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MISSION POSSIBLEOneTRIM for oneFACS
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MISSION CONTENTS
• Situation
• Vision
• Plan
• Mission Tools
• Execution
• MiniApp Tour
• Reporting Real Time
• Mission success
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“THE JOURNEY OF A THOUSAND MILES BEGINS WITH ONE STEP”
LAO TZU
We have taken that step…
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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
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SITUATION – INTERNAL
• Merging agencies
• 6 TRIM data sets
• History of Recordkeeping
• Transitioning to a paperless environment
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MISSION
“One seamless, standardised and simplified working environment for staff”
Supporting client service delivery with:
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GOVERNANCE
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THE PLANStage 1 Stage 2 Stage 3
MiniApp
Single BCS
Records Management Policy Summary: This policy articulates records management principles and records
management roles & responsibilities
RM8.x
Office Integration Enabled
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MISSION TOOLS
• The RK Framework
• Change management
• Training
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MISSION TOOLS – RK FRAMEWORK
Policy One Policy for OneFACS
Program To prioritise and manage action how to change
Guidelines Guidelines to support use
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MISSION TOOLS – POLICY FRAMEWORK
DRAFT
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MISSION TOOLS – OneBCS
Review Process
All OneFACS Analysis
KeywordActivity
Benchmarking
GA 28Existing Functional Schedules
We are updating the business classification scheme
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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
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MiniAPP – A CASE STUDY
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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
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MISSION TOOLS – CHANGE MANAGEMENT
Awareness of the need for change.
• Early communications and varied mechanisms
• Broadcast messages
• Branding MiniApp
• Key stakeholder discussions
• Roadshow demonstrations
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MISSION TOOLS – CHANGE MANAGEMENT
Desire to support the change.• Demonstrations: a simple yet effective tool
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MISSION TOOLS – CHANGE MANAGEMENT
Knowledge on how to change.
• Involvement in UAT
• Super Users
• Training – via webinar
• Updating of Business Rules
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MISSION TOOLS – CHANGE MANAGEMENT
Ability to implement new skills.
• Access to MiniApp training environment
• Identify openly barriers that may inhibit the changeaccess groups
local procedures and practices
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MISSION TOOLS – CHANGE MANAGEMENT
Reinforcement to sustain the change.
• Reinforcement communications
• Support provision
• Feedback opportunities
• Recognition of go live successes
• Business as Usual (BAU) handover and ownership
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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
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MINIAPP
A tour
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Lead document (e-Approval)
E-Ministerial Record
Supporting documentation(NOT formal attachments)
Attachments (TAB A, TAB B, etc.)
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Mockup
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Mockup
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EXECUTIONWhat 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
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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
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MISSION - CREDITS• Sponsored from the top
• Supportive FACS Board
• Engaged Program Board
• Managed through the CIO
• OneTRIM Team across OneFACS
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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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THANK YOU