Old Completion Report ref

Project Summary: 

The Estates Department identified the need to utilise a document management system to improve the management of all documents associated with buildings including refurbishments

The Scope of the project included

The project brief identified

  1. Determine the Business Requirements with regards to
    • the required file structures and actual file types
    • the movement of files between Estates Development and Estates Operations
    • the operational requirements with regards the integration of the O&M (Operations & Maintenance) documents into the selected document management solution
  2. Investigate potential document management solutions and provide recommendations as to preferred solution
  3. Implement Chosen solution 
  4. Ensure chosen solution can cater for Document Management for Estates Development and Estates Operations (O&M - Operations & Maintenance)
  5. To define and implement  a specified examplar project

The project went ahead with the Estates Project Department only and successfully completed a pilot using SharePoint

It proved that a small team working together with Estates and IS Apps could successfully drive the project forward. This project proved that Estates SharePoint is fit for purpose.

Project proposal was estimated at 100 days with an additional 20% contingency. At the brief stage the project was estimated at 120 days.

Analysis of Resource Usage

Staff Usage Estimate: 
100 days
Staff Usage Actual: 
116.5 days
Staff Usage Variance: 
17%
Other Resource Estimate: 
£0
Other Resource Actual: 
£0
Other Resource Variance: 
0%

Outcome

Explanation for variance: 

The PICCL log included a number of changes to the scope and delivery

Agreed scope was changed once the selected document management application (SharePoint) was selected

The Design and Proof of Concept was split up into 3 stages

By the end of January the senior secretaries had reached as far as they were able to

  • A number of PICCL Logs included delays for the project to ensure the Estaes Project Managers found it fit for purpose

At our project meeting on 29-Mar, with key stakeholders, we successfully agreed on the revised milestones:

From then the project moved forward.

Key Learning Points: 

When implementing a new technical solution a small working party should take the project forward working together with Business and IS Apps closely involved.

In this project the Administrative Secretary worked with an experienced SharePoint Analyst Developer. When it had been agreed at design level the Senior Secrearies played a large part in making sure that SharePoint was fit for purpose and finding out what could be achieved before rolling out to demonstate to the Estates Projects Business Managers.

Outstanding issues: 

This was a pilot project and the information that will be useful when it is picked up again to move forward that will be useful in future developments: 

  • Drawings procedure and how Estates can provide it within SharePoint
  • Estates to agree naming convention that should be used for their projects
  • Search solution, is livable but may need further refined in the future
    • RISK  moving forward to ensure the search is further considered (eg  by full user testing)
  • Make clear the document properties (in ongoing user training is led by Estates)
  • For optimal use of the system, templates must be used when creating new project sites
    • RISK to be included of templates being manipulated (see user guide for more information)
  • Some further investigation into exporting webparts to ease the process for creating project site templates is recommended.

Information that will be useful for Estates and IS Apps when starting a new project in earnest

Documentation produced and has been sent to Service Support, Production Management and Apps Support for information

  • Please see the Estates System Description Document for SharePoint

                https://www.projects.ed.ac.uk/project/est084/system_desc

  • User Manual for Creating Estates Project Sites

                https://www.projects.ed.ac.uk/project/est084/page-5

Project Info

Project
Estates Department Document Management
Code
EST084
Programme
Z. Estates Systems & Technology Maintenance (EST) - Closed
Project Manager
Anne Mathison
Project Sponsor
Graham Bell
Current Stage
Close
Status
Closed
Start Date
01-Dec-2014
Planning Date
n/a
Delivery Date
n/a
Close Date
24-May-2016
Programme Priority
3
Overall Priority
Normal
Category
Discretionary