GCDOCS: The Electronic Document and Records Management System (EDRMS) of the Government of Canada Association of Public Sector Information Professionals Developing Professionalism in Informatics GCDOCS # 3039452 Simon Fradette and Pierre Desrochers January 22nd 2015 Objective Inform information professionals of GCDOCS, the Government of Canada’ Electronic Document and Records Management System (EDRMS) solution and its deployment across the GC enterprise. 2 GCDOCS 3 Evolution of the Product and Service 250,000 users 200,000 users GCDOCS managed service 150,000 users GCDOCS 100,000 users contract amended RDIMS contract amended to GCDOCS be an enterprise created, business license for GC automation and collaboration added to RDIMS the contract 1994/1995 2004 2008 50,000 users 2012 2014 2015 2019 4 GCDOCS Program Vision 1. RDIMS & GCDOCS 86 institutions, with over 100 different configurations, and with 117, 500 users 1 2. Standardization and Consolidation 103 institutions, standardized configuration, consolidated onto a common platform 3 2 3. GCDOCS Managed Service (2015-2019) 250,000 users A common business solution for the Government of Canada that recognizes that certain services are not core to any specific department’s mission, and can therefore be combined into a unified structure. Treasury Board Secretariat’s Common Services Policy http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12025 5 A year in review Service Management April 2014: Extended maintenance contract with OpenText December 2014: 117,500 deployed users In-Service Support October 2014: Transitioned Application Service Provider (ASP) from Citizenship and Immigration Canada to PWGSC. Product/Solution Design April-November 2014: Provisioned development environments to Government of Canada departments using Shared Service Canada’s infrastructure. 6 GCDOCS as a Managed Service GCDOCS is built upon a Managed Service offering of “blocks” of services provided by an infrastructure provider (SSC). • Software to deliver services to users • E.g. Email, GCDOCS, HR, Finance • Software to support Applications • E.g. Web, Application, Database • Servers, Virtualization, Operating Systems • Storage, Backups, Data Archives, etc. • Both Hardware and Software • Buildings, Electricity, Cooling, Emergency systems, etc. • Physical and digital security protecting GC information from threats • Networks connecting data centres to each other and to users 7 Enterprise GCDOCS Managed Service = 8 Turnkey solution 9 9 CC Flickr 5349830135 Standardization and Consolidation IM/IT Tools • GCDOCS Database • Legacy Data Migration • Professional Services Application Configuration • Information Management Common Core (IMCC) • File Plan • Documented Disposition Processes • Physical Records • GCDOCS Gold Build • Common application platform • Integration with other back-office administrative software 10 What to expect • Over the next 4 years, PWGSC will be prioritizing and onboarding onto GCDOCS 250,000 users in over 100 departments to one service provider hosted on SSC’s infrastructure, deploying one configuration of GCDOCS to the Government of Canada. • The consolidation of expertise will facilitate the business process and reduce cost of maintaining multiple customizations. • 100% cost recoverable basis: direct program costs are recovered through agreements at the enterprise level and provides value for money. • GCDOCS provides access to latest technology with limited investment and risk. 11 PWGSC GCDOCS DEMO 12 Questions? 13 Contacts GCDOCS Enterprise Program Management Office 155 Queen Street, Ottawa, Ontario www.gcpedia.gc.ca/wiki/GCDOCS_EPMO gcdocsepmo.gcdocsbgpo@pwgsc-tpsgc.gc.ca 14