Global Solutions Management System

GSMS Best Practices Repository Tutorial

EDS and the EDS logo are registered trademarks of Electronic Data Systems Corporation.
EDS is an equal opportunity employer and values the diversity of its people.
2004 Electronic Data Systems Corporation. All rights reserved.

Course Mechanics
Self Paced Training:
Provided as a PowerPoint Show file.

Specific details
depend on
desktop settings.

Best viewed as a Slide Show.

Use Page Down (or left mouse click) to see slide points and to
progress to the next slide.
Use Page Up (or right mouse click) to backup to previous slide.

Use Browse By Title to select specific slides (for review purposes).

Download to Desk Top (if desired) using File-Save As.

Open the GSMS Best Practices Repository in a

separate window for reference, if desired.
Length of Course: 0.5 hours

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Course Objectives
To Introduce Participants to the GSMS Best
Practices Repository Tool

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Repository Basics

The objective of the BPR is to provide a

searchable repository where projects can
store and access quality materials that can
be leveraged across projects.
Not just best practices but
ANY quality assets produced
by a project that could be
used as a starting point by
other projects.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Repository Contents

Assets
Any quality assets with a
reuse value.

Events
Example: Agenda & minutes of
a monthly teleconference.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Projects
Bring together related assets
produced by the same project.

Discussions
Access EDS experiences and
get answers to your questions
by return e-mail.

Copyright 2004, Electronic Data Systems. All rights reserved.

Why Not Just Use TechLore?

The Best Practices Repository (BPR) uses the same
underlying technology as TechLore (the Lore Engine), but
the application has been customized.
Best Practices artifacts must be approved and controlled
by a CCB at the organization level, but TechLore content
is not controlled (anyone can add anything).
Rule of Thumb

Use the Best Practices Repository for

process/project-related content and discussions.
Use TechLore for content and discussions that are
primarily technology-related.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Welcome!

2. Enter your correct

organization from the dropdown list. If your organization
is not listed, accept the default
(Other).

1. Enter the basic

information for your
PROFILE. You can
update it anytime.

3. Add other optional

information, such as
categories that you
are interested in (or
you can leave this
until later).

10 May, 2004

This is the screen

that you see when
you enter the BPR
for the first time.

GSMS_Best_Practices_Repository_Tutorial.ppt

4. Commit your actions

by clicking on Finish
(otherwise nothing will
change).

Copyright 2004, Electronic Data Systems. All rights reserved.

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

Adjusting Your Profile Settings

One of the key settings is your Search

Profile which is used to determine
which organizations to search for
during searches that use the "Search
Profile option.

Use the Profile tab to

update any of your
personal details at any
time and to adjust your
preferences.

If you want to routinely link to

assets from some other
organization (e.g., assets for your
region or geography), set these
other organizations up in your
Search Profile.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

10

Adding Organizations to a Search Profile

To add organizations,
highlight the organization
and click on the right
arrow.

The default settings are

your local organization
plus the common
GSMS organization.

Click on OK.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

11

Sequencing Organizations in a Search

Profile
To change the sort order
for these organizations,
highlight the
organization...

then click on the up or

down arrow.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Click on OK.

Copyright 2004, Electronic Data Systems. All rights reserved.

12

Committing Your Profile Settings

Whenever any of your profile

settings have changed, remember
to click on Finish to commit those
changes

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

13

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

14

Understanding the User Interface

A tool bar gives access to links for the

Home Page, Search, Profile, etc.

A tree display organizes the content into

categories that bring together related items.
This is the screen that
you see when you
subsequently enter
the Repository.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

15

Understanding the User Interface

When you execute a search

or when you click on a
category in the tree, a
Detail Display area displays
the items from the search
or from the selected
category, applying the filter
criteria set above.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

16

Understanding the User Interface

The filtering criteria
determine what items are
displayed.

Icons to the left of each item indicate

the type of item (templates, examples,
procedures etc.).

Icons to the right of each

item indicate which
organization has approved
the item...
or that the item is an
approved common item.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

17

Customizing the Detail Display Listings

Use the filtering criteria to increase the
efficiency of your search and to limit the
number of artifacts in the results list
(through which you have to browse).

You can select only items

from your search
profile organizations or
items from any/all
organizations.
Always CHECK the criteria
settings that are being used they are saved as the defaults
from one search to the next.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

18

The Categories Tab

New Contributions is the uncontrolled

area where anyone can post a potential
Best Practice artifact.

The other categories are

controlled areas. Only Best
Practices Coordinators can
move approved items into
these other categories.

Items can be placed in

multiple categories wherever people might
expect to find them.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

19

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

20

Searching for an Item

Enter search text.

Click on Search on
the top tool bar.

Select the type of

items to search for.

Search for
approved
(certified) items
only or all items
(including New
Contributions).

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Select only items from the

organizations in your
Search Profile or items from
any/all organizations.

Copyright 2004, Electronic Data Systems. All rights reserved.

21

Searching for an Item

Toggle Criteria lets

you toggle back and
forth between
selection criteria and
search results.
You can sort items by
by sort order defined in
your Search Profile, by
name, by item type, by
date or by
organization.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Click on Go to start
your search.

Copyright 2004, Electronic Data Systems. All rights reserved.

22

Tips for Searching

Enclose the text string
in double quotes
(otherwise the tool
searches for
occurrences of each
word independently).

Adjust other search

parameters to optimize
your search.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Restrict the search for

this text string to name,
descriptors or text
(unless you also want to
search in the text of all
uploaded files).

Restrict the search to

the types of items you
are looking for. For
example, do not search
discussions unless you
want to see discussion
items that contain this
search string.

Copyright 2004, Electronic Data Systems. All rights reserved.

23

Opening an Item

Click on an
item to open it.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

24

Downloading an Item

Click here to
download an item.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

25

Downloading an Item Reminders

Click on each individual

file to download.

Remember to provide
feedback on reuse
value and also that
you must comply with
Export Compliance
Regulations.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

26

Endorsing an Item with an Estimated Reuse

Value
If you download
and use an item
that saves you
time, click on
Reuse Value to
add your
endorsement of
that item.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

27

Estimating Reuse Value

Estimate the
percentage of
effort you save
by using this
item.

Add your
comments.

Click on OK.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

28

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

29

Contributing an Item
Click on
Contribute.

To add the item yourself, select

the New Contributions
category.
If you have something that others can
leverage, you can add this item yourself, or
send it the Best Practices Coordinator for
your organization (depending on local
procedures).

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

30

Contributing an Asset
In most cases, the
item will be an
Asset.

Next, you will be asked to identify which type of

artifact you want to contribute.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

31

Contributing an Asset (Cont.)

Enter Asset subtype to
allow searching by subtype. Examples:
Procedure
Template
Guidelines

Give your item a name and

description. Explain why
people might want to
leverage this item.
If your item is accessible via the
Web, simply enter the web
location.

If your item is available in

electronic file format, select
Posting Actions. You will be
asked to upload the files after
clicking on the Finish button.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Click on the Finish

button.
Copyright 2004, Electronic Data Systems. All rights reserved.

32

Contributing an Asset (Cont.)

When you click on
Finish on the Item
Entry Screen, after
selecting Uploading
Files (occurs later),
this Upload Screen
appears.

If the upload
complies with EDS
Export Compliance
Requirements,
click on I Agree
to Upload File.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

If you selected
Posting
Actions,
If you
need more
click on Uploading
information
on EDS
Files
(occurs
later)
Export Compliance
and clickclick
on OK.
Regulations
on

the link.

Identify where the

file(s) are located, then
click on OK to store a
copy of the file(s) in
the Best Practices
Repository.

Copyright 2004, Electronic Data Systems. All rights reserved.

33

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

34

Contributing to a Discussion
Click on
Discussions.

Click Here

Select the New Contributions category

to send your question to the maximum
number of people participating in the
repository and increase the likelihood of
getting a good response.

Highlight the
category in which
you want to hold
your discussion.

10 May, 2004

Alternately, select a specific category if your

question is specific to a category topic.
However, you may not get a good response if
there are only a small number of people who
have registered an interest in that category
topic.

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

35

Contributing to a Discussion

Click on Add New.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

36

Contributing to a Discussion (Cont.)

Click on the check

box to send this
question to other
members receiving
mail for this
category.

Ask your question.

Click
on
Finish.

10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

37

Replying to a Discussion
Reply Instructions are
identified in the e-mail that
you receive.

Simply reply to
the gsmslore email.

Do not attach any files

to your response.

Or if your item is a
reusable asset, add it
to the Best Practices
Repository and simply
point to it in your email.

If you want to send an

attachment, send a regular
e-mail directly to the
person who originated the
request.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

38

Agenda
Repository Basics
Adjusting Your Profile Settings
Understanding the User Interface
Searching for and Downloading an Item
Contributing an Item
Contributing to a Discussion
Course Wrap-Up

NOTE - Click on forward arrow to advance directly to the associated agenda topic.
Click on back arrow on any slide to return to this Agenda.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

39

Course Wrap Up
At this point you should:
Understand the role and objectives for the GSMS
Best Practices Repository.
Understand how to complete basic actions.
Adjusting Your Profile Settings, including your Search Profile

Searching for and Downloading an Item and Reporting on its

Reuse Value
Contributing an Item
Contributing to a Discussion

If you have further questions, please consult your local

GSMS Best Practices Coordinator (if known) or E-mail
the EDGEHelpDesk@hp.com.
10 May, 2004

GSMS_Best_Practices_Repository_Tutorial.ppt

Copyright 2004, Electronic Data Systems. All rights reserved.

40

Who
to to
Contact?
Need
Contact GSMS?

http://edge.corp.hp.com

If you have questions, consult the following in order:

Local SME, Regional SME, Local PPI Group/Leader, or Regional PPI Leader.
If you still need assistance, please e-mail the EDGEHelpDesk@hp.com.
EDS and the EDS logo are registered trademarks of Electronic Data Systems Corporation.
EDS is an equal opportunity employer and values the diversity of its people.
2004 Electronic Data Systems Corporation. All rights reserved.