METIS briefing

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METIS The new Ministerial Correspondence
Register
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Introduction

• The Ministerial Correspondence Register (MCR) was
  built in 1992 and updated for Y2K.
• Whats the matter with the existing MCR?
• It requires significant data entry effort.
• Its time consuming to use
• It requires specialised knowledge to amend and
  maintain.

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Introduction 2

• The Data Entry interface is not intuitive and
  requires specialist knowledge to use
• Generation of reports from the system is
  inefficient and limited (Support Officers keep
  spreadsheets outside the system to monitor
  items).
• It can only ever support a paper-based process.
• Its capacity to support knowledge management is
  very limited.
• In summary MCR has passed its Use by date.

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Introduction 3

• The Ministry recently completed
• Information Systems Strategy
• Information Management Strategy
• Both pointed to the need for
• Breaking down silos of information
• Achieve better decision making with the effective
  use of information
• Engagement and sharing across the education
  sector to achieve better outcomes

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Whats in a name?

• Tentatively named METIS - the Greek God of
  Wisdom
• Also stands for the
• Ministerial Electronic Tracking and Information
  System

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Why are we doing this?

• Reduce effort spent on data entry.
• Building institutional knowledge - Reduced effort
  in responding to similar questions.
• Release Information Support Services team to
  provide more add value services i.e. user
  support, training, QA, in depth reporting and
  development of documentation.

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Why are we doing this? 2

• Eliminate offline reporting/spreadsheets kept
  by Support Officers.
• Comprehensive and enhanced reporting available.
• Real time and accurate monitoring of ministerial
  correspondence.
• Exposes the Ministry to how an Electronic
  Document Management System and Workflow can be
  used.

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Overview of proposed process - Draft Replies
MinistersOffice
Registration Acknowledgement
Ministers Office
MinisterialUnit
Accept, Attach correspondence
Final Ministry QA
BusinessUnit
Business Unit Accepts/Rejects
Business Unit Approval
Allocate to Drafter
Peer Review
Drafter
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Issues to be addressed 2
Technical

• Triggering a print job at the Ministers
  Office(although there are options to consider).
• Data migration - split between process,
  correspondent and document information.
• Roll out to other Ministers Offices -
  integration with other systems/processes they
  might have.

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Issues to be addressed 3
Other

• The number of people to train around 440 in
  total a logistical challenge.
• MoE Capacity/capability to undertake - training,
  testing, etc.

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When is it happening?

• Installed DataWorks on 29th October 2003.
• Finished all business process analysis workflow
  development June 2004.
• Identified all roles and the people who will
  fulfil those roles.
• Established Test, Prototype and Production
  environments.
• Scheduling training to commence on 12th August
  for Support Officers 23rd August for others

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Lesson so far

• Business process definition - takes longer than
  you think.
• Engagement/consultation takes longer than you
  think.
• Communications youve never done enough.
• Training people will be reluctant to come.
• Training facilities PCs its been my biggest
  headache.
• Budget theres never enough!