood. In contrast, developers tend to view an estimate as nothing more than the definition of the word itself, a rough calculation based on what is known at the time. That said, developers often change estimates as new information and requirements are discovered, often to the dismay of the client. While a software engineer may understand that even the smallest feature or change in functionality can impact the scope of an entire project, most product owners simply don’t see it that way.

Presentation Is Key: Knowing your Audience

Being able to distinguish between whether your client wants a rough order of magnitude (ROM) or a true request for proposal (RFP) can save a lot of time otherwise spent on unnecessary work. Depending on the project, various members of your team may also bring a different point of view (POV) that will impact the estimation approach being used. Believe me, product managers, developers, quality assurance and sales all see things a little differently. While this can be a good thing, having an understanding of your audience is arguably the biggest factor impacting how a technical estimate is made, presented and what level of accuracy is needed –  knowing whether your estimate is going to another engineer or to your average joe makes a huge difference here.

In the past, we’ve experimented a bit with different types of technical estimates and have found that other dev teams, technical individuals or companies requiring SAAS solution want the most comprehensive estimate you can give. On top of a comprehensive estimate, they want a list of technologies, the justification for these technologies, and an hour-by-hour breakdown on every individual task – these proposals took a stupid amount of time to create, but that’s what the client wanted, that’s who our audience was. On the flip side, some of our clients were small businesses, they did not have a technical background and simply wanted a web or mobile application. The estimation approach used for them consisted of 1-3 pages where we reiterate their needs and provided a summary of the sprints each broken down by hours. The difference in terms of time spent between these two types of estimates is sometimes multiple weeks or even months.

Margin for Error:

Developers never make mistakes and everything is done correctly the first time around.. (said no one ever!). Even with the absolute best dev teams, not including a margin for error in a technical estimate can be disastrous. In a sense, if you’re not including some wiggle-room for reworks, you’re underestimating the total effort needed for completing your deliverables. When possible, give estimates as a range when it makes sense and be more precise when a range is not needed. Mockups are a great example here because clients tend to have their own idea of what looks good and rework is almost always necessary. However, once mockups are approved by the client, the margin for error contributing to rework is not nearly as high – taking this into account when making an estimate can significantly improve accuracy.

 

Example:

Phase 1.
Mockups & Design: 2-6 days

Description: At this step, Maginfo will prepare mockups and designs for the project. Upon completion, approval of mock-ups will be needed prior to moving to the next step of development.

 

Phase 2.
Development: 6 days

Description: At this step, Maginfo will implement the project based on approved mockups and specifications.

The Benefit of a Good Estimate:

For product owners and clients specifically, having an itemized breakdown of functionality at the granular level makes it easier to weigh and prioritize different aspects of the project and even put “nice-to-have” features on the backburner… At the end of the day, it’s way easier just to sit down, write some code and bill for the hours, but even developers understand that this is unrealistic from a client perspective. Nevertheless, reaching a mutual understanding between the client and the dev team regarding the scope of work should be the #1 priority before kickstarting any project.

 

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