Meridio Training

1
Elite
Meridio Training Consulting
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Course objectives

• By the end of this training session you will
• Understand why the Elite programme is being
  introduced to the Firm
• Know the key concepts of the Meridio document
  management system
• Understand how clients and engagements are set up
  and accessed in Meridio
• Know the Meridio Engagement Lifecycle from
  Pre-engagement through to Engagement closure
• Be able to create Standard folder structures for
  your engagement
• Understand the new Scanning solution
• Work with documents and emails within Meridio
• Be able to work offline
• Know what you need to do on returning to the
  office.

3
Elite Context

• Elite involves new ways of working which will
  make our working lives easier. Meridio is a
  simple and intuitive system which uses Outlook.
• This session covers Meridio basics and generic
  Consulting policies and procedures. It does not
  cover operating unit specific working practices.
• Risk Representatives from each service line have
  been working with PPG to define firm wide
  policies and procedures. Consulting guidance has
  been agreed and web-enabled.
• A Consulting Change Agent Network has been set up
  to support the move to Meridio. The Change
  Agents will, over the next few months, be able to
  assist you with any working practice related
  questions that you may have at a local level.

4
Document Management our current state

• How many emails does the Firm produce every year?
  
• How many documents do we create?
• Where do we store this information?
• How easy is it to find the latest version of a
  document?
• What problems do we face when a document is only
  available in hard copy?
• How well do we follow our responsibilities to
  archive and retain documents in accordance with
  best practice and regulations?
• How many documents did approximately 130 people
  add over the 5 months of the Consulting pilot?

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Overview of Meridio

• Meridio will be used as the new document
  management system for the UK Firm which require
  new ways of working with client documentation.
• Meridio will be accessible through Microsoft
  Outlook and integrated with commonly used
  applications such as MS Word, Excel and
  PowerPoint
• Documents can be taken offline for editing
• An new scanning solution will allow hard copy
  documentation to be scanned and saved
  electronically

Meridio will allow engagement teams to maintain a
complete electronic client file, accessible by
all members of the team. Meridio is for client
documentation only.
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What benefits will Elite bring?
Elite will address current inefficiencies by
providing a consistent way to manage our
documents, supported by leading edge technology.
This will allow practitioners to spend more time
on value add activities
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What benefits will Elite bring?
Elite will address current inefficiencies by
providing a consistent way to manage our
documents, supported by leading edge technology.
This will allow practitioners to spend more time
on value add activities
8
What benefits will Elite bring?
Elite will address current inefficiencies by
providing a consistent way to manage our
documents, supported by leading edge technology.
This will allow practitioners to spend more time
on value add activities
9
Accessing Meridio
Meridio/Document Management headings - within the
menu bar
New Toolbars
Meridio Fileplan
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Document Management Toolbar Firm wide
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Consulting Specific Toolbar
Add for Document Review Add a document to a list
for review
Submit for Document Review Submit one or more
documents for review
Add for Knowledge ExchangeAdd document to be
submitted to Knowledge Exchange
Submit for Knowledge Exchange Submit document to
Knowledge Exchange
Create Standard Folders Create Service Line
specific folder sets
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Meridio Menu
Check Out / Check In Take a copy on to your local
hard drive for editing
Access control Check who has access to a folder
Version History Access previous versions of a
document
Properties Find out more about a document
13
Meridio and the Engagement Lifecycle
Emails and client correspondence are now saved in
a shared fileplan
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The Meridio Fileplan
Client (shared by the Firm)
Automatic set up
WBS1 (shared by the engagement)
WBS2 (shared by the team)
Document Storage
Manually set up
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Pre-engagement Fileplan Area

• Used for client-related pre-engagement documents
  until
• WBS code set up and key documents moved to the
  engagement fileplan area.
• The bid is lost and key information is moved to
  the KX or relevant client level folder.

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Engagement Start Up Guidance

• Naming convention for standard folders
• The name for the standard folders should be
  client name project name task description

• Agree and create WBS2 standard folders for the
  engagement.
• Set appropriate permissions for the engagement
  team.
• Ensure that only appropriate people have
  permissions to folders.
• Identify other WBS2s that exist under a WBS1
  (using SAPphire) and determine ways of working.
• Determine whether separate or combined filing
  areas are appropriate where multiple WBS2s exist.
• Ensure the relevant pre-engagement
  documents/folders have been added to the
  appropriate level in the file-plan.

Engagement Managers responsibilities
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Setting up a fileplan
Demonstration
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Creating the engagement fileplan

• Highlight the WBS2 level class
• Select Create Standard Folders on the service
  line specific toolbar
• Set permissions, and name the standard folder set
• Move the pre engagement folders into this area

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Key concepts in document management

• Access Permissions
• Classes and Folders

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Access Permissions

• Manage permissions are automatically assigned to
• Six people named in SAPphire
• Billing Partner, Engagement Partner, Engagement
  Manager, up to Three proxies
• Anyone setting up a pre-engagement fileplan

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Classes and Folders

• Classes can only contain classes or folders but
  not both
• Folders can only contain documents
• Documents are always saved at the lowest level of
  the structure

Folder
Class
Folder
Class
Class
Folder
Class
Folder
Class
Folder
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Classes and Folders quiz

• Which of these are possible combinations and why?

F
C
C
C
C
F
C
No A class cant contain a mixture of folders
and classes
No A class cant contain documents
F
C
F
F
F
F
F
No A folder can only contain documents
Yes classes can contain folders and folders can
contain documents
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My Workspace Guided demonstration
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Fileplan shortcuts in My Workspace

• Use My Workspace as a shortcut to commonly used
  locations
• Never move to My Workspace always right click
  and copy
• Remove links by deleting them from My Workspace

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Working with documents (1)Guided demonstration

• Saving documents into the fileplan

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Types of Documents
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Documentation stored in Meridio
Engagement Records
DEANs (Drafts, Engagement Administration Notes)

• Documents that evidence our work or our
  conclusions.
• Documents that are the results of our work
• Documents that demonstrate that our work was
  properly planned, executed and controlled.
• Documents that relate to key routine
  administrative matters that need to be retained
  as part of our record of work or for future
  reference.

• Documents prepared during an engagement but which
  are not intended to form part of the engagement
  record.

Including Routine internal communications of an
administrative nature (e.g. room bookings, travel
arrangements etc.), review notes, superseded mark
ups and working drafts, discursive email
conversations exploring alternative actions.
Including minutes of meetings and telephone
conversations, documentation of our conclusions,
budgets, referral instructions, project plans,
deliverables etc.

• Engagement Records should be saved in Meridio.
• DEANs may be saved to Meridio and should be
  deleted at the end of an engagement.

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What should be stored in Meridio?

• Save as work in progress and end product
• Documents, emails and scans of hard copies
  relating to client engagement work

• Save only the end product
• Linked documents
• Integrated Service Line specific applications
• Databases

Issue fix Powerpoint templates - save twice from
within the application
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Key concepts in document management

• Documents and Records

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Document version controlHow to version your
documents
You will need to understand the difference
between Major and Minor versions, and
Records to categorise your documents correctly.
Minor versions Typically working and review
drafts which have not been sent to the client.
Records Records can not be deleted, edited or
moved and only Major versions can be made a
record. Documents should be declared as a
Record when it has been reviewed, approved and
finalised.
Major versions Major versions will represent
a defined stage in a documents 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.
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Documents and Records
0/1
Create document, save as Minor version 0/1
0/2
Edit document, save as Minor version 0/2
1/0
Edit document, send to Client as Major version 1/0
Client approves document version 1/0
Document final, declare as Record
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Working with documents (2)Guided demonstration

• Opening documents from the fileplan
• Working with emails
• Deleting documents
• Searching
• Check Out/In process

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Working with documents recap

• What permissions do you need to set up the
  engagement fileplan?
• How can you add an individual folder to the
  fileplan?
• How can you check which individuals have manage
  rights on your project?
• Why might you choose to keep a document locked?
• How can you break a lock on a document?
• How can you access previous versions of a
  document?

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Working OfflineGuided demonstration- Offline
Synchroniser
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Working offlineUsing the right functionality
Check Out
Offline Synchroniser

• Use the Check Out function where
• You only need access to a small number of
  documents
• You are able to identify the documents you need
  in advance
• You need to lock documents to prevent others
  from editing at the same time.

Use the Offline Synchroniser function
where You need a local copy of the file-plan
structure to store new documents and emails
temporarily whilst offline. You need to see a
large number of documents, but will only edit a
small number. You are unable to identify the
documents you require in advance You do not
need to lock documents to prevent others from
editing at the same time. You do not have
access to the Deloitte Network for a significant
length of time i.e. a number of days.
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Scanning

• Scan Request Form
• Central scanning
• Local scanning

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Local scanning on multi-functional devices
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Recap

• How can you search for a document?
• How can you retrieve a document that you have
  deleted by mistake?
• How can you search for a folder?
• How could you attach a Meridio document to an
  email?
• When would you use check out/check in to edit a
  document?
• How can emails be saved into Meridio?

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Models of Working

• Mode Switcher
• Models of Working

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Meridio Mode Switcher

• The integration of MS Word, Excel and Powerpoint
  with Meridio can temporarily be removed, allowing
  you to work with these applications independently
  of Meridio. You can edit any of your Meridio
  documents, but you will need to check them out
  and check them in to do so.
• In order to do this, Meridio can be switched
  between Normal Mode and Standalone mode.
• Ensure all other applications are closed when
  switching modes.

Meridio Standalone Mode
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Models of Working
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Connectivity Decision Tree
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Connectivity Decision Tree
Finding the right model of working will be a key
decision and will depend on your connectivity and
the type of applications being used. A number of
complex applications are currently not compatible
with Meridio and Standalone Mode should be used.
Connectivity Decision Tree
Are you working from a Deloitte office?
Yes
No
Does the Client site have a fast, reliable
internet connection?
Use Meridio in NORMAL mode (Preferred)
Yes
No
Does the client site have an intermittent
internet connection?
Use Meridio in STANDALONE mode
Yes
No
Use Meridio WEBCLIENT
Team saves locally, then uploads to Meridio when
possible (least Preferred)
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Web Client
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Web Client

• The Meridio Web Client can be used when
  practitioners are working remotely with an
  intermittent or slower connection to the Deloitte
  network.
• To access the Meridio Web Client you type
  Meridio into the address bar of an Internet
  Explorer Window.

Web page format
No Outlook toolbars

• The Web Client does not have the full
  functionality of the Outlook client. The
  following functions are not available
• Manage Security
• Create Standard Folders
• Add/Move/Delete Folders
• Workflows

Fileplan structure
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Engagement Closure
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Engagement 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.

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Importantly Elite provides engagements with the
ability to directly contribute all re-usable
knowledge to the KX
Step 1

• Why - Elite will only maintain information for a
  limited time so it is important that any
  re-usable assets are contributed to the KX
• When - At Engagement Closure or when phases of an
  engagement have been completed all re-usable
  knowledge should be contributed to the KX
• What Coordinate with knowledge leader/champion
  and engagement manager which deliverables should
  be contributed
• How Once contributed all knowledge should be
  reviewed in contributors Draft Documents
  within the KX, tagged appropriately and linked to
  relevant Qual

Add For KX
Step 2
Submit For KX
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Next Steps
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Summary
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 folders
• You will save emails (both sent and received)
  relating to client engagements into Meridio
• You will need to be conscious of the impact of
  locking documents for editing

• You will have access to a complete client
  engagement file stored in one location
• You will be able to easily identify the latest
  version of a document
• You will be able to locate documents quickly and
  easily through a logical file structure
• Increased collaboration and sharing of
  information
• Improved risk management and compliance

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Support Channels and Feedback
1
Support Reference Guide, Consulting Change
Agents Network (all on the Elite intranet)
Meridio Option on UK ITS Service desk (Option 2
on x77777), Troubleshoot provide support via
phones 0730-1900
2
3
More Information Elite intranet (and training
page) found under About Us on the Deloitte
homepage
Meridio Core Functionality The SAP feed, Outlook
interface, Creating and saving documents, version
control, e-mails, and searching within Meridio
4
Feedback Please email ukconsultingelitefeedback_at_
deloitte.co.uk
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How to access the Consulting Change Agents
Network

• Deloitte Home Page
• About us
• Elite Programme
• Change Agent Network (LHS)

How to access the Consulting Meridio Reference
Guide

• Deloitte Home Page
• About us
• Elite Programme
• Consulting (LHS)
• Meridio Training
• Consulting Meridio Reference Guide

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How to access the Consulting Working Practice
Guidance

• Deloitte Home Page
• About us
• Elite Programme
• Consulting (LHS)
• Working Practice Guidance
• Consulting Meridio User Guide
• The following will also be available though the
  intranet site
• Step by Step MFP Scanning Guide
• Engagement Manager Pack
• Laptop maintenance guide

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Next Steps
Engagement Managers All
Set up WBS code in SAP, complying with naming convention Set up permissions in Meridio Set up folder structure Define ways of working and communicate to project team Migrate green file documents Familiarise yourself with Meridio functionality Understand the ways of working and folder structure Start adding emails and documents to the fileplan Ensure you have a SecureID token as you will need to be connected on Neoteris through enhanced mode please request from UKITS
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