MISSION POSSIBLEOneTRIM for oneFACS

MISSION CONTENTS

• Situation

• Vision

• Plan

• Mission Tools

• Execution

• MiniApp Tour

• Reporting Real Time

• Mission success

“THE JOURNEY OF A THOUSAND MILES BEGINS WITH ONE STEP”

LAO TZU

We have taken that step…

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

SITUATION – INTERNAL

• Merging agencies

• 6 TRIM data sets

• History of Recordkeeping

• Transitioning to a paperless environment

MISSION

“One seamless, standardised and simplified working environment for staff”

Supporting client service delivery with:

GOVERNANCE

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

MISSION TOOLS

• The RK Framework

• Change management

• Training

MISSION TOOLS – RK FRAMEWORK

Policy One Policy for OneFACS

Program To prioritise and manage action how to change

Guidelines Guidelines to support use

MISSION TOOLS – POLICY FRAMEWORK

DRAFT

MISSION TOOLS – OneBCS

Review Process

All OneFACS Analysis

KeywordActivity

Benchmarking

GA 28Existing Functional Schedules

We are updating the business classification scheme

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

MiniAPP – A CASE STUDY

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

MISSION TOOLS – CHANGE MANAGEMENT

Awareness of the need for change.

• Early communications and varied mechanisms

• Broadcast messages

• Branding MiniApp

• Key stakeholder discussions

• Roadshow demonstrations

MISSION TOOLS – CHANGE MANAGEMENT

Desire to support the change.• Demonstrations: a simple yet effective tool

MISSION TOOLS – CHANGE MANAGEMENT

Knowledge on how to change.

• Involvement in UAT

• Super Users

• Training – via webinar

• Updating of Business Rules

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

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

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

MINIAPP

A tour

Lead document (e-Approval)

E-Ministerial Record

Supporting documentation(NOT formal attachments)

Attachments (TAB A, TAB B, etc.)

Mockup

Mockup

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

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

MISSION - CREDITS• Sponsored from the top

• Supportive FACS Board

• Engaged Program Board

• Managed through the CIO

• OneTRIM Team across OneFACS

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)

THANK YOU