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Internal Business Analysis
Intoweb will help companies effectively execute its mandate using tools to facilitate proper records and archives management practices. An EDRMS is a tool needed for accuracy of information, speedy retrieval of information accessibility, multiple simultaneous accesses to information, instantaneous updating, preservation of archival records, resuscitation of adversely affected information fragments on paper based records through Information Technology (IT) techniques.
The required services are divided into four steps:
- Business analysis of institutional activities
- Identification of requirements for records management
- Assessment of Existing Systems
- Identification of strategies for satisfying records management requirements
Including analysis of:
- Activity based costing
- Archives management
- Business analysis
- Business process re-engineering
- Information technology audit
- Legislative and regulatory requirements for records and information management
- Project management methodology
- Records and registry management
- Workflow automation
Phase 1: Business analysis of institutional activities
To develop a conceptual model of how the company currently operate and how these operations are carried out within the context of their parent companies as well as demonstrate how records relate to the companies business processes. It shall contribute to decisions in subsequent steps about the creation, capture, control, storage and disposition of records, and about access to them.
Key tasks
- Collect information from relevant documentary sources and interviews to be provided by the various departments where the feasibility study will be undertaken.
- Analyse the work performed by each institution.
- Identify and document each business function, activities and transactions.
- Assess, advise and develop the classification scheme based on a hierarchy of business functions, activities and transactions.
- Validate the analysis of the organization's business activity with senior management for the various departments.
Products:
- Documentation describing the business and business processes.
- A classification scheme that shows organizational functions, activities and transactions in a hierarchical relationship with the approval of the SNA.
- A map of organizational business processes that shows points at which records are produced or received as products of organizational activity (Business Process Flow).
Phase 2: Identification of requirements for records
To identify institutional requirements to create, receive and keep records of its activities, and to document the requirements in a structured and easily maintainable form. Keeping the appropriate records facilitates proper conduct of business. It ensures that public services and institutions are accountable for their actions in matters of law and administration. There has to be a systematic analysis of operational needs, legal and regulatory obligations and any broader responsibilities.
Key tasks
- Identify legislative, regulatory, and operational requirements for managing records.
- Document these identified requirements in a manner suitable for reference purposes.
- Determine and document which of the identified requirements can be expected to be met.
Products:
- A list of regulatory, business and other requirements to keep records.
- An outline of business requirements connected to business activity process maps.
- A risk/priority assessment report.
Phase 3: Assessment of Existing Systems
To survey the existing systems for records and other information systems to measure the extent to which they capture and maintain records of business activities, which shall help to reveal any gaps between organizations' agreed requirements for records and the performance and capabilities of its existing systems.
Key tasks
- Identify existing paper-based, electronic and hybrid business information systems within each institution. This includes:
- Gathering data on current practices including how records are captured/ created, how they are indexed/organized/managed, how they are stored and copied/backed-up, whether there are assigned retention schedules and their security and access controls. In addition find out how they are routed/ distributed across the institution, retrieved and viewed, reused and reviewed and disposed of.
- Gathering document and records volumetric data.
- Gathering data on IT infrastructure including network diagrams, minimum specifications of hardware and software for services and clients, preferred hardware/software/netware standards and preferred products/suppliers.
- Analyse whether institution's prioritised records management requirements are being met.
- Determine whether current systems have the capacity to meet the requirements by measuring the gaps between what the institutions have and what is required.
Products:
- An inventory of existing business systems.
- A report outlining the extent to which they address the organization's agreed requirements for records.
- A report describing the strengths and weaknesses of existing information and records management practices within the institutions.
Phase 4: Identification of strategies for satisfying records requirements
It is to determine the most appropriate policies, procedures, standards and tools and to suggest other tactics which should be adopted to ensure that the institutions make and keep the necessary records of activities. The strategies will take into account the following:
- Goals and history of records management in the various departments and ministries.
- Type of institutional activities being carried out.
- Supporting technological environment.
- External constraints.
Products:
- A list of strategies that will satisfy the institutional requirements for records while meeting other business needs.
- A model that maps strategies to meet the requirements.
Training
There shall be a one to one skills transfer training from the consultant to the officers that will be working directly with the consultant for the duration of the project. The skills transfer shall be on, but not limited to:
- Carrying out a business analysis and reporting.
- Assessment and analysis of systems and reporting.
- Developing models that map strategies that satisfy proper Records Management requirements.
- Developing and using Monitoring and Evaluation tools for EDRM systems.
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