Procuring an EDRM product June 2004

Procuring and Implementing an EDRM Product: 

Procuring and Implementing an EDRM Product Jayne Pucknell Agency Records Manager

Today I’ll Talk About...: 

Today I’ll Talk About... Who we are What we’re doing (route to EDRM) How far we’ve got How does this fit with an enterprise approach? What have we learnt?

Slide3: 

Background Vision for the environment and sustainable future: a healthy, rich and diverse environment in England and Wales, for present and future generations Nine themes: better quality of life enhanced environment for wildlife cleaner air for everyone improved and protected inland/coastal waters restored, protected land with healthier soils ‘greener’ business world wiser, sustainable use of natural resources limiting and adapting to climate change reducing flood risk

Slide4: 

Organisational structure Covers: England and Wales Staff: c.10,500 Budget: c.£745m Structure consists of: Functions: Head Office Environmental Protection 8 Regions Environmental Planning 26 Areas Water Resources 2 National Centres & Flood Defence 12 National Services Navigation & Recreation Waste Regulation Fisheries & Ecology

Slide5: 

Predecessor bodies National Rivers Authority Her Majesty’s Inspectorate of Pollution Waste Regulation Authorities Pre-predecessor bodies: Dept. of Environment (RadioChemical Inspectorate, Alkaline Inspectorate) Dept. of Local Government and Housing Water Boards/Water Authorities

Why EDM?: 

Why EDM? 1996 strategy study Trying it out - Pilot study Waste management Lower Trent area - 56 users Document management package (PCDocs) Procurement process (SER eDM)

Waste Roll-out 2001/03: 

Waste Roll-out 2001/03 26 areas 2000 users 8000 licences (files) 2.5 million documents / 8 million pages Whole Area Pilot Project 2001/03 200 users 35 processes Development of software Business case for roll-out through 26 Areas

In the meantime….Records Management: 

In the meantime….Records Management Records Management project (2001/03) to deliver: Records management policy and procedures Retention and Disposal Schedule Agency File Plan (for the EDRM system)

EDRM Programme (integration of 3 projects): 

EDRM Programme (integration of 3 projects) Environment Agency Drivers for EDRM Business efficiencies Improved customer service Consistency of practice Modernising delivery Drivers for EDRM Modernising Government targets PD0008 Code of Practice on Legal Admissibility Statutory compliance Accountability and auditability

Disaster…and Procurement again: 

Disaster…and Procurement again Evaluation exercise to look at available products Decision to proceed May 2003, initially as infrastructure Pressures: potential divergence of business systems SER eDM to be migrated by July 2005 FOI/PRA targets by Jan 2005 Compliance with ISO 9001/14001 ‘Making it Happen’ Procurement completed by May 2004

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Search engine Lifecycle (Records) Management Integration Capability Routing User Interface Reference Library Collaboration Tools Workflow Content Management & Publication Office E-Mail Networking Peripherals Portal Process Security Object Security Possible EDRMS Procurement Components Scope of procurement

Slide12: 

What next - EDRM? Project Executive appointed - to form team Implementer appointed Planning stage to Sep 04 leading to Business case/s ‘Model Office’, Pilot and Prototype projects Roll-out Q2 2005/06

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Issues Business sponsorship and buy-in How to prove the new system How to roll-out the new system integrate with key business systems roll-out across the desktops implement with other initiatives Need to deal with backscanning

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In the meantime - Records Management pilot... RM Model Office project One Area, 350 staff Objectives: test RM procedures measure effort assess potential benefits introduce central database Outcomes: senior management champion business case for central RM Unit roles and responsibilities clarified

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Procedure - resource needs Identify & Store Record Create File Manage Storage Close File Review File Dispose of File REVIEW: 24 minutes per file WEEDING: 10 minutes per file APPLYING FILE PLAN: 7 minutes per file DATA ENTRY: 5 minutes per file LABELLING: 1 minute per file DISPOSAL: 3 minutes per file TOTAL (review) = 50 minutes per file TOTAL (no review) = 26 minutes per file

Slide16: 

Gartner View - June 2003 Rules Media Servers Metadata Catalogue Content Library Portal Services Plug-in Layer with Example Plug-ins Application Services Work Process Management

Slide17: 

User Segment Layer TFPL - Unified Information Architecture IT Infrastructure Layer Repository Layer Information Model Layer Collections Layer Applications Layer Interface & Navigation Layer Content Management Layer Organisational & Governance Framework Publication Process and Curation Framework EDRM

Slide18: 

Creation Management Access Archive Creation Management Access Archive Informal Formal Ver 3

What We’ve Learned: 

What We’ve Learned Is there a perfect EDRM product? Greatest risk can be realised Visible business commitment is essential File conversion is not easy More variations in practice than imagined Realising benefits is hard Lack of payback from introducing RM for paper only What about culture change... What about the wider opportunities…