Simplify, streamline and consolidate | My Assignment Tutor

Simplify, streamline and consolidate: the OneTrim for OneFaCS case study 1 | P a g eThe Family and Community Services (FACS) cluster comprises the Department of Family andCommunity Services and related entities including Ageing, Disability and Home Care (ADHC) andthe statutory bodies of the Aboriginal Housing Office (AHO), NSW Land and Housing Corporation(LAHC), Multicultural NSW and the Advocate for Children and Young People.This case study describes the OneTRIM Program implemented as part of the OneFACS strategy toimprove records management compliance and provide a single, up to date, usable system andeasy to understand guidelines.The prior situationThe amalgamation of several departments to form FACS has resulted into a mishmash ofrecordkeeping practices and disparate recordkeeping systems which were originally designed toserve the discrete agencies.To add complexity, each of the six recordkeeping system has its own administration and clientdatasets, business classification schemes (BCS), 10-46 record types, templates and filingconventions, different access and permissions, and workflow processes.Amongst all the challenges and costs of maintaining and supporting multiple systems, FACS wasusing a version that has reached the end of its product lifecycle – HP TRIM 7.1.This environment, as it stood, detrimentally impacted the productivity of staff as they are facedwith having to work around multiple electronic document and records management systems(EDRMs). Consequently staff spent more time searching, consolidating and reconciling data toassemble enterprise-wide reports.Simplify, streamline and consolidate: the OneTrim for OneFaCS case study 2 | P a g eOneTRIM solutionThe solution delivered was a consolidation of six datasets into a single system – OneTRIM tosupport working together across FACS.The solution was based upon a number of important design principles such as:• Allow users to access information across the department – regardless of past and presentorganisation structures.• Provide an open information access model for cross-functional areas to accessinformation and collaborate with other teams.• Implement a security model to both protect sensitive information and allow forappropriate access to information as required by business processes.• Promote common and consistent standards and processes.• Provide flexibility to adapt to the ever-changing needs of business.OneTRIM deliverablesThe Program team rolled out OneTRIM to 10,000 users from various business units and in diversegeographical areas. Some of the program’s deliverables were: DeliverablesRecords ManagementFramework• OneFACS Records Management Policy and Procedures• Up to date functional retention and disposal authorities(FRDAs)• Business Classification Scheme aligned to FRDAs• Business rules incorporated in training and eLearning modulesRecordkeeping system• MiniApp – a single fully automated ministerial workflow• Consolidated six datasets into OneTRIM• Standardised metadata• 40 million records migrated into OneTRIM• Software upgradeChange Management• Change and communication strategies and plans• Training component included: development of “learningpaths” for staff, development of on-demand trainingresources (manuals, guides, simulations, e-courses, andvideos), face to face training, webinars, and Super Userstraining.• Training for 10,000 users• Onsite support, including floor walking and pre go live visits Simplify, streamline and consolidate: the OneTrim for OneFaCS case study 3 | P a g eOneTRIM Program building blocksThe success of the OneTRIM Program implementation all came down to planning and strategy.The Program team planned aspects of the implementation to ensure executive buy-in and thatstaff (the end-users) are engaged and willing to own the solution. Some of the building blocks tosuccess were:Implementation planIntegral to the success of this Program is the implementation plan. The analysis and design stagewas crucial for planning, scheduling, and more importantly in shaping the solution based onbusiness and functional requirements gathered.The migration and the rollout of OneTRIM solution to various business units were consideredcritical and had to be managed delicately. Due to the phased implementation approach, userswere always in multiple datasets during the transition phase and to minimise the effects of thisapproach the Program team ensured that no one was in two environments for more than twoweeks.Governance structureThe Program’s governance structure included senior managers, provided support and strategicdirection. The Steering Committee and Business Advisory Group also included key opinion leadersfrom across FACS which built stakeholder support and ensured responsiveness to requests forengagement at key points in the Program.The Technical Advisory Group had representatives from every critical technical area in FACS,ensured that all technical aspects were considered and included in the solution design,implementation and rollout.The 550 Super Users and 330 Change Agents actively supported the delivery of the OneTRIMchange management within FACS.“Peace and Love are here to talk to you”With 10,000 users to transition, the Program team, including the Super Users and Change Agents,managed their users’ concerns by listening to them.For example, Ann Turner, OneTRIM Program Manager and Michael King, Principal RecordsManager went out to meet various business units and called those meetings – “Peace and Loveare here to talk to you.” The meetings/sessions not only helped allayed users’ concerns but alsoensured that users were empowered and brought along the OneTRIM journey.Simplify, streamline and consolidate: the OneTrim for OneFaCS case study 4 | P a g eChange ManagementThe OneTRIM program brought significant changes across FACS and the Program Team wascognizant that those changes were impacting and happening to individuals.The Program Team used the ADKAR change model which is about building Awareness to the needto change, increasing Desire to change, building Knowledge and Ability and Reinforcement ofchange to help them continue on with new practices.The ADKAR model also helped frame the training approach, stakeholder engagement plan,including communication strategies.MiniApp Quick winThe automated approval workflow for all ministerial and executive records called MiniApp wasthe quick win needed to build momentum for the OneTRIM program. The MiniApp was done as aproof of concept to test whether OneTRIM can bring together multiple approval processes intoone process and one common platform.In addition, lessons learnt from the MiniApp implementation were analysed and incorporatedinto the OneTRIM implementation.High-Performing Program TeamThe OneTRIM program’s success reflected primarily on the Program Team and contractorsengaged to provide specialist skills in training, project and program management, changemanagement, detailed technical knowledge of HPTRIM system and application of legislativerequirements.In addition, the Program team, including the Steering Committee, Business Advisory Group,Technical Advisory Group, change partners, super users, collectively shared commitment to thegoals of the OneTRIM program. Furthermore, the success of the Program can be attributed to theconstant dialogue between the Program Team and its stakeholders.SummaryThe OneTRIM Program was a significant, complex and intensive program of works which delivereda simplified, streamlined and consolidated electronic document and records management systemwhich supports FACS’ community serving objectives.ReferenceNSW Government State Archives & Records. (n.d.). Simplify, streamline, and consolidate: The onetrim for onefacs case study. Retrievedfrom https://www.records.nsw.gov.au/recordkeeping/simplify-streamline-and-consolidate-the-onetrim-onefacs-case-study

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