case studies interim management & project teams From this page you can access TFPL case studies of projects in which we have provided interim management and project team services. select: Project management & interim management - Interim management - Project I-teams Developing a records management policy A University, which having completed a preliminary information audit required help to develop its records management policy, programme and publication scheme to meet the requirements of the FOI Act (Scotland) and related Code of Practice on Records Management. A TFPL contractor, guided by a TFPL Senior Advisor reviewed the records management practices and systems. Working with the client, TFPL produced a records management policy, and outline programme with action plan. Using the results of the information audit a retention schedule was also delivered and the classes of records mapped to a model publication scheme. contact: Martin Sanderson Implementing quality records management To implement quality records management in a cost-effective way to support the needs of the organisation. TFPL solution A dedicated team of 2 skilled Records Managers were appointed headed by an experienced project manager. These staff were selected from the TFPL qualified pool of contract staff. This team worked across the organisation promoting best practice, agreeing guidelines and framework for the programme. Took responsibility for design and planning of a records programme to include creation of a file plan, records inventory, retention schedules and classification system and the completion of records manual. The next stage involved Implementation of the records programme including end user support and the carrying out of an awareness and training programme. At this current time they are working closely with IT to develop an infrastructure for electronic records management. Outcome The work was completed on time and within budget constraints. Client feedback was positive, as was feedback from the end users - "Records Management made easy" contact: Luisa Jefford Freedom of Information implementation An experienced Records Manager with previous working knowledge of the public sector was recruited to work within a centralised role. They were required to form alliances with business critical teams with the overall aim of providing a strategic contribution to the construction of a publication scheme in order to meet obligations under the Freedom of Information Act 2000. This project was of a six month duration and was completed within the time frame and budget previously specified. contact: Darron Chapman Interim Director of Information Systems This assignment arose from a review of the Trust’s information systems management following a major failure which had significant consequences for the hospital. A TFPL Associate consultant undertook the review and made strong recommendations for roles, procedures and management. The hospital needed to appoint a new Director of Information Systems and requested an interim management arrangement until the post could be filled. The project duration was eight months during which time many of the changes recommended were implemented and procedures put in place. contact: Darron Chapman Introducing electronic journals to a government research agency This was a survey of information users across several research sites intended to lay the ground for a switch from print to electronic journals. The client took advantage of the flexibility of a TFPL “I-team” with an experienced consultant developing the methodology and leading a contract team of TFPL researchers. The aim of the survey was to gauge the likely user response to a shift from mixed print and electronic information delivery to a service based predominantly on e-journal and database access. A web based questionnaire was circulated to the whole user population, followed by telephone interviews with selected respondents to explore some of the issues in more depth. In a series of focus groups, the main research findings were presented to a sample of users and reaction tested to initial recommendations. The focus groups also built a vision for the tools required to make the moves to fully electronic access possible and desirable. In its final report, TFPL presented an assessment of the scope for an expansion of electronic services and addressed the main issues to be covered in the investment and information planning, in particular the need for new technical tools. The project spanned two months. contact: Vivienne Winterman Managing and utilising corporate memory in a research organisation Records management in the context of wider knowledge and information management issues A research organisation recognised that good records and knowledge management is essential to improve its knowledge base so that learning and information can be shared to good effect across the various projects and with its clients. Starting from a situation of high volumes of predominantly paper-based records held in silos across the organisation, with little standardisation in records management systems and processes, the organisation engaged TFPL to diagnose the issues and design and implement way forward. Using a series of interviews, focus groups, web questionnaires and process assessments, TFPL carried out an extensive review of the current information management and practices together with an extensive inventory of the records held by the company. The findings were used to highlight the many issues and to recommend options for a records and knowledge management strategy. A detailed records management programme was designed and delivered. TFPL created core record lifecycle elements (retention schedules, metadata frameworks, etc) and mentored new records management staff. An action plan was created and rolled out to the organisation via facilitated events (“de-dupe and “throw away” days) and tactical engagements to identify, complete, capture and scan critical information collections. TFPL associates were employed in an interim management capacity to help the company to implement the recommended strategies. TFPL also recruited the key staff to deliver this initiative. The process and capability put in place by TFPL ensured the organisation was better able to manage an office relocation and to continue to deliver high value research to a growing client base. contact: Martin Sanderson Records management in public transport In anticipation of important changes, this major transport company had to accurately identify and organise the title documents to its substantial property holdings. The existing collection in the company’s muniments office had grown up over the previous 150 years and was inadequately ordered and indexed with detailed knowledge of its content known by only one person. TFPL assembled an ‘I-Team’ that undertook the work in three stages. The first was to review the collection and its use by the business. The second step was to reconfigure existing software in order to manage the collection and the final one was to catalogue its contents. This project, which was carried out by contract staff managed by TPFL consultants, ran for eighteen months and resulted in over 30,000 records being catalogued. contact: Vivienne Winterman Reorganising a corporate archive through use of the 'I-team' TFPL using its ‘I team approach’ (i.e. a mix of advisors and contract information staff) provided a cost-effective reorganisation of the registry function and archive of a corporate finance company. TFPL applied a records lifecycle approach to the storage, protection and retrieval of registry files, carrying out records appraisal, applying retention schedules and indexing the contents of the archive. As part of the project, TFPL facilitated the reorganisation and safe transfer of archived records to an offsite storage facility for their continued and more cost effective storage and service provision. TFPL are now engaged in a review of the earlier stages of the records life cycle. This is to understand and make recommendations on how business records should be created, captured and managed in a hybrid paper and electronic records environment so that their knowledge content can be leveraged and shared across projects to support business growth and efficiency savings made. For this project TFPL consultants are interviewing and analysing the records management practices and information requirements of a representative sample of project groups and mapping the current information flows. TFPL will then use focus groups to discuss the key issues and test recommendations the necessary changes to the company’s records management practices. contact: Martin Sanderson Rolling out a document management system in a government department As part of the process of rolling-out its new document management system to all the business units across the Department the project managers wanted to offer each business unit access to expert help as required. They approached TFPL and arranged for a TFPL advisor and a small team of experienced contractors to be trained in the system and made available to the business units to help them adapt their current systems to the new one and to train users in how to use it effectively. contact: Martin Sanderson back to top