USMC had a requirement to streamline the management of electronic records as new guidance and policies were quickly being implemented. These new policies drove an effort endorsed by ARDB to develop a SharePoint system designed to manage command file plans, hierarchy, and records managers. The resulting application, CROSS is now widely used as the records management application across the Marine Corps.
CHALLENGE: A previous version of a records management system was developed by the incumbent, that focused on individual records managers instead of a command-based application structure. When a new organization was identified as being ready for records management center deployment, new site pages had to be created for each organization, making the process cumbersome and time-consuming. The site maintenance and usage instructions were not well documented and the site, eventually became unmanageable due to the inability to distinguish legacy data from current data.
SOLUTION: HCG created an application and all supporting training, end-user guide, and technical document to assist in the initial implementation of command CROSS usage by organizations across the USMC. The supporting documents were updated regularly to ensure that the most up-to-date instructions and technical capabilities were captured, defined, and communicated to the Marine Corps in a timely manner.
RESULT: Through meticulous consumer interviews, process research, development, and continuous communication with operational commands, we provided an end product that significantly reduced the time that it takes for commands to manage their records program. The technical documents will eventually be utilized as the baseline for the architecture and design of CROSS 2.0.
The USMC along with other Department of Navy (DON) components were aligning to be consumers of an enterprise service provided by a DON program office. The utilization schedule, to include the number of users from each component and when exactly they would be using the system continued to change as development delays and requirement changes impacted the end users ability to migrate to the system.
CHALLENGE: The DON program office was not prepared to manage licenses across multiple organizations, each with their own requirements and processes for internal cost accountability for budgeting and utilization of licenses. Their operating process for development was based off a functional requirements document that did not even have a portion dedicated to Access Management. The need for license management had been a subject of discussion for at least 6 months with minimal to zero movement besides the acknowledge that it needed to be addressed.
SOLUTION: Hartwood Consulting Group documented the many discussions related to License Management and cost allocation from the functional representatives of all current and future service consumers and created a requirements list that would satisfy the needs for transparency of license utilization, and management of licenses at the appropriate levels within each DON component.
RESULT: Hartwood was able to convert the notes from previous meetings into a complete license management plan that was presented to the functional community for review. After two special meetings, the license management plan was approved and utilized by the DON program office for the management of licenses. The plan also included the technical modifications required in the form of engineering change requests to allow for the implementation of the plan.If customers can’t find it, it doesn’t exist. Clearly list and describe the services you offer. Also, be sure to showcase a premium service.