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    Geoscience Geoscience Document Transcript

    • Geoscience Australia’s EDRM Journey A look at GA’s use of TRIM over the past 10 yearsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Today’s Programme 09.15 – 09.25 Welcome 09.25 – 09.40 Geoscience Australia in context 09.40 – 10.00 GA’s EDRM Journey 10.00 – 10.25 Making EDRM Easier 10.25 – 10.45 Morning Tea 10.45 – 11.10 Training 11.10 – 11.35 Awareness 11.35 – 12.15 Where to Now? 12.15 – 12.50 LunchGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Geoscience Australia Context Elizabeth FredericksGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 1
    • Geoscience Australia• Prescribed agency within Resources, Energy and Tourism portfolio• Australia’s national geoscience research agency• Outcomes: enhanced potential for Australian community to obtain economic, social and environmental benefits through the application of first class research and information. Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Geoscience Australia comprises three Divisions: • Onshore Energy and Minerals (OEMD) • Geospatial and Earth Monitoring (GEMD) • Petroleum and Marine (PMD) • These divisions are supported by Corporate and Information Services Branches Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 GA’s EDRM Journey Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 2
    • GA’s EDRM Journey • March 2000 • June 2000 – “AGSO embark on the – “AGSO’s commitment to implementation of an information management Electronic Document should include the Management Strategy adoption of EDRMS. The as a natural extension of system to be used will be its vision for information TRIM developed by Tower management” Software”Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 GA’s EDRM Journey • July 2001 • Feedback was poor: – TRIM Captura 4.2 is – Doesn’t look like rolled out across the windows agency – Too many clicks – It’s a black hole – Searching isn’t intuitiveGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 GA’s EDRM Journey • July 2004 • Feedback for Context – TRIM Captura is was better than upgraded to TRIM Captura: Context 5.2 – More functionality – Better integration with office systems • However: – Still a black hole – Still doesn’t look like windows – Still too many clicksGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 3
    • GA’s EDRM Journey • 2005 – Productivity component included into Certified Agreement on use of TRIM – TRIM Web Link introduced to manage content on Intranet – Super Container roll-out to project teamsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 GA’s EDRM Journey • 2008 • Feedback is, and – TRIM Context 5.2 is continues to be, Upgraded to TRIM positive: Context 6r2 – Easier check-in/out functionality – Search process simplified – TRIM is value-adding to the agencyGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM EasierGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 4
    • Making EDRM Easier • Simplifying the front- end for users • Recreating the windows taxonomic structure within TRIM • TRIM Web LinkGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM Easier • Simplifying the front end for users: – Feedback from users • What they did and didn’t use? • What did users need? – Review of the enterprise licence – Used the design principle: • “Keep it simple stupid”Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM EasierGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 5
    • Making EDRM Easier • Recreating the windows taxonomic structure within TRIM: – All project information housed within a single record number – Enhances discoverability of information to users – Enables project teams to use specific business language to categorise informationGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM EasierGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM Easier • Noticed increase in usage of TRIM – Quality of records – Less duplication • More collaboration between project teamsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 6
    • Making EDRM Easier • TRIM Web Link – Created to control content on GA Intranet – Allows user to hyperlink to other TRIM documents/ containers – Enables browser based viewing of TRIM documentsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Making EDRM EasierGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Training Rowena Hourigan Records Management Geoscience AustraliaGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 7
    • How we support GA in using EDRM for good recordkeeping • In-house training for new starters and a refresher for current employees • One-on-one Training • Customised Training • Information Sessions • Self Help Materials • Focusing on Customer ServiceGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 TRIM Basic Training • In-house training • For new user and as a refresher • 3 hours session • Conduct sessions regularly • The basics of using TRIM • Recordkeeping principles • Opportunity for staff to ask questions • Evaluation • Follow upGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 One-on-One Training • 1 hour informal session • Requested by GA staff • The basics of using TRIM • Recordkeeping Principles • Tips and tricks • Where to get help • Opportunity to ask questionsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 8
    • Customise Training • Communication • Duration of training between managers • Pre-requisites and staff • Course objectives• Understand the match requirements types ofinformation used Project/Group • The number of • Feedback Team Training attendees • Understand the best style • Skill levels of training Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Information Sessions Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Self Help Materials • TRIM Training Manual • Tips-n-tricks • FAQ’s • Work Sheets • Short training videos • eLearning modules Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 9
    • Customer ServiceGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Questions?Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Getting “ TRIM Fit” at Geoscience Australia The Importance of EDMS AwarenessGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 10
    • Going Nowhere Fast: Our Learning Journey…..• Poured in huge amounts of effort -Numerous Great Products and resources now available to staff • improved Training curriculum • Numerous Intranet self help pages • TRIM acknowledged as value adding – easier to use than ever • Supercontainers improve discoverability and managementHOWEVER…• Usage of self-help resources minimal• Training attendance disappointing• GA’s overall TRIM use unaffected Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 The Diagnosis • Anti - TRIM Culture • hit and miss – • RMU Homepage: lacking focus - hard to find; - bulk-loading information - not up to date • Needed to adopt Putting it simply; more strategic approach “They hardly knew we existed” All our hard work was going to waste…. Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Building Awareness: Our Marketing Strategy What? EDMS Products Training Which specific EDMS “Product” Basic are we marketing to staff? One-on-one Custom HOW? : Self-Help Delivery Media Intranet Resources (FAQs; Tips n Tricks etc) WHO? : Target Audience TRIM Statistics Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 11
    • Building Awareness: TRIM Training: Who? How? New Starters Direct E-mail “as soon as they get in • Build rapport the door” • Inbox empty on first day • Utilise Account creation • Personalised Invite • Short term wins • Promote positive culture • Support RMU Strategic Direction • Direct Links Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Building Awareness: TRIM Training First Day Advertisement Email Attendance Status Tracked – Reminder after 1 month • Offer Alternatives for those who can not attend • Informative: - Legislative requirements - Personal benefits Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Building Awareness: Self-Help Resources Who?Regular Clients who favour How? independent learning E-Mail Signature • Direct Links for easy• TRIM “Tips’n’tricks” access(Quick Reference Guides) • Attention grabbing and supports Culture• RMU “FAQs” • Wide Reach to coverFrequently Asked Questions on TRIM and Recordkeeping diverse audience • Empowers Staff Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 12
    • E-mail Signature: Simple but Effective  ‡„‡” ‡…‘”†• ƒƒ‰‡‡– ‹– ‡‘•…‹‡…‡ —•–”ƒŽ‹ƒ x #### – TRIM Helpdesk ›‡ƒ‹ŽŠ›’‡”Ž‹ ‰ƒ ‰‘˜ ƒ— Every time a GA staff members receives an RMU e-mailThey are provided with direct links to our Intranet resources Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Building Awareness: TRIM Statistics Who? Division Chiefs & Executives • Comparison Tool • EB Main drivers in All Staff EDMS Support • Clearly identify areas of concern • Measurable: “The Game” Instant/ Short /Long term Competition between divisions Driven by Chiefs Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Achievements so far…. • Training Sessions Doubled • Training Follow-up provide opportunity for • Strong client open dialogue relationships • Identify Champions of • Powerful Word-of- Culture Change Mouth effects • Valuable learning • Intranet resource journey feedback excellent Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 13
    • Where To Now?Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Where to Now? • TRIM upgrade to 7.1 • A new front-end for TRIM • Increased integration with business systemsGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Where to Now? • TRIM 7.1 Upgrade – Required as part of WOG COE – Support regime from HP – Move towards zero footprint clientGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 14
    • Where to Now? • A new front end for TRIM – Evolving from current environment – Web based • Enable remote users easier access • Mobile technologiesGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Where to Now? • Increased integration with line-of-business systems – ESRI – Oracle Financials – Repository Asset Management System (RAMS) – MFD’sGeoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 Questions?Geoscience Australia’s EDRM Journey – Ark Site Visit 5 May 2011 15