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enriched USER

experience

MPI understood the need for a new enterprise content management solution that would be people-centred and easy to use. The solution also needed to fulfil MPI’s records management requirements, ensuring legislative compliance.


Project Snapshot

MPI

Location:
Wellington, New Zealand

Industry:
Primary Sector

Project Challenges

Existing system not widely or consistently used, and resulted in a situation where information was siloed, fragmented, out of date and hard to find.

The Solution

Implemented Cohesion to maximise information assets provided a secure, easy-to use, enterprise grade service, that offers a comprehensive content management and collaboration capability.

Results

Documents managed from creation through to final disposal meeting legal requirements, staff can find information easily, improved collaboration, enriched user experience and strong user adoption.

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MPI

The opportunity

As a “hugely diverse” organisation, with 2800 people distributed across the country, performing roles ranging from biosecurity control at New Zealand’s borders to knowledge work within central government, and with more than five million existing documents to control and manage, MPI understood the need for a new ECM solution that would be people-centred and easy to use, facilitating collaboration within MPI and, in time, more widely with external agencies. Underpinning this pan-organisational communication, collaboration and information management, the solution also needed to fulfil MPI’s records management requirements, ensuring legislative compliance.

MPI’s existing File Classification System (FCS) was not widely or consistently used, and resulted in a situation where information was siloed, “fragmented”, out of date and hard to find.

With limited opportunities for cross-functional communication and collaboration, MPI saw a need for positive, technology-enabled organisational change. That’s where Intergen, Intergen’s “Cohesion” all-of-government ECM as a Service offering and Allfields’ technology change management consultants enter the picture. And Cohesion became Piritahi (meaning “the bringing together and blending of knowledge”).

The technology

Cohesion enables MPI to maximise its information assets by providing users with a secure, easy-to use, enterprise grade service, and offers a comprehensive content management and collaboration capability whilst providing information managers with the tools and processes to effectively manage content and information through its lifecycle. It also gives MPI’s people the ability to easily create, find and access information wherever
they are.

MPI chose Cohesion from the All-of-Government ECMaaS panel for several reasons, the greatest of which was its exclusively Microsoft technology toolset and its commitment to the Microsoft roadmap.

Olwyn Crutchley, MPI’s Manager Information and Data Management, explains the decision: “MPI is strongly committed to Microsoft technologies and the integrated experience Cohesion would give us with our other Microsoft technologies was critical to us. We also chose Cohesion for its collaborative aspects, such as co-authoring functionality and social tools. We also saw that it would give us a strong platform future growth, as well as for its ability to extend it to handle special use cases, like responses and ministerials.”

Cohesion’s modern and visually appealing look and feel and the familiarity of the Microsoft toolset were also winning factors.

"We also chose Cohesion for its collaborative aspects, such as co-authoring functionality and social tools. We also saw that it would give us a strong platform future growth, as well as for its ability to extend it to handle special use cases, like responses and ministerials.”

— Olwyn Crutchley, Manager - Information and Data Management, MPI

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