Business Activity Structure Classification System: Progress to date

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Business Activity StructureClassification
SystemProgress to date

• IM Forum
• 27 April 2006
• Sherin Emmanuel
• Library and Archives Canada

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Progress on

• BASCS methodology and guidance
• BASCS models for Operational functions
• BASCS models for CAFs
• BASCS alignment with other related initiatives
  and processes
• Integrating BASCS with other RM/IM practices
• Developing BASCS functionality within EDRMS for
  GC
• Web Content
• Demo profile of BASCS functionality

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1. BASCS Methodology and Guidance
What are the critical success factors for
applying BASCS?

• senior management commitment and input

• business manager commitment and input

• communication, communication, communication

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1. BASCS Methodology and Guidance

• high-level business activity structure for LAC
• developed a step-by-step BASCS operational models
  development guide
• tested the methodology and guide in an
  operational environment
• Used lessons learned to benefit the guidance

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Business Activity Structure Development Plan
Refine functions with senior mgr input
Sketch out a preliminary view of the functions

• Core project team members knowledge of
• Legislative and GC policy require-ments
• Business process
• Program delivery
• User context
• Records and Info. Mgmt.

Engage the key stake-holders and plan project
Finalize the functions
Identify and confirm sub-functions and activities
Step 2
Step 3
Wrap-up project and plan for implement-ation
Research Business Framework
Research Interviews
Step 4
Step 1
Consultation I Functions
Team 3 SM. 0.1 ea Facilitator 0.5 ea
Team 2 SM 0 Facilitator 5
Project planning
Step 5
Engage Champion
Step 6
Team 0.5 SM 0.1 ea Facilitator 5
Project Wrap-up
Consultation II Sub-functions Activities
Team 2 SM 0.1 ea Facilitator 5
Team 3-5 SM 0.1 ea Facilitator 5-10
Team 1.5 x F Bus Mgrs 1.5 ea x
F Facilitator 3 x F
Change Management
Communications
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2. BASCS models for Operational functions

• Pilot _at_ LAC
• Jan Mar 2006
• Championed by Marilyn Osborne and Daniel Caron
• Lessons learned benefited the methodology
  improvements
• Sample models available to all

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3. BASCS models for CAFs

• 8 CAF models developed to date HR, Fin, RPM, MM,
  IM, IT, Security, Audit Evaluation
• high-level business activity structures developed
  in consultation with the relevant communities
• Research and justification reports for developing
  CAF models for IM, IT, Security, AE
• Pilots with 12 departments
• 2003_04 CIC, CIDA, INAC, NRCan
• Mapped to Sub Function Activity level for HR
  Fin
• 2004_05 CSC, DFAIT, PWGSC, RCMP
• Mapped to SF Activity level for RPM MM
• Mapped to SF level for HR Fin
• 2005_06 DND, OAG, PCO, SDC
• Mapped to SF Activity level for IM, IT,
  Security AE
• Mapped to SF level for HR, Fin, RPM MM

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5. Integrating BASCS with other RM/IM practices

• Integrate Retention periods for CAFs
• Expect development of retention periods for BASCS
  models by summer 06
• Using Mappings to subjects
• Anticipate setting as defaults within BASCS
  models
• Integrate RM Metadata requirements

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6. Developing BASCS functionality within EDRMS
for GC

• Researching existing capabilities of RDIMS
  product functionalities to exploit
• Testing of integrated IM practices
  (BASCS/Retention for CAFs/RMMD) at LAC
• Draft plan for POC developed
• Draft Project Charter for RDIMS implementation
  developed

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7. Web Content

• Interviews with IM community to obtain input
• Re-designed web content/site map
• Existing web content to be retained as
  appropriate
• User feedback to be solicited once content is
  ready for web
• Enabling re-use of material developed by LAC, by
  depts and agencies as much as possible
• Templates and samples provided whenever
  applicable
• Downloadable (ppt, Excel) and .pdf formats
  provided

All 8 CAF models are currently available on the
web
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BASCS Web content proposed/partial

• Getting Started with BASCS
• Challenges in developing BASCS structures
• Challenges in implementing BASCS structures
• Introduction
• Inform yourself about BASCS Business manager
  /Information manager
• Developing structures for your organizations
  mandated business
• Developing an overall departmental
  classification scheme
• Implementing BASCS as the means for organizing
  your information
• BASCS Model Structures
• BASCS Model Structures for Common Administrative
  Functions Mappings
• Government of Canada participation in the
  development of BASCS CAF model structures
• BASCS Operational Function
• BASCS Support Tools
• PowerPoint Presentations
• Frequently Asked Questions (FAQ)
• Input regarding BASCS from the client community
• Comments on BASCS
• Ideas for Enhancing the BASCS Website
• User Group Register here/List of members

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8. Demo profile of BASCS functionality

• To demonstrate what the interface could look like
• Demonstrate how users could file into a BASCS
  classification system
• Trigger the collective thinking required to
  create an integrated solution not just a
  classification scheme

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Proposed Next steps

• Web update with 2005_06 results
• BASCS operational models development pilots
• Develop 2 more CAF models?
• Communication
• Strategic Planning
• BASCS_Retention for CAFs_RMMD integration
• Feasibility test/pilot of integrated IM solution
  (above) into EDRMS
• MIDA BASCS CAFs alignment
• GSRM Provider Service categories alignment

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Acronyms

• AE - Audit Evaluation
• BAS - Business Activity Structure
• BASCS - Business Activity Structure
  Classification System
• BTEP - Business Transformation Enablement Program
• CAF - Common Administrative Functions
• EDRMS - Electronic Document and Records
  Management System
• FM - Finance ManagementGCGovernment of Canada
• GSRM - Governments of Canada Strategic Reference
  Model
• IM - Information Management
• ISO - International Standards Organization
• IT - Information Technology
• LAC - Library and Archives Canada
• MM - Material Management
• MRRS - Management, Resources and Results
  Structure
• PAA - Program Activity Architecture
• RDIMS - Records, Document and Information
  Management System
• RPM - Real Property Management
• SMEs - Subject-matter Experts
• TBS - Treasury Board of Canada Secretariat

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Information
For more information, visit our web pages
athttp//www.collectionscanada.ca/information-ma
nagement/index-e.html Products and Services -
Tools
or contact
The IM Centre Tel [phone](IMGI) E-mail
imgi_at_lac-bac.gc.ca

• Sherin Emmanuel
• Project Manager
• Tel [phone]
• E-mail sherin.emmanuel_at_lac-bac.gc.ca

• Jon Fotheringham
• Project Officer
• Tel [phone]
• E-mail jon.fotheringham_at_lac-bac.gc.ca