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Implementing an EDRMS Across a Large Organisation
1. Department of Education
The Challenges and Rewards
with Implementing a Document
and Records Management
Solution across a large
organisation
Lisa Baker, Manager Information
Support Services
2. Department of Education
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
3. Department of Education
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
4. Department of Education
Deployment Timelines
2012 Aug Nov 2013 May Aug Nov 2014 2014
Phase 4
Completed
March 2014
Phase 3
Completed
January 2014
Phase 2
Completed
Sep 2013
Phase 1
Completed June 2013
Phase 1 - Pilot Implementation
Completed November 2012
5. Department of Education
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
6. Department of Education
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
7. Department of Education
Approach to Implementation
One 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)
8. Department of Education
Approach to Implementation
Repeated for Each Phase
• Business Classification Scheme analysis
and redevelopment
• Procedure manual updated
• Systems Design and Configuration
• User Acceptance Testing
• Migration
• Training
9. Department of Education
Statistics
Data was migrated from Hummingbird and
RecFind into HP TRIM
RECORD
TYPE
MIGRATED
LEGACY
DATA
NEW RECORDS SINCE
IMPLEMENTATION
TOTAL
Folders 382,694 357,224 739,918
Documents 1,678,357 511,314 2,189,671
Archive
Boxes
14,091 2,132
16,223
10. Department of Education
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
11. Department of Education
Rewards - End User
VIRTUAL 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)
12. Department of Education
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
13. Department of Education
Rewards - End User
VIRTUAL 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
14. Department of Education
Rewards – End User
VIRTUAL 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
15. Department of Education
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
16. Department of Education
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
17. Department of Education
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
Pilot - implementation within Human Resource Operations were a business unit operating with hardcopy records and had not used RIMS
Phase 1 – Again a majority of this group also had not used RIMS and were maintaining information on their shared drive or as paper records, the out posted business unit were in offices state-wide
Phase 2 – Only the out posted units in this migration were not using RIM these units also were located state-wide
Phase 3 – This migration was by far the biggest and included large number of very competent RIMS users within Skills Tasmania and LINC Tasmania, then there were quite a few of non-users state wide as all LINC sites were provided access to HP TRIM either on the desktop or via the web client depending on the WAN Status (ADSL 2 or below we recommend the use of the of the Web Client those some business units decided to use the desk top on ADSL 2)
Phase 4 – was the smallest deployment though it was also state wide.
Technical installation I left in the capable hand of ITS and FYB.
Even though DoE was using EzeScan it was not being used effectively for the amount of correspondence received by ISS that requires processing mainly relating to Employees, this is still around the 100 to 300 documents daily.
E-Learning modules were modified or added to at each stage
Nominated staff attended the BCS meetings and it was during these meetings when many of the auto tool designs came from
The Document and Records Management Procedure manual was updated and Working Instructions for particular business units was also added – Example is Naming Conventions for Human Resource documentation for Position and Employee folders which also includes the sub folder to which the documents relate – the naming conventions working instruction for the employee folders is 5 pages.
As mentioned previously a lot of the design ideas were captured during the BCS analysis
User Acceptance testing was undertaken by nominated staff from business units usually over a 2 or 3 test phases depending on what new tools may have been added during the phases.
This was 2 weeks ago.
When selecting the units for migration we tired to ensure we encompassed all the out posted related units, this wasn’t always possible for business units like the Ministerial Liaison and Legal which meant these particular units relied heavily on all users sending documents via email as well as saving them into the current RM system they were accessing.
A majority of the staff had no desire to give up their hardcopy records and change the process of print and file. The design of the auto tool solutions for these clients was crucial. Over several meetings the business process changes were documented and put in place. Some tweaking of these processes did occur in the first couple of weeks of using HP TRIM.
Training was limited not only due to funding but the requirement to encourage DoE staff to engage in Self Help.
A majority of the new users were also scattered state-wide.
These particular virtual folders were designed around the requirements from the staff within Human Resources. As previously mentioned setting up the Employee and Position folders in an electronic format was a major change and we needed to ensure the structure suited their needs.
Work Cover staff were already operating electronically and were keen to break the relevant documentation up into easily defined sets of information.
The Building Works folders was designed for building work projects which are managed differently from standard project management.
Contract - Tender Process - Design Details - Background - Post Occupancy - Furniture Equipment and Artwork - Statutory Approvals - Variations – Budgeting – Stake Holder Management
The Property folders have been designed to allow all facilities and business units that manage a site to have access to all the necessary documents. If we progress to schools and colleges these folders have been set up to allow the Administration staff and Principal to have access.
Insurance – Property Management – Maintenance – Minor Building Works – Major Building Works
Events Virtual folder was set up to for the varied business units across the department that manage and organise major events
Program Virtual folder was set up for major programs. The virtual folders within contain Financials Virtual Folder (Budgeting and Reporting) , Program Virtual Folder (Evaluation, Monitoring, Development, Initiation and Closure)
Project folder was set up for major projects. The virtual folders within contain a Initiate Virtual Folder (Business Analysis/Proposal, Project Initiate Meetings and Finance) Setup Virtual Folder (Business Case and Project setup Meetings) Manage Virtual Folder (Project Management, Project Management Meetings, Plans, Issues/Risk Register, Development and Marketing) Finalise Virtual Folder (Project Closure and Evaluation and Project Final Meetings)
Right to Information virtual folder sub folders are Application and Information Received and the Released Information
The RTO auto tool solution was developed for Skills Tasmania to manage Registered Training Authorities documentation
International Student auto tool solution was developed to manage documents for International students whilst studying in a Tasmanian Government School
We also undertook a backlog scanning project during the HP TRIM rollout for current Employee files stored within ISS. The total was 21,083 files which consisted of one million and fifty six thousand, five hundred and thirty five images (1,056,535). Each Employee image was catalogued into HP TRIM as one document if pre 2010, documents 2010 and onwards were catalogued individually and located in the appropriate Employee sub folder enabling Human Resources staff to have access to all the information of an employee at the desktop.
The HP Records Manager upgrade was undertaken to enable the Department to deploy the latest windows and office technologies
HP Records Management Training program requires Executive approval before we can commence
Skills Tasmania Migration is occurring this weekend, a total of approximately 53,621 registered records and 610,214 (six hundred and ten thousand two hundred and fourteen) registered documents from 1988 to date and 697 boxes of hard copy records have already been transferred to Department of State Growth’s custody.
Integration with the Enterprise Resource Management system (ERM) dates are yet to be decided
Integration with the Employment Management System (EMS) is in phase 3 of the project
Deployment to schools has been put on hold at this stage
SharePoint integration is one way me might progress the implementation to schools and colleges
The 8.1 upgrade was undertaken to a
HP Records Management Training program requires Executive approval before we can commence
Skills Tasmania Migration is occurring this weekend (
The integration projects dates are decided
