Considering the futureof your informationBy Narelle Haken 1
The future of an organisation’s information in thefollowing context:•Life and location of information•Preservation and how...
The evolution of the MAA :•How Courts full – Costs up•Why•WhenThe Organisation ...
Motor Accident Authority•Statutory Corporation that regulates the NSW Motor AccidentsScheme•Established by the Motor Accid...
Lifetime Care and Support AuthorityWhy we gave birth:Out of the Motor Accidents Authority came Lifetime Care Authority whi...
They way we were:•CALM System•TRIM 4.2 - 2002 paper/electronic based system • Achieved 80% Electronic conversion by 2006...
.Concerns - separate system/s operating:Organisations originally maintained their own systems which were notinteroperable....
How we delivered the new system:•Re-Branding of the Corporate Recordkeeping System TRIM rebadged to “The Content Managem...
IT Systems need to:•Ensure they reflect their business processes•Comply with legislation they administer•Support accurate ...
Why is the Value of History important:•Not wanting to reinvent it /duplication•Assist in planning the future•Save re-work ...
• History verses future• This determines agency specific information retention.Document 11
How long do we keep it ?•Five years, Ten and twenty plus years•Use our Government Authority retentions GA28 etc.•Use our A...
CONTROLLED BY:•Classification where applicable•Activity•File•Document•AdministratorSecurity & Access 13
Storage LocationShort Term:On system / TRIMHard copies securedMedium Term (5 years +)Electronic Archive/separate file syst...
The stakeholders are many and they include:•Client base/business customer (accident victim)•Greater client base i.e. NSW P...
User friendly system•Achieved via Explorer Look Content Management System(TRIM)•Enabled end users to have more adaptabilit...
Tooltips to help you navigate through the main folders appear when hovering the mouse over the fol...
View scope notes for the classification appears in tooltips by hovering the mouse over the ...
Developed for the need to: • Profile Record Keeping • Tracking of requests • Compliance needs • Match business...
• Universally accepted standardised training (ITIL 3) for all operators.• Records Management operates as a stand alone se...
Development from a single compensation welfarespecific care business to a multi business-centricculture•Evolving business ...
• Restricted time frame• Restricted resources and personnel• Insufficient consultation and involvement• More about...
• Define aim and outcomes• Comprehensive analysis of existing systems• Extensive participation• Sufficient resources and ...
Change of Business•Motor Accidents Authority•Lifetime Care Authority•Dust and Diseases•The new and greater picture: The Co...
• The need to continuously to be appraised of current industry practices• Align business requirements to stakeholder need...
• All on the common journey• Harmonious work environment• Stakeholder needs met• Easy information retrieval in the requir...
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Narelle haken

Published on: Mar 3, 2016
Published in: Business      Technology      
Source: www.slideshare.net


Transcripts - Narelle haken

  • 1. Considering the futureof your informationBy Narelle Haken 1
  • 2. The future of an organisation’s information in thefollowing context:•Life and location of information•Preservation and how to implement it•How do we make it a reality – factors – mix –stakeholders•Related to the Motor Accidents Authority (MAA) &Lifetime Care and Support AuthorityPoints of Presentation 2
  • 3. The evolution of the MAA :•How Courts full – Costs up•Why•WhenThe Organisation 3
  • 4. Motor Accident Authority•Statutory Corporation that regulates the NSW Motor AccidentsScheme•Established by the Motor Accidents Act 1988 on 10 March 1989•Constituted under the Motor Accidents Compensation Act 1999.•Provides compensation for people injured in a motor vehicleaccident that are not at fault. There other driver is at fault.Monies for scheme come out of the CTP – NSW driver GreenSlip.The Organisation 4
  • 5. Lifetime Care and Support AuthorityWhy we gave birth:Out of the Motor Accidents Authority came Lifetime Care Authority which provides treatment, rehabilitation and attendant care services to persons severely injured in a motor accident in NSW whether they were at fault or not in the accident.Streamline Dispute Resolution to enable quick access to medical service and ensuring cost liabilityEligibility for Scheme:Participants must have suffered either spinal cord injury; moderate to severe brain injury; multiple amputations; severe burns or will be blind from the accident.Why it needed to develop 5
  • 6. They way we were:•CALM System•TRIM 4.2 - 2002 paper/electronic based system • Achieved 80% Electronic conversion by 2006 • Upgraded to TRIM 6.2 in 2009MAA Historical RecordsSystem 6
  • 7. .Concerns - separate system/s operating:Organisations originally maintained their own systems which were notinteroperable.Concerns: Duplication Security Access Systems compatibilityThere were separate systems Case Management Systems Personal Injury System Accounting SystemsHow the OrganisationsOperated 7
  • 8. How we delivered the new system:•Re-Branding of the Corporate Recordkeeping System TRIM rebadged to “The Content Management System”•Case Management Navigator system linked to TRIM • Implemented 2009/10 Kapish - Explorer TRIM look • Documentation • Training • Development of packages • Outsourcing/specific/tailored • Policy • Procedures•Scanning by users SmartsendChange in Aim (Information Management):A Business-centric approach can add value to a company by enablingit to differentiate itself to offer a Business specific experience. 8
  • 9. IT Systems need to:•Ensure they reflect their business processes•Comply with legislation they administer•Support accurate decision making.•Differentiate business systems and processes and beproperly integrated.The Mix 9
  • 10. Why is the Value of History important:•Not wanting to reinvent it /duplication•Assist in planning the future•Save re-work (large percentage of everything we do is re-work)•What worked•Is the largest percentage e.g. 70-80 % History value which isarchived – preservation is fundamental BUT•What if/when the value changes…….•What is the risk –•Why the current value of the information is paramount.•When Good Records (defined on the value) are accessible andsecure they mitigate risks.Value of information (Continuouslyneeds to be re-valued with the businesses changes andconnecting legislation) 10
  • 11. • History verses future• This determines agency specific information retention.Document 11
  • 12. How long do we keep it ?•Five years, Ten and twenty plus years•Use our Government Authority retentions GA28 etc.•Use our Agency Specific Retention DA•Determining new retentions on the basis of Guidelinesfrom the Lifetime Care Act for Participant file andimplementRetention 12
  • 13. CONTROLLED BY:•Classification where applicable•Activity•File•Document•AdministratorSecurity & Access 13
  • 14. Storage LocationShort Term:On system / TRIMHard copies securedMedium Term (5 years +)Electronic Archive/separate file systemGovernment RepositoryLong Term (10 years +)Electronic Archive/separate file systemGovernment RepositoryRe appraisedDisposed in accordance to retentionsState ArchivedNote: Backups every day at secured separate city locations (process in place)Location 14
  • 15. The stakeholders are many and they include:•Client base/business customer (accident victim)•Greater client base i.e. NSW Public (cost effectiveness of the system)•Users of the System: • Employees of Corporate Information • Business Management Groups • Case Management Staff • Insurers • IT Staff • Public access of restricted documents via intranet and internetThe Stakeholders 15
  • 16. User friendly system•Achieved via Explorer Look Content Management System(TRIM)•Enabled end users to have more adaptability within thesystem.What SystemStakeholders require 16
  • 17. Tooltips to help you navigate through the main folders appear when hovering the mouse over the folders as shown:Explorer System 17
  • 18. View scope notes for the classification appears in tooltips by hovering the mouse over the classifications. Example of a top level classification: Once you fill in the information about the Document Click OK. Metadata of the newly created Record appears in tooltip, by hovering the mouse over the RecordExplorer System 18
  • 19. Developed for the need to: • Profile Record Keeping • Tracking of requests • Compliance needs • Match business Service Level Agreements (SLA) • Accountability • Cost capturing of the value of service sought/required • Standardisation of requests • Auditable trailsThe Service Desk 19
  • 20. • Universally accepted standardised training (ITIL 3) for all operators.• Records Management operates as a stand alone section.• Track the processing of requests by its own unique numberThe Service Desk 20
  • 21. Development from a single compensation welfarespecific care business to a multi business-centricculture•Evolving business environment through amalgamation•Government changes due to restructures•Decentralisation as a result of dislocated offices (bybusiness types)culture 21
  • 22. • Restricted time frame• Restricted resources and personnel• Insufficient consultation and involvement• More about planning prior to implementation• Need for continuous appraisal of progressIssues to be avoided 22
  • 23. • Define aim and outcomes• Comprehensive analysis of existing systems• Extensive participation• Sufficient resources and timeframes• Management buy inadvice 23
  • 24. Change of Business•Motor Accidents Authority•Lifetime Care Authority•Dust and Diseases•The new and greater picture: The Compensation Group•Corporate and Shared Services, Information Technology Compensation Authorities Staff Division(CASD) IT Services for: ? Workers’ Compensation Dust Diseases Board ? Lifetime Care and Support Authority ? Long Services Payments Corporation ? Motor Accidents Authority ? WorkCover Authority ? NSW Sporting Injuries Committee ? Workers Compensation CommissionThe new Organisation 24
  • 25. • The need to continuously to be appraised of current industry practices• Align business requirements to stakeholder needs.Education 25
  • 26. • All on the common journey• Harmonious work environment• Stakeholder needs met• Easy information retrieval in the required form• Security• Auditable trails• Business and legislative requirements achieved.What is success 26

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