Digital recordkeeping strategy for mobile work processes

Joel SmithHPRM System Administrator

About Ausgrid

• We operate an electricity network across 22,275 square kilometres – distributing electricity to 1.6 million customers across the Sydney, Central Coast and Hunter regions in NSW.

• Our electricity network consists of more than 30,000 substations, 500,000 power poles and 50,000km of below and above ground electricity cables.

• Our principal activity is the safe management and operation of our electricity network. Other activities and operations include: – Ownership and management of electricity distribution and

transmission assets.– Infrastructure-related contracting, construction and maintenance

services.– Street lighting, metering and emergency services and repairs.

Organisational Strategy

• Ausgrid is undergoing a program of transformation with the following objectives:– Improve services for customers and the community.– Improve business efficiency and labour productivity.– Streamline back-office operations.– Reduce operating costs.

• Strategic business drivers and initiatives include:– Using technology to better manage business processes in a

mobile/field working environment.– Alignment of these different processes across regions.

Records Management at Ausgrid

• As a State Owned Corporation, we have a policy of compliance with the State Records Act.

• Decentralised records management model with a mix of electronic and physical records being received, created and managed.

• EDRMS Overview– TRIM (Captura) implemented in 1995– TRIM upgrade from 7.12 to 8.11 in May 2015– User base: 3,900 – New records registered annually: 1.2 million+ – Total records: 10.5 million+– Numerous integrations with other business systems and processes.

Asset Operations and Records Management

• Asset and records management processes were largely paper based for field workers.

• ‘Job Packs’ are printed and used by field crews to undertake work, provide updated records and record the work undertaken.

• Challenges with disposal of physical records for asset operations.

• Ausgrid’s asset management continuous improvement program identified mobility technology as a key enabler to transform asset operations.

• There is a need to access to business documentation and records in the field including procedures and work instructions.

Paper Based Business Process Flow

Establish Field Force Automation (FFA)

• A long term strategic program (FFA) was considered the best option to transform (automate) the end to end processes and systems for asset operations and management.

• FFA is intended to refine the work practices associated with the field staff undertaking maintenance, construction and repairs on Ausgrid’s portfolio of network assets.

• FFA will deliver the foundation of a mobility technology platform that will be leveraged for future projects.

• FFA provides a mobility solution to 1,500 mobile devices (iPad) and technicians in the field.

• FFA established and driven by the network and asset management function.

FFA and Records Management

• First phase transforms 26 asset management business processes into a mobile application (on iPad), requiring access to records and creation of records.

• Record retention requirements for network assets is based on the lifecycle and disposal/decommission of individual assets +7years.

• Addresses existing business issues related to data/record entry and accuracy from ‘job packs’.

• Asset data and processes, including asset disposal, are controlled by SAP as a source of authority and truth.

• We identified the need to manage asset information as records in a way that is accountable, meets business requirements and which add business value.

Electronic Business Process Flow

HP Records Manager

HP Records Manager Web Service

Project Engagement and Approach with RM

• The pilot was already underway, our team was engaged towards the end of the first phase.

• IT interested in HPRM capability and capacity to store a large volume of documents and photos.

• Opportunity to add on HPRM solution that automates records management for these processes, this achieved management and IT project team ‘buy in’.

• Discussions with project team and subject matter experts started.

• Enhancement was raised to integrate with HPRM.

IT and Business Relationships

How we got buy-in

• Communication is key! (with business and IT reps).

• Ausgrid’s records and information management requirements and obligations.

• Alignment with internal strategic initiatives and projects.

• A vision of a central compliant electronic repository (as source of truth) for the storage and life-cycle management of FFA records.

• Reinforcement that good records management supports Ausgrid’s functions and business processes.

• Understanding what they wanted, we ‘sold’ HPRM document storage capabilities and leveraged system technology and associated benefits.

Achieving a Solution

• Communication, collaboration and workshops started on scoping and developing an integrated solution with HPRM.

• Connecting the technical people to understand what was needed.

• RM team took lead to define, build, test and implement a repository solution that meets the works management and business process requirements.

• A ‘web service’ solution was developed that allows SAP to interface with HPRM repository solution.

HP Records Manager Web Service

Solution Overview

1. Folder for each asset

2. Subfolder for each work order

3. Documents

Retention period begins when asset is formally disposed of.

4. A ‘disposal’ work order is raised to dispose of the asset.

5. When records are created for disposal work, the integration also stores the date of disposal in the Date Closed for the top level asset folder.

6. Retention schedule trigger activates and calculates date of disposal for records.

7. Electronic disposal occurs (in the future).

Benefits

• Significant cost savings each year.

• Eliminate manual filing, preparation and management of paper records and photos.

• Eliminate the risk for loss of physical records.

• Eliminate duplicate data capture on paper and electronic records.

• Better routing of processes/information.

• Capturing true costs of work against assets.

• Access to the latest business documentation/records.

Benefits

• Information is registered and managed on creation/update.

• Record retention is automated.

• Reduction in cost and management of physical records.

• Improved processes and a reduction in time for search, discovery and access to records.

• Records can be accessed and shared with other business areas.

• Records management is transparent!

The Future

• FFA Project:– Phase 2: Planning and Scheduling Optimisation– Phase 3: Business Insight and Continuous Improvement

• Enhancements and improvements.

• Better access to records for office staff, web client.

• Better supporting record linking to improve processes.

• Electronic disposal.

Questions?