TUF23 Changing the Economics of IM Stream 1 - Business Sustainability

1. TUF23Changing the Economics of IMStream 1 - Business Sustainability DIY Approach - TRIM & Records Management

2. Organisation Background • Total DPI staff = 3000 • Roles from professional to operational field staff • Over 100 different locations • Research facilities; town offices; laboratories • Licensed TRIM seats = 1840 • One production dataset • Modules include Document & Content Management • Devolved accountability • Centralised records management activities • Devolved operational activities by Business Units.

3. Our risk

4. 3 Primary Challenges • Configuring TRIM for our DIY users • Timely delivery of TRIM training • Expansion of the classification tables

5. Challenge 1 – Configuration for DIY • Configuration must be simple. • Users expect software to be intuitive. • Administrators’ adaptation of two “configurable objects” can lead to complexity. Locations & Record Types

6. 1 - Get Location types sorted • Too simple? Capitalise on the design intent with these • “Organisation” • “Position” • “Person” • “Project Team” • “Committee” • Less simple? • “Group” • “Workgroup” • “Venue” • A question? What location type does your organisation use for Compactus Storage?

7. 2 - Get record types aligned to business need • Establish principles for new record types. Ours are: • New metadata requirement • Default security requirement • Document “register” requirement • If one or more of these are triggered, then test the new record type with the users.

8. Simple DIY Virtual File Creation • Three steps • Classification (linked to retention schedule) • Optional Title • Author (additional granularity sought by users)

9. Complex File Creation • Not designed for Users • Duplicates data held elsewhere • Requires insider knowledge • UDFs conflict with TRIM data fields • Date due for destruction • Archive date • Kludged to death!

10. “Live” demo

11. TRIM Design Conclusions • Keep it in “TRIM Normal Form” • Capitalise on the design intent. • Your decisions will then survive upgrades. • Don’t kludge

12. Challenge 2 - Training • Transitioned from classroom to e-Learning. • Advantages: • Accessed via web “images” of the production environment • Timeliness issue solved • Quality improved • Cost effective

13. Induction

14. Induction modules

15. TRIM Survival

16. TRIM Survival modules

17. Building TRIM Skills

18. Training conclusions • It’s effective. • Since implementing e-learning, we have experienced over 70% reduction in support calls on “How do I do ….” • Partner with experience • Find a developer with the full range of inhouse skills & experience such as learning and development design, experienced trainers, graphic designers, photographers, e-learning software skills • A developer with existing IP rapidly improves development timeframes, improves quality and reduces cost

19. Challenge 3 – DIY Classification maintenance • What are users familiar with? • Browsing!

20. TRIM Classification Development & Maintenance Development - Pros vs inhouse Maintenance - Pros vs inhouse Pros and cons anyone? Ease

21. AKA & TRIM Integrator

22. AKA

23. AKA & TRIM Integrator • Facilitates expansion of the classification scheme • Maintenance of links between Classification and Retention schedule terms. • Publication to TRIM and the intranet for our novices.

24. Energy example • Trained Wednesday • Published new terms Monday • Viz ………… • SOCIAL PROGRAMS - Advice • Energy Accounts Payment Assistance • Energy Rebate • Life Support Electricity Rebate • Medical Energy Rebate • SOCIAL PROGRAMS - Representations • Energy Accounts Payment Assistance • Energy Rebate • Life Support Electricity Rebate • Medical Energy Rebate

25. BCS conclusions • Professionally built Classification Scheme • Allocate the resources to maintain rapid scalability • Maintain the Classification – Retention schedule linkages. • Regularly publish to TRIM and your intranet

26. Three Challenges • Simple intuitive design. KISS & Don’t kludge • Train staff early. • Open the BCS for timely expansion.