DMS Programme Reporting for April 2018

Report Date: April 2018

Highlights This Period

DTI030 had commenced against agreed plan but progress meetings highlighted resource availability was not as planned(see programme risk and PICCL );
DTI042 was withdrawn (agreed WIS 20/04/18);
Communication plan progressing well and providing the candidates for requirements workshops.
Publications for blogs and news-sheets published;
DMS portal in place with FAQ, background, contact information and news. Web site for Digital Transformation has been updated for DMS.
Initial template for PM Showcase has been shared with PMO.

Priorities Next Period (May/June 2018)

Re-plan of DTI030 and DTI041 when resource availability has been clarified (due 04/05/18). Tasks will include:
- Refining the structure of the deliverable and agree the form of the reports to be produced;
  - Stakeholder Workshops:
  - Review contacts and confirm schedule for workshops;
  - Define engagement based on candidate responses to engagement questionnaire;
  - Implement the requirements workshops using requirements tools appropriate for groups identified using the questionnaire responses;
- Based on above, agree which method used for requirements ranking and service definition;
- External Document Management Services best-practice review and report preparation;
Next programme board meeting scheduled for 02/05/18;

Key Programme Risks and Issues:

Ref	Title	Current Risk	Management Approach	Risk Owner
1	Service Management unable to deliver the required effort in the compressed time period of January to July 2018	RED	Reduce	Don MacIver
3	Document Management service will be unsustainable following the end of the Digital Transformation funding	AMBER	Reduce	Alex Carter
7	Unclear scope for work being funded by Digital Transformation	AMBER	Reduce	Catherine Hetherington
8	Insufficient user engagement	AMBER	Reduce	Catherine Hetherington
12	Work generates undeliverable demand for Document Management services	AMBER	Reduce	Catherine Hetherington
13	Failure to engage senior management	AMBER	Reduce	Mark Ritchie
14	Availability of Service Management leadership team	AMBER	Reduce	Alex Carter
15	Reliance on contractors and other short term resources	AMBER	Reduce	Catherine Hetherington
16	Ineffective programme level governance	AMBER	Reduce	Mark Ritchie
17	Fragmentation and confusion introduced by non Digital Transformation project and BAU service SharePoint activities	AMBER	Reduce	Catherine Hetherington

RAG Status and Forward Look

Resource Summary

The programme consists of:

DTI030– Define Document Management Service – Planning was agreed and signed off. Resource availability has moved the project to a Red state.
DTI041– Develop and Deploy Document Management System – Project documentation being drafted. Impact on DTI030 means there will not be requirements or resources to start as planned.
DTI042– Show Case Template Service for Document Management System – Project withdrawn (agreed WIS 20/04/18);
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

30-Mar-2018

21-Mar-2018

01-Jun-2018

29-Jun-2018

27-Jul-2018

End of Planning (Done)

Review of requirements for ranking;

Complete Requirements Gathering;

Deliver Service Definition;

Closure Review;

RAG

RED

Report by Don MacIver for April 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

DTI030 planning milestone completed and agreed;
Plan being progressed ;
Communication plan is in progress and engagement has been generated. This will provide the delegate lists for workshops.
DMS portal in place with FAQ, background, contact information and news. Web site for Digital Transformation has been updated for DMS.
Initial template for Project Management Showcase has been shared.

Next Steps

Re-planning when resource availability has been clarified (due 04/05/18):
- Refine structure of the deliverable and agree the form of the reports to be produced;
- Review contacts provided and confirm schedule for workshops;
- Start stakeholder workshops and requirements collection:
- Define engagement based on candidate responses to engagement questionnaire;
- Schedule the requirements workshops and identify requirements tools appropriate for delegates using their questionnaire responses;
- Based on above, agree which method used for requirements ranking and service definition;
- External Document Management Services best-practice review and report preparation;
- Further broad communications via blogs, newsheets etc.

DTI041– Develop and Deploy Document Management System

Discretionary

Milestones

Target Date	Title
07-May-2018	Start-up

RAG

RED (Not Started)

Report by Don MacIver for April 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 Proof of Concept and transition to business as usual. Testing and PoCs.
Training, documentation and marketing materials
User forum
Sales strategy

Achievements in Last Period

None
Issues
- PICCL in DTI030 and Programme Risk 1 impact resources and requirements for the project.

Next Steps

Submit initiation report to WIS
Produce and Agree Brief

DTI042– Show Case Template Service for Document Management System

Discretionary

Milestones

Target Date	Title
n/a

RAG

n/a Withdrawn (agreed WIS 20/04/18)

Report by Don MacIver for April 2018

Produce a SharePoint DMS showcase to demonstrate capabilities and toolset.
This project was superseded by deliverable in DTI030 and DTI041.

Achievements in Last Period

Withdrawn (agreed WIS 20/04/18)
Issues
- None

Next Steps

DTI043– Embed and Optimise Document Management System

Discretionary

Milestones

Target Date	Title
01-Mar-2019	Start-up

RAG

Green (Not Started)

Report by Don MacIver for April 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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This article was published on May 2, 2018

DMS Programme Reporting for April 2018

Programme Info

Documentation