Navy ERM Sustainment Strategy METRICS Charley Barth Director of Navy Records (202) 433-2434 Matthew Staden Navy Records Manager (202) 433-4217 - PowerPoint PPT Presentation

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Navy ERM Sustainment Strategy METRICS Charley Barth Director of Navy Records (202) 433-2434 Matthew Staden Navy Records Manager (202) 433-4217

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Title: Navy Records Management Metrics Author: James B Jordan Last modified by: Owen Ambur Created Date: 8/1/2006 2:22:40 PM Document presentation format – PowerPoint PPT presentation

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Title: Navy ERM Sustainment Strategy METRICS Charley Barth Director of Navy Records (202) 433-2434 Matthew Staden Navy Records Manager (202) 433-4217


1
Navy ERM Sustainment StrategyMETRICSCharley
BarthDirector of Navy Records(202)
433-2434Matthew StadenNavy Records
Manager(202) 433-4217
2
What is a Metric?
  • A calculated term or enumeration representing
    some aspect of biological assemblage, function,
    or other measurable aspect and is a
    characteristic of the bio data that changes in
    some predictable way with increased human
    influence. A multimetric approach involves
    combinations of metrics to provide an assessment
    of the status of resources.www.pca.state.mn.us/gl
    oss/glossary.cfm
  • A random variable x representing a quantitative
    measure accumulated over a period.www.tsl.state.t
    x.us/ld/pubs/compsecurity/glossary.html

3
Again What is a Metrics
  • The standard of measurement of a contract
    requirement for which a quality standard can be
    applied. For example, if there is a contract
    requirement to maintain an accurate inventory of
    widgets, the metric is the number of widgets
    accounted for. The accuracy of the widgets
    inventory can be compared to a standard to
    determine the quality of the inventory. A unique
    identifier of performance. A metric is what is
    actually measured.strategicsourcing.navy.mil/refe
    rence_documents/defs.cfm

4
Example of NARA ERA Metrics
5
Key Elements of Metrics
  • Relevant Accuracy is self-evident but,
    unfortunately is often in the eye of the
    beholder. It is critical to gain consensus around
    the accuracy of a metric so that once it is in
    place, everyone agrees on its value, authority,
    and relevance.
  • Relevant is a key attribute that links the
    metric with a collection of relevant information
    that may be unique to the user.
  • Transparent means that there is no mystery about
    how the metric is computed, what sources are
    used, how often measurement is performed, who
    uses it and how it is used.
  • Must provide a business need, Just dont collect
    data for the fun of it.

6
Metrics Development
  • Metrics Development
  • Define Strategic Intent (ERMS Strategy)
  • Records Management
  • Business Process Management
  • Information Visibility
  • Legal Compliance
  • Training/Marketing/Awareness
  • Sources of Data for Metrics
  • Interviews with DRMs and Admins (completing first
    iteration)
  • Subjective (anecdotes)
  • Refining Pulse Points
  • Data pulls from TRIM and from EDS (working with
    Tower and EDS)
  • Objective (raw data from systems)
  • Investigating what we can access from datasets
    and NMCI
  • Identify key data points
  • Develop a method to capture trends and not just
    snapshots (datamining)

7
Interview/Visit Reports (Metrics Collection)
  • The interviewer shall periodically conduct an
    interview/visit with the DRM and use a series of
    topics and questions as a guide.
  • This interview is to provide the DRM the
    opportunity to request assistance or ask
    questions regarding ERMS issues they may be
    having.
  • The interviewer will address and document
    specific issues regarding the dataset operations
    as well as collect metric points that will help
    in making overall DON ERMS sustainability
    decisions.
  • The result of this interview will be forwarded to
    the OPNAV DNS-5 in a timely manner and captured
    into a knowledge base specifically for the
    dataset deployment as well as for overall DON
    deployments.
  • Benefit
  • History and visibility of health of dataset.
  • Data point for enterprise ERM decisions

8
Data Collection
  • Determine what can be captured from TRIM directly
    via saved searches and statistics within TRIM
  • Determine related data pulls from NMCI that will
    assist in developing useful data points.
  • Develop working database(s) (in MS Access) to
    collect/store trend related historical data for
    trend analysis and data mining.
  • Identify appropriate data points/fields
  • Working with Tower and EDS to determine scope of
    data available
  • Working with sustainment agents/team to determine
    methodology/governance to maintain data.
  • Issue for DRM discussion.
  • Collecting existing data/information
  • Business cases
  • Tips
  • Lessons Learned
  • Snapshots from WSRs

9
Interview Pulse Points
  • Initial set of Pulse Points (expected to mature
    and evolve)
  • Policy Have business rules and policy been
    established regarding electronic records
    management? What are you putting into TRIM?
  • DRM Reach back Is the DRM aware and involved in
    DRM Community activities? Best Practice? Lessons
    Learned?
  • Migration Documents/records migrated to TRIM?
    What is the relationship between the share drive
    and TRIM? Portal and TRIM?
  • Storage Status of CLIN16AA ordering process?
  • Records New records in TRIM? Total records in
    TRIM?
  • Training Do you have a local Training Plan for
    Records Management/TRIM Context? Number of new
    users trained? Number of command members who
    have taken the RM CBTs?
  • Locations New locations in TRIM? Total
    Locations?

10
Metrics Key Performance Indicators
  • Proposed Metric Categories
  • Records Management
  • Retention Schedules, Disposition execution and
    change
  • Content stored in TRIM (email, logs, command
    history)
  • Storage profile (TRIM vs. share drive vs. paper
    records at FRC)
  • Locations/records distribution (internal/external)
  • Business Process Management/Improvement
  • Number Process areas migrated to TRIM
  • Workflows/Actions Created
  • Process Improvement Metrics (Time, Number of
    steps, cost)
  • Information access time (knowledge work to find
    the right information)

11
Metrics Key Performance Indicators
  • Information Visibility
  • Corporate memory utilization (using the IC stored
    in TRIM)
  • SME/Author identification (collaborative work
    from TRIM)
  • Human Capital Mgmt ( users using TRIM records as
    turnover history files)
  • of external locations
  • Legal Compliance
  • Case Preparation time
  • What is captured as a record (official
    correspondence to emails)?

12
Metrics Key Performance Indicators
  • Training/Marketing/Awareness
  • of trained TRIM Administrators
  • of users trained (CBT, command training)
  • Locations vs. Training audit?
  • Training plan in place
  • DRM/Admin rotation/PRD (military DRM/RM transfer
    every 3 years)
  • Command Campaign Plan?
  • RM command awareness (Plan of the Week/New
    letters)
  • DRM Active on the Navy Knowledge online
    Collaborations site
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