CAPACITY INITIATIVES
Final Project Report
September 30, 2009
Project Information
First Nation
Contact Person
Business Address
Phone
E-Mail
Date
Metlakatla First Nation
Cory Stephens
PO Box 224, Prince Rupert, BC, V8J 3P6
250-628-3201
cory_stephens70@hotmail.com
September 30, 2009
Project Summary
Which report is this?
Interim Report
Final Report
Did your First
Nation/Organization
have a partner for this
project?
No
Please provide a brief
summary of your project
What did your project achieve? The project consisted of an assessment of
the current Information Management practices within the Metlakatla Band
Administration office and Metlakatla Development Corporation (Including
corporate headquarters and all subsidiary companies) with particular
emphasis on the information holdings, processes and technology.
Yes, who were your project partners?
The key elements of the project included:
-Review of all elements of managing information,
-Review of electronic situation and needs,
-Investigation of information standards and policies,
-Analysis of options for future information and technology initiatives,
-Information preservation, security, privacy and reliability.
How has your project help build capacity for your community/organization?
The project has resulted in the following initiatives which are currently
being implemented or are scheduled for implementation in both
organizations MGC & MDC:
-a centralized filing system for our “hard copy” documents,
-formalized filing classification system
-electronic payroll system,
-centralized printing & scanning of documents (ie. Removal of printers from
each office),
-networked workstations (ie. Two distinct networks MGC & MDC),
-electronic filing system for all incoming information including mail & faxes,
-improvements to document flow between departments.
How will the knowledge gained from this project be passed on / shared to
benefit other BC First Nations?
Many of the issues identified in our Information Management Assessment
are common to other First Nations. For example, Metlakatla has released
copies of the reports to Gitga’at (Hartley Bay) as our communities are
concurrently conducting independent (Capacity Building) information
systems upgrades including development of databases, connectivity
technologies, website upgrades etc. The Information Management project
is a perfect step towards development of a complementary information
system.
Project Deliverables
According to your
contribution agreement,
what are your project’s
core deliverables?
Where you able to
complete all of your
scheduled deliverables?
1.
2.
3.
4.
5.
Review of all elements of managing information.
Review of Electronic situation and needs.
Investigate information standards and policies.
Analyze options for future information and technology initiatives
Understand the mixed media and their inherent special requirements
for active use and long term preservation.
6. Prepare a final report with recommendations.
Yes, what factors helped you achieve your success?
YES MGC & MDC completed all of our scheduled deliverables. The project
was positioned and communicated as an executive-driven initiative. The
strong support of the MGC Executive Director and MDC Chief Executive
Officer was reflected in significant staff buy-in and motivation to complete
the assessment. Another key success factor to the project was the ability of
a third-party consultant to review our information management
technologies and practices objectively. For future reference, we recommend
the project might be accompanied by a change-management component to
the staff workshop. For many staff members, there are some significant
changes to the methods in which they manage information and ultimately
represent a change in performance of tasks related to their jobs.
Implementation of recommendations outlined in the Information
Management Assessment reports remains ongoing.
No, what factors prevented you from achieving your goal?
N/A
What types of tangible
deliverables are you
able to provide the New
Relationship Trust?
Work samples N/A
Project Templates N/A
Copies of work completed (FINAL REPORTS ATTACHED)
Process descriptions /Project Methodologies (PREVIOUSLY PROVIDED)
Feedback (IMPLEMENTATION OF RECOMMNEDATIONS ARE ONGOING AND
VALAUBLE TO ORGANIZATIONAL CAPACITY BUILDING)
Any other tangible deliverables? N/A
First Nations need to
provide electronic
Yes, please email all electronic copies to: gclark@nrtf.ca
copies of all written
deliverables, are you
able to do this?
Electronic copies of reports are submitted with the current document.
No, please explain why they are not ready
N/A
Please provide an estimate when they will be ready if possible.
N/A
Funding Summary
How were NRT funds
used?
Please provide a description of how New Relationship Trust funding
leveraged other sources of funding.
For this particular project, NRT funding was not used to leverage other
sources of funding. Rather, Metlakatla Development Corporation and
Metlakatla Governing Council paid all expenses related to completion of the
Information Management Project.
Please explain how many dollars went out to First Nation communities.
The funding from NRT was used to conduct an assessment and evaluation of
Metlakatla Development Corporation and Metlakatla First Nation
(Metlakatla Governing Council – Administration Office).
Can you briefly describe how did NRT support assisted your community/organization to build
capacity?
NRT support enabled our organizations to undertake the Information Management Assessment
and resulted in measureable organization capacity building initiatives implemented and planned
for future implementation.
How will this initiative benefit you/your org/community in the future?
The project resulted in immediate benefits through information management
process and technology improvements. Also, the recommendations of this
project have become the standard to how we manage information and have also
become the guidelines to our current information system upgrade (capacity
building) project.
Expense Item
Consulting Hours
Consulting Hours-Onsite Review
Training Day
Information Assessment
Reports(2)
Airfare
Hotel & Incidentals
In Kind
Other
Sources
1500
2000
998.20
1105
NRT
Total Costs
8000
1800
8000
1800
1500
9000
7000
998.20
1105
NOTE: Other Source Represents
Metlakatla Development
Contribution (See Attached MDC
Account & Ledger for your reference).
Total 22,403.20