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 Datesort descending 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 Datesort descending 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 Datesort descending 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 Datesort descending 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 
AttachmentSize
Image icon dms_febextract.png18.8 KB
Image icon dms_feb_fwd_plan.png19.53 KB