Introduction by ALGIM person other sessions run by Trish

1
Information Management Toolkit Innovation
Through Collective Thinking
Mike Manson, ALGIM and Kerri Siatiras, SWIM Ltd
2
How the Toolkit came to be..
3
IM Toolkit - Background

• Joint project between ALGIM and SWIM Ltd
• Project identified in April 2002
• Project module delivery phased
• Seminars to launch delivered modules

4
Local government culture

• Opt in, not compulsion
• What have the neighbours got?
• Happy to help others
• Collaborative
• Sibling rivalry
• A few ground-breakers
• Looking for pragmatic plug and play tools
• Want systems that work across Councils
• IM professionals isolated

5
What sort of tools?

• Templates
• Methodologies
• Examples
• Model Algimville District Council
• Technology independent
• Doesnt impose standards, except..
• Metadata standard could
• Retention Disposal Schedule does (opt in)

6
IM Toolkit Drivers

• Need to reduce costs of development save !
• Councils need good information management to
  provide good service
• Hard to find specialised experience and skills
• Need defined good practice
• Need peer support

7
IM Toolkit Goals

• Create consistency across Councils
• Provide for efficient use of Council resources in
  terms of IM
• Foundation for the future e.g. e-localgovt
• Enable the local government market to be more
  vendor ready
• Improve service delivery
• Opportunity to upskill ALGIM members and build a
  community of practice
• Online discussion group for purchasers

8
Community of practice

• Linked up to Archives New Zealand work
• Linked up to international practice
• Networking with peers
• Introductions
• Participate in development of modules
• Online discussions
• Seminars

9
Scope and Deliverables
10
Toolkit Scope

• The Toolkit project included these elements
• Project Sponsor set strategy
• Steering group provided leadership and set terms
  of reference
• Sarah Heal, Meta Mair, Jeff Shaw, Gill Lawrence,
  Trish OKane
• Working parties volunteers from Councils
• Determined content of each module
• Provided examples and feedback
• Project tools
• Marketing Plan
• Communication Plan
• Pricing schedule
• Development programme
• Maintenance programme

11
Audience

• Any Local Authorities
• Large, medium and small Councils
• Regional and Territorial Councils
• Contributors who help to build tools
• Users who apply tools

12
Collaboration
ALGIM Executive
IM Toolkit Steering Group
SWIM
Working Parties
13
Toolkit Deliverables

• Foundation Modules
• Best Practice Modules
• Tools for document management, archives and
  records management etc
• New toolkit series could be funded and developed

14
Maintenance

• Online survey planned
• Provide three rounds of updates per year, each of
  which updates one of the three sets of modules
• Foundation, modules F1 to F5
• Best Practice, modules B1 to B5
• Tools and technologies, modules T1 to T5
• New Steering Group being formed
• Starting now

15
Modules grouped into Delivery Phases

• Modules were grouped into time-defined Phases
• Each Phase was a mixture of modules from
  Foundation, Best Practice and Tools
• New phases delivered quarterly
• Annual review/update of modules

16
Project Timetable

• Phase 1 June 2003
• Phase 2 Nov 2003
• Phase 3 April 2004
• Phase 4 June 2004
• To date 50 of Local Authorities have purchased
  the toolkit

17
Toolkit Modules in Table Format
18
?
?
?
19

ALGIM IM Toolkit - Electronic Templates
20

ALGIM IM Toolkit - Electronic Templates
21

ALGIM IM Toolkit - Electronic Templates
22

ALGIM IM Toolkit - Electronic Templates
23
Where to from here
24
Maintenance

• Online survey planned
• Provide three rounds of updates per year, each of
  which updates one of the three sets of modules
• Foundation, modules F1 to F5
• Best Practice, modules B1 to B5
• Tools and technologies, modules T1 to T5
• Updates based on
• Feedback from customers
• Developments in good practice, legislation,
  standards
• Developments in technology
• New Steering Group being formed
• Starting now

25
Extension modules and phases are possible

• The development of this toolkit and phases is
  complete
• Currently looking at the idea of a Local
  Government specifc thesaurus
• Participating Councils are welcome to suggest
  ideas for other toolkit(s)

26
Thank YouKerri Siatiras, SWIM LtdMike Manson,
ALGIM