Agile and flexible: the Rocher Group’s conditions for the success of its DAM

Episode 2: What were the business and IT concerns of the Rocher Group?

Were there any key points of concern discovered during the project?

We paid special attention to the issue of data recovery. The documentation structure can vary significantly from one brand to the next. We had to do a fairly complex data mapping job. This convergence task is both analytical (defining the target) and technical (migrating the data).

The recovery of existing media provides a good opportunity to clean up its data. It is therefore a matter of finding strategies “to weed out” the unnecessary elements and to keep only what is essential. We are talking about hundreds of thousands of files, so we must focus on automatic solutions and avoid manual tasks as much as possible. We also had to manage the recovery of contracts regarding image rights which required that we rethink how the various contents were linked.

Finally, the organization of the recovery was a real topic of discussion. Business doesn’t stop and it wasn’t possible to immobilize the existing resources during the migration.

Given that the migration of a base lasts several weeks, we proceeded in 2 stages, for each brand:

– Recovery of the multimedia content at the beginning of the recovery phase

– Recovery of all updates at the time of the update

Who are the main users of the Rocher Group’s brand platform?

Since we are making MyMedia a repository of multimedia content for our brands, it is important to manage its content and users. Thus, a “guardian of the temple” for each brand, the designated “brand administrator”, manages the rights of users and ensures consistent content organization.

Three other big categories of users were identified:

–The internal contributors: they will upload, index and publish new content. Within a brand, they can be found in central communications and country communications.

– The internal consumers: they come to search through the media for commercial operations such as mail order sales, retailing or Email marketing, or to supply content to Websites, etc…

–External users: advertising agencies, printers, DTP studios and other entities that need brand visuals.

What types of content are eligible for the MyMedia database?

All digital assets and brand communication are likely to be integrated into MyMedia.

These include the following:

–Brand and product communication: the communication database hosts brand charters or documents 

–The media library: it centralizes all the visuals of products, accessories, models, … 

–The brand’s sales plan: this last aspect corresponds to the implementation of toolboxes for events that take place at the same time all over the world.

The creation of these toolboxes is intended to provide guidelines or turnkey content to users of the platform.

Why did you choose the French publisher Keepeek?

Several factors drove us to choose Keepeek.

First of all, Keepeek seemed to be an ergonomic solution that concretely addressed our functional needs regarding ease of access to the platform, content sharing, and communication between the platform and other business applications, etc.

We found the Keepeek solution to be “up-to-date” both functionally and technically. The components used, the API and all the different modules that make up Keepeek include recent solutions. Then, there’s also the agile approach of the project which seemed pertinent to us. This approach caught the attention of our IT management team and allowed for both the flexibility and optimization in the timing of the various projects.

Finally, we must point out that the economic model proposed is a new model on the market. The cost of entry for most of the market players is high, a deterrent which is mainly characterized by recurring costs for a platform that is meant to expand to cover a larger scope of users.

The choice to go with Keepeek was made after a meticulous selection process of about a dozen other publishers.

Was the use of the Keepeek Cloud an obvious choice for you?

This was discussed at length internally. We weren’t necessarily accustomed to opting for a platform and the storage of strategic data outside our own walls. However, our partner, Keepeek, convinced us that they had a solid model. On the other hand, our choice was part of a natural evolution in the urbanization of our information systems. And this project of an external cloud platform is in accordance with other projects that were also started within the Group.

Everyone is talking about an agile approach, but what does it really bring to a brand identity project?

In our case this approach makes sense.

First of all, the whole group is progressively moving towards agile methodologies. The improvement measure is turning into a culture.

We therefore needed to find a partner that knows our approach.

When we issued the request for tenders, all the candidates declared themselves agile, but when it came time for implementation, they quickly returned to the old V-Model.

We challenged Keepeek regarding its expertise in the agile methodology. Their hybrid Scrum and Kanban approach used in the projects convinced us. Agile ceremonies and especially stand-up meetings are an integral part of their business culture.

The project therefore utilized a Kanban approach, notably through the use of our virtual boards. This process was certainly one of the keys to the success of the project. Many issues needed to be resolved and it would have been impossible to give detailed “specifications” for all these subjects. Our iterative process solved the majority of problems in a progressive way. We prioritized the requests based on their estimated value to the project and gave up on some of the others. Keepeek accompanied us in these choices and adapted its solution to take into account these justified requests.

Did you need to adapt the solution to meet your business needs?

By choosing Keepeek, we wanted a proven and flexible solution. However, there was a moral contract with the business: to not ask for specific developments from the publisher, so as to minimize support and operating costs.

Once the publisher was chosen, we tried to direct our choices towards the standard solution offered. This was the correct approach because it allowed us to set a framework for business users, and also to adapt their process. In some cases, the Keepeek tool developed functionalities that become standard features of the tool.

Our desire to stick as closely as possible to the standard tool enabled us to launch the project on-time, while staying within the initial budget. A real success for a business and IT project of this magnitude.

Some key figures on the Rocher Group’s Keepeek solution!

– 7 brands
– More than 220 000 of quality media, classified and indexed, i.e. around 3 To
– 2000 users
– An average of more than 950 daily connections
– 64 countries

Discover or re-discover episode 1 on How to define and deploy an internationally scaled multi-brand project