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  • 3.04ECM

    There is an increasing need to provide school services more efficiently and effectively. We need to continue developing strategic alliances and stronger partnerships with parents, parishes, local government, business and community services and explore options to co-locate schools with community health centres, kindergartens and activity centres. 

    Theme 3: Capability to Better Serve and Lead, Catholic Education Melbourne Strategic Plan 2015–2019 

    Personal Story

     

    Patricia Cowling
    Former Principal, Genazzano FCJ College, Kew

    Overview

    The Enterprise Content Management (ECM) Program was established in 2015 as a strategic initiative over two years to improve Catholic Education Melbourne systems, processes and skills for managing information, supporting greater efficiency and effectiveness.

    The ECM Program will improve access internally to information for decision-making, reduce risks relating to loss of knowledge, and directly support compliance with obligations including for information privacy.

    The ECM Program is undertaking parallel streams to:

    • procure, configure and implement new technology systems and associated services
    • strengthen information management governance, strategy and practice
    • redesign document and forms-based processes to improve efficiency and to leverage the new technologies
    • support organisational change including through communications, engagement and training, which will improve capability to manage information and to embrace new ways of working.

    The ECM Program is responsible for managing the transition to operations of its deliverables, to ensure improvements are sustainable over the long-term.

    Established the ECM Program

    Key Program governance documents were developed and authorised in early 2015. This enabled the establishment of a Steering Group and recruitment of the Program team to provide specialist expertise. Baseline measures to enable quantifiable improvements were also taken in late 2015.

    Commenced Technology Procurement

    A shortlisting and Request for Information process for an ECM technology system and services were completed in the first half of 2015. Prospective suppliers were qualified for a comprehensive Request for Tender (RFT) process, with this RFT issued in November 2015.

    Review of Information Governance

    The ECM Program undertook consultation about current information management practices, including through a survey open to all staff. Consultation was complemented by research into the compliance obligations which apply to Catholic Education Melbourne and the organisations it supports, to enable the development of policy and supporting documents, and a strategy for improvement.

    Engaged with Staff

    The ECM team have begun building awareness of better information management practices in 2015, with representatives presenting to staff group meetings in Term 3, circulating its first newsletter in Term 4, and publishing related information on the intranet, gabriel. To support preparations for system implementation, the ECM Program formed a staff Reference Group.

    The first ever ‘Administration Staff Conference’ of all Catholic Education Melbourne support staff was convened by the ECM Program in September 2015. This provided professional development, recognition and enabled participants to identify improvements to processes and information flows within Catholic Education Melbourne.

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