North Sea Port optimizes its information management with AXI

AXI's expert advice and micro- and macro-level guidance guarantee the smooth implementation of information management at North Sea Port.

"In recent years, the Port of Ghent has gradually evolved into a knowledge-based organization," says Dieter Boedts, HR Director at North Sea Port. "Operational activities have disappeared from our job description, and most of our employees have administrative roles."

Four years ago, the organization launched PRONTO, PROject for a New Future Organization. This project focuses on improving collaboration between people. To achieve this, both the physical component (infrastructure and building use) and the human component (how to manage employees, how to handle different results, and how to provide or request guidance) had to be considered. It also included the implementation of advanced management software.

"Since the 1990s, we have evolved from a municipal department to a more autonomous organization," continues Dieter Boedts. "Consequently, our HR needs also had to be adjusted. With the average employee age of 49, we are on the cusp of a major change, as approximately half of our employees will leave in the coming years." This will significantly impact the existing employee knowledge base, so the company naturally wants to prevent this potential loss of expertise. At the same time, it also wants to offer new, talented team members a modern and efficient work environment. The organization needs a structured platform to achieve these goals.

Advice and Support

Dieter Boedts adds: "We started with a pilot project based on a proof-of-concept analysis on SharePoint. However, the results were not entirely satisfactory. We felt the time was right to involve AXI in this process. We had already successfully collaborated in the past and value their expertise. At the same time, we also hired an information manager because we are convinced that this work also requires a dedicated expert internally."

AXI conducted a SWOT analysis, which showed that SharePoint was indeed the best solution. This time, however, a detailed study was conducted to map the specific needs of the Port of Ghent and optimize their implementation. AXI helped define the content of the solution package and will oversee its implementation. Mieke Popelier, Information Manager: “Their contribution really made the difference. It quickly became clear that AXI was involved at both the micro and macro level. This close collaboration allows them to provide invaluable expert advice. They really deliver on the pre-defined deliverables and keep their promises.”

Data quality exercise brings order to the chaos

Once the project began to roll out, AXI designed an action plan that is currently being executed and implemented. “A key aspect of this is the data quality exercise,” says Mieke Popelier. “At this point in the exercise, each department goes through a series of steps to remove redundant information and retain only the data relevant to the new structure. It's truly a clean slate, with a huge amount of work enumerating all the sources, facts, figures, and so on. In addition, we organize monthly working group meetings with representatives from all departments. Each department has a designated data steward who communicates the working group's results and guidelines. But thanks to the clear guidelines and the right guidance, everything is running smoothly. We're making really good progress.”

The gradual migration of all projects to SharePoint has now begun. Once the data quality exercise for the entire project is completed, the document management process—search, consultation, archiving, etc.—will be standardized across all projects within the organization. At that point, AXI will develop a roadmap outlining the next steps. This will include implementing value-added projects such as rights management, contract management, and a digital mailroom.

Well on track

Change is rarely adopted without encountering resistance. Therefore, considerable attention was also paid to raising awareness. Mieke Popelier: “AXI noticed that the first letters of the names of our old network drives for data storage spelled out the word CHIMPS. A funny coincidence, but we quickly decided to commercialize this and developed an internal communications campaign around the chimp theme in collaboration with the communications department. Gamification initiatives will hopefully encourage everyone to participate. Anyone who can keep their folder at 0% (or as low as possible) has a chance to win a reward for that month. It's all about maintaining high data quality in a fun way.”

At this stage, North Sea Port cannot yet draw any definitive conclusions. “We are building on a solid foundation,” concludes Dieter Boedts, “where SharePoint will not be implemented company-wide for the time being. But we feel we have full control, and we are all looking forward to the final rollout. With a partner like AXI, we are convinced that the result will be successful.”