Report for June 2018 *DRAFT* | Project Management

Report Date: June 2018

Highlights This Period

The User Experience brief was agreed and approved and a workshop was held
The Business Requirements Stakeholder workshops were held
The new Project Manager (Barry Ure) for DTI030 started on 18th June and project handover completed
Initiated the implementation phase of the Communication plan to engage key stakeholders and support requirements gathering.
Programme Board meeting held on 5th June.
Sharepoint SME resource issues largely addressed but resource situation will require monitoring

Priorities Next Period (July/August 2018)

Complete recruitment of the replacement Document Management Programme Manager
Review and agree the drafts of the reports to be produced;
Identify candidates from the pipeline of SharePoint work that would benefit our requirements gathering as case-studies.
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 (to be completed by the new Programme Manager when in role)

Overall, the programme is reporting AMBER due to delays caused by the previous re-allocation of SME Sharepoint expertise at short notice. This has pushed back the delivery milestones by approximately 6.5 weeks, and will increase programme delivery and budget pressure in 2018/19.

RAG Status and Forward Look

Resource Summary

The programme consists of:

DTI030– Define Document Management Service – completed planning, in design.
DTI041– Develop and Deploy Document Management System – Not started. (Due to start in 2019.)
DTI042– Show Case Template Service for Document Management System – Project withdrawn (agreed WIS 20/04/18);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 Barry Ure for June 2018

Achievements in Last Period

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

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

RAG

Green (Not Started)

Report by Barry Ure for June 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 for June 2018

Produce a SharePoint DMS showcase to demonstrate capabilities and toolset.
This project was superceded 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

RAG

Green (Not Started)

Report for June 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 Jul 5, 2018

Report for June 2018 DRAFT

Programme Info

Documentation