Date post: | 02-Jan-2016 |
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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.