FREE13 Presentation - Case Study The Cha~ment Solution across a large or

Department of Education

The Challenges and Rewards with Implementing a

Document and Records Management Solution across

a large organisationLisa Baker, Manager

Information Support Services


Decision for Change• In 2012 the Executive agreed to replace

Hummingbird (RIMS) with the whole of government preferred document and records management HP TRIM

• DoE advertised for quotes for a pilot implementation

• FYB were selected as DoE’s implementation partner and to provide an end to end solution plus ongoing support and assistance


Goals • Implement a well known records and document

management system • A solution for integration with other technologies and

future plans• Increase uptake of users • Specific record type configurations to provide users

with a customised view of related information• Increase knowledge of and access to information • Reduce the use of network drives and email archiving• Review Business Classification Scheme • Implement a Self Help Training Model


Deployment Timelines

2012 Aug Nov 2013 May Aug Nov 2014 2014

Phase 4Completed March 2014

Phase 3Completed January 2014

Phase 2Completed Sep 2013

Phase 1Completed June 2013

Phase 1 - Pilot ImplementationCompleted November 2012


Summary of Phases• Pilot Implementation – Human Resource

Operations, HP TRIM was deployed to approximately 50 users

• Phase 1 – HP TRIM was deployed to approximately 100 employees; this consisted of the remainder of Human Resources within Letitia House and the out posted business units linked to Human Resources

• Phase 2 – HP TRIM was deployed to approximately 254 employees; this consisted of the remainder of business units within Letitia House, 73 to 77 Murray Street and the out posted business units linked to Murray Street and Letitia House


Summary of Phases

• Phase 3 – HP TRIM was deployed to approximately 721 employees; this consisted of Information Technology Services and Finance and Business Services, Skills Tasmania and LINC Tasmania, and the Professional Learning Institute

• Phase 4 – HP TRIM was deployed to approximately 30

employees within Leanings Services and Student Support state wide


Approach to ImplementationOne off Tasks• Technical Installation for EDRMS (HP

TRIM)• Technical Installation and configuration

for Scanning Solution (EzeScan) [leveraged off and added to existing licenses that weren’t being used to their fullest potential]

• Migration Strategy (to apply for all phases)

• E-Learning Modules (online learning)


Approach to ImplementationRepeated for Each Phase• Business Classification Scheme

analysis and redevelopment• Procedure manual updated• Systems Design and Configuration• User Acceptance Testing• Migration• Training


StatisticsData was migrated from Hummingbird and RecFind into HP TRIMRECORD TYPE

MIGRATED LEGACY

DATA

NEW RECORDS SINCE IMPLEMENTATION

TOTAL

Folders 382,694 357,224 739,918Documents 1,678,357 511,314 2,189,671Archive Boxes

14,091 2,132 16,223


Challenges • Staff joining the system at different times, creating

a mixed environment to share information during an 18 month period including the ISS team operating in 3 environments (Hummingbird, RecFind and HP TRIM)

• Change Management issues ranging from over 250 staff converting from hardcopy practices and RIMS users using a modified BCS and a new RM system; limited training offered as staff were directed to use Self Help training tools (e-Learning modules)

• Overall size of the Department, making for a long deployment, hence the phased approach


Rewards - End UserVIRTUAL FOLDER SOLUTIONS • Employee – has 8 sub folders (Consultancy,

Employee Details, Employment Information, Leave, Legacy Data, Payroll, Performance, Training)

• Position– has 6 sub folders (Recruitment Process, Selection Process, Application, Legacy, Vacancy Establishment Management and Unsuccessful)

• Work Cover – has 5 sub folders (Certificates, Consultancy, Legal, Medical Reports and Plans)


Rewards - End User VIRTUAL FOLDER SOLUTIONS• Building Works – has 10 virtual folders and up

to 7 folders in each thus ensuring all building works for a particular project is captured in one location with all the retention and disposal allocated at creation. These folders can also be linked to the property virtual folder if required

• Property – has 6 virtual folders and up to 8 folders in each covering leasing, security, property management, plans, maintenance, minor and major building development and insurance. This allows Facilities to access all documents related to one site in one search


Rewards - End UserVIRTUAL FOLDER SOLUTIONS• Events – has 6 sub folders (Financials,

Facilitation, Ceremony, Awards, Meetings and Marketing)

• Program - has 6 virtual folders which may contain up to 6 sub folders to manage programs

• Project – has 4 virtual folders, these virtual folders may contain up to 6 sub folders

• Right to Information (RTI) – For use in the management of the RTI process and contains 2 sub folders


Rewards – End UserVIRTUAL FOLDER SOLUTIONS• Registered Training Authority (RTO) - has 3

sub folders (Submissions, Contract Management and Endorsement)

• International Student – has 6 sub folders (Accommodation, Arrivals, Applications, Compliance, Enrolment and Financials)

• Standard Virtual Folder – Staff who have the role and responsibility to create folders have the ability to create Standard Virtual Folders to store any specific collection of folders


Rewards – Information Support Service • No longer receiving 300 to 700 paper documents

daily for registration and filing from business units• Retention is applied to all newly created folders

providing a mechanism for undertaking regular disposal management

• Providing quicker access to records through digitisation and smart scanning methods

• Helpdesk calls have reduced for assistance in searching for records due to the introduction of various auto tool solutions

• More time to focus on other Records Management projects of which we have many


Summary of Rewards• All non school and college documents and

records located in the ONE system• Greater compliance with Recordkeeping

Standards• Greater efficiency in finding information for

individual teams• FYB Auto Folder Generation tool solutions • Over time staff have become receptive to

HP TRIM and there is now an overall positive outlook to the system


What Next?• We have just completed an upgrade to HP Records

Manager 8.1• HP Records Manager Training Program for 2015 • Skills Tasmania data migration to Department of

State Growth • Integration with Enterprise Resource Management

(ERM)• Integration with the Employment Management

System (EMS) • Deployment to Schools and Colleges • SharePoint Integration


Questions?