Closure Report

Project Summary

The project focused heavily on engaging with the business to identify and capture common and unique business and user requirements for document management across the University.  

Communications advising on the objectives of the programme, inviting engagement with the project and a request to nominate contacts from each business area were sent to key stakeholders across the business. This included Directors of Professional Services and others with an interest in document management.  A series of business requirements workshops and 1-2-1 interviews were then arranged with nominated contacts and key users to assist with gathering requirements and understanding user needs in relation to document management.

The User Experience Service were also engaged and worked alongside the project team to carryout user research and analysis comprising;

- Preliminary analysis to map team’s current knowledge and identify assumptions to validate using data from short interviews (15 in total), product knowledge, data from UniDesk calls

- Shortlisted areas to investigate

- Performed a ‘gap analysis’ with wider stakeholder group to select an area to focus on: collaborative working with a particular focus on working groups operating cross   divisions and outside the university

- Defined a research question or premise to frame our focused research

-  Conducted 21 face-to-face interviews

- Analysed the interviews

- Mapped the ideal lifecycle of a document and used the data to map people’s behaviours and actions against it - Drew out insights and options.

- Worked with Business Analyst to categorise the workshop outputs and eliminate duplicate requirements.

This work resulted in the production of the Business Requirements Report

On completion of the workshops, a report was presented to the programme  board incorporating;

  • The findings resulting from the research into the business and user requirements for Document Management
  • The definition of a number of templated solutions, noted below, which would form the basis of the next project
    • Research Project (Externally Funded) Document Management
    • Meetings and Committees Document Management
    • Working Group or Project Group Document Management
    • Team Document Management
    • Approval and Review Template
    • Student Document Management
    • Temporary Share or File Transfer (internal and external options)
    • A further research project on teaching requirements

Objectives & Deliverables

 

The table below identifies the key objectives and associated deliverables:  

ID   

 Description

Priority

Achived

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

Yes

D2 Report produced summarising the common and unique requirements Must Have Yes

O2

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

   

D3

Communications and engagement plan for externals

Must Have

Yes

D4

Report produced summarising best practice from engagement with externals

Must Have

Yes

       

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

Yes

 

 

 

 

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

Yes

 

 

 

 

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

Yes

D8

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

Must Have

Yes

D9

Identifying procurement requirements for third party tools

Should Have

Yes

 

 

 

 

O6

Identifying re-usable process driven workflows around document collaboration

   

D10

Options for work modules and components

Must Have

Yes

 

 

 

 

O7

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

   

D11

Service definition for DMS

Must Have

No

D12

Costed plans to build and implement the service

Must Have

No

 

 

 

 

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 Yes
       

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 included:

  • 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 - This activity will be part of  the follow on Project DTIP07 
  • 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; This activity will be part of  the follow on Project DTIP07 
  • 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.  migration tool

Benefits

Id

Benefit

B1

Better engagement and deployment process

B2

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

B3

Assessment of collaboration requirements and opportunities;

B4

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

B5

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

Although the project requested current storage of documents from the Directors’ of Professional Services (DoPS) and other stakeholders, we were not provided with this information. We intend to gather the baseline of documentation from areas interested in implementing our solutions, prior to implementation.

B6

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

The project team identified areas that will have most benefit from the intended service, but although the team requested current storage of documents from the DoPS and other stakeholders, we were not provided with this information. We intend to gather the baseline of documentation from areas interested in implementing our solutions, prior to implementation.  

 

 

Success Criteria

No

Description

S1

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

S2

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

S3

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

S4

Agreement of the ranking of these areas and identified categories for qualification for in-depth requirements gathering. - This will be delivered in DTIP07 

S5

Agreement obtained on service options to be developed based on user requirements - Please refer to Outstanding issues

S6

DMS service defined and associated entries in the service catalogues prepared - The service definition and costed plans to build and implement the service are in process, and will be further developed to compliment the DMS solutions we are delivering in the DTIP07 Build and Implement DMS project. 

S7

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

S8

DMS business user group defined

 

Analysis of Resource Usage:

Staff Usage Estimate: 275.0 days 

Staff Usage Actual: 263.3 days 

Staff Usage Variance: -4.25%

 

Key Learning Points

Project timing: 

  • The majority of the project clashed with the exam period, Easter break, Summer break and financial year end, so it was difficult to get engagement from  staff and students at this time; our research with teaching and academic staff was negligible due their unavailability at this time. However, we were able to get student engagement through a student employee working in Service Management and her student contacts.   

  • The project communications were started just after some key University-wide publications had been published, the next deadline dates were 3 months later. 

Project resources: 

  • The specialist SharePoint staff needed for the project were not employed until Feb/Mar 2018, and therefore full requirements gathering and communications could not commence until the resources were in place, although the project started in Dec 2017. This reduced the amount of time we had to complete the project.   

  • The requirement to reassign key resources to other high profile projects impacted the overall project delivery and resulted in additional pressure on the remaining team members to complete the project within the defined timescale using the limited resources assigned to the project.

  •   It would have been possible to complete additional /wider scope of requirements gathering if the team had access to administrative support, especially for transcribing user interviews and organising engagement sessions.  We would have successfully produced more project communications if we had a communications assistant, with experience to manage any difficulties getting our communications published. 

Project communications: 

  • Although University-wide publications and communication routes were identified, and articles created and submitted to them, they were never published, and we were not informed they were not published.   

  • We successfully sent out email communications to Directors’ of Professional Services (DoPS), and other stakeholders using DotMailer, but the timing meant many of the staff were unavailable or busy and could not engage with the project.   

  • We received negative feedback from some of DoPS and stakeholders, that information about this project was “sprung on them”, they had not seen any communications about it from the Digital Transformation programme prior to our communications.   

  • Other feedback received from some of DoPS and stakeholders was that there are too many change initiatives on going within the University currently, and they were being asked to engage and contribute to too many projects and programmes. They also questioned the relationship between this programme of work and other University wide initiatives such as Core Systems and the Service Excellence Programme.

Team dynamics: 

  • There was great team work throughout the project, the requirement workshops, user experience workshops, interviews and analysis went well and good research was gained from most of the sessions. 

Project Research: 

  • The work undertaken with the User Experience team discovering and understanding how users were managing their document was invaluable for the quality of the requirements gathered for this project. The User Experience team are also required for the next project, DTIP07 Build and Implement DMS to continue with quality user-led informed design for the solutions and the service and communicating the benefits of the solutions to the users. We believe this will ensure maximum user engagement with the project.  

 

Outstanding Issues

  • The milestone - Deliver Service Definition  will move to the new project DTIP07 
  • S5 - Agreement obtained on service options to be developed based on user requirements, formal agreement on this has yet to take place.

 

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

Documentation

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