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TRANSCRIPT
Information Governance Australia 2016
Workshop
Smarter Workflow with HP
Records Manager
Version 1
06/07/2016
• We are here to share experiences, thoughts,
ideas, what worked, what didn’t, and to learn
from each other. Please be generous with your
ideas and comments.
• Everyone’s comments and viewpoints are valid.
• Please respect each other’s differences.
• There are no right or wrong answers to the
questions we will be discussing.
• No idea is bad.
• Respect confidentiality.
Workshop ‘house rules’
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ECM Capabilities
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HPE Records Manager / Content Manager
HPE TRIM / RM solution of choice for majority of local, state and federal
government departments in Australia – 100,000 Optus seats in Aust
Built to make records management easy and comprehensive
Fully configurable OTS vs developer team - fully published API opens up third
party integration
Secure and highly audited – 80+ aspects of docs tracked and logged
Document and record-centric workflow built in
SharePoint integration built in
First in world to develop cloud based pricing model and solution – EDRMSaaS
Used by customers from 80 seats to 300,000 globally significant local and
global user communities
ECM Capabilities
10
HPE TRIM / Records Manager
Optus first company globally to develop cloud based pricing model and
solution in conjunction with HPE
Optus EDRMSaaS
Base solution includes hosting, WAN links, licensing, storage, help desk
Per User / Per Month costing model – surge users up or down
OPEX rather than CAPEX
Data Sovereignty – All data held in Australia
Optus Ultimo PowerON / Next DC Melbourne
Built in storage allowances and growth
ECM Capabilities
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What problems does HPE RM solve?
Compliance – manage business / legal EDRM obligations
Search – powerful content, doc and records search – IDOL
Disposal – controlled destruction of documents based on
relevant legislation
Security – secure critical corporate content
Duplication – reduce storage and infrastructure loads
Productivity – single source of truth, workflow
ECM Capabilities
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HPE RM Advanced Workflow [native]
• Document centric
• Template driven
• Graphical interface to build and configure templates and
view active workflows
• Part of HPE RM - EDRMS objects (records, security,
locations) are fully exposed to the workflow engine
• Decision branching, sub flows
ECM Capabilities
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Extending the capability of HPE RM Advanced
Workflow with custom applications and tools
• Automate tasks
• Simple electronic forms
• Portal interface
• Document Template management
• Tailored back-end processing
• Mobility extensions
• Add ins
• Integration
• Reporting
• Evolve to Adaptive Case Management
ECM Capabilities
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Adaptive Case Management
The processes are brought to the case, and
run in the context of the case, rather than the
other way around
http://adaptivecasemanagement.org/AboutACM.html
Level 1 – required of all ACM Systems
TEAM
FOLDER
GOALS
SECURITY
COMMUNICATION
ADAPTIVE
Team is dynamic.
Knowledge worker and
case teams
Case folder
No predefined collection
of information
Goals and tasks
The case team
collaborates towards
completion of goals or
tasks
Case manager in control
Of who can access the case
folder. Unauthorised users
cannot access
Facilitate communication
Multiple channels
Copy and reuse
Without the need for
technical specialists
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HISTORY REPORTING Full audit trail
Timestamped records of
every change that
happens in and around
the case
User configurable
A large variety of user
configurable reports for
communicating status, things
that have happened, and
aggregate information across
cases
http://adaptivecasemanagement.org/AboutACM.html
Considerations for a workflow project
Know your process – and aim for process optimisation
‘Ideal End Goal’ design – ideal
process/design workshops, not
constrained by paramaters of OTS
software or organisational silos
Documentation and
learning approach:
functional or role-based?
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Skill set of the project team
– and availability of
process SMEs
What does a successful workflow implementation look like?
Governance applied to
records
User uptake is
high
Integrates
with LOB
systems As many steps
as possible are
automated Tasks are
repeatable and
measurable Mobility, built for
touch
Business areas are
asking to get their
processes on the
solution
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What does a less optimal implementation look like?
Solution offers very little
improvement to what it
replaced
No mobile
options
Redundant
steps
Small annoyances eg.
requires a specific login and
password End users are finding
workarounds to avoid
using the system
Too many steps requiring
human interaction
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Solution Requirement
About PBO
• Established in 2012, the role of the PBO is to
inform the Parliament by providing independent
and non-partisan analysis of the budget cycle,
fiscal policy and the financial implications of
proposals.
• During the caretaker period for a general election,
the PBO prepares policy costings of publicly
announced policies on request by authorised
members of parliamentary parties or independent
parliamentarians. The PBO must publicly release
such requests and the PBO’s policy costings.
The requirement
• PBO required an automated solution to replace
a number of Microsoft Excel based registers
stored within TRIM currently supporting the
operation of the PBO for the processing of
Parliamentarian Requests, Information
Requests, Departmental Requests and
Election Commitments.
Parliamentary Budget Office (PBO)
• HP RM 8.1
• Advanced Workflow
• Optus Workflow Portal
• Custom scripting and development for
build phase and production
• ~300 users
• The solution was required to live within
PBO’s protected IT environment.
Live since
April 2016
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What made this project a success?
Focus on design and rapid prototyping
• Visualisation • Tangible design, not just on paper • Working with custom scripts for
rabid build, and deployment to multiple environments – SMEs can see the design evolve and experience it
Custom development and enhanced tools working with HP RM8 and
workflow
• Creative solutions using native HP RM 8
• Extended functionality, multiple points of automation of previously manual tasks
• Targeted reporting from multiple information sources
Solution caters for ad hoc, on-the-fly users
• The ability for non-HP RM8 users
(Parliamentarians), on a separate, non-protected network, to create requests in the PBO system
• Innovative technical design with full security approval.
Non-complex documentation
• Complex concepts presented in simplified design documentation
• Easy comprehension for business SMEs
• Quick turn around for design evolution and approval
• Also used effectively for training
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Strictly confidential Page 27
CASE STUDY 2 – CORRESPONDENCE
MANAGEMENT FOR
INFRASTRUCTURE
PROJECT
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Solution Requirement
About the site
• Organisation responsible for the management of a
contract for a multi-billion dollar infrastructure
project. The contract for the project had timeframes
and penalties dealing with the handling of
correspondence between the organisation and the
consortium building the project.
The requirement
• Delays in responding to critical correspondence
items could have flow on impacts on the project and
have significant cost implications or time delays.
• The drafting, review and approval of responses
followed a uniform timeline but required drafting and
review from a combination of technical,
administrative and management staff depending on
the matter.
• A system was needed that could manage the
workflow, track the preparation of responses to
deadlines and provide visibility of status to
managers, integrating with the TRIM EDRMS.
Correspondence Management Workflow
• HP TRIM 6.2.2 first implemented, now 7.11
• Advanced Workflow
• Optus Workflow Portal
• 2 workflow templates
• Optus Lotus Notes HP TRIM Integration
• ~100 users
Live since
2009
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What made this project a success?
Strong commercial business case
• Business drivers clear • Risk of massive penalties if
correspondence not responded to within mandated timelines
High visibility within organisation
• CEO a daily user of the solution • Mandated change and executive
sponsorship • EDMRS already deployed and in
use – easy to present the workflow solution as an additional module
Integrated with the existing EDRMS
• TRIM as the EDRMS had already
been implemented. • Smaller investment in software
needed than acquiring a completely separate system
Assisted management of key points of contention in the project
• Each activity colour-coded for instant
understanding of status: green, yellow, red. As the activity due date approaches the colour changes accordingly.
• Proactive management of impending due dates.
• This feature handled by the Portal
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Solution Requirement
About the site
• Within this large Victorian government department
the Ministerial Services team coordinates
responses to parliamentary questions for multiple
ministers.
• The solution is used by the whole department.
The requirement
• To transition off a Lotus Notes solution
• To automate the electronic process up to and
including Deputy Secretary approval (currently the
process is electronic only up to Business Unit
Approver), removing the need for paper up to this
point (printing, signing, scanning)
• To remove the need to manually save documents
in to the EDRMS
• To improve the uptake of the chosen system by
Business Unit members
• To improve the flexibility of reporting
• To create greater efficiency of process for users,
in particular senior executives
Parliamentary questions
• HP TRIM 6.2.2
• Advanced Workflow
• Optus Workflow Portal
• 4 workflow templates
• 20 MS Word templates
• External knowledge sources
• ~320 users
Live since
May 2016
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What made this project a success?
Streamlined interface to TRIM
• Previous system not integrated • Documents and process now exist
in same environment • Easy user interface – single click
completion of items.
Stakeholder engagement
• Creation of momentum and enthusiasm by early engagement and demonstration of prototype
• Business areas given greater visibility and control over their own responses
Information architecture to support the business process
• New set of record types and folders
to give more control and visibility to business areas
• Use of portal ‘smarts’ to automatically update access control as the document moves through the process
Non-complex documentation
• Broad user base requiring non-complex documentation
• Instructions for each activity in the portal – built in user guide.
• Role-based, modularised documentation so the user is accessing the smallest amount of documentation possible.
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• Workflow that: • Engages your workforce
• Automates routine tasks
• Maximizes your software investment
• Tips and tricks for successful workflow projects from a stakeholder perspective
Have we explored these issues? What is unresolved?
Comments
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Nicola Sanderson Principal Consultant
ECM Practice Optus Business
Ph: 0421 253 270