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