smarter workflow with hp records manager - ark … · smarter workflow with hp records manager ......

Information Governance Australia 2016

Workshop

Smarter Workflow with HP

Records Manager

Version 1

06/07/2016

About this workshop

2

About the facilitator

3

• We are here to share experiences, thoughts,

ideas, what worked, what didn’t, and to learn

from each other. Please be generous with your

ideas and comments.

• Everyone’s comments and viewpoints are valid.

• Please respect each other’s differences.

• There are no right or wrong answers to the

questions we will be discussing.

• No idea is bad.

• Respect confidentiality.

Workshop ‘house rules’

4

• CASE STUDY 1

• CASE STUDY 2

• CASE STUDY 3

• DISCUSSION AND WRAP-UP

• SETTING THE SCENE

5

6

About you

Worksheet 1

Comments

About the Workflow project:

3 words or phrases:

7

HP RM and Workflow

8

ECM Capabilities

9

HPE Records Manager / Content Manager

HPE TRIM / RM solution of choice for majority of local, state and federal

government departments in Australia – 100,000 Optus seats in Aust

Built to make records management easy and comprehensive

Fully configurable OTS vs developer team - fully published API opens up third

party integration

Secure and highly audited – 80+ aspects of docs tracked and logged

Document and record-centric workflow built in

SharePoint integration built in

First in world to develop cloud based pricing model and solution – EDRMSaaS

Used by customers from 80 seats to 300,000 globally significant local and

global user communities

ECM Capabilities

10

HPE TRIM / Records Manager

Optus first company globally to develop cloud based pricing model and

solution in conjunction with HPE

Optus EDRMSaaS

Base solution includes hosting, WAN links, licensing, storage, help desk

Per User / Per Month costing model – surge users up or down

OPEX rather than CAPEX

Data Sovereignty – All data held in Australia

Optus Ultimo PowerON / Next DC Melbourne

Built in storage allowances and growth

ECM Capabilities

11

What problems does HPE RM solve?

Compliance – manage business / legal EDRM obligations

Search – powerful content, doc and records search – IDOL

Disposal – controlled destruction of documents based on

relevant legislation

Security – secure critical corporate content

Duplication – reduce storage and infrastructure loads

Productivity – single source of truth, workflow

ECM Capabilities

12

HPE RM Advanced Workflow [native]

• Document centric

• Template driven

• Graphical interface to build and configure templates and

view active workflows

• Part of HPE RM - EDRMS objects (records, security,

locations) are fully exposed to the workflow engine

• Decision branching, sub flows

ECM Capabilities

13

Extending the capability of HPE RM Advanced

Workflow with custom applications and tools

• Automate tasks

• Simple electronic forms

• Portal interface

• Document Template management

• Tailored back-end processing

• Mobility extensions

• Add ins

• Integration

• Reporting

• Evolve to Adaptive Case Management

ECM Capabilities

14

Adaptive Case Management

The processes are brought to the case, and

run in the context of the case, rather than the

other way around

http://adaptivecasemanagement.org/AboutACM.html

Level 1 – required of all ACM Systems

TEAM

FOLDER

GOALS

SECURITY

COMMUNICATION

ADAPTIVE

Team is dynamic.

Knowledge worker and

case teams

Case folder

No predefined collection

of information

Goals and tasks

The case team

collaborates towards

completion of goals or

tasks

Case manager in control

Of who can access the case

folder. Unauthorised users

cannot access

Facilitate communication

Multiple channels

Copy and reuse

Without the need for

technical specialists

15

HISTORY REPORTING Full audit trail

Timestamped records of

every change that

happens in and around

the case

User configurable

A large variety of user

configurable reports for

communicating status, things

that have happened, and

aggregate information across

cases

http://adaptivecasemanagement.org/AboutACM.html

Workflow projects

16

Considerations for a workflow project

Know your process – and aim for process optimisation

‘Ideal End Goal’ design – ideal

process/design workshops, not

constrained by paramaters of OTS

software or organisational silos

Documentation and

learning approach:

functional or role-based?

17

Skill set of the project team

– and availability of

process SMEs

Worksheet 2

Comments

What does a successful workflow project look like?

Example(s):

18

What does a successful workflow implementation look like?

Governance applied to

records

User uptake is

high

Integrates

with LOB

systems As many steps

as possible are

automated Tasks are

repeatable and

measurable Mobility, built for

touch

Business areas are

asking to get their

processes on the

solution

19

Worksheet 3

Comments

What does a less optimal implementation look like?

Example(s):

20

What does a less optimal implementation look like?

Solution offers very little

improvement to what it

replaced

No mobile

options

Redundant

steps

Small annoyances eg.

requires a specific login and

password End users are finding

workarounds to avoid

using the system

Too many steps requiring

human interaction

21

Case studies

22

Strictly confidential

CASE STUDY 1 –

PARLIAMENTARY

BUDGET OFFICE

23

Solution Requirement

About PBO

• Established in 2012, the role of the PBO is to

inform the Parliament by providing independent

and non-partisan analysis of the budget cycle,

fiscal policy and the financial implications of

proposals.

• During the caretaker period for a general election,

the PBO prepares policy costings of publicly

announced policies on request by authorised

members of parliamentary parties or independent

parliamentarians. The PBO must publicly release

such requests and the PBO’s policy costings.

The requirement

• PBO required an automated solution to replace

a number of Microsoft Excel based registers

stored within TRIM currently supporting the

operation of the PBO for the processing of

Parliamentarian Requests, Information

Requests, Departmental Requests and

Election Commitments.

Parliamentary Budget Office (PBO)

• HP RM 8.1

• Advanced Workflow

• Optus Workflow Portal

• Custom scripting and development for

build phase and production

• ~300 users

• The solution was required to live within

PBO’s protected IT environment.

Live since

April 2016

24

What made this project a success?

Focus on design and rapid prototyping

• Visualisation • Tangible design, not just on paper • Working with custom scripts for

rabid build, and deployment to multiple environments – SMEs can see the design evolve and experience it

Custom development and enhanced tools working with HP RM8 and

workflow

• Creative solutions using native HP RM 8

• Extended functionality, multiple points of automation of previously manual tasks

• Targeted reporting from multiple information sources

Solution caters for ad hoc, on-the-fly users

• The ability for non-HP RM8 users

(Parliamentarians), on a separate, non-protected network, to create requests in the PBO system

• Innovative technical design with full security approval.

Non-complex documentation

• Complex concepts presented in simplified design documentation

• Easy comprehension for business SMEs

• Quick turn around for design evolution and approval

• Also used effectively for training

25

Worksheet 4

Comments

26


CASE STUDY 2 – CORRESPONDENCE

MANAGEMENT FOR

INFRASTRUCTURE

PROJECT

27


About the site

• Organisation responsible for the management of a

contract for a multi-billion dollar infrastructure

project. The contract for the project had timeframes

and penalties dealing with the handling of

correspondence between the organisation and the

consortium building the project.

The requirement

• Delays in responding to critical correspondence

items could have flow on impacts on the project and

have significant cost implications or time delays.

• The drafting, review and approval of responses

followed a uniform timeline but required drafting and

review from a combination of technical,

administrative and management staff depending on

the matter.

• A system was needed that could manage the

workflow, track the preparation of responses to

deadlines and provide visibility of status to

managers, integrating with the TRIM EDRMS.

Correspondence Management Workflow

• HP TRIM 6.2.2 first implemented, now 7.11



• 2 workflow templates

• Optus Lotus Notes HP TRIM Integration

• ~100 users

Live since

2009

28


Strong commercial business case

• Business drivers clear • Risk of massive penalties if

correspondence not responded to within mandated timelines

High visibility within organisation

• CEO a daily user of the solution • Mandated change and executive

sponsorship • EDMRS already deployed and in

use – easy to present the workflow solution as an additional module

Integrated with the existing EDRMS

• TRIM as the EDRMS had already

been implemented. • Smaller investment in software

needed than acquiring a completely separate system

Assisted management of key points of contention in the project

• Each activity colour-coded for instant

understanding of status: green, yellow, red. As the activity due date approaches the colour changes accordingly.

• Proactive management of impending due dates.

• This feature handled by the Portal

29

Worksheet 5

Comments

30


CASE STUDY 3 –

PARLIAMENTARY

QUESTIONS

31


About the site

• Within this large Victorian government department

the Ministerial Services team coordinates

responses to parliamentary questions for multiple

ministers.

• The solution is used by the whole department.

The requirement

• To transition off a Lotus Notes solution

• To automate the electronic process up to and

including Deputy Secretary approval (currently the

process is electronic only up to Business Unit

Approver), removing the need for paper up to this

point (printing, signing, scanning)

• To remove the need to manually save documents

in to the EDRMS

• To improve the uptake of the chosen system by

Business Unit members

• To improve the flexibility of reporting

• To create greater efficiency of process for users,

in particular senior executives

Parliamentary questions

• HP TRIM 6.2.2



• 4 workflow templates

• 20 MS Word templates

• External knowledge sources

• ~320 users

Live since

May 2016

32


Streamlined interface to TRIM

• Previous system not integrated • Documents and process now exist

in same environment • Easy user interface – single click

completion of items.

Stakeholder engagement

• Creation of momentum and enthusiasm by early engagement and demonstration of prototype

• Business areas given greater visibility and control over their own responses

Information architecture to support the business process

• New set of record types and folders

to give more control and visibility to business areas

• Use of portal ‘smarts’ to automatically update access control as the document moves through the process

Non-complex documentation

• Broad user base requiring non-complex documentation

• Instructions for each activity in the portal – built in user guide.

• Role-based, modularised documentation so the user is accessing the smallest amount of documentation possible.

33

Worksheet 6

Comments

34

Reflections and wrap-up

35

• Workflow that: • Engages your workforce

• Automates routine tasks

• Maximizes your software investment

• Tips and tricks for successful workflow projects from a stakeholder perspective

Have we explored these issues? What is unresolved?

Comments

36

Key takeaways, thoughts, ideas, next steps

Notes

37

38

Nicola Sanderson Principal Consultant

ECM Practice Optus Business

[email protected]

Ph: 0421 253 270

mailto:[email protected]

Thank you

39