The REX Program – building records management capability at EnergyAustralia

1. The REX Program – building records management capability at EnergyAustralia Sheryl Mapp Project Manager – REX (EDRM Implementation) Program 23 March 2010

2. Presentation overview • Planning for REX • The journey to now • The plan of action • The rollout elements REX Program & You Premiere screening • Selling REX • REX the brand • Communications • The video • The superuser kit – T-shirt/pad & pen/jellies • The printed matter • Post REX REX Program & You Premiere screening

3. Background • My organisation – Energy Australia (EA) • EA hasAustralia's largest electricity networkconnecting 1.5 million customers inSydney, the NSW Central Coast and the Hunter Valley • Thenetworkconsists of about 40,000 kilometres of underground and overhead cables and around 28,000 substations. • EA is aState Owned Corporationoperating 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)

4. Planning for REX

5. 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

6. The plan of action • 2008-11 – REX Program • 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)

7. The rollout elements #1 Training model and training structure Superusers Standard users Infrequent users 10% 50% 40% • Elearning modules • Briefings/roadshows • Offsite 2 day-workshop in RIM • 1 days technical training • Elearning modules • Half day technical training 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: • Recordkeeping essentials • Understanding business classification • The lifecycle of a record • Advanced • Using REX Basics 1 (e.g. REX Drive/creating a folder) • Using REX basics 2 (e.g. project binders)

8. 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

9. The rollout elements #3 • Training infrastructure We 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

10. Selling REX

11. 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

12. 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

13. 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

14. The superuser kit • The superuser kit • REX bag • T-shirt • Pad & pen • REX Jelly beans

15. The printed matter • The printed matter • Policy/process set • BCS/thesaurus • Superuser Guide (to REX Drive/HP TRIM) • DeskTop Guide • Brochures/flyers

16. Post REX

17. 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

18. 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

19. 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

20. The REX video – premiere screening

21. Questions