# Presentation: 724194

## Navy ERM Sustainment StrategyMETRICSCharley BarthDirector of Navy Records(202) 433-2434Matthew StadenNavy Records Manager(202) 433-4217

## What is a Metric?

- A calculated term or enumeration representing some aspect of biological assemblage, function, or other measurable aspect and is a characteristic of the bio data that changes in some predictable way with increased human influence. A multimetric approach involves combinations of metrics to provide an assessment of the status of resources.www.pca.state.mn.us/gloss/glossary.cfm
- A random variable x representing a quantitative measure accumulated over a period.www.tsl.state.tx.us/ld/pubs/compsecurity/glossary.html

## Again What is a Metrics

- The standard of measurement of a contract requirement for which a quality standard can be applied. For example, if there is a contract requirement to maintain an accurate inventory of widgets, the metric is the number of widgets accounted for. The accuracy of the widgets inventory can be compared to a standard to determine the quality of the inventory. A unique identifier of performance. A metric is what is actually measured.strategicsourcing.navy.mil/reference_documents/defs.cfm

## Example of NARA ERA Metrics

## Key Elements of Metrics

-  **Relevant Accuracy:** is self-evident but, unfortunately is often in the eye of the beholder. It is critical to gain consensus around the accuracy of a metric so that once it is in place, everyone agrees on its value, authority, and relevance.
**Relevant:** is a key attribute that links the metric with a collection of relevant information that may be unique to the user.
**Transparent: **means that there is no mystery about how the metric is computed, what sources are used, how often measurement is performed, who uses it and how it is used.
- Must provide a **business need**, Just don’t collect data for the fun of it.

## Metrics Development

**Metrics Development**
**Define Strategic Intent (ERMS Strategy)**
- Records Management
- Business Process Management
- Information Visibility
- Legal Compliance
- Training/Marketing/Awareness
**Sources of Data for Metrics**
- Interviews with DRMs and Admins (completing first iteration)
*Subjective* (anecdotes)
- Refining Pulse Points
- Data pulls from TRIM and from EDS (working with Tower and EDS)
*Objective* (raw data from systems)
- Investigating what we can access from datasets and NMCI
- Identify key data points
- Develop a method to capture trends and not just snapshots (datamining)

## Interview/Visit Reports (Metrics Collection)	

- The interviewer shall periodically conduct an interview/visit with the DRM and use a series of topics and questions as a guide.
- This interview is to provide the DRM the opportunity to request assistance or ask questions regarding ERMS issues they may be having.
- The interviewer will address and document specific issues regarding the dataset operations as well as collect metric points that will help in making overall DON ERMS sustainability decisions.
- The result of this interview will be forwarded to the OPNAV DNS-5 in a timely manner and captured into a knowledge base specifically for the dataset deployment as well as for overall DON deployments.
- Benefit:
- History and visibility of health of dataset.
- Data point for enterprise ERM decisions

## Data Collection	

- Determine what can be captured from TRIM directly via saved searches and statistics within TRIM
- Determine related data pulls from NMCI that will assist in developing useful data points.
- Develop working database(s) (in MS Access) to collect/store trend related historical data for trend analysis and data mining.
- Identify appropriate data points/fields
- Working with Tower and EDS to determine scope of data available
- Working with sustainment agents/team to determine methodology/governance to maintain data.
- Issue for DRM discussion.
- Collecting existing data/information
- Business cases
- Tips
- Lessons Learned
- Snapshots from WSRs

## Interview Pulse Points

- Initial set of Pulse Points (expected to mature and evolve)
**Policy:**  Have business rules and policy been established regarding electronic records management?  What are you putting into TRIM?
**DRM Reach back:**  Is the DRM aware and involved in DRM Community activities? Best Practice?  Lessons Learned?
**Migration:** Documents/records migrated to TRIM?  What is the relationship between the share drive and TRIM? Portal and TRIM?
**Storage:**  Status of CLIN16AA ordering process?
**Records:**  New records in TRIM?  Total records in TRIM?
**Training:**   Do you have a local Training Plan for Records Management/TRIM Context?  Number of new users trained?  Number of command members who have taken the RM CBTs?
**Locations:**  New locations in TRIM?  Total Locations?

## Metrics & Key Performance Indicators 

**Proposed Metric Categories**
**Records Management**
- Retention Schedules, Disposition execution and change
- Content stored in TRIM (email, logs, command history)
- Storage profile (TRIM vs. share drive vs. paper records at FRC)
- Locations/records distribution (internal/external)
**Business Process Management/Improvement**
- Number Process areas migrated to TRIM
- Workflows/Actions Created
- Process Improvement Metrics (Time, Number of steps, cost)
- Information access time (knowledge work to find the right information)

## Information Visibility
Corporate memory utilization (using the IC stored in TRIM)
SME/Author identification (collaborative work from TRIM)
Human Capital Mgmt (# users using TRIM records as turnover history files)
# of external locations
Legal Compliance
Case Preparation time
What is captured as a record (official correspondence to emails)?

- Corporate memory utilization (using the IC stored in TRIM)
- SME/Author identification (collaborative work from TRIM)
- Human Capital Mgmt (# users using TRIM records as turnover history files)
- # of external locations
**Legal Compliance**
- Case Preparation time
- What is captured as a record (official correspondence to emails)?

- Metrics & Key Performance Indicators

## Training/Marketing/Awareness
# of trained TRIM Administrators 
# of users trained (CBT, command training)
Locations vs. Training audit?
Training plan in place 
DRM/Admin rotation/PRD (military DRM/RM transfer every 3 years)
Command Campaign Plan?
RM command awareness (Plan of the Week/New letters)
DRM Active on the Navy Knowledge online Collaborations site 

- # of trained TRIM Administrators
- # of users trained (CBT, command training)
- Locations vs. Training audit?
- Training plan in place
- DRM/Admin rotation/PRD (military DRM/RM transfer every 3 years)
- Command Campaign Plan?
- RM command awareness (Plan of the Week/New letters)
- DRM Active on the Navy Knowledge online Collaborations site

- Metrics & Key Performance Indicators