Information Management. Information Technology

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2 Information Management Information Technology 2

3 Our Experience and Background Information Technology Team The City implemented SharePoint 2007 in 2009 The Web Technologies team manages all City Websites and various portals Over the years the size of our team has changed through various re-orgs and business needs We have been in the Azure Cloud since 2012 and Office 365 since 2014 Information Management Team Information Management team was formed in 2014 Prior to that, the Records Management Team focused solely on physical records 3

4 Our Ongoing Journey Defined our technical architecture and our information architecture While the team was preparing for the future, we struggled internally with the idea to move to SharePoint Online Prework Start Conducted design session with vendor. The solution used Gimmal on SharePoint 2013 We built our platform. Gimmal and StoneShare had a proven solution for deploying on premises SharePoint 2013 We conducted a Proof of Concept, then in late 2016 we decided to move to the cloud using O365 and SharePoint 2016 on MSFT Azure Currently investigating in place hold for Records Management 4

5 Replacing SharePoint 2007 with SharePoint Online Linear approach over hierarchal Standardized site design(s) Team Sites, Community Sites (Corporate, Public), External Collaboration Sites, Project Sites Selecting standardized features to include on sites Newsfeed, Contacts etc. Determine Corporate Public folders for information that needs to be shared Corporately Global Branding and Navigation for consistency site-wide Introduction of a new Corporate Intranet site Service oriented content approach Page 5

6 Our new Service Catalogue 6

7 Our new Service Catalogue 7

8 What Technology is Behind? BRIMS is comprised of multiple tools and applications including: Office 365 (SharePoint Online) SharePoint 2016 on Microsoft Azure Gimmal (Recordkeeping Tool) on Microsoft Azure Harmon.ie ( Integration Tool) ShareGate (Compliance and Reporting Tool) The migration of information from Shared Drives and SP2007 to BRIMS required a few other tools to be used as well: ShareGate (Migration Tool) LinkFixer (Identifies and fixes links that are broken during migration) 8

9 Preparing for the Roll Out of these Simultaneous Projects: Defining the Information Architecture and Understanding Terminology Change Management Communication 9

10 Preparing for the Roll Out: Defining the Information Architecture We started defining the Information Architecture prior to publishing the RFP We used our Records Retention By-Law as the backbone of the IA We identified commonalities across departments, and used that to determine common libraries (folders) We built the IA according to Brampton s needs 10

11 Preparing for the Roll Out: Change Management Change Management Activities Records inventory, terminology, basic structure of team sites and records Workshop 1: Re organizing, re naming, and re structuring records Workshop 2: Classifying records Workshop follow up communications Train the Trainer Workshop Drop in Support Sessions 1x1 Support Participation in departmental team meetings Tip of the Week communications Live local support on go live day Technology Marketplace (showcased O365/ Office ProPlus/ BRIMS) FAQ Document Website Swag 11

12 Preparing for the Roll Out: Change Management Post go live support In person support Generic and customized how to videos and job aids Help desk ticketing system Team Site QA 12

13 Preparing for the Roll Out: Change Management End-User Deployment : Workshop 1 6 Weeks Cleanup and Restructure Workshop 2 2 Weeks Classification of Information Train the Trainer Employee Training Migration Go Live 13

14 Preparing for the Roll Out: Change Management Workshop 1 6 Weeks Cleanup and Restructure Workshop 2 2 Weeks Classification of Information Train the Trainer Employee Training Migration Go Live Shared Drive Staging Site: In accordance with the Information Management Policy, when records are created or received, they must be captured and maintained in an approved recordkeeping system to provide authorized access, and to safeguard information resources. Records Decision Tree: The Records Decision Tree provides the guidance on how to differentiate between records that are official and records that are transitory. Records Retention By Law: The Records Retention By Law provides direction as to how long to keep official records. Calendar and Quick Reference Guide: A quick reference guide with a condensed version of the retention by law, specific to your team s records. OurBRAMPTON Portal > Records Center: The Records Management website has many resources available, including practices, procedures, guidance documents and more! 14

15 Preparing for the Roll Out: Change Management Workshop 1 6 Weeks Cleanup and Restructure Workshop 2 2 Weeks Classification of Information Train the Trainer Employee Training Migration Go Live 15

16 Preparing for the Roll Out: Change Management Workshop 1 6 Weeks Cleanup and Restructure Workshop 2 2 Weeks Classification of Information Train the Trainer Employee Training Migration Go Live In addition to the Train the Trainer, we offered: Lecture style training to all staff, and they could attend as many times as they wanted. Open houses, where staff could drop in with their computer and get the support hey needed. Departmental training was available upon request. 16

17 Preparing for the Roll Out: Change Management Workshop 1 6 Weeks Cleanup and Restructure Workshop 2 2 Weeks Classification of Information Train the Trainer Employee Training Migration Go Live 17

18 Preparing for the Roll Out: Communication 18

19 Preparing for the Roll Out: Communication 15 Training Sessions 325+ pilot project All Staff staff trained 90 people trained as BRIMS trainers 19

20 Preparing for the Roll Out: Communication 1 Technology Market Place All Staff Event showcasing all O365 applications including SharePoint, BRIMS, OneDrive, Harmon.ie O365 Buzz Sessions 1 hour sessions identifying features and functionality for O365 and SharePoint?? On going Training Sessions 1:1 and departmental training on ad hoc basis SharePoint role based training 20

21 Our Successes: Engaged Project Sponsors CAO City Clerk Chief Information Officer Strategic Plan Line item for Corporate Information Management Investment in Change Management Technology Marketplace O365 Buzz Sessions 1:1 & Departmental Training Open Houses A Collaborative Team Approach Project Sponsors Information Management Project Team Information Technology Team Strategic Communications System Integration Specialists/ Vendors Microsoft Gimmal StoneShare Mohawk College Internal Business Partners 21

22 Our Challenges: Award of Contract Technology Architecture Changes Timeline modifications Conflicting Priorities Running Linkfixer on the portal Project files that include CAD files.pst files SharePoint/BRIMS Governance Delineation of responsibilities between SharePoint/ BRIMS Access to all records (Shared Drives and SharePoint 2007) Corporate Reorganization Difference in IM and IT understanding of Terminology 22

23 Lessons Learned Along the Way: Get support from the top Trust each other Keep timelines tight for migration Find project champions early Be available to educate and support (and commiserate as needed) Communicate, communicate, communicate! 23

24 Impact on Management: Using Harmon.ie, staff can now drag and drop s into the team site in BRIMS directly from their Inbox. s are classified at the time they are received and/or sent, and the retention is applied immediately... According to the content of the message. As of April 1, 2019, the City will be implementing a new, automated retention policy. The policy is simple: Messages in the Inbox, Deleted Items and Sent Items folders that are older then 180 days will be deleted. Items in the Drafts and Junk Mail folders will be deleted after 14 days. 24

25 Next Steps: Delete shared drives Find a solution for information that does not belong in BRIMS Action the Information Governance framework and toolkit Implement business process improvements using workflow and digital signatures Implement physical records management module Implement a retention policy on Microsoft Exchange 25

26 Questions? Chris Rallo Program Manager, Web Technologies, Information Technology Janice Adshead Deputy Clerk, Records and Information Management Services