The REX Program – building records management capability at EnergyAustralia
Sheryl MappProject Manager – REX (EDRM Implementation) Program
23 March 2010
Presentation overview
• Planning for REX– The journey to now– The plan of action– The rollout elements
• Selling REX– REX the brand– Communications– The video– The superuser kit – T-shirt/pad &
pen/jellies– The printed matter
• Post REX
REX Program & You
Premiere screening
REX Program & You
Premiere screening
Background
My organisation – Energy Australia (EA)• EA has Australia's largest electricity
network connecting 1.5 million customers in Sydney, the NSW Central Coast and the Hunter Valley
• The network consists of about 40,000 kilometres of underground and overhead cables and around 28,000 substations.
• EA is a State Owned Corporation operating under the NSW legislation. It has 5,500 employees.
Presenter: Sheryl Mapp• Former librarian and merchant
banker • Now a document and records
management specialist and project manager
• Worked in senior state govt roles in VIC/NSW since 2003
• In 2008, joined EnergyAustralia to project manage a 4000 seat EDRMS implementation and revision of the EA records management capability (the REX Implementation Program)
Planning for REX
The journey to now
• 2001-02 – Records management compliance audit of NSW Government agencies and state owned corporations
• 2007 – EA internal review of compliance• 2008 – 2 business cases developed for enterprise-wide EDRM rollout
supported by new records management framework• 2008-11 – REX Program rollout (delivery of business cases)• Post 2011 – improve and consolidate records management maturity
The plan of action• 2008-11 – REX Program
2008-09 2009-10 2010-11
Project Plan Project closure report
Procure business partners
• training• change mgt• records mgt• technical
Develop:• Training model• Training content• Change mgt plan• Change mgt tools• Records mgt tools (info
audit; new policy/process; BCS; FDA)
• Pilot• Enterprise-wide rollout
• Other– New RM strategy– Devolved RM model
Products/deliverables • New policy• New processes• New tools (BCS/FDA)• New software (HP TRIM 6R2) to
4000 users• Training for all staff (up to 6000)
The rollout elements #1
Training model and training structure
Superusers Standard users Infrequent users
10% 50% 40%
• Offsite 2 day-workshop in RIM• 1 days technical training
• Elearning modules• Half day technical training
• Elearning modules• Briefings/roadshows
Up to 4000 users
Workshop elements• What/where/why of records including
what is a record• Lifecycle of records• Business classification• Change management – superuser
fitness program• Overview of electronic records mgt• ‘No PowerPoint’ used at all!
Elearning• Introduction to recordkeeping:
oRecordkeeping essentialsoUnderstanding business classificationoThe lifecycle of a record
• AdvancedoUsing REX Basics 1 (e.g. REX Drive/creating
a folder)oUsing REX basics 2 (e.g. project binders)
The rollout elements #2
• 6 rollout tranches– Pilot followed by 6 groups split by division
• 17 week deployment model for each tranche– Division management briefing– Identification of all division staff– Nomination of superusers– Briefing of superusers– Superuser training– Superuser development of classification scheme– Standard user training– Floorwalking/support– Statistics and review
The rollout elements #3
• Training infrastructureWe go to the users…– 2 Mobile training units established (2 x10 self-contained laptops plus server)– Use meeting rooms– No setup of dedicated training rooms
• Rollout support – 3 implementation teams – Records support team
• Coach superusers to establish folders using business classification and migrate file as needed (4-6 weeks)
• 3 floorwalkers to visit each user following training (by ph/remote/visit)– 2 HP TRIM admin staff to support rollout and floorwalk as needed– IT Technical team to troubleshoot any package/implementation issues
Selling REX
REX the brand
• Why REX– To give RM a presence and image that
is contemporary (superhero) and has instant recognition
– Internal use only so doesn’t conflict with EA brand
• REX – the name– Not an acronym
• Brand elements– Textures – red and black blur
(speed/efficiency)– Superhero flashes (fast/moving)– 18° angle representing a
document shape– Yellow line links to EA brand
Communications
• Communications– Intranet – central area for all info on RM and REX rollout (developed as
part of this program)– Articles – regular articles appear in staff magazine Inside Energy and in the
weekly email broadcast to staff– Video launch – a formal launch of the REX video (drink/nibbles/premiere
screening)– Roadshows – MDs (bi-annual) and Division General Mgrs roadshows
• Networking– Friends of REX group – available to all staff to join and can include invites
to events e.g. Video launch– Superuser network – post REX training, bimonthly events will be held to
keep the group focussed and informed and to encourage exchange of info– Briefings – addressing managers and staff on request
The video
• Designed as a key communication tool to advise staff of the corporate message and goal of REX
• Video runs for 4.4 mins and is used as follows:– Shown at MDs roadshow (seen by wide cross-
section of staff)– Shown at all superuser workshops– Pre-requisite viewing for all standard users– Can be viewed at any time via intranet– Shown as part of induction for new employees
• Video life – 2009-11 (aligns with rollout timeline)
• Post program – may make another video for ongoing use
The REX Program & You – Screening to follow shortly
The superuser kit
• The superuser kit– REX bag– T-shirt– Pad & pen– REX Jelly beans
The printed matter
• The printed matter– Policy/process set– BCS/thesaurus– Superuser Guide (to REX Drive/HP
TRIM)– DeskTop Guide– Brochures/flyers
Post REX
Managing 4000 users• REX solves the following problems:
– Multiple repositories– Lost files– Inability to search (due to multiple locations)– Inability to collaborate (due to multiple locations)– Compliance with legislation and standards
• Post REX – the challenge is to ensure these problems continue to be solved
Records management maturity
• April 2012 – review of the success of REX program• Outcomes
– Rollout complete and all staff trained– Dept of Commerce (NSW) – Govt Chief Information Office – Information Management
Maturity Model – moving from level 1 (2009) to level 3 by 2012
Projects that ‘fall out of REX’
• Process re-engineering – the introduction of REX will drive significant process re-engineering across the business
• Introducing digital records management including scanning of mail• Physical and offsite store – review and audit of all offsite storage to
ensure retention is applied and destruction/streamlining can occur• Collaboration with other tools e.g. SharePoint• Strategic management of records in 3-5 year cycles
The REX video – premiere screening
Questions