Client Case Study 1
Management of Information
Following an attack on a mine, vital corporate information was scattered across the world. We established and managed a team to discover and reconstruct the mine information. The team spent multiple years recovering, categorising, and reconstructing information. We gained over 20 years experience in managing the client’s information and hold continued responsibility for managing all company information.
Codice prepared a business case to replace or upgrade the existing eDRMS and were then given responsibility for the project management and implementation of the system including training. Challenges included distributed workforce and non-standard operating environments. Codice have also been tasked with the review and classification of historical information, including drawings and emails vital to the organisation.
As part of the overall engagement, Codice worked extensively with the client to develop the necessary business classification scheme, including taxonomy and meta data standards required to support the information discovery and eDRMS, disposal authority, and supporting policies and procedures. This was achieved by gaining in-depth knowledge of client information, reviewing records to identify transactions and subjects, and developing close working relationships with client subject matter experts.
This client has a distributed workforce including a high percentage of consultants and contractors, which added complexity to the implementation of the eDRMS. There are three separate companies related to this project and strict rules around separation of information.
- eDRMS implemented across the company and access provided to all consultants and contractors irrespective of location
- Scanning and indexing of historic and current documents
- Indexing of 60,000 drawings and 100 000 multimedia items
- Physical and electronic file audit
- Developed and implemented an Information Management Framework
- Information rediscovered was available for eDiscovery.
Client Case Study 2
Implementation of Electronic Document and Records Management System (eDRMS) and supporting Information Management Framework
The Codice Project Manager led a blended team of Codice and client staff in the acquisition and implementation of an eDRMS and development of the supporting Information Management Framework.
The scope of the project covered:
- Identification of business needs
- Business case development
- Selection of eDRMS to meet the identified business needs
- Identification of impacted business processes and development of an implementation strategy to minimise impact to the business processes
- System configuration and implementation
- Review, update and development of policies and procedures forming the Information Management Framework
- Development and implementation of a change management plan
- Training of staff, including development of training materials
- Vendor management, and
- Leading the eDRMS deployment.
The Codice Project Manager chaired project management meetings and attended program governance meetings, representing the needs of the Business Sponsor and client staff. She was required to address issues, manage the software vendor relationship, provide project reporting and manage the project within agreed parameters for quality, time and budget.
Working closely with the staff, Codice led the development of the Information Management Framework and configuration of the eDRMS to meet the business requirements and minimise disruption to business operations. They consulted broadly within the company and developed strong working relationships with the business teams and technical staff.
The Codice Trainer led training development, responsible for:
- Designing and developing the staff training plan and materials encompassing the Information Management Framework, staff information management obligations and the eDRMS
- Delivering training to general users, power users and system administrators, covering approximately 200 staff in classroom style training sessions.
- Successful acquisition and implementation of an eDRMS system and supporting Information Management Framework in tight timeframes that met the needs of the client organisation
- Codice delivered the training for general users, power users and system administrators, covering approximately 200 staff.
- As a result of the change management and training program put in place, 80% staff actively adopted use of the new system within the first 2 months, with the business cleansing and migrating approximately 35,000 documents to the new system from network drives
- Codice are currently working with this client in the ongoing embedding of the Information Management Framework and eDRMS, with the objective to handover the system administration to an appropriately trained and qualified staff member.
Client Case Study 3
Information Strategy Development
The purpose of the information strategy was to outline Council’s planned approach for enabling compliance with its Information Management and Recordkeeping policies. The client also wanted to generally improve the use and value of its information to facilitate the achievement of Council strategies; including support for Council’s ICT transformation programs.
The information strategy encompassed the Council’s structured and unstructured information required to support business processes, decision making and compliance with legislation. The outcome of the strategy provided recommendations in relation to work practices, policies, procedures, tools and training.
During the course of the engagement, Codice provided advice and recommendations based on our expertise and experience. The scope of the engagement included:
- Documentation of key strategic drivers for Enterprise Information Management
- Outline of the potential benefits for Council developing its Enterprise Information Management capabilities
- Identification of the key changes required for Enterprise Information Management
- Identification of the key enablers required for Enterprise Information Management
- A high-level roadmap outlining the initiatives required to implement the changes/enablers.
Change management was a key requirement in addressing some long term cultural issues that impacted Council Staff buy-in.
The strategy was accepted by Council and components of the strategy have subsequently been implemented.
Client Case Study 4
Business Classification Scheme (BCS) Development
Codice were engaged by Council to redevelop the Business Classification Scheme in line with the client’s requirements that it be based on Keyword for Councils, product agnostic and comply with relevant standards and legislation.
The scope of this engagement included:
- Gap analysis of existing business classification and relevant target standards and schedules
- Specifying security requirement as they relate to the classification scheme
- Approximately 60 workshops with Council representatives
- Identification of metadata requirements and vital requirements
- Three business presentations to the organisation
- Final BCS in the appropriate format.
Codice’s approach was to develop an initial draft BCS, which was then reviewed by the client as part of the workshops. During the workshops additional security and metadata requirements were identified. A revised BCS was then circulated to the business for feedback prior to finalisation. Codice actively sought feedback from across the business to ensure the best possible result for the client.
Given the tight timeframes for this engagement Codice’s approach was to seek ‘just enough’ business consultation into developing the draft BCS. We were able to capture constructive feedback and achieve final approval within the client’s timeframes.
- The client was provided with a BCS and a separate report covering metadata and security requirements.
- The BCS was implemented as per Codice’s recommendations.