State Records Forum 26/11/07 People First – Information Management Program and GSAS IAMS 2007 Status Update

1. State Records Forum 26/11/07 People First – Information Management Program and GSAS IAMS 2007 Status Update

2. Today’s presentation covers: 2 • People First - Information Management Program • GSAS 2007 Status Update

3. People First – Information Management Program… Making government information easier to access and share in a trustworthy environment 3

4. Lands Fire Brigades Primary Industries RTA State Library State Records IM Working Group • Commerce • Community Services • Corrective Services • Premier and Cabinet • Environment & Conservation • Housing 4

5. Key Projects • Digital State Archives • Information Asset Management (IAM) Strategy 5

6. Digital State Archives The Digital State Archives facility will address the longer term management and storage of government digital records. This will cover the digital records (eg electronic documents, emails, etc) that are identified of value for transfer to State Records. 6

7. IAMStrategy The Strategy will make information easier to access and share across government and will support People First projects by ensuring agencies apply consistent and systematic management processes and practices to the creation, acquisition, publication, organisation, storage, retrieval and disposition of information assets. 7

8. Progress so far… • Review of Strategic Options • Product Trials • Maturity Model • Assessment Tool 8

9. Business Drivers 9

10. IAM Requirements 10

11. Implementation Capability & Organisational Context Basic Records Management Sophisticated Information Asset Management 11

12. GSAS RIMS Alignment 12

13. 13

14. Next steps • Trial Assessment Tool • Build Online Survey • Develop IAM Strategy 14

15. Introduction – Information Asset Mgt Systems (IAMS) • GSAS Contract 2323 expires on 31 Dec 2007 – Records and Information Management (RIMS) expires and needs to be replaced • Strategic Review - GCIO, NSW Procurement and State Records conducted a strategic review of the its Information Management requirements and assessed it’s alignment to the People First program • IAMS Market activity - The IAMS market is consolidating with large number of large profile acquisitions; • The future - IAMS is no longer merely documents and records, it more about emails, web, content rights management, collaboration, knowledge management and compliance, etc. • New Paradigm – Greater focus on Information as a valuable ‘asset’- Hence our reference to IAMS – Information Asset Management Systems. • Split of GSAS contract - New IAMS procurement strategy supported by SCCB now separates software component from the services component (covering implementation, upgrades, product extensions, support & maintenance) • Alignment to GSAS 2007– Whole of Government approach, Strategic Procurement and alignment to GSAS 2007 covering improving ROI, reduced TCO, thought leadership, innovative ideas, standard configuration, etc 15

16. Definition of Information Asset Management - it covers • Records • Documents • Content • Web • Business Systems Data • Messaging (email) and • Images, audio, video, maps 16

17. GCIO’s 5 levels of Information Management Maturity 17

18. Assessment of IAMS Vendor alignment with Maturity Model 18

19. Background to Request for Tender (RFT) • SCCB approved on 11 Sept 2007 to release open tender for : • replacement software application (based on our Maturity Model) • separate tender for services (i.e. Systems Implementation, upgrades, etc) • Phase 1 covers Software application • Phase 2 cover Systems Implementation, upgrade, etc component …….. once successful vendors are identified • Industry brief held on 17/10/07, and RFT release on that day • RFT closed on 13/10/07 • Evaluation commenced 14/10/07 for 3 days, and more work is required 19

20. RFT covered key components & sought responses for: • IAMS Functional Requirements (1547 lines of requirements) • ‘Value-adding” questions covering: • Leveraging capabilityof existing IAMS applications • Reducing TCO, improving Govt’s ROI • Improving management of IAMS Application life cycle • Development of Centres of Excellence • Vendors’ thought leadership, innovative ideas and lessons learnt • Development of standard configuration of core functionality • Vendors’ relevant experience & working with Government • Vendor’s ability to ‘modularise’ their licence to meet Maturity model requirements on Agency needs • Pricing Model and ability to modularise it’s pricing accordingly • Evaluation by agency representatives 20

21. IAMS Evaluation Process • Vendors • 23 Vendors responded to the Open Tender • 2 of above only interested in Systems Integration • 1 Vendor submitted 2 responses • Leaving 22 responses to evaluate • Evaluation Process covers assessment of: • Responses to IAMS Functional Requirements - Completed • Responses to the ‘Value Adding’ questions - Completed • Assessing Pricing Model including vendor ability to offer a flexible/modularised Prices – In Progress • Need to seek further clarification from vendors - In Progress • Deloitte performs role of Probity Auditor 21

22. Next Steps for GSAS 2007 - RFT • Provide status update to December 2007 : • The BOAC and GSAS Steering Committees • The CIO Executive Council • The SCCB • Complete following • Pricing and Clarification work in prior to Xmas 2007 • Submit final recommendation to above committees in Jan 2008 (estimated) • Award contracts in Jan 2008 (estimated) • Commence Phase 2 – IAMS System Implementators, that are aligned to above successful IAMS software vendors, etc. 22

23. Questions ? Kate Harrington Principal Project Manager, Specialist Group Government Chief Information Office Tel: 9372 8209 kate.harrington@commerce.nsw.gov.au Claude Date-Chong Project Manager FMS and IAMS Government Chief Information Office Tel: 9372 8614 claude.date-chong@commerce.nsw.gov.au Thank you ! 23