TUF23Changing the Economics of IM

Stream 1 - Business Sustainability

DIY Approach - TRIM & Records Management

Organisation Background Total DPI staff = 3000

– Roles from professional to operational field staff Over 100 different locations

– Research facilities; town offices; laboratories Licensed TRIM seats = 1840

– One production dataset – Modules include Document & Content Management

Devolved accountability– Centralised records management activities– Devolved operational activities by Business Units.

Our risk

3 Primary Challenges

1. Configuring TRIM for our DIY users

2. Timely delivery of TRIM training

3. Expansion of the classification tables

Challenge 1 – Configuration for DIY

Configuration must be simple. Users expect software to be intuitive. Administrators’ adaptation of two “configurable objects”

can lead to complexity. Locations & Record Types

1 - Get Location types sorted

Too simple? Capitalise on the design intent with these – “Organisation”– “Position”– “Person”– “Project Team”– “Committee”

Less simple? – “Group” – “Workgroup”– “Venue”

A question? What location type does your organisation use for Compactus Storage?

2 - Get record types aligned to business need

Establish principles for new record types. Ours are:– New metadata requirement– Default security requirement– Document “register” requirement

If one or more of these are triggered, then test the new record type with the users.

Simple DIY Virtual File Creation

Three steps– Classification

(linked to retention

schedule) – Optional Title– Author

(additional granularity sought by users)

Complex File Creation

Not designed for Users Duplicates data held

elsewhere Requires insider knowledge UDFs conflict with TRIM data

fields– Date due for destruction– Archive date

Kludged to death!

Package

“Live” demo

TRIM Design Conclusions

Keep it in “TRIM Normal Form” Capitalise on the design intent. Your decisions will then survive upgrades. Don’t kludge

Challenge 2 - Training

Transitioned from classroom to e-Learning. Advantages:

– Accessed via web “images” of the production environment– Timeliness issue solved– Quality improved– Cost effective

Induction

Induction modules

TRIM Survival

TRIM Survival modules

Building TRIM Skills

Training conclusions It’s effective.

– Since implementing e-learning, we have experienced over 70% reduction in support calls on “How do I do ….”

Partner with experience– Find a developer with the full range of inhouse skills

& experience such as learning and development design, experienced trainers, graphic designers, photographers, e-learning software skills

A developer with existing IP rapidly improves development timeframes, improves quality and reduces cost

Challenge 3 – DIY Classification maintenance

What are users familiar with? Browsing!

TRIM Classification Development & Maintenance

Development - Pros vs inhouse Maintenance - Pros vs inhouse

Pros and cons anyone?

Ease

AKA & TRIM Integrator

AKA

AKA & TRIM Integrator

Facilitates expansion of the classification scheme Maintenance of links between Classification and

Retention schedule terms. Publication to TRIM and the intranet for our novices.

Energy example

Trained Wednesday Published new terms Monday Viz …………

– SOCIAL PROGRAMS - Advice• Energy Accounts Payment Assistance• Energy Rebate• Life Support Electricity Rebate• Medical Energy Rebate

– SOCIAL PROGRAMS - Representations• Energy Accounts Payment Assistance• Energy Rebate• Life Support Electricity Rebate• Medical Energy Rebate

BCS conclusions

Professionally built Classification Scheme Allocate the resources to maintain rapid scalability Maintain the Classification – Retention schedule

linkages. Regularly publish to TRIM and your intranet

Three Challenges

Simple intuitive design. KISS & Don’t kludge Train staff early. Open the BCS for timely expansion.