Faculty of Education

www.monash.edu.au

Faculty of EducationeRMS ProjectStaff Meeting

www.monash.edu.au

2

Introduction

• Opportunity to be the pilot faculty

• TRIM already in use by central divisions

• Means we can adapt TRIM to best suite our needs

• Staff consultation will/has occurred

• Input from staff about ways to improve practices

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Background

• Currently no consistent record management process in place

• A lot of important files stored on desktops (fire/theft an issue)

• We duplicate our records

• We print and hold onto hard copies – sometimes in multiple places

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Benefits

• Reduce staff workload

• Ensure everything can be found

• Everything is backed up

• Reduces duplication (central division files eg student records)

• Increase use of network drives and standarised filing systems

• Provides succession when staff moved jobs

• Potential long term benefits like version control/workflow

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Challenges

• In order to recognise the benefits outlined people must adopt the system

• Communication (eg professional staff innovation day)

• Staff training will be provided

• Must meet the needs of all education users

• Work with University Wide users to get access (eg things like contracts)

• It is a cultural shift in the way we operate

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Process

• Terms of reference established

• It will be a broad review inclusive of all staff

• Project working party committee established

• Project Manager

• Business Analysis Process completed

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Members of the Committee

• Nathan Voll – FoE Manager Finance & Administration Gippsland Campus

• Peter Lawford – FoE Faculty Manager • David Solly – FoE Manager Technology Services• Marijana Gec – FoE Personal Assistant to the Dean• Joanna Donagan – Assistance Manager International

Development• Amanda Berry – FoE Director of Student Affairs• Janet Brennen – RAS Records Manager• Russell Thomas – eRMS Project Manager

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Scope

In-Scope:

• Implement TRIM eRMS• All Faculty staff @ all Faculty Campuses• Integration with Microsoft Office potentially

Lotus Notes• Training all designated staff on how to use the

TRIM eRMS• Providing ongoing TRIM eRMS support• Analysing existing Faculty document and

records management practices• Revising the current TRIM configuration to suit

FoE user and business needs

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Scope

Out-Scope:

• Conversion of paper based records into electronic format (at Faculty Discretion) – set of recommendations to be developed

• System integration with some core business applications eg. Calista, SAP etc

Consider:

• How we use our network space

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Methodology

• Review current faculty record management practices

• Develop Implementation Roadmap

• Agree/confirm implementation tasks, resources & timing

• Undertake Implementation

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Indicative Timing

Stage 1 – Business Analysis by 31 July 2008

Stage 2 – Implementation Preparation by 30 September 2008 (Inc. configuration + UAT + change management)

Stage 3 – Implementation of Key Items & Training by end of 2008

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Business Analysis Process

Conducted by Chris Alday – FYB P/L:– Has conducted interviews with Faculty &

RAS representatives

– Identify records and system requirements

– Develop eRMS roadmap

– Develop eRMS Implementation Report

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Business Analysis Process

Initial Phase Conducted by Chris Alday – FYB P/L:– Interviews commenced Wednesday 18th June– Visited all campuses– Covers all functions both academic and professional– Number of interviews provided for increased– 50 people interviewed in individual or group

interviews– This equates to around 1 in 3 tenured staff within the

faculty– Covers a broad range of activities within the faculty– Reviewed RAS services & recordkeeping policy– Assessed TRIM configuration & functionality

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Staff feedback

Feedback from staff– At staff professional development day

– Via email/phone to project manager

– Requests sent by email

– Posted on the web

– Visit to all staff meetings

– Presentation at Executive and other groups

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Staff feedback

Feedback from staff– Extensive feedback received

– Please refer to response to staff (copy provided)

– Stagged rollout will allow business process review and further staff consultation

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Key Findings

• Widespread duplication of documents in multiple locations

• Inefficiencies in sharing documents • Poor version control• Inconsistent ways of organising the same information• Inability to find documents• Unnecessary retention of some documents• Large amounts of hardcopy & legacy information

www.monash.edu.au

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Actions Required

• The development of faculty guidelines, practices and processes for managing and storing information

• Adoption of TRIM to store finalised records and emails• The use of network drives and the establishment of a folder

hierarchy that is consistent with the eRMS file plan• The creation of guidelines which identify what type of

information should be kept, in what format and where• Undertake an archiving and disposal project (for some historical

documents)• Consider allocating some resources to the project for 2009

beyond the central funding period.

www.monash.edu.au

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Implementation Approach

• All at once Vs a stagged rollout

• Need for significant change to current business practices & processes to be driven by Faculty

• Based on Faculty business process

• Proposed business processes:– Student Files– Contracts & International Agreements– Course Development– Human Resources Files– Committees & Meetings– OH&S

www.monash.edu.au

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Implementation PlanSTAGE 2

Revise the TRIM Configuration Design for

Faculty purposes

Revise and Accept TRIM

TRIM Ready for Faculty Use

UAT System Testing

Detailed Configuration

Analysis

STAGE 1Implement e-Student Files

e-Student Files Project

STAGE 3 Implement a Contracts and International Agreements

solution

Develop Procedure

Conduct Training

Design Process Solution

Undertake Analysis

eRMS Goes Live for Stage 1

eRMS Goes Live for Stage 3

STAGE 4 <insert process name>

Develop Procedure

Conduct Training

Design Process Solution

Undertake Analysis

eRMS Goes Live for Stage 4

eRMS Ready for Faculty Processes

Sept – Dec 2008 2009+

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Feedback/Question

• Staff consultation important

• Welcome from anyone at anytime during the project

• Suggestion form provided

• All suggestions will be reviewed by the committee

www.monash.edu.au

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Contact……

• Nathan Voll

Manager Finance & Administrative Services

Extension: 26759

Room 103, Building 2s Gippsland Campus