Harnessing the Power of People to get what

Harnessing the Power of People to get what you want

Our journey

A BAD DECISION

WE LISTENED People first Then Information Then technology

WE LOOKED AT ALL OUR OPTIONS Current EDRMS Shared drives Three AOG options Business requirements Supplier experience Select preferred solution User acceptability Business case and PID

We took it to the people Explicit that they get to decide Understood their pain points Emotional appeal Enlisted senior stakeholders Created evidence Show don’t tell User acceptability Business case and PID

You told us We listened Now you decide

LET’S JUST TAKE FIVE………. What annoys you most about Kete?

YOU TOLD US You need a system that: Is easy to use Can save emails easily Doesn’t require input of lengthy metadata Can find documents easily Can be used on mobile devices Is reliable Has an easy to use business folder structure

HELP US DECIDE “We want to continue to be known as one of the top performing government agencies, with • So you can see we have been investigating and systems creating transport solutions thatoptions add real value to the lives of all New Zealanders…” – Our Growing Agility Plan • We think we have found the best solution

INTRODUCING …… nfohub

WHY WE LIKE IT Easy to use folder structure, which looks like Outlook and shared drives Integrates nicely with Office products e. g. Word, Outlook, Excel Easy drag and drop features within Outlook and Windows Explorer Ability to create favourite folders Adding and modifying documents just got so much easier! Automated metadata - no more filling in boxes! Can view document from Outlook

ADDING DOCUMENTS FROM WORD

Engineering pilot Based on consultation with SMEs and confirmed by PM VAT

WHY WE LIKE IT Mobility just got a whole lot easier

WHAT’S NEXT Usability testing Feedback Survey Team Folder consultation Talk to your Kete Project Steering committee member or a member of the Information team.

THE PEOPLE SPOKE Roadshows 351 staff attended a roadshow Roadshow follow- up survey comments: Love the look of Infohub. It will work well for the Customer Response Team for both email correspondence and official correspondence. I can’t wait! Great presentation. Infohub appears to be far more user friendly. how soon can we have it? ? !! Infohub looked very user friendly and self-explanatory. I will support its replacement to Kete. looks amazing! Can't wait to start using it! I think it looks way easier and more intuitive than Kete ever was. I'm more likely to use it I reckon. looks great - go for it. Mobility aspect will mean that I will be more inclined to use it. File structures are import and a step forward. simplicity and working from outlook is great. As we discussed at the meeting - we cannot rely on the system being good / clever / whatever to ensure that everybody, managers and minions, take personal responsibility for ensuring that we make good records of everything we do. This time we have to change more than just the technology. There has to be a real incentive for people to keep good records on the new system.

THE PEOPLE SPOKE

GAINING SIGNOFF Senior Leadership Team talking paper

QUESTIONS Thank you