Digital Transformation - Document Management (DTIP07)
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DMS Programme Reporting for January 2018

Report Date
January 2018

Highlights This Period

  • Commencement of documentation and setting out the governance mechanisms for the programme;
  • Definition of programme board, risk review and recruitment (offers gone out to two candidates for posts);
  • Initiation of the documents for 3 of the 4 proposed projects;
  • Engagement with key stakeholders and agreement for senior user and senior supplier roles.

 Priorities Next Period (Feb/March 2018)

  • Production and deployment of communication plan
  • Engagement of estate wide stakeholders;
  • Creation of info tools such as FAQ web utility and nominee capture sheet

 

Key Programme Risks and Issues:

  • Programme Risk 3 – There is a risk that the Document Management service will be unsustainable following the end of the Digital Transformation funding. This will become clearer once requirements are defined.
  • Programme Risk 5 – There is a risk that there will be insufficient technical capability to deliver the new service. This will reduce with successful recruitment.
  • Programme Risk 7 – There is a risk that the scope for work being funded by Digital Transformation is unclear. Work being done to clarify.
  • Programme Risk 8 – There is a risk that there is insufficient user engagement. The communications plan will be designed to mitigate.
  • Programme Risk 9 – There is a risk that the work is insufficiently informed by external best practice. External services are being engaged to mitigate.
  • Programme Risk 10 – There is a risk that there is a loss of trust and engagement through slow delivery. The communications plan and the potential for showcase services are being investigated to mitigate.
  • Programme Risk 11 – There is a risk that there are unclear boundaries with Core Systems DMS work. Engagement with CS delivery teams underway to mitigate.
  • Programme Risk 12 – There is a risk that the project generates undeliverable demand for DMS. This will be defined with the requirements expression.
  • Programme Risk 13 – There is a risk that there is a failure to engage senior management. The communications plan and the potential for showcase services are being investigated to mitigate.
  • Programme Risk 14 – There is a risk that there is not enough leadership capacity in Service Management.
  • Programme Risk 15 – There is a risk that there is a reliance on contractors and other short term resources. Mitigation underway with initial recruitment.
  • Programme Risk 16 – There is a risk that there is ineffective programme level governance. Programme Manager putting governance mechanisms in place now.
  • Programme Risk 17 – There is a risk that fragmentation and confusion are introduced by non Digital Transformation project and BAU service SharePoint activities.

RAG Status and Forward Look

Resource Summary

The programme consists of:

  1. DTI030– Define Document Management Service – Project in initiation with documentation out for review with stakeholders
  2. DTI041– Develop and Deploy Document Management System – Project documentation being drafted
  3. DTI042– Show Case Template Service for Document Management System – Project in initiation and target being identified
  4. DTI043– Embed and Optimise Document Management System --- Initiation documentation being done but project not to commence this  financial period

 

Projects & deliverables

Projects

Deliverables (Main Components)

DTI030– Define Document Management Service

 

Discretionary

Milestones

Target Datesort descending Title                    
01-Feb-2018                                    Start-up

RAG

GREEN

Report by Don MacIver for January 2018

  • Statement of requirements with use cases for service
  • Recommendations based on review of third party tools
  • Business case for adoption of third party tools that are considered essential
  • Service definition for DMS
  • Costed plans to build and implement the service
  • Communications and engagement plan

Achievements in Last Period

  • Project Brief out for review.
  • Issues
    • None

Next Steps 

  • Agree Brief
  • Submit initiation report to WIS 

DTI041– Develop and Deploy Document Management System

 

Discretionary

Milestones

Target Datesort descending Title                    
01-May-2018                                    Start-up

RAG

GREEN

Report by Don MacIver for January 2018

  • Analysis of SharePoint capability based on the business requirements
  • Defined use cases for SharePoint
  • DMS Toolkit created
  • Procure and implement any essential add-on tools including any required POC and transition to business as usual. Testing and POCs
  • Training, documentation and marketing materials
  • User forum
  • Sales strategy

Achievements in Last Period

  • None
  • Issues
    • None

Next Steps 

  • Produce and Agree Brief
  • Submit initiation report to WIS 

DTI042– Show Case Template Service for Document Management System

 

Discretionary

Milestones

Target Datesort descending Title                    
15-Feb-2018                                    Start-up

RAG

GREEN

Report by Don MacIver for January 2018

  • Produce a SharePoint DMS showcase to demonstrate capabilities and toolset.
  • Using specific DMS use cases, identify products that will provide benefit and will be drawn into final solution, provide tangible benefits and give a demonstrable suite of components that can be quickly adapted to other DMS requirements.

Achievements in Last Period

  • Project Brief in draft.
  • Issues
    • None

Next Steps 

  • Agree Brief
  • Submit initiation report to WIS 

DTI043– Embed and Optimise Document Management System

Discretionary

Milestones

Target Datesort descending Title                    
01-Mar-2019                                    Start-up

RAG

GREEN

Report by Don MacIver for January 2018

  • Review success criteria, targets and measures of the newly launched Document Management Service and implement any changes identified. 
  • Provide further recommendations;
  • Identify specifications for future projects will be identified including recommendation of any essential add-ons (if future funding secured).

Achievements in Last Period

  • None
  • Issues
    • None

Next Steps 

  • Produce and agree Brief
  • Submit initiation report to WIS 

 

Programme roles & responsibilities:

Key Role

Who

Programme Board

Key Responsibilities

Programme Owner

Catherine Hetherington / Dawn Dodds

Y
  • Acts as senior responsible owner (SRO)
  • Ultimately accountable for the success of the programme
  • Shared ownership of the vision of the programme
  • Responsible for leading and managing the programme
  • Secures investment and jointly responsible for the programme budget
  • Accountable for the programme governance arrangements
  • Shared ownership of the business case
  • Maintains alignment of the programme to the strategic direction of the University
  • Jointly manages the interface with senior stakeholders

Project/ Programme Manager

Don MacIver

Y
  • Day to day management of the programme
  • Effective co-ordination of the projects and their interdependencies
  • Maintaining overall integrity and coherence of the programme
  • Responsible for defining the governance framework of the programme
  • Manages the programme budget
  • Chairs the programme board

Portfolio Owner

Alison Armstrong

Y
  • Jointly manages the interface with key senior stakeholders
  • Jointly responsible for the programme budget

Senior Supplier

Mark Ritchie

Y
  • Accountable for overall IS resource commitment to the programme by ensuring project plans, proposals and specifications are feasible and realistic
  • Committing supplier resources and ensuring any divergence from budgeted supplier costs is appropriately managed
  • Ensuring the quality of the project deliverables and the overall technical integrity of the project
  • Ensuring that the project deliverables are reliable, appropriately integrated and can be maintained efficiently

Business Lead

Claire Bradford

Y
  • Ensuring solution is technically viable and consistent with policies associated with usage.

Senior User

Fraser Muir

Y
  • Ensuring user needs are understood and accurately specified
  • Committing user resources
  • Communicating between the user community and the project team
  • Ensuring that the solution meets user expectations, satisfies user needs and contributes towards realising the business benefits

Steering Group

TBC

N
  • This will be convened at a later date if required

 

 

 

 

 

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Programme Info

Programme
Digital Transformation - Document Management (DTIP07)
Programme Manager
Andrew Stewart
Programme Owner
Catherine Hetherington
Status
Closed
Management Office
ISG PMO

Session 20/21

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