TUF23 Changing the Economics of IM Stream 1 - Business Sustainability
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Transcript of TUF23 Changing the Economics of IM Stream 1 - Business Sustainability
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TUF23Changing the Economics of IM
Stream 1 - Business Sustainability
DIY Approach - TRIM & Records Management
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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.
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Our risk
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3 Primary Challenges
1. Configuring TRIM for our DIY users
2. Timely delivery of TRIM training
3. Expansion of the classification tables
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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
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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?
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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.
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Simple DIY Virtual File Creation
Three steps– Classification
(linked to retention
schedule) – Optional Title– Author
(additional granularity sought by users)
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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!
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Package
“Live” demo
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TRIM Design Conclusions
Keep it in “TRIM Normal Form” Capitalise on the design intent. Your decisions will then survive upgrades. Don’t kludge
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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
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Induction
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Induction modules
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TRIM Survival
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TRIM Survival modules
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Building TRIM Skills
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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
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Challenge 3 – DIY Classification maintenance
What are users familiar with? Browsing!
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TRIM Classification Development & Maintenance
Development - Pros vs inhouse Maintenance - Pros vs inhouse
Pros and cons anyone?
Ease
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AKA & TRIM Integrator
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AKA
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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.
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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
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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
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Three Challenges
Simple intuitive design. KISS & Don’t kludge Train staff early. Open the BCS for timely expansion.