State Records Forum 26/11/07People First – Information Management Program

and GSAS IAMS 2007 Status Update

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Today’s presentation covers:

• People First - Information Management Program

• GSAS 2007 Status Update

People First – Information Management Program…

Making government information easier to access and share in a trustworthy environment

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IM Working Group

• Lands• Fire Brigades• Primary Industries• RTA• State Library• State Records

• Commerce• Community

Services• Corrective Services• Premier and

Cabinet• Environment &

Conservation• Housing

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Key Projects

• Digital State Archives

• Information Asset Management (IAM) Strategy

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Digital State Archives

The Digital State Archives facility will address the longer term management and storage of government digital records. This will cover the digital records (eg electronic documents, emails, etc) that are identified of value for transfer to State Records.

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IAM Strategy

The Strategy will make information easier to access and share across government and will support People First projects by ensuring agencies apply consistent and systematic management processes and practices to the creation, acquisition, publication, organisation, storage, retrieval and disposition of information assets.

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Progress so far…

• Review of Strategic Options• Product Trials• Maturity Model• Assessment Tool

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Business Drivers

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IAM Requirements

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Implementation Capability & Organisational Context

Basic Records Management

Sophisticated Information Asset Management

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GSAS RIMS Alignment

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Next steps

• Trial Assessment Tool• Build Online Survey• Develop IAM Strategy

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Introduction – Information Asset Mgt Systems (IAMS)

• GSAS Contract 2323 expires on 31 Dec 2007 – Records and Information Management (RIMS) expires and needs to be replaced

• Strategic Review - GCIO, NSW Procurement and State Records conducted a strategic review of the its Information Management requirements and assessed it’s alignment to the People First program

• IAMS Market activity - The IAMS market is consolidating with large number of large profile acquisitions;

• The future - IAMS is no longer merely documents and records, it more about emails, web, content rights management, collaboration, knowledge management and compliance, etc.

• New Paradigm – Greater focus on Information as a valuable ‘asset’- Hence our reference to IAMS – Information Asset Management Systems.

• Split of GSAS contract - New IAMS procurement strategy supported by SCCB now separates software component from the services component (covering implementation, upgrades, product extensions, support & maintenance)

• Alignment to GSAS 2007 – Whole of Government approach, Strategic Procurement and alignment to GSAS 2007 covering improving ROI, reduced TCO, thought leadership, innovative ideas, standard configuration, etc

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Definition of Information Asset Management - it covers

• Records• Documents • Content• Web• Business Systems Data• Messaging (email) and• Images, audio, video, maps

Information Assets

Business Systems Data

Messaging (Email)

Documents Content

Images, Audio, Video, Maps

Records

Web

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GCIO’s 5 levels of Information Management MaturityLvl Description High Level Business Requirement category

1 A BASIC IAMS (hardcopy storage & retention - electronic control, incl discovery)

Document mgt processing; Records mgt processing, incl printed emails; Search and retrieval; Reporting; Holds mgt; User mgt; Security & access mgt; Storage mgt, movement and location mgt; ID mgt; Relationship mgt & Audit Mgt

1 B BASIC IAMS (hardcopy &

electronic storage &

retention for active records)

All functions at Level 1A plus:

Content mgt; Capture email as documents ; Content quality & organisational; Controls and Content input/output mgt

2 ENHANCED IAMS (imaging electronic doco & task routing capabilities)

All functions at Level 1B plus:

Holds management ; ID mgt; Relationship mgt and Content quality &

Organisational controls – basic

3 ADVANCED IAMS (capture native functions ex other apps & complex workflow)

All functions at Level 2 plus:

Content mgt; Content rights mgt; Content quality and organisational controls – advanced

4 COMPLEX IAMS (interface with ERPs, provide BPM (i.e. sophisticated workflow) & collaborative outputs

All functions at Level 3 plus:

Content authoring; Web content mgt; Collaboration & productivity – basic

5 SOPHISTICATED IAMS (with collaboration capabilities & knowledge mgt)

All functions at Level 4 plus:

Collaboration and productivity – advanced and Knowledge Mgt 17

Assessment of IAMS Vendor alignment with Maturity Model

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Background to Request for Tender (RFT)

SCCB approved on 11 Sept 2007 to release open tender for : replacement software application (based on our Maturity Model) separate tender for services (i.e. Systems Implementation, upgrades, etc)

Phase 1 covers Software application Phase 2 cover Systems Implementation, upgrade, etc component

…….. once successful vendors are identified Industry brief held on 17/10/07, and RFT release on that day RFT closed on 13/10/07 Evaluation commenced 14/10/07 for 3 days, and more work is

required

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RFT covered key components & sought responses for:

IAMS Functional Requirements (1547 lines of requirements)

‘Value-adding” questions covering: Leveraging capability of existing IAMS applications Reducing TCO, improving Govt’s ROI Improving management of IAMS Application life cycle Development of Centres of Excellence Vendors’ thought leadership, innovative ideas and lessons learnt Development of standard configuration of core functionality Vendors’ relevant experience & working with Government

Vendor’s ability to ‘modularise’ their licence to meet Maturity model requirements on Agency needs

Pricing Model and ability to modularise it’s pricing accordingly Evaluation by agency representatives

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IAMS Evaluation Process

Vendors 23 Vendors responded to the Open Tender 2 of above only interested in Systems Integration 1 Vendor submitted 2 responses Leaving 22 responses to evaluate

Evaluation Process covers assessment of: Responses to IAMS Functional Requirements - Completed Responses to the ‘Value Adding’ questions - Completed Assessing Pricing Model including vendor ability to offer a

flexible/modularised Prices – In Progress Need to seek further clarification from vendors - In Progress Deloitte performs role of Probity Auditor

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Next Steps for GSAS 2007 - RFT

Provide status update to December 2007 :o The BOAC and GSAS Steering Committeeso The CIO Executive Councilo The SCCB

Complete following Pricing and Clarification work in prior to Xmas 2007 Submit final recommendation to above committees in Jan 2008

(estimated) Award contracts in Jan 2008 (estimated) Commence Phase 2 – IAMS System Implementators, that are

aligned to above successful IAMS software vendors, etc.

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Questions ?

Kate HarringtonPrincipal Project Manager, Specialist GroupGovernment Chief Information OfficeTel: 9372 8209 kate.harrington@commerce.nsw.gov.au

Claude Date-ChongProject Manager FMS and IAMSGovernment Chief Information OfficeTel: 9372 8614claude.date-chong@commerce.nsw.gov.au

Thank you !23