OVERVIEW: The State of Michigan Records Management Services (RMS) began its Business Process Management (BPM) program in 2011, shortly after the current State Records Manager was promoted to the position. Due to staff turnover issues, RMS wanted to ensure that we properly documented how we do what we do. RMS had a procedure manual at the time, but it was not routinely referenced or updated. We had problems in the past when only one person knew how to do something, or they changed a procedure without telling anyone else. All staff were involved in the new initiative because RMS wanted staff to understand that business processes do not occur in isolation, and that changes to a particular process can have a ripple effect on other processes.
First, RMS identified our business functions and business processes. Then, we developed 3 documents for each business process: standard operating procedures (SOPs), process maps, and process assessments. We review and update these documents every 5 years, or sooner if the process or responsibilities change. Each review is led by a staff member who is not directly involved in the business process. Subject matter experts assist the lead reviewer with the analysis. Then, all staff are encouraged to participate in the final review of the revisions prior to approval. The BPM program is an integral part of the RMS service model. It helped change the culture of the office, so we feel more like a team with a shared purpose. The program also reduced the amount of time it takes to train new employees.
Attendees of this session will learn about the goals of a business process management program and how to articulate the value of having a BPM program. They will learn how to plan and implement a BPM program. They will learn how to develop BPM tools, such as standard operating procedures, process maps, and process assessments. While this program was implemented by a state records management program, the lessons learned, and the skills are applicable to both archivists and records managers at all levels of government.
GARA CERTIFICATE CORE COMPETENCY AREA: "Program Establishment and Administration"
TARGET AUDIENCE: Federal, Tribal, State, Local, University
FOCUS AREAS: Archives, Records, Technology
PRESENTER: Caryn Wojcik, Senior Records Analyst, Records Management Services - Department of Technology, Management & Budget