>
RDIMS Implementation
in Government of Canada
September, 2002
Jim Alexander, DG, IT/IM
Stewardship
Gord Hunter, Chair, RDIMS
Board of Directors
2
Overview
RDIMS within Context of
IM Shared System Domain
RDIMS Governance
Evolution of RDIMS in GoC
Implementation Experiences
00Lessons Learned
The Way Forward
Challenges
Strategy
Conclusion
3
RDIMS within Context
of IM Shared System Domain
4
IM Shared Systems Domain
Records/Document/Information
Management System (RDIMS)
Life cycle management of unstructured
information
Supported by document and
records management toolset
Management of Executive Information
(MEI)
Correspondence management
Newsdesk Enterprise
Media Monitoring
ATIP Suite
Tracking system of Access
to Information Requests
5
Records/Document/Information Management
System (RDIMS)
RDIMS grew out of the Treasury
Board Shared Systems Initiative.
As a concept, it is designed
to provide a model for the implementation of information management
programs and tools.
The product and the concepts
work together to provide the federal government with the ability to
collect and store information and to exchange information between government
offices and with our clients and partners.
Suite of products designed
to provide departments with an integrated and economical software solution
for records and document management. It includes such components
as text search and retrieval, imaging, OCR, workflow and reporting.
6
What is being achieved with RDIMS?
Compliance with legislation
policy and guidelines
National Archives Act,
National Library of Canada Act, Management of Government Information
Policy
Accountability and Citizen
Trust
Facilitate ATIP requests
Efficient response to litigation
Record of Government activities
captured and responsibly managed
Knowledge Management
Assist in preservation of
corporate memory
Employees have access to information
they need to do their job
Efficiency Gains
Less time spent by knowledge
workers searching for information (high value work replaces low value
activities
Reduction in space required
for paper records
7
RDIMS Governance
8
RDIMS Governance
Administrative Systems
Steering Committee
Board of Directors
Release Management Working
Group
Application Manager (CAC)
Project Authority
Contract Authority
9
RDIMS Governance
Administrative Systems
Steering Committee (ASSC)
Provides leadership and
stewardship for the Shared Systems Initiative.
Set the strategies, priorities
and policies for the Shared Systems Initiative.
Endorse and champion the vision,
goals and objectives, strategic plan, framework and principles for the
Shared Systems Initiative.
Review and approve criteria
for endorsement or removal of shared systems as required.
Review and endorse domain
business plans.
Domains = Comptrollership,
HR, IM
10
RDIMS Governance
11
Evolution of
RDIMS in GoC
12
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1998
1999
2000
2001
2002
2003
Acquisition of a government-wide
contract for an integrated suite of commercial off-the-shelf software
to provide records and document information management
License purchase: 5-year contract
(1998-2003)
Software maintenance: 6-year
contract (1998-2004)
13
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1998
1999
2000
2001
2002
2003
1999 BOD
Interdepartmental RDIMS Board
of Directors (BOD) established
Direct the development of
RDIMS
Foster its implementation
in partner departments
14
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1998
1999
2000
2001
2002
2003
1999 BOD
TBS CIOB 00Information Management
Leader
Formal recognition of the
functional authority for Information Management in the federal government
1999 Shared System Review
15
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1998
1999
2000
2001
2002
2003
1999 BOD
Release Management Working
Group (RMWG) established
Supportive working group to
Board of Directors
Defining requirements and
managing release issues
1999 Shared System Review
2000 RMWG
16
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1999 BOD
Assess implementation at mid-point
of contract
Electronic IM initiative has
languished since mid-1990s (Year 2000 and GOL precedence)
Functionality of RDIMS represents
good value
Hummingbird00 IM suite was
and still is, one of the leading generic document management solutions
on the market.
Success of RDIMS in depts
depends more on proper organizational and cultural change mgt than on
technical issues
1999 Shared System Review
2000 RMWG
2001 RDIMS Review
17
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1999 BOD
TBS Management Response
Promote IM; TBS stronger
leadership
Support continued development
of product
Communication plan in RDIMS
community
BOD Strategic Planning Session
Strategic goals and action
plan
5- year Business Plan
1999 Shared System Review
2000 RMWG
2001 RDIMS Review
2001 RDIMS Review 00Response
18
Evolution of RDIMS in GoC
1998 RDIMS Contract Awarded to CGI
1998
1999
2000
2001
2002
2003
1999 BOD
Accountability for Shared
Systems in IM transferred from the TBS IM Division (GOL) to the IT/IM
Stewardship Division
1999 Shared System Review
2000 RMWG
2001 RDIMS Review
2001 RDIMS Review 00Response
2002 Accountability Shift
19
RDIMS - Current Status
A total of 35,532 licenses
as of March 31, 2002
33 departments and agencies:
More than 50% in production
environment
Other sites are in pilot/proof
of concept testing
Two environments:
Client Server: Stable and
Mature Client Server suite
Enterprise Web version: Available
since February 2002
20
RDIMS Growth
Note: Number of
departments and agencies are in italics.
Forecast
21
Implementation Experiences
Lessons Learned
22
RDIMS Implementations 00Lessons
Learned
Senior Management support
is critical
Business Case difficult to
develop; difficulties in quantifying benefits and identifying performance
measures
Communications & Change
Management Strategies are imperative
Comprehensive training and
support program is essential
Information Management
principles, business rules
Implementation demands collaboration
and synergy from cross-organizational and cross-functional expertise
Gradual and incremental implementation
is necessary
23
RDIMS Implementation
in GoC
The Way Forward
24
The Way Forward 00Challenges
Integrated Document Management
(IDM) is a mature market
Library services (check-in
and check-out)
Version Control
Records services
Search / Retrieval
Basic workflow
Imaging
Seeing a merge of Web Content
Management, IDM, and correspondence management markets
Increasing focus on requirements
such as collaboration, workflow, content, and case management
25
The Way Forward 00Strategy
A clear focus on record
and document management 00full life cycle management of unstructured
information
A commonality of business
processes e.g. retention and disposition 00more than a software application
A domain tied in with the
Framework for the Management of Information
26
Conclusion
RDIMS (as a Shared System)
has shown to provide good value to GoC
Addressing life cycle management
of unstructured information
Cost per seat
Effective Governance in
place
Supporting its adoption across
the GoC
Address domain and cross domain
issues
Leadership on product evolution
and future directions
Critical Mass of Departmental
Implementations
Lessons learned
Sharing of best practices
Approaching Enterprise-level
adoption
Way forward
Review of requirements and
processes (evergreening)
Linkage with other GoC IM
initiatives 00FMI, GOL, FAP
Best value for GoC
download RDIMS Implementation in Government of Canada
