Introduction to the ACMA

Who are we?

> The Australian Communications and Media Authority (ACMA) is responsible for the regulation of:> broadcasting> radiocommunications> telecommunications, and the> internet

> Around 700 staff and contractors> 3 main sites in Canberra, Sydney, and Melbourne> Plus a number of small regional locations

Technology landscape

> We try to be a “leading edge” (not bleeding edge) adopter of technology

> We were one of the first agencies to roll out Windows 7 as our Standard Operating Environment (SOE)

> Corporate rollout of SharePoint 2010 for team collaboration completed in July 2010

> Business Program Committee has approved an extensive program of system upgrades ($20m+) to replace and modernize all of our legacy ICT systems

CRM

Project Enterprise

ICARedevelop-

ment

ProjectMICE

WebsiteRebuild

CaseManage-

ment

Core Systems

All new system development must be integrated with the core systems and productivity tools

Core Systems

All new system development must be integrated with the core systems and productivity tools

Main Business Outputs

Main Business Outputs

Major Business ICT Projects

All projects must establish inter-project integration and ICT standardisation adherence plans

Major Business ICT Projects

All projects must establish inter-project integration and ICT standardisation adherence plans

Records landscape

> Serious push to convert agency to electronic recordkeeping (~12 paper files / month since Oct 09)

> Uptake of TRIM for corporate recordkeeping patchy across sections

> TRIM does not have a good reputation, partly due to SOE upgrade problems

> Legacy information stores and other silos (eg shared drives) still a problem

> Lots of corporate records in legacy applications

Enterprise Architecture

> Coordinating the program of ICT projects a mammoth task

> Using lightweight, just-in-time Enterprise Architecture methods to manage complexity and plan for required capabilities

AIMS Replacement Project Overview Diagram

syst

ems

soft

war

e ca

pabi

litie

s Core Customer Management Platform

Customer management

Licence management

Case management

Reporting Data storage

Business Intelligence

Extract, transform and load tools

Digital records management

Content management

Application hosting

eBusiness Portal

appl

icat

ions Compliance monitoring

Detection of non-compliance events

Electronic data import (via file)

Data capture screens

Compliance reporting

Ad-hoc ReportingManagement

ReportingOperational Reporting

Customer care & service

Standard case management

interface

Standard licence management

interface

Standard customer management

interface

Online data lodgement (complaints/compliance)

External web services

Web formsSpecialised Internet

Applications

busi

ness

pr

oces

ses

Recording and monitoring of complaints / investigations

Allocation and renewal of licences

Clients Handling

Transaction-based processes Report-based processes

Recording mandatory information provided by broadcasters for

compliance & reporting purposes

Compliance data such as Australian Content , HDTV content, Regional Radio compliance,

Childrens Television Quota information, RCMG, Broadcasting Financial Results, Anti-Siphoning, Anti-Hoarding, and Digital Implementation Plans.

Statutory reporting

Reporting to the Chairman and other key

stakeholders

ente

rpris

e Stakeholders ACMA

Cognos BI 8SQL Server

(+ SSIS)SharePoint Dynamics CRM LS telcom

TBDCase Mgt Tool

Legend

Deliverable for this project

Existing item leveraged by this project

New item delivered by other projects

Existing item enhanced by this project

Note: A number of Enterprise Architecture principles are assumed to be common to all projects and are not explicitly represented in these diagrams. These include:

Integration with Active Directory for user authentication and authorisation Use of the Enterprise Integration Platform for systems workflow coordination and information flows Use of Microsoft Exchange for email receipt and delivery

For a full list of Enterprise Architecture assumptions , please refer to document XXX.

Citizen/Consumer ISP Licencee ACMA Management Office of the ChairACMA Operators

Channels

Fax

Email

Phone

In Person

Online

Mail

Customer Management (Dynamics CRM)

Digital Records Management/Data Storage (SharePoint)

Licence Management (LS telcom)

Licence

Case Management (TBD)

Case

Enterprise Integration Platform (EIP)

Data Warehouse (SQL Server)

Fact

Dimension

Documentrecord

Compliance item

Customer Contact

Resource*External

Reference*

Customer care & service

Standard case management interface

Standard licence management interface

Standard customer management interface

Online data lodgement (complaints/compliance)

Specialised Internet Applications

Complianceitem

CustomerContactLicence

Web forms

CaseCompliance itemDocument record

External web services

Complianceitem

Compliance reporting

Cognos 8 BI Reporting

Ext

ract

, Tra

nsfo

rm a

nd L

oad

(SS

IS)

AIMS Replacement Project Information Model

Custom

Compliance monitoring

Custom SharePoint UI

Notes

* “Resource” is a general term covering licensable or ownable items such as broadcast or spectrum licenses, newspaper ownership, domain names, etc.

* “External Reference” allows capture of transactions about a customer and/or contact, eg opening a case, issuing an invoice etc.

LegendDeliverable for this project

Existing item leveraged by this project

New item delivered by other projects

Existing item enhanced by this project

Issues

> How do we:… provide a consistent, easy to use interface to staff for their

daily recordkeeping and document management?

… make recordkeeping an integral part of all our new/upgraded applications?

… minimise the risk of incompatibility as we continue to be “leading edge” adopters of technology?

… centralise recordkeeping governance and management?

… minimise customization requirements and ensure we have an supported and manageable upgrade path into the future?

Why RecordPoint?

ICT Strategic Plan objectives

> Build all new applications on a standardised ICT architecture

> Minimise application dependencies and number of platforms used

> Prefer to “buy rather than build”

Options examined

> TRIM standalone> TRIM integration with SharePoint> Out of the box SharePoint records management> OBS i5> RecordPoint

Key advantages of RecordPoint

> Recordkeeping with ISO 15489 compliance> 100% SharePoint solution> Turnkey COTS solution > Upgrade and maintenance path> Apply solution to our existing SharePoint 2010

deployment without rearchitecture

Missing pieces

> Getting emails from Outlook into SharePoint> Document annotation and redaction> Scanning

Significant functionality

> Mixed modeSharePoint sites can have non-managed documents only, managed documents only, or a mix of both

> Flexible recordkeeping rulesCan start simple, eg all records in a site will belong to one class, then go as granular as we like behind the scenes

> Not just documentsCan also capture lists and other structured data (eg calendars) as records

Significant functionality

> Built in archive Move documents out of SharePoint to improve performance

> Permanent referencesNo matter where documents move, RP can link to them and find them

Design and build choices

What TRIM shows to end users

File

Folders

Title + ClassificationOwner

Documents

Disposal

File Number

What RecordPoint shows to end users

FoldersFiles

Icon changes depending on record status

Virtually transparent recordkeeping!

where’s the recordkeeping metadata?

Virtually transparent recordkeeping!

Recordkeeping metadata sits

behind the scenes

Virtually transparent recordkeeping!

Finalised records transferred to RP

archive for safekeeping

Making it happen

> NAP – Documents remain regular SharePoint documents, users can edit and delete as normal

> Archive – Documents that aren’t modified in a certain time period (eg 18 months) will be sent to the RecordPoint archive

> Files – We set up a new SharePoint Library template that uses a new “Record” content type, this tells RP to manage the documents as records (can also be done on Lists)

> Patterns – We can match on SharePoint URL patterns, Site Name, List Name or other metadata to set file classification and associate disposal classes

> Class rollup – Users never have to set a function/activity when creating document library, this is a behind-the-scenes function of the Records team to ensure proper retention

Questions?