Report for May 2018

Report Date: May 2018

Highlights This Period

Mitigations were put in place to address the resourcing impact on DTI030. Project moved to Amber as plan in place to reflect the following:
- DTI041 initiation was delayed;
- PICCL raised to engage UX team;
- Programme management engaged additionally with the project to assist and student resource also made available.
- PICCL agreed for new milestone dates aligned with resources engaged and plan progressed (see programme risk and PICCL );
- Communication plan progressed and invitations are out with the first workshops taking place next week.
Initial template for PM Showcase has been shared with PMO.

Priorities Next Period (June/July 2018)

Review and agree the drafts of the reports to be produced;
Carry out Stakeholder Workshops with additional effort from UX team as proposed;
Gather further requirements and identify candidates from the pipeline of SharePoint work that would benefit our requirements gathering as case-studies.
Based on above, agree which method used for requirements ranking and service definition;
External Document Management Services best-practice review and report preparation;
Programme planning for FY18/19 i.e. DTI041 and DTI043.
Programme board meeting took place on 05/06/18;

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	AMBER	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
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
17	Fragmentation and confusion introduced by non Digital Transformation project and BAU service SharePoint activities	AMBER	Reduce	Catherine Hetherington
18	RMS impact from DMS programme engagement	AMBER	Reduce	Tracey Slaven

RAG Status and Forward Look

Resource Summary

The programme consists of:

DTI030– Define Document Management Service – In Design after replanning.
DTI041– Develop and Deploy Document Management System – Not started.
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

09-Jul-2018

16-Jul-2018

23-Jul-2018

27-Jul-2018

End of Planning (Done)

Review of requirements for ranking;

Complete Requirements Gathering;

Deliver Service Definition;

Closure Review;

RAG

AMBER

Report by Don MacIver for May 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

PICCL to amend milestones accepted at WIS 01/06/18

Next Steps

Commence the workshops w/c 11/06/18. Rooms booked and event management in place for delegates to choose initial workshop to attend.
Gather the information for the reports to be produced;
Review contacts provided and confirm schedule for remaining workshops;
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
15-Aug-2018	Start-up

RAG

Green (Not Started)

Report by Don MacIver for May 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

PICCL to delay start submitted.
Issues
- N/A

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 May 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 May 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 Jun 20, 2018

Programme Info

Documentation