DMS Programme Reporting for February 2018

Report Date

February 2018

Highlights This Period

• Documentation and governance mechanisms for the programme progressed;
• Review of all risks done and moderated;
• Overview for key project out for review and resources being brought in with one in place and the other following at start of March;
• Communications strategy out for review and plan being advanced with named contacts identified for most of the initial contact pieces.

 Priorities Next Period (March/April 2018)

• Production and deployment of communication plan
• Engagement of estate wide stakeholders;
• Creation of info tools such as FAQ web utility, web information space 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 reduced 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. Mitigation is to ensure DD/CH/AC all used as a pool of resources.
• 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 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 Date Title                     01-Feb-2018                                    Start-up RAG GREEN		Report by Don MacIver for  February 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 meetings scheduled. Overview and project documentation in review Communications strategy been documented and some offering created for communication and web presence Sizing discussions at a high level need to be refined and gantt created Resources recruited and contractor extended to give cover during engagement period Next Steps  Complete Overview review and sign-off. Firm up planning assumptions, stakeholders and estimations Submit initiation report to WIS  Start communication engagement Get web site content in place to link comms to
DTI041– Develop and Deploy Document Management System   Discretionary Milestones Target Date Title                     01-May-2018                                    Start-up RAG GREEN		Report by Don MacIver for February 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 Date Title                     15-Feb-2018                                    Start-up RAG GREEN		Report by Don MacIver for February 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 and confirm targets to commence requirements gathering.  Submit initiation report to WIS
DTI043– Embed and Optimise Document Management System Discretionary Milestones Target Date Title                     01-Mar-2019                                    Start-up RAG GREEN		Report by Don MacIver for February 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

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