Objectives
• Background and Situation
• Proposed Solution and the Major Tasks
• Implementation Plan and Critical Deliverables
• Learning
• Case Studies – Training and Change & MiniApp
• The Record Managers Perspective
• Critical Risks to Manage
2
Background
• OneTRIM was a critical deliverable for OneFACS
• Move to manage information as a departmental asset
• Address recommendations from previous reviews of record
keeping (Ombudsman, Auditor General and Royal
Commissions)
• Improve and streamline Legislative Compliance
3
Background
• Implementation of the three Records Management
Principles developed by SARA
 Principle 1. Records should be managed within a framework, where
responsibility is clearly assigned
 Principle 2. Records management supports business
 Principle 3. Records are well managed
4
The Situation
The Current TRIM Landscape
27% of the 10,000 users require access
to more than one TRIM dataset
Fragmented TRIM Datasets add
complexity to technical support
TRIM Datasets
Multi Access
Users
Users with
access to
multiple
TRIM
datasets
Housing
Technical Support
2,700 users
(Database Analysts
and TRIM
Administrators)
Community
Services
TRIM Users
ADHC
Single Access
Users only
Users
requiring
access to a
single TRIM
dataset
7,300 users
Business
Services
On-Premise
Shared
Infrastructure
TRIM v7.12
FACS
Currently operating an
unsupported version of TRIM
AHO
Inconsistent schemas
across the six datasets
5
The Solution – Simplified Environment
Technical Support
One dataset with
single data schema
(Database Analysts
and TRIM
Administrators)
TRIM Users (x 10,000) FACS TRIM Dataset
On- Premise
Shared
Infrastructure
FACS
Simpler environment
to support
HPRM v8.3
All users only require
a single TRIM access
GRR
Legacy
Records
Operating on supported software
with enhanced functionality
Secure legacy records,
accessed as required
6
The Task – OneTRIM for OneFACS
• Consolidate the existing systems to a single dataset
• Upgrade to a level of software that will provide substantially
enhanced functionality
• Migrate over 40 million records into a single data set
• Improve the Records Management Framework and Support
• Build the capability of 10,000 users and transition them OneTRIM
• Establish a consolidated platform that can be more readily
migrated to an ‘as-a-service’ model
• Leverage improved user experience to drive up use
7
Implementation Plan
Feb 2016
April 2016
June 2016
Aug 2016
Oct 2016
Dec 2016
June 2017
Stage 1: Analysis & Design
Stage 2: Build New Environment
Stage 3: Application Remediation
Stage 4: Cleanse & GRR
Stage 5: Migration
Stage 6a: Training Needs
Analysis
Stage 6b: Training Delivery
Stage 7: Go Live
Stage 8: Post Go Live Support
8
Critical Deliverables
Scope
Status
Scope
Program Mobilisation and set up
SAP TRIM Integration Tool
Analysis and consolidation of all TRIM
schemas
RM 8 Upgrade for all datasets
Single FACS Records Management
Policy, Guidelines, Business Rules
Revised FACS Disposal Authorities
Status
Migration – CS, FACS, BL, AHO,
MiniApp
Migration – HNSW/LAHC (27 /3/17)
PMO Pipeline Process – Automation
(14/4/17)
In Progress
ADHC migration of identified records
(7/4/17)
In Progress
ControlPoint – initial run (14/4/17)
In Progress
Post migration tasks (14/4/17)
In Progress
Change Management and Training
Strategies and Execution Plans
Handover to BaU (21/4/17)
In Progress
Technical Designs (OneTRIM, Control
Point, SAP TRIM Integration Tool)
Program Close Documentation
(28/4/17)
In Progress
Single Ministerial Record Type &
Reporting Tool
Analysis and standardisation of TRIM
configuration
Business Analysis
9
The Deliverables – some examples
• RM Policies and Guidelines
• Change and Communication Strategies and Plans
• Training – Manuals and eLearning
• Technical Design Documentation
• Testing and Validation
10
Learning 1 – Governance is Mission Critical
Change Working
Group
Technical Advisory
Group (TAG)
Steering
Committee
Business Advisory
Group (BAG)
• Local business unit
representative/s that will
assist Change Agent in
influencing, managing and
driving change to meet
local business needs and
maximise staff adoption
and utilisation of OneTRIM
• Business Representative
• Change Agent
Actively support the
delivery of the OneTRIM
change management
within FACS
• Management Sponsorship of OneTRIM
• Engagement and support with the OneTRIM team to actively and
visibly support OneTRIM implementation within FACS
Super Users
• Nominated staff to support
local staff with OneTRIM
 Communications
 Training reinforcement
 1st level support
• Assist Change Agent in
driving change
FACS Management Sponsorship
11
Learning 2 – Engagement is Everything
• Steering Committee
• BAG
• TAG
• Super User
• ED and Director sponsorship
• Local division/district meetings
• Business process workshops
• User Acceptance Testing
12
Learning 3 –Transition Order is Key
Support the change task
• Manage user concerns
• Deliver quick wins
• Enable continuous delivery
• Consolidate and build engagement
Manage risks
• Build knowledge
• Build skill
• Build acceptance
• Build support
13
Learning 4 – Migration is a Challenge
Migration Challenges
• Technical challenges
• User challenges
Options
• Process Approach
• Org Unit Approach
• Big Bang Approach
• Phased Approach
Regardless of strategy unless the big bang approach is taken
users will be working in multiple datasets during transition phase.
14
Learning 5 – Training and Communication
Case Study
Change
Training
Communication
15
Learning 5 – Training component
On demand training resources
• Manuals, guides, simulations, e-courses, videos
Super Users
• First level support &/or training to local staff
Face to face training
• Super users
• Critical key users/groups
Webinars
• Regular scheduled sessions
Learning Path
• Direct staff to topic/action learning's
16
Learning 5 – Training component
Training Format
Attendance / Completion Numbers
Face to Face Training
651
Webinar
•
Working with RM8
1812
•
Searching in RM8
1317
•
Creating & Editing in RM8
1204
E-Learning
•
Intro to RM8
1252 (passed) 766 (in progress)
•
Searching in RM8
706 (passed) 345 (in progress)
•
Creating & Editing in RM8
817 (passed) 652 (in progress)
Summary
Completed/attended any of the
following:
• F2F attendance
• Working with RM8 webinar
• Intro to RM8 E-Learning
(minimum training requirement)
Total No. TRIM/RM8 users
7796
Number of staff completed/
in progress of minimum
training requirement
3715
Participation Rate
57.5%
17
Learning 5 – Change component
• Change
Partners/Champions
webinars
• OneTRIM intranet page
• Super User webinars
• OneTRIM email address
• Pre Go Live Webinars
• No generic Newsletters
• Targeted Email
• Pre Go Live Site visits
• Onsite Support
18
Learning 6 - MiniApp
Case Study
19
Case Study – Miniapp
What the introduction of MiniApp meant:
• First step in our journey
• Bringing together of multiple processes into one
process and one common platform
• Single record type in a single dataset
• Common workflow tool for users who had not used
workflow before
• EDRM system for all ministerial and executive records
• Solution to the constant twin problems of security:
 Completely locked down records or
 Too open records
20
Case Study – Miniapp
What MiniApp has brought us:
• Single test case was proof that we could bring multiple
processes together and manage the cultural change
• We won an award!
• Helped build the guiding coalition and a quick win to
build momentum
• Helped make people more accountable with clearer
responsibility and visibility
• Much better data and business intelligence
• Security now managed in a dynamic fashion
21
The Record Managers Perspective - 1
Records are now an Managed Asset!
• FRDA’s up to date with Cluster responsibilities
• Policy aligned to SARA’s three principles
• BCS aligned to GA28 and relevant FRDA’s
• RM and RK Guidelines aligned to Policy and Business
Needs
• Business Rules incorporated in training and eLearning
modules
22
The Record Managers Perspective - 2
Mainstreamed records management responsibilities
• Induction training
• RM and RK Training on line through the FACS eLearning
service
• Monitoring and control regime embedded in BaU support
• Retention and archiving now a BaU focus
Users in FACS are now engaged and Connected
23
Critical Risks to Manage
• Business not supportive of the change
• Data loss or corruption during migration
• Security of records
• System availability
• Poor estimate of schedule or cost
• Low user adoption or acceptance
24
Mission - credits
• Sponsored from the top
• Supportive FACS Board
• Engaged Program Steering Committee
• Managed through the CIO
• OneTRIM Team across OneFACS
• The Staff of FACS
One TRIM – Staff perspectives
“A standardised and consolidated Electronic Document
Records Management System which facilitates
consistency:
Consistent
implementation
of access
classification
“Improved
business
processes
through
faster
to
“One
Records
Management
System
across
FACS
in
line
“The
compliant
management
of
records
in
a
secure
user
“The
OneTRIM
program
is
a
significantly
positive
“Alabelling,
consistent,
reliable,
user-friendly
system
where
and
consistent
application
and enforcement
of
and
retrieval
of
information
and
better-informed
with
State
Records
Act
1998
providing
a
standard
focused
system,
supporting
discoverability,
collaboration
program
ofisworks
that
recognises
and
addresses
the
information
easy
to
access
and
application
is
information
security
controls
and
a
consistent
user
decision-making
through
quicker
access
to
allwill
of for
the the
framework
for
a
consistent
work
stream
approach
and
timely
response.”
evolving
needs
of
the
FACS
workforce
and
embraced
byThis
staffconsolidated
in daily practice.”
experience.
single instance approach
right
information.”
coordination
of information
and record
management
and optimise
FACS’
will directly
not onlyinfluence
deliver savings
in regard
tocommunity
support and
keeping
practices
for all FACS Staff.”
serving
objectives.”
hardware
but Walker)
will also improve access control by
(Jennifer
(Owen
Griffiths)
(Claire
Moreton)
enabling
theMilkos)
implementation of repeatable tasks, thus
(Mark
removing risks associated with bespoke trans-trim
(Tamsyn Brogden)
instance access provision and de-provision.”
(Matthew Fedele-Sirotich)