Overview

Background

Our vision for the programme is to: "Provide solutions for collaborating and managing documents which meet the needs of individuals, groups and units across the University"

We will do this by:

  1. Reviewing solutions for managing documents across the University estate to establish current practice​;
  2. Gathering requirements across the University for the future of document management to match security and governance requirements​;
  3. Proposing recommendations for SharePoint solutions that meet these needs​;
  4. Developing templated processes and tools to enable groups and units to implement effective document management solutions​;
  5. Establishing an effective and sustainable business-as-usual service​.

This initial project will cover the first three bullets with subsequent projects delivering the final two.

Scope

At present, there is inconsistent practice within the University for storing, accessing and sharing documents. This ranges from paper based documents and network drives to the use of internal and external cloud based tools. This initial project will cover the first three bullets with subsequent projects delivering the final two.

The scope of this project is to provide a time-boxed review to look at current use of document management and associated processes across the University of Edinburgh outwith Core Systems (documents associated with HR, Payroll, Finance and Procurement).

Project activities will include:

  • Identifying and meeting with key stakeholders across the University to identify and capture the common and unique business requirements for document management;
  • Identifying current storage of documents across the University to understand migration requirement;
  • Understanding the needs of users managing documentation in relation to collaborative and non-collaborative work;
  • Defining and agreeing the scope of the Document Management service with key stakeholders;
  • Identifying opportunities to leverage O365;
  • Identifying governance, compliance and security requirements;
  • Identifying re-usable process driven workflows around document collaboration;
  • Research and meet with other Universities to leverage best practice for DMS;
  • Identifying requirement for third party products that are essential e.g.  scanning function;
  • Identifying procurement requirements for third party tools.

The programme will also note requirements for archiving of information although this is not a deliverable.

Objectives & Deliverables:

The table below identifies the key objectives and associated deliverables:  

 

ID   

 Description

Priority

Owner

O1

Engage, identify and capture common and unique business requirements for Document Management across the University

   

D1

Communications and engagement plan for internal stakeholders

Must Have

Project Team

D2 Report produced summarising the common and unique requirements Must Have Project Team

 

 

 

 

O2

Engage with other Universities and external DMS owners to leverage best practice for DMS

   

D3

Communications and engagement plan for externals

Must Have

Project Team

D4

Report produced summarising best practice from engagement with externals

Must Have

Project Team

       

O3

Understanding the needs of users managing documentation in relation to collaborative and non-collaborative work

   

D5

Report produced with :

  • Requirements documented taking into consideration user-base requirements, governance, compliance and security
  • Use cases based on a priority/ranking of requirements gathered
  • Baselines gathered on existing document management solutions for measurement of benefits going forward

Must Have

Business Lead

 

 

 

 

O4

Identifying current storage of documents across the University to understand migration requirement

 

 

D6

Produce a  high-level migration strategy and identify tools recommended.

Should Have

Business Lead

 

 

 

 

O5

Identifying requirement for third party products that are essential e.g. scanning function

 

 

D7

Recommendations based on review of third party tools

Should Have

Business Lead

D8

Business case for adoption of third party tools that are considered essential

Must Have

Business Lead

D9

Identifying procurement requirements for third party tools

Should Have

Business Lead

 

 

 

 

O6

Identifying re-usable process driven workflows around document collaboration

   

D10

Options for work modules and components

Must Have

Project Team

 

 

 

 

O7

Defining and agreeing the scope of the Document Management service with key stakeholders

   

D11

Service definition for DMS

Must Have

Project Team

D12

Costed plans to build and implement the service

Must Have

Project Team

 

 

 

 

O8

Identifying a suitable candidate for SharePoint document management solution which would demonstrate functionality to stakeholders and business users as a quick win

   
D13 Identified showcase delivered according to agreed requirements Should Have Project Team
       

Out of scope

  • Projects and systems targeted by this programme should also be verified to be outwith Core Systems upgrades scheduled for documents and processes associated with HR, Payroll, Finance and Procurement processes. 

 

Benefits

  • Project Benefits Include:

 

 

Id

Benefit

Owner

Baseline                   

Timescale

B1

Better engagement and deployment process

Claire Bradford

Times on previous and current Projects

 1year

B2

Review and understanding for best practice for DMS through engagement with internal and external parties;

Catherine Hetherington/Dawn Dodd

Current understanding of BP for DMS

3 months

B3

Assessment of collaboration requirements and opportunities;

Catherine Hetherington/Dawn Dodd

Base

6 months

B4

Definition and creation of a DMS user group to influence the service going forward;

Claire Bradford

Current SharePoint UG

1 year

B5

High-level view on volumes and types of DMS across estate and which departments have them;

Catherine Hetherington/Dawn Dodd

Current estimation of DMS use.

6 months

B6

Identification of areas that will have most benefit from intended service and volume details for services within that area

Catherine Hetherington/Dawn Dodd

Current view of DMS utilisation

6 months

 

 

 

 

 

 

Success Criteria

No

Description

 Owner

S1

Delivery of documented view on DMS best practices from other DMS owners external to the University

Business Lead

S2

Communication of intent and engagement with the document owners or stakeholders.

Project Manager

S3

Delivery of the documented view on the key areas requiring DMS within the University

Business Lead

S4

Agreement of the ranking of these areas and identified categories for qualification for in-depth requirements gathering. 

Project Manager

S5

Agreement obtained on service options to be developed based on user requirements

Business Lead

S6

DMS service defined and associated entries in the service catalogues prepared

Business Lead

S7

Quantification of the potential service offerings that would be covered by the service footprint

Business Lead & Project Manager

S8

DMS business user group defined

Business Lead

Project Milestones 

Target Date           

Title

Stage         

Complete   

Fri 30/03/18

Brief / Plan Review

Plan

Yes

Tue 21/05/18

Review of  requirements for ranking

Design

No

Fri 01/06/18

Complete Requirements Gathering  

Design

No

Fri 29/06/18

Deliver Service Definition 

Design

No

Fri  27/07/18

Closure Review

Close

No

 

Project Info

Project
Define Document Management Service
Code
DTI030
Programme
Digital Transformation - Document Management (DTIP07)
Management Office
ISG PMO
Project Manager
Andrew Stewart
Project Sponsor
Catherine Hetherington
Current Stage
Close
Status
Closed
Project Classification
Grow
Start Date
27-Nov-2017
Planning Date
30-Mar-2018
Delivery Date
07-Sep-2018
Close Date
28-Sep-2018
Overall Priority
Normal
Category
Discretionary