GCDOCS – The GC Electronic Records at your Fingertips

1. GCDOCS – The GC Electronic Records at your Fingertips The Association of Public Sector Information Professionals (DPI) Michel Laviolette Senior Director GCDOCS Enterprise Program Management Office (EPMO) May 22, 2013

2. Background • GCDOCS is the evolution of RDIMS • It offers end-users a richer experience • GCDOCS EPMO was created in TBS and is the Program Owner • Direction of Government – Move effective and efficient administrative back-office solutions • Creating a hosted service in a GC cloud 2

3. GCDOCS Business Model Distributed Clustered Tomorrow Today Client Departments Client Departments PWGSC Program Management Office Application Service Provisioning (ASP) Application Management Services (AMS) Design Build Implement Support GCDOCS Standards Configuration Custodian Infrastructure Servers Networks Cluster Lead Department x 76 Departments > 100 Configurations Application Service Provisioning (ASP) Design Build Implement Support SSC Legend Infrastructure Who What How Servers Networks

4. EPMO Transition to PWGSC • To support its operations, GCDOCS EPMO moved to PWGSC on April 2, 2013 4

5. LOI between Client Department and GCDOCS EPMO EPMO Evaluates Assessment (Business, IM & IT) Readiness Achieved & Best Fit Established with an ASP Initiate GCDOCS Clustered Approach Client Department Completes & Submits Readiness Assessment Departmental Collaboration to Address Gaps in Readiness Client department signifies engagement and on-boarding to GCDOCS by signing a Letter of Intent with EPMO. EPMO works with client department to review assessment and assist with identifying actions to improve assessment results. Based on assessment, client requirements and the GCDOCS pipeline, the client department is paired with the appropriate ASP. Department begins working with ASP to implement Business, IM and IT functionality within GCDOCS; working towards deploying the application. Initial budgeting and departmental approval for the GCDOCS initiative has been secured. Department completes assessment. Gaps in readiness addressed through targeted initiatives, potential partnerships with other departments, or with assets shared by other departments. Interested: 33 Sent: 30 Signed: 26 Pending: 4 In Process: 4 Completed: 5 In Process: 1 Completed: 3 In Process: 1 Completed: 0 Sent: 26 Completed: 10 Pending: 16 In Process: 0 Completed: 5 Intake Process 5 First 5 Partners

6. Client Readiness Assessment • The results of the client readiness assessments can be used to: • Identify Department governance, leadership and capacity • Strengths/Weaknesses in Records and Information Management • Compliance Requirements • Technical Readiness (desktops, application integration) • EPMO and the ASP will engage with departments to bridge and/or compliment their internal deliverables with the best practices artefacts. Is your department ready for GCDOCS? Business Ready? IM Ready? IT Ready? 6

7. Preparing for GCDOCS • Build your client facing file plan • Define your access control model • Build your change management strategy (CSPS can help) • Work towards Recordkeeping Directive compliance • Engage the EPMO – We are here to help