Canadian Records Management February 2005 Summit Canadian Records Management Summit – Calgary, Alberta February 21-24, 2006 Introduction What Makes RIM Programs Successful? Steps to Implementation How to Determine Implementation Readiness Go! G ! Summary of Key Points How to Ensure Implementation Project Success MNC Consulting Group Ltd. February 22, 2006 2 Difference between RM and RIM Management problems Why implement RIM programs? Human problems Why is implementation so difficult for so Inefficient filing procedures many organizations? Poor use of equipment Start at the beginning with the end in mind St t t th b i i ith th d i i d Improper equipment and/or supplies I i d/ li Inefficient use of space Excessive records costs MNC Consulting Group Ltd. February 22, 2006 3 MNC Consulting Group Ltd. February 22, 2006 4 MNC Consulting Group Ltd. 1
Canadian Records Management February 2005 Summit Include ALL staff, all phases Collect data – previous assessments, available literature, org charts, file lists, what is/should Continuous improvement to systems be, etc. Up-to-date with filing Ask questions – fact finding interviews Educate and educate again! Prepare a table to summarize needs (Figure 1) Prepare a table to summarize needs (Figure 1) Audit A di Work towards program intent ALWAYS MNC Consulting Group Ltd. February 22, 2006 5 MNC Consulting Group Ltd. February 22, 2006 6 Needs assessments don’t provide diagnosis What does the What does the What does the What does the How will having this How will having this Needs assessments do not identify the “root” organization do organization do organization need? organization need? improve RIM for the improve RIM for the now? now? organization? organization? of the problem(s) Uses old space Uses old space- - Space efficient lateral Space efficient lateral More efficient use of More efficient use of Conduct diagnosis by analyzing your data inefficient vertical inefficient vertical end end- -tab filing tab filing space space Handout 1 – Analyze Your Data H d t 1 A l Y D t cabinets cabinets bi bi t t equipment equipment i i t t Uses top- Uses top -tab legal size tab legal size End- End -tab letter tab letter- -size file size file More efficient file More efficient file file folders file folders folders folders retrieval retrieval Everybody does their Everybody does their Records classification Records classification Consistent method of Consistent method of own thing with filing own thing with filing system system classifying records classifying records across the across the organization organization MNC Consulting Group Ltd. February 22, 2006 7 MNC Consulting Group Ltd. February 22, 2006 8 MNC Consulting Group Ltd. 2
Canadian Records Management February 2005 Summit Break down the “whole” into “parts” ISSUE: Inconsistent filing standards across the Need to look at: organization ◦ Issue ◦ Evidence EVIDENCE: Different departments use different EVIDENCE: Different departments use different ◦ Possible Causes Possible Causes filing systems – e.g., alphabetic, numeric, block ◦ Other Relationships and Impacts numeric, other… ◦ Organization’s Potential to Resolve the Issue (Low, Moderate, High) * MNC Consulting Group Ltd. February 22, 2006 9 MNC Consulting Group Ltd. February 22, 2006 10 POSSIBLE CAUSES: Lack of knowledge, lack of ORGANIZATION’S POTENTIAL TO RESOLVE THE training, no organization-wide records contact, ISSUE: etc. ◦ L/M/H – identify the potential! OTHER RELATIONSHIPS/IMPACTS: / ◦ How can the organization resolve the issue? Set policy for RIM ◦ Lack of staff to maintain files, Train staff ◦ Inexperienced staff, Make budget to set up a RIM program ◦ Not in my job description, Hire Corporate Records Officer ◦ Other? MNC Consulting Group Ltd. February 22, 2006 11 MNC Consulting Group Ltd. February 22, 2006 12 MNC Consulting Group Ltd. 3
Canadian Records Management February 2005 Summit Put the “parts” back together again Strengths, Weaknesses, Opportunities, Threats Past experience, Gap, SWOT, forced Build two matrices: relationships, brainstorming, etc. ◦ Strengths/Weaknesses + Opportunities ◦ Strengths/Weaknesses + Threats g Handout 2 – Synthesize Data using SWOT MNC Consulting Group Ltd. February 22, 2006 13 MNC Consulting Group Ltd. February 22, 2006 14 Identify the risks involved for each solution – Based on synthesis e.g., Based on organization’s ability to resolve the issue ◦ The solution has never been used before. (L/M/H) ◦ Some employees will probably be against it. Brainstorm with staff for other ideas Brainstorm with staff for other ideas ◦ The real investment and/or operating costs may be / p g y higher than foreseen. Set up Priority Project/Justification guide based on ◦ Etc. risks, conditions and future … MNC Consulting Group Ltd. February 22, 2006 15 MNC Consulting Group Ltd. February 22, 2006 16 MNC Consulting Group Ltd. 4
Canadian Records Management February 2005 Summit Discuss the conditions the organization must Focus on future perspectives – e.g., create and maintain – e.g., ◦ The solution proposed does or does not anticipate future developments such as an EDRMS. ◦ A high discipline in classifying all records will be needed. ◦ How will government legislation impact the organization’s records keeping? ◦ Maintenance has to be improved. p ◦ What is the organization’s overall efficiency now vs. ◦ A Corporate Records Office must be created. the future? Can we improve? ◦ Etc. ◦ Etc. MNC Consulting Group Ltd. February 22, 2006 17 MNC Consulting Group Ltd. February 22, 2006 18 How do you know if your organization is ready to accept an implementation project? ◦ Executive approval Highest 6 ◦ Implementation plan approval 8 5 2 11 3 4 12 7 ce 14 I mportanc 1 9 13 15 10 Fastest < 30 days 30 to 60 days Slowest > 60 days Lowest Speed to I mplement MNC Consulting Group Ltd. February 22, 2006 19 MNC Consulting Group Ltd. February 22, 2006 20 MNC Consulting Group Ltd. 5
Canadian Records Management February 2005 Summit Include such topics as: Each implementation “project” should be Software requirements detailed in a separate implementation plan Training requirements Examples of implementation “projects:” Communications plan ◦ Classification system design ◦ RIM procedures policy guidelines RIM procedures, policy, guidelines Change management plan Change management plan ◦ EDRMS implementation Budget requirements ◦ Etc. Schedule for implementation Business readiness evaluation MNC Consulting Group Ltd. February 22, 2006 21 MNC Consulting Group Ltd. February 22, 2006 22 Determine level of readiness for each factor The business readiness assessment will help being assessed: determine if your organization is ready to ◦ 3 = Full Ready accept the project ◦ 2 = Partially Ready ◦ 1 = Planning to Do g ◦ 0 = Forgot to Do Conduct separate business readiness Combine this with level of importance assessments for each department assessment … MNC Consulting Group Ltd. February 22, 2006 23 MNC Consulting Group Ltd. February 22, 2006 24 MNC Consulting Group Ltd. 6
Canadian Records Management February 2005 Summit Does the affected business area clearly understand Determine level of importance for each factor and agree with the business process changes that being assessed: are required in order to accommodate the new or changed system functions? ◦ H or M PLUS level of readiness of 1 or 0 = the Has an implementation plan been prepared that affected business area has NOT made the required identifies the various activities, timeframes and effort to get ready resources? ? ◦ H or M PLUS level of readiness of 3 or 2 = the Have all new staff roles and responsibilities been affected business area HAS made the required defined and approved? effort to get ready Has the necessary hardware and software been Example factors installed in the affected department? Is the department ready for implementation? Etc….. MNC Consulting Group Ltd. February 22, 2006 25 MNC Consulting Group Ltd. February 22, 2006 26 Cognitive Dissonance Best Method “Take time to plan your work, then take time ◦ Identification of change to work your plan” ◦ Internalization of change Monitor implementation Adjust where necessary Adj t h Be smart about change! GENERAL SPECIFIC February 22, 2006 MNC Consulting Group Ltd. 28 MNC Consulting Group Ltd. February 22, 2006 27 MNC Consulting Group Ltd. 7
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