TUF23 Changing the Economics of IM Stream 1 - Business Sustainability DIY Approach - TRIM & Records Management

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.

Our risk

3 Primary Challenges 1.Configuring TRIM for our DIY users 2.Timely delivery of TRIM training 3.Expansion of the classification tables

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

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?

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.

Challenge 1 – Simple configuration  Finally choose the obvious system settings –Documents can only be contained in folders –Use the types of location as designed –Link retention schedules to classifications –Sentence on creation –File creation simplicity on par with Windows folders

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

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!

“Live” demo

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

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

Induction

Induction modules

TRIM Survival

TRIM Survival modules

Building TRIM Skills

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

Challenge 3 – DIY Classification maintenance  What are users familiar with?  Browsing!

TRIM Classification Development & Maintenance  Development - Pros vs inhouse  Maintenance - Pros vs inhouse  Pros and cons anyone? Function Activities Subjects EaseEase

AKA & TRIM Integrator

AKA

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.

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

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

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