EDRMS

Hello:

We are conducting an survey to inform the RIM industry on the the elements which contribute to successful uptake of an EDRMS. The survey focuses on the people elements of EDRMS projects.

In this survey, approximately 6000 people will be asked about successful and unsuccessful EDRMS projects. It takes approximately twenty-five minutes to complete the questionnaire. Your participation in this study is completely voluntary. If you feel uncomfortable answering any questions, you can withdraw from the survey at any point.

It is very important for us to learn your opinions. Your survey responses will be strictly confidential and data from this research will be reported only in the aggregate. Your participation will be rewarded with a report of the overall results which will be emailed to you. The combined industry knowledge will be reported through industry magazines and events in 2011 and 2012.

Please answer questions in relation to your most recent EDRMS rollout.

If you have questions at any time about the survey or the procedures, you may contact Kevin Dwyer at 0408508490 or by email at the email address specified below Thank you very much for your time and support. Please start with the survey now by clicking on the Continue button below.

* What is your name?

* Email Address

* What organisation do you work for?

* What is your role in the organisation?

* How many years have you been in this role?

* Describe the role or roles you had in the roll-out.

SECTION 2 – ABOUT YOUR ORGANISATION
These questions are about your organisation.

* How many employees are in your organisation?

* What industry does your organisation belong to?

* Where is your organisation’s headquarters?

* How many locations e.g. separate offices, does your organisation operate in?

How is your organisation managed e.g. how many divisions/departments?

* How many people was/is the EDRMS being rolled out to?

* How many people were using an EDRMS/DRMS before your implementation?

How was your information managed prior to implementation?(Select all that apply)?

* What stage is your EDRMS implementation at?

* Which EDRMS software did you implement?

* What type of user interface did you implement?

Standard EDRMS interface.

Sharepoint.

An out-of-the-box third-party interface.

A co-developed third party interface.

An internally developed interface.

* What tier of the management structure did the project sponsor belong to?

Tier 1 (e.g. DG/CEO/Managing Director)

Tier 2 (e.g.DDG, ED, Branch/Department Manager, Agency Manager)

Tier 3 (e.g. General Manager, CFO, CTO, CIO, CMO, Marketing Director, VP Sales)

* Which of the following roles were represented on your project team? Include any external resources.

* Who was in charge of the project overall?

Please indicate the degree to which you agree with the following. When the business case was signed off, the SPONSOR of the project believed that…

Please indicate the degree to which you agree with the following. When the project was announced, the STAKEHOLDERS of the project believed that…

* What previous experience with EDRMS rollouts did the Project Manager have?

* What measures did you use to determine whether or not the project was successful?

* Does your organisation have a previous history of EDRMS rollouts?

Yes

* How would you rate the maturity of your organisation in terms of records management before the EDRMS rollout?

Poor

Average

Good

Excellent

This is a two part question. Which of the following were part of your strategy?

* Did your project plan include:

Training for the Records Management team on end-user use?

Extra training for Superusers?

Change champions responsible for business process change?

Post-training floor walking?

Post-training file plan meetings between business unit and record team

* What was your total planned budget for change and training?

Under $50,000

$50,001 to $100,000

$100,001 to $200,000

$200,001 to $500,000

$500,001 to $1,000,000

More than $1,000,000

* Of your budget, how much (%) was allocated to internal resources

* Of your budget, how much (%) was allocated to external resources

Of your internal budget, please estimate if possible, how much was allocated to:

Of your external budget, please estimate if possible,how much was allocated to:

* Did you complete a Pilot?

Yes

What were you testing with your pilot programme ? Select top three.

Quality of training delivery.

Quality of training design.

Effectiveness of training in changing behaviour.

Effectiveness of change management process.

Acceptance/usability of resources provided after training was complete.

The technical platform for training delivery.

The administration of the training process.

The configuration of the software platform.

User acceptance of the software platform.

What were the outcomes of the pilot?

As a result of the pilot programme’s outcomes, did you make any changes to your rollout?

* What approach did you adopt for your rollout?

A single rollout to all employees at once.

A repeatable deployment rollout by business unit.

A rollout centred on deployment of business process.

Other

At which stage were each of the following finalised?

SECTION 4 – PROJECT OUTCOMES

* Has your implementation training been completed?

Yes

EDRMS projects are typically initiated for a variety of reasons. Please rank each of the following in terms of its importance, where 1 is the most important, to the initiation of your EDRMS roll-out.

To increase productivity/efficiency.
To comply with regulations/legislation.
To reduce the probability of adverse risk events.
To reduce the consequence of adverse risk events.
To improve the timely access to information.
Other (please specify).

Please state your level of agreement with the following statements.

The greatest threat to a successful implementation was:

* In your view did your project fail in reaching its objectives, including projects that did not proceed beyond business case?

Yes

The following pose a significant current threat to a successful implementation:

SECTION 5 – FAILURE

* At what stage did your implementation fail?

* If your project failed to reach the go-live stage, which of the following contributed to that failure?

Insufficient budget allocation.

Lack of organisation and planning.

The size of the project.

A lack of internal resources.

Other

SECTION 6 – TRAINING
These questions are about the training programme you developed as part of the implementation of your EDRMS.

* Who developed your training programme?

The Project Manager.

The Records Manager.

The IT Manager.

The Learning & Development function.

The software vendor.

An implementation partner.

An external training provider.

We had no training programme.

* What was the prime goal of your training programme?

Teach users to use the EDRMS software.

Have an identified % of users creating records within a specified timeframe.

Establish fully electronic record process in identified business processes.

Improve productivity through use of an EDRMS.

Establish knowledge of good recordkeeping in our organisation.

Make people aware of the legislative requirement to keep records.

Other

* Who delivered the training to users?

Internal staff with no previous experience in delivering training or EDRMS.

Internal staff with previous training delivery experience but no experience with EDRMS.

Internal staff with EDRMS experience but no previous training delivery experience.

Internal staff with previous training delivery and EDRMs experience

External trainers supplied by the software vendor.

External independent training specialists.

Other

* What qualifications or skills were the trainers required to have?

Certificate IV in Training & Assessment.

Certificate IV in Recordkeeping.

TRIM administrator accreditation.

Other

* Who developed the training material?

The EDRMS vendor.

External implementation partners.

External training specialists.

An external Records Management specialist.

The internal Learning & Development function.

The internal Records Management function.

We delivered no training.

Other

* Which of the following were included in your model of training for users?

eLearning training courses.

Intranet resources (quick guides, help cards, FAQ’s, forums),

Half day or less of classroom training with hands-on use of the software.

Full day or more of classroom training with hands-on use of the software.

Face-to-face training that did not involve hands-on use of the software package.

Distribution of training manuals and/or quick guides.

Other

* Did you segment your training for different user groups?

No, everyone received the same training.

Yes, different people received different levels of training.

* If you segmented your training, what was the purpose of doing so?

To provide advanced skills to more frequent users.

To establish a pool of people with a greater knowledge of the EDRMS features.

To develop greater knowledge of recordkeeping in some roles.

To provide different business units with customised training.

* What was the time frame for completing delivery of all training?

SECTION 7 – COMMUNICATIONS STRATEGY

* Who developed your communications strategy?

* Did you have a defined goal for your communications strategy?

Yes

* What was the goal of your communications strategy? Rank the following in order (1=highest):

To gain senior management buy-in.
To change users’ behaviour.
To change the processes followed by users.
To inform people about the roll-out.

* Outside of any training sessions or materials, what mediums did you use to communicate with users?

SECTION 9 – CHANGE MANAGEMENT STRATEGY
These questions are about your change management strategy.

* Who developed your change management strategy?

* What was the goal of your change management strategy? Rank the following in order (1 = most important):

To drive system adoption by users.
To change user behaviours with regard to records management.
To change records management processes.

* Which of the following techniques were used as part of your change management strategy?

Multi -channel communication program (e.g. video, team briefing meetings, email, intranet site, brochures, case studies).

Specific change management training linked directly to the changes caused by the introduction of an EDRMS.

Generic change management training.

EDRMS outcomes included in performance management processes e.g. scorecard, appraisal, internal audit program.

Change messages integrated in training material.

User empowerment in decision making.

A rewards program.

A user support program.

Did you assess the following? If you did, what was the result?

* How did you perform your assessments?

Measurements directly from the EDRMS.

Questionnaire to staff.

Measured observation of behaviour in workplace.

Opinions and feedback of people involved in the project.

N/A

Other

* Did you integrate any records management measures or KPIs into your performance management system? Choose any that apply.

Yes, but only for records management professionals.

Yes, but only at the team level.

Yes, but only at the departmental/business unit level.

No.

SECTION 10 – POST-IMPLEMENTATION

* What ongoing support are you providing to users?

* In the first three months after each group was trained, what percentage of their time did the support team devote to the following activities? Ensure the total adds to 100%.

Queries

Q&A Forums

Process Mapping

Process Re-engineering

Retraining

Masterclasses

File Mapping

Consulting on the use of Business Classification Schemes

Floor-walking

EDRMS Systems Consulting

Other Recordkeeping Consulting

Help desk

Values must add up to 100

* Of the work outlined above following rollout what percentage was fire fighting as opposed to pre-planned.