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Noosa ECM learnings
- 1. ECM learnings at Noosa Justin Thomas, ICT Manager Noosa Shire Council
- 2. Noosa Shire Council 56,000+ shire population) 344 Council FTE $108 million 2014-15 budget 3.3 million Records in ECM 403 Desktop computers
- 4. Insourced/Outsourced • Records policies • Subject indexes • Index permissions • User permissions • Incoming correspondence • Sentencing and disposal • Records helpdesk • User training • Scanning and registration • Physical file management • Upgrades • Backups • Queries and reports • Database administration • Scripts/bulk updates • New user creation • Backend configuration • Test data refreshes • Platform administration Application Managed Services and Cloud teams
- 5. ECM support calls to T1 0 10 20 30 Go live Etrack Bulk regoEmail to ECM Connected content
- 10. 965136 595157479268 175225 42935400 0 2 4 6 8 10 12 14 16 18
- 12. Document registrations 0 5000 10000 15000 20000 25000 30000 35000 40000 Council Total Records Unit Connected Content Initial Ingestion
- 14. Registrations by records unit 0 500 1000 1500 2000 2500 3000 3500 4000 Records Unit HR Docs Six thousand pensioner discount forms
- 15. Summary • Very happy with Cloud ECM. • Connected Content increasing capture. • Working on freeing up records staff time. • Getting to know our customers better. • Making sure ECM is setup for them. • Targeted, tailored training. • Considering their processes. • Aligning other ICT improvements.
- 16. Thank you
Editor's Notes
- Scope. Noosa Council 420 staff (344 FTE) about 350 using PCs. 35,000 properties, 250 IT support calls a month. We don't run water and sewerage, tips, events centre an aquatic centre two libraries and mobile library three holiday parks leisure centre and a respite care centre. A total of eighteen sites.
- Go live of all corporate systems at same time. ECM lower priority. Data and physical holdings separation. Data migration into 4.02 and then upgrade to 4.03. Limited access to end users for training and consultation. Records team only on board in October. Pilot site, big bang go-live. 4.03 solution availability very close to go-live. Cloud data upload to Sydney to Amazon. Extremely reliable solution.
- We run records in-house. We have outsourced the IT roles with the infrastructure and software. Did not fill a technical role in Records.
- Support by TechnologyOne, even as the pilot site not a huge amount of calls (mainly generated by IT implementation) and didn’t take long to settle down. At go-live didn’t have all the functionality now available impacting on take up and executive support.
- What it looks like. Themes. How delivered (T1 cloud over private and public networks). T1 support infrastructure and application.
- ECM Access integration with Eproperty. All delivered from T1 cloud. Registered against the “Published” subject index and Classification of “Published Access”
- Accessible over the internet without VPN or special software. Device independent.
- I use ECM a lot with over 700 documents in ECM. Use it for my working files. One document has over 100 versions. Not just Office docs, also have things like password database.
- Speed is dependant on the search criteria and is very good.
- Noosa has 100 QAPs including the Quick add profiles used by Connected Content. Some staff use Outlook Quick Tasks and QAPs
- Spike are initial ingestion of documents in the attachment grid when Connected Content went live. The goal is to have a diminishing reliance on records staff for scanning.
- Expected users to pick things up. Had to create own training materials. Very dependant on self-education due to limited staff access. Was a directive approach, not a collaborative approach. Need records staff to increase take up by better tailed support and training.
- Trying to reduce registration work of unit. Connected Content increasing capture. Elimination of paper forms – My Hr Elimination of emails – Community Engagement Greater uptake by staff.