Agenda

Tuesday, June 11, 2013
8:30 am - 12:00 pm
W1: Putting the IM Puzzle together for effective adoption of GCDocs

The Information Management landscape is changing in the Government of Canada (GoC). The GoC's Open Government Initiative and the implementation of initiatives such as a single Web Content Management solution and a standard electronic document and record management solution (GCDocs) are some of the examples of the direction the GoC is moving towards. Successful implementation of these initiatives will require a significant change in the Information culture in the GoC and are changing the discussion of IM within client areas from 'need to know' to that of 'right to know'. Departments know they are responsible to action these initiatives. What can the the Functional IM Community do to help management bring about the IM culture change required and assist those affected by those changes? How can the Functional IM Community help achieve optimal adoption of the GCDocs solution through communications, engagement and training?

This workshop will prepare you for this effort!

Learners will be able to:

  • Enhanced their understanding of the GoC IM Direction
  • Identify/Articulate changes required to achieve the desired IM transformation
  • Understand and identify the different groups of people affected by the changes
  • Identify strategies/activities to achieve optimal adoption of GCDocs

Suzanne Forget
Instructor
Canada School of Public Service

Suzanne Forget is an Instructor at the Canada School of Public Service. Prior to joining the School, Suzanne was the Director, Management of Change, with the Enterprise Program Management Office, Treasury Board Secretariat. Suzanne has significant change management and training experience. Prior to joining TBS, Suzanne was the Director, Change Management for the Canadian International Development Agency's Business Modernization Initiative and worked for a number of years in change management in both the public and private sectors nationally and internationally.

Cathy Larocque
IM Learning Advisor
Canada School of Public Service

Cathy Larocque is the IM Learning Advisor and Instructor at the Canada School of Public Service. She has been working in the RM and IM field for more than ten years. Cathy has worked in all facets of the IM domain while working at Human Resources and Skills Development Canada and Health Canada, with specific specialties in the areas of ECMS implementations, functional based file development and teaching. Teaching unleashes her passion about Information Management in the way that can make any audience understand and love this topic!


W2: Recordkeeping directive: How Canadian Human Rights Commission identified IRBV's

One of the first thing that departments and agencies must do to be compliant with TBS Directive on Recordkeeping is to identify Information Resources of Business Value(IRBV) based on an analysis of the departmental functions and activities used to enable and support the department's legislated mandate.

In this workshop, you will hear how CHRC identified their IRBV's using the DIRKS methodology (originated by the National Archives of Australia) in combination with business process analysis and modeling techniques. CHRC's Mario Gauthier and Linda Yarema, associate of Altruistic Informatics Consulting will present this 1/2 day session with discussion, facilitated exercises and lots of opportunity for two-way dialogue.

The presentation and exercises will address:

  • How to identify business functions in legislation and regulations
  • Tips on how to conduct interviews
  • How to use and translate interview notes into process models using drawing tools and a Business Mapping Tool Kit
  • How to create a Business Classification Scheme (BCS), (not to be mistaken for a Corporate File Plan!)

Attendees will benefit from this workshop by:

  • Having an approach to identify IRBVs in addition to using GVT's
  • Learning from our experience and receiving various Tips and Tricks

Mario Gauthier
Head of Information Management
Canadian Human Rights Commission

Mr. Mario Gauthier has been in the Information Management field since 2007. Before working in the Public Sector, Mr. Gauthier was the financial comptroller of an Ottawa-based business in the area of communication and promotion.
Mr. Gauthier began his Public Service career with the Department of Indian and Northern Affairs as an Information Management Officer. He was involved in the implementation of an Information Management Framework for the Indian Residential School project.

Today, he occupies the position of Head of Information Management at the Canadian Human Rights Commission since April 2011. As such, he is responsible for the management of all Information Management projects and resources of the Commission, including the implementation of the high-profile Record Keeping Directive of the Treasury Board of Canada. Mr. Gauthier also provides Information Management training; establishes Information Management policies, directives, procedures and best practices.

Mr. Gauthier possesses a College degree in Administration. He is also an AIIM ECM Practitioner.

Linda Yarema
Knowledge Management Professional

1:00 pm - 4:30 pm
W3: Change Management Strategy in NRCan's GCDOCS Implementation

Natural Resources Canada (NRCan) is one of the forerunners in the implementation of a new IM/IT strategy which includes several initiatives, including GCDOCS. We are currently managing our electronic documents in a variety of ways including shared drives; our physical assets are managed using iRIMS. NRCan has made the commitment to be a part of the Shared Services initiative implementing GCDOCS which may be hosted by Citizenship and Immigration Canada (CIC), as an Application Service Provider for GCDOCS.

In order to support this implementation, NRCan has engaged LNW Consulting to support this roll out. This engagement includes developing a Change Management Strategy and Plan that includes the gathering of foundational knowledge regarding behaviours and a sound Communications and Learning Plan, IM Architecture and develop of a Technical Interface with CIC.

NRCan's Wilma Bodnar and Susan Gesner of LNW Consulting will facilitate this 1/2 day hands-on style training session with facilitated exercises and the opportunity for two-way dialogue. These exercises will include:

  • best practices for collecting information from your organization;
  • constructive methods to ensure good results;
  • ways to address fear of change; establishing memory anchors;
  • and other methods to listen, learn and embrace change.

Wilma Bodnar
Senior Advisor to the CIO
Corporate Management and Services Sector
Natural Resources Canada

Wednesday, June 12, 2013
8:30 am - 12:00 pm
W5: What can Recordkeeping Learn from Charlie Brown?

Information is finally getting the traction it deserves in the dialogue of government priorities. From open government, technology consolidation, and the digital workplace to citizen engagement and e-services, now is the time like never before to be a key player in the transformation conversation and build on the information momentum for sustainable change.

Charlie Brown got it right when he asked: “How can I learn ‘the new math’ with an ‘old math’ mind”? How to become a digital organization when habits are rooted in an analog world? Recordkeeping goes far beyond compliance, governance, IM rules, and technology tools. The Clerk has caught the idea with his emphasis on collaboration: across government, with the private sector and with citizens. What really matters is transforming our behaviours and those of public servants towards an information culture that best serves the needs of people – employees and citizens – in an increasingly digital society.

An information culture is about new default positions and principles that focus on the flow of information within the public service and with citizens. It is about business productivity and efficiency. Technology is not really the issue: it is about the involvement of people in managing our information assets. Technology enables and in many ways demands a new way of being and acting. It is about the new behaviours, skillsets, tools, and relationships for information valuation, accountability, and controls.

Building on practical examples and departmental experiences of the speaker, workshop participants, and pre-session inputs from the ARMA blog, the workshop is intended to be a safe open space for dialogue and sharing. Attendees will benefit from this workshop by:

  • Building awareness and dialogue about the behavioural drivers behind ‘the new math’ of information in a digital society
  • Exploring new career development capabilities for information professionals and program managers
  • Designing an emerging “information platform” to support the future of government transformation.

This workshop is intended for anyone who is interested in contributing to the thought leadership and practices of information for public sector transformation. Be prepared to inspire and be inspired!

** Do you have a story to share in advance or a question that you want to explore? Please share it via email with Chris Lutz (clutz@verney.ca) or participate online through the blog postings that will begin in the coming weeks. **

Sharon Henhoeffer
Founder and President
OSTA

Sharon Henhoeffer has been committed to raising the importance of managing information for public sector value for over 20 years. As the owner of On Second Thought Advisory, she advises departmental executives and their teams in meeting their business needs through information visions, strategies, and practices. In particular, her firm's RK Smart Method is being used to build new workplace capacities among public servants for information valuation and accountability, and as a foundation for e-services, collaboration, technology consolidation, and other business transformation initiatives.


W6: Navigating the winds of change: Practical Tools and Strategies for Change Management

What do I need to know about change management to lead change in my organization? This workshop draws from over 20 years experience in managing change in all areas of government, including Information Management, and shares honest insights into the challenges associated with change and a practical framework for effective change leadership. It will broaden your perspective of what it means to manage change and explain how creativity is a critical change leadership skill. Attend this session to participate in thought-provoking discussion and walk out with tools and strategies that you can implement in your organization.

Janice Francisco
President
BridgePoint Effect

Janice Francisco, MSc Creativity & Change Leadership stimulates thinking breakthroughs to drive innovations in organizational performance. She is President, BridgePoint Effect, an Ottawa-based consultancy intent on guiding learning and change with creativity and innovation. As a Creativity Professional she has 20+ years experience and works primarily on IM/IT projects as a change manager, trainer, facilitator, and communications advisor specializing in helping managers and teams apply strategic thinking and creative problem solving to satisfy work challenges, build creative work climates, benefit from change and achieve higher levels of productivity.

1:00 pm - 4:30 pm
W7:

The implementation of an enterprise-wide EDRMS provides the opportunity for an organization to substantially improve the way it manages its electronic assets, and in so doing, provide records managers with a tool that will not only help support records services but will alter the very definition of what it means to “manage records” in a digital environment. However, these benefits are highly dependent on the type of planning and thought designed to architect the functionality of the system prior to implementation.

How can a robust information architecture ensure 21st century functionality and capability?

Join Systemscope as we paint a vision of the EDRMS end-state, what it could look like for your department, and the key information architecture challenges that must be addressed before you can get there. Workshop activities will address the following questions:

  • What should get stored in the EDRMS, and how is it findable? What is the user experience?
  • How can digital information resources be managed through their lifecycle in the system?
  • How can records management functionalities be applied to information resources within the system? What if any user involvement is required for records management?
  • How can an EDRMS become a key business tool instead of just an expensive, updated shared drive?
  • What roles, governance, and organizational changes are needed to ensure the successful implementation and operationalization of the system?

Faciltated by:
Lindsay Fraser
Principal and Practice Lead
Enterprise Information Management
Systemscope Inc.

Lindsay Fraser is Principal and Practice Lead for Enterprise Information Management at Systemscope Inc. (an NCR-based strategic consulting firm with a dominantly public-service clientele). Although her career began in Internet information management she has been providing records and information management consulting services to the Government of Canada for over 10 years. Formerly CBC Ottawa Radio’s “Internet Maven” (5 years on CBO Morning) she is a seasoned public speaker having presented at conferences across Europe and North America for 20 years. Lindsay is known for her practical, frank and entertaining educational sessions, making her a favourite at ARMA events (both international, Canadian and local) and this year she was the recipient of the ARMA NCR Member of the Year award for her contributions, support to and participation in numerous NCR ARMA educational and conference sessions.


W8:

For years, “Information Risk Management” has been about managing information security, managing the information life cycle and other issues that are of importance primarily to the RK community. The conversation has not been in language that is client-focused, nor based on outcomes that support the core drivers of the organization. Because of this, IM is often seen as an ancillary (and sometimes bothersome!) structure within the organization. Users seldom set out specifically to bend or break IM rules. Policies and procedures are overlooked because clients have business outcomes they need to reach, and they have inadequate resources available to manage the information appropriately within organizational structures or environments. Risk Management is an inherent part of operating in a resource-constrained environment – but are we certain that we are putting those scarce resources towards managing down the greatest risks our organization faces?

We prefer to define Information Risk as the risk to the organization, team, or individual of being hampered due to the unavailability of situationally-appropriate tools and information to support the decisions they must take and the outcomes they must meet to succeed at their core functions. When providing information services in a resource-constrained environment, client outcomes must drive the prioritization of investment in resources, services and solutions. The purpose of this tool is to assess and quantify the information risks faced by client groups in a structured manner, enabling information professionals to determine how to apportion scarce resources. More importantly, it enables you to quantify the conversation about whose needs are most important and which stakeholder groups need the most resources, first.

This workshop is intended for the Director or Senior Manager who is looking for a game-changer that makes IM a compelling conversation within all areas of the organization - and NOT just something you have to do to get full points on MAF Section 12. Whether you are working to develop a solution set for a department, a cluster, or a whole-of–government offering, it is paramount to understand that all users are NOT equal – and that scarce resources must be prioritized to meet the needs of those users who face the greatest information risks. In order to do so, you need to quantify the information risks faced by all of your stakeholders. This tool facilitates a more compelling information risk conversation that will raise your profile in the eyes of client groups.

Phil Culhane
Senior Strategic Consultant, Facilitator, and Business Transformation Architect
CT Labs

Phil Culhane from CT Labs has worked with a number of government library, records, IM and KM organizations. From his many projects, he has extracted an Information Services Delivery Model that bears scrutiny. The model is still very much a working draft, and he will be presenting it to us as a part of a larger conversation: What do we need to do differently to deliver effective information services in this time of change?

Phil Culhane is a strategic advisor and whole systems facilitator. For the past 12 years, his efforts have focused on creating situational trust in organizations so that cultural change can take place, creating healthier work environments. You can check out his blog at http://www.ctlabs.ca.