MISSION POSSIBLE OneTRIM for oneFACS

MISSION CONTENTS Situation Vision Plan Mission Tools Execution MiniApp Tour Reporting Real Time Mission success

“THE JOURNEY OF A THOUSAND MILES BEGINS WITH ONE STEP” LAO TZU We have taken that step…

SITUATION – EXTERNAL 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 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

SITUATION – INTERNAL Merging agencies 6 TRIM data sets History of Recordkeeping Transitioning to a paperless environment

MISSION “One seamless, standardised and simplified working environment for staff” Supporting client service delivery with:

GOVERNANCE

THE PLAN Stage 1 Stage 2 Stage 3 MiniApp Single BCS RM8.x Office Integration Enabled

MISSION TOOLS The RK Framework Change management Training

MISSION TOOLS – RK FRAMEWORK Policy One Policy for OneFACS Program To prioritise and manage action how to change Guidelines Guidelines to support use

MISSION TOOLS – POLICY FRAMEWORK DRAFT

MISSION TOOLS – One BCS Review Process All OneFACS Analysis Keyword Activity Benchmarking GA 28 Existing Functional Schedules We are updating the business classification scheme

OneTRIM CHANGE PRINCIPLES Change Management Framework Outcome and benefits driven Creating demand from the business Sharing innovation Leveraging Governance bodies and user groups Managing risk

MiniAPP – A CASE STUDY

MISSION TOOLS – CHANGE MANAGEMENT Awareness of the need for change Desire to participate and support the change Knowledge on how to change Ability to implement required skills and behaviors Reinforcement to sustain the change

MISSION TOOLS – CHANGE MANAGEMENT Awareness of the need for change. Early communications and varied mechanisms Broadcast messages Branding MiniApp Key stakeholder discussions Roadshow demonstrations

Desire to support the change. Demonstrations: a simple yet effective tool

Knowledge on how to change. Involvement in UAT Super Users Training – via webinar Updating of Business Rules

Ability to implement new skills. Access to MiniApp training environment Identify openly barriers that may inhibit the change aaccess groups llocal procedures and practices

Reinforcement to sustain the change. Reinforcement communications Support provision Feedback opportunities Recognition of go live successes Business as Usual (BAU) handover and ownership

MISSION TOOLS – TRAINING (MiniAPP) The Virtual Classroom The numbers The feedback Trained…over a 1000 people in just 5 weeks! The training met the expectations of 89% of respondents

MINIAPP A tour

Lead document (e-Approval) E-Ministerial Record Supporting documentation (NOT formal attachments) Attachments (TAB A, TAB B, etc.)

Mockup

EXECUTION What we have done so far RK Policy RK Guidelines RK Program MiniApp Reporting Tool Business Classification Scheme What is still to come Consolidation Merger of data sets Upgrade to 8.2

MISSION SUCCESS = Improved service delivery supported by improved information governance and management maturity User friendly working supporting increased productivity Mitigated strategic and operational risks Responsive access to legacy records Scalable and predictable operating costs Fully enabled integration with other applications ‘As-a-service’ readiness

MISSION - CREDITS Sponsored from the top Supportive FACS Board Engaged Program Board Managed through the CIO OneTRIM Team across OneFACS

ONE TRIM – perspectives “A standardised and consolidated Electronic Document Records Management System which facilitates consistency: Consistent implementation of classification and labelling, consistent application and enforcement of information security controls and a consistent user experience. This consolidated single instance approach will not only deliver savings in regard to support and hardware but will also improve access control by enabling the implementation of repeatable tasks, thus removing risks associated with bespoke trans-trim instance access provision and de-provision.” (Matthew Fedele-Sirotich) “The OneTRIM program is a significantly positive program of works that recognises and addresses the evolving needs of the FACS workforce and will directly influence and optimise FACS’ community serving objectives.” (Mark Milkos) “Improved business processes through faster access to and retrieval of information and better-informed decision-making through quicker access to all of the right information.” (Jennifer Walker) “The compliant management of records in a secure user focused system, supporting discoverability, collaboration and timely response.” (Owen Griffiths) “One Records Management System across FACS in line with State Records Act 1998 providing a standard framework for a consistent work stream approach for the coordination of information and record management keeping practices for all FACS Staff.” (Tamsyn Brogden) “A consistent, reliable, user-friendly system where information is easy to access and application is embraced by staff in daily practice.” (Claire Moreton)

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