The REX Program – building records management capability at

EnergyAustralia

Sheryl Mapp

Project 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 REXREX Program & You

Premiere screeningREX Program & You

Premiere screening

REX Program & You

Premiere screeningREX 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)

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)

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