Department of Premier and Cabinet Tasmania introduce a new approach to track and manage their correspondence

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The Solution

The FYB Reportilize assists with the creation and maintenance of statistical dashboards for Micro Focus’ Content Manager to help track and measure your key performance indicators.

About the Department

The Department of Premier and Cabinet (DPAC) is the central agency of the Tasmanian State Government. The Department provides a broad range of services to Cabinet, other members of Parliament, Government agencies and the community.

The Department works closely with the public sector, the community, local government, the Australian Government and other state and territory governments.

Challenges

  • No previous correspondence tracking process using Content Manager
  • Each division would manually track correspondence status on an excel spreadsheet
  • By tracking per division in an excel spreadsheet there was no visibility within Content Manager on where things were at within the process at a whole Department level

Benefits

Using FYB Reportilize has:

  • Enabled visibility and accountability
  • Provided an easy to navigate and holistic view of correspondence tracking in, out and around the Department
  • Enabled Divisions to see where trends or bottlenecks are, as well as volumes and workloads of branches and staff

Implementation

The Records team initiated a change in process for staff by using FYB’s Reportilize for displaying saved searches to help staff track correspondence within DPAC. Data fields were added to their Primary Document record type, based on reporting requirements of each of the Divisions and the Executive. From these record types and data fields, saved searches were created accordingly. Each division has been given their own dashboard and there are around 800 saved searches in total for all the dashboards.

As part of the implementation DPAC setup alert notifications based on “Assignee changed” or “Assignee initialized” to assist with moving records around the department. The alerts have been a game-changer by replacing the need to manually email alerts and potentially lose track of what needs action, when and by whom.

The department have also taken advantage of the customisation features available in FYB Reportilize by branding the solution to suit their organisation.

“Staff are saying they are loving it, so it’s been a very positive initiative”

Jane Norris, Records Manager, Department of Premier and Cabinet Tasmania

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