DMS Programme Reporting for March 2018

Report Date

March 2018

Highlights This Period

• DTI030 planning milestone achieved and agreed;
• Resources have joined and been through engagement processes;
• Requirements for DTI042 were included as objectives in DTI030 and DTI041, project can be suspended;
• Communications strategy being implemented with portal, web sites and communications tools in place.

 Priorities Next Period (April/May 2018)

• Identification of the teams and resources that will provide requirements information;
• Capture of requirements;
• Identification of methods for requirements ranking and for defining the service coverage;
• Set-up requirements meetings for analysis and agreement of priorities;
• Next programme board meeting scheduled for 02/05/18;

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 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 above table was taken as planning data was being added to asta. DTI030 has a budget of 275 days and some of the days lodged against DTIP07 will be transferred to DTI030 for the SharePoint consultant time lodged against the programme instead of against the project.

The programme consists of:

1. DTI030– Define Document Management Service – Project has finished planning and design stage is well underway.
2. DTI041– Develop and Deploy Document Management System – Project documentation being drafted
3. DTI042– Show Case Template Service for Document Management System – Project will be suspended as requirements now part of DTI030 and DTI041;
4. DTI043– Embed and Optimise Document Management System --- Initiation documentation being done but project not to commence this  financial period

Projects & deliverables

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