Upload
media-mosaic
View
357
Download
4
Tags:
Embed Size (px)
DESCRIPTION
Citation preview
Proposal :
Document Management System
Jawad Farooq24.07.2013
Purpose of presentation
• To propose a new Document Management System to DWF and to justify the decision.
• A high level project management proposal determining criteria to ensure successful project delivery
Background
• DWF is a business law firm based in Manchester.
• 13 UK offices and 2,500 staff,
• Huge need for all staff throughout to be able to
access their documents anytime, anywhere and
with ease.
What is a Document Management System?
• A document management system (DMS) is a computer system used to track and store electronic documents.
• Document storage formats: PDF, Word, Excel, JPG, emails and more
• Capable of keeping track of any amendments made to the file by version control.
Benefits of a new DMS
• Full management of business documents• Leads to increased efficiency for all fee-earners &
business services to:– Find documents quickly– Perform a search accurately
• New system should be easier to use meaning fewer calls to IT Support or assistance
• Improved compliance in controlling client and other sensitive information
• Reduce risk of losing any documents
Review of potential systems
• M-Files• SharePoint• Interwoven Filesite
M-Files
- Creates a drive within my computer to access the application
M-Files
• Easy to install and manage for the IT Dept• Easy to drag across an email with attachments into
the system• Full dynamic search, such as by client name or
project type etc• Full access anytime, anywhere inc offline• Cost?
SharePoint
• Can be accessed by Outlook
SharePoint
• Extra benefit if organisation is currently using it for its intranet.
• Full check in/check out functionality• Customisable views to suit your needs• Enhanced mobile experience• Can store all types of files
SharePoint
• Can be costly to customize the site structure• Search can be limited in certain environments• Cant be deployed to a small environment with its
full capabilities – need a separate OWA server
Interwoven FileSite
Recommended DMS• Folder hierarchy for easy organization and sharing• Quick access lists to last 40 documents, last 10
searches – very useful for busy fee-earners• Sophisticated version control to ensure accuracy
and currency • Audit trails to track document histories
Interwoven FileSite
Interwoven FileSite
• Comprehensive ‘profiling capabilities’ to tag and classify each document to aid search
• Publishing in PDF format automatically linking to original file
• Check out documents remotely• Powerful security controls access to system
functionality • Integrate with other desktop applications
Interwoven FileSite
Project Lifecycle – PRINCE2
Starting up a Project
Initiating a Project
Directing a Project
Controlling a stage
Managing Product Delivery
Managing a Stage Boundary
Closing a Project
Project Lifecycle - DMS
PROJECT START UP• Pre-project preparation process • Includes presentation of outline business case
to the newly created Project Board• The board will determine whether the new
document management system should be approved
• Should include a feasibility study which showing benefits of implementing the new document management
• Decision on viability will authorise the project manager to formally commence the project.
Project Lifecycle - DMS
IN IT IATE PROJECT / RESEARCH• After approval ,the project manager will create the
Project Initiation Document (PID)• PID contains information regarding
The goal of implementing the new DMS The scope of delivering the new system The project organisation which includes all the
people working on the delivery The constraints which are enforced to keep the
project regimented and The business case presented to the board (refined
at this stage)
IN IT IATE PROJECT / RESEARCH• A Requirements Specification document is created• Serves as the guideline for building the document
management system• Includes information about :
who will use this system and how, what data will be inputted into the system, user requirements etc.
Project Lifecycle - DMS
DESIGN• System will be designed using the Requirements
Specifications document• This will help determine all hardware and software
requirements.• At this stage, third party suppliers or internal
developers will contribute to the system design • This ensures that all requirements are possible
and can be met.• It is recommended to involve the Training
department in every part of the project so that they have an excellent understanding of the system.
DEVELOPMENT / IMPLEMENTATION• The project manager will engage with all
stakeholders and assign work packages.• The project manager will be working with the
project team, IT personnel and third party suppliers to work on the development of the new system.
• The project manager will assign work via work packages, monitor progress, deal with risks/issues be creating/maintaining all project
documentation and relevant communication and report to the board and stakeholders accordingly
Key action : To import all the documents into the new system.
Project Lifecycle - DMS
TESTING • The system will be continually tested to ensure that
its working as it should. • After full development, testing will be carried out to
ensure that the system is completely functional.• All documents should be imported/migrated into the
new system and testers should ensure that all documents are fully accessible and not corrupted etc.
• Testing methods include System testing, User Acceptance testing and integration testing.
• Good opportunity for the Training Dept and IT Support to gain experience with the system.
• After successful testing and approval, the new system can go live.
Project Lifecycle - DMS
DEPLOYMENT• The new DMS is fully tested, approved and ready
to be launched at DWF.• The training department will have created all
relevant training materials and training will have been provided to all the users.
• Agreement is needed for parallel working or replacement of the old system with the new one.
• Immediate replacement of old system will encourage users to adapt to the new system.
Project Lifecycle - DMS
PROJECT CLOSURE• After full testing and board approval for official
launch, DMS will be in place at DWF.• The project manager will create all relevant
documentation to formally close the project including: a Closure Report/Post Implementation review a Lessons Learned Log any manuals source code
Project Lifecycle - DMS
MAINTENANCE• Certain issues may occur occasionally• Agreed SLA’s with third party suppliers will
need to be enforced to rectify issues.• Key task: to import any outstanding documents
into the new system
Project Lifecycle - DMS
Project Plan
• Defines the approach the project team will use to deliver the new document management system.
• It must address the reasons why the new system is being
implemented for whom is it being implemented, persons responsible for delivering the system when the expected delivery date is
• This link will open up an example of a Project PlanMicrosoft Word
Document
Project Governance
• Ensures that projects are aligned to the organisations objectives, are delivered efficiently and are sustainable.
• Governance of projects also supports the means by which the project board and other stakeholders are provided with timely and reliable information.
• For correct governance of the new DMS project the project should follow a structured methodology, such as Prince2.
5 KEY POINTS SHOULD BE CONSIDERED REGARDING PROJECT GOVERNANCE:1) Alignment to organisational objectives Ensure the organisation does the right projects as well as successfully. If aligned, it will provide the context for the projects purpose
2) Golden threads of delegated authorityDirect chain of accountability from the most senior responsible person to the individuals responsible for completing tasks stating each persons authority
3) ReportingRegular report on responsibilities by authority holders
Project Governance
4) Decision gates Formal points of control at particular points in the project lifecycle. The project is worked on in small parts.The next step can be started only after a formal review of the previous stage and approval granted to move on.
5) Independent assuranceAn independent check to review whether objectives will be met.Creation of a Project Assurance role to provide the assurance of appropriate conduction of the project
Project Governance
Approval
• At the end of each stage, a meeting will be held with the Project Board
• Agenda: Discussion on the development status of
the new system Progress and cost Plan for the next stage
• After board approval, the project manager will be authorised to commence work on the next stage of the development.
• At the completion of the development of the new system, there will be confirmation that the project is complete and meets its specified requirements.
• Occurrence of an issue may require a change to be implemented into the project.
• A change directly linked to the project will be submitted as an Exception Report to the Board.
• Following their review, the project may either be cancelled or the change may be authorised. An example of this can be change in project scope.
• A change that’s come about as a result of this project may need to be directed to the Change Advisory Board via a change request form.
• After review, they will advise on the matter accordingly.
• All changes and requests will be logged in the Change Request Log.
Change
• To avoid wasting time on long due answers or work packages , maybe you need to escalate this issue before it becomes worse.
But First – • Have you made a sincere attempt to reach an
appropriate resolution but have found that you are at a dead end?
• Is this an issue that your boss would expect you to handle or to escalate?
• Have you exhausted all other options and any further delay could have a detrimental effect on the project outcome or deliverables?
• If yes, then escalate to avoid project delay!
Escalation
Project Framework
A Project Management Framework consists of three parts:
• A Project Lifecycle
• A Project Control Cycle
• Tool and Templates
Project Manageme
nt Framework
Project Lifecycle
Tool and Template
s
Project Control Cycle
Project Framework
A Project Management Framework supports project implementation because:
It supports the development and replication of accepted practice.
Helps communication within the team because of a common language.
Streamlines the use of tools and techniques for key project management processes.
Establishes a consistent approach which aid customers understand the project management process.
Ensure that focus is maintained on the early stage of the project lifecycle.
Project Framework
PROJECT LIFECYCLEProvides guidance on the common stages and steps
which apply to all projects
Stage 1 – Business Development
Stage 2 – Tendering
Stage 3 – Contract Negotiation
Stage 4 – Project Mobilisation
Stage 5 – Project Implementation
Stage 6 – Project Close Out
Project Framework
Project Control Cycle • Describes how each stage in planned and managed. • Ensures that each stage has the appropriate plan,
controls and corrective actions in place.
The 4 stages are:Stage 1 – Plan: Establish scope, timelines and budgetsStage 2 – Do: Initiate work and allocate resourcesStage 3 – Check: Progress against baselines, quality
control and costsStage 4 – Act: Control changes, review risks and plan
corrective actions.
Project Framework
TEMPLATE AND TOOLS• Simple templates and tools support the
implementation of project management. • Using standardised templates support a common
methodology and processes• Examples of templates include:
- Project Plan - Risk Log - Checkpoint Report
Stakeholder Management
IDENTIFYThe implementation of a DMS will involve a large
number of stakeholders, including:• CIO/Head of IT – sign off/make aware of project• IT Teams – Service Desk to support queries
regarding new system; Network Team to support installation of new system on infrastructure If the system is to be developed in-house, then internal development team will need to be involved.
• Test Team – test new application is fully accessible by all users; ensure data integrity. Ideally include end users.
• Document Specialists – Verify the documents before and after migration to ensure no corruption
Stakeholder Management
IDENTIFY• Third party suppliers – ensure they’re fully aware of
timeframes and agree SLA’s• Fee-earners – ensure representatives confirm that
they’re generally happy with the new system• Marketing/Communications – to launch the firm-
wide campaign promoting the new system• Training – to create training sessions & materials for
all end users and IT Support staff• PROJECT TEAM – the project support team assisting
the project manager with the management and coordination of all aspects of the project
Stakeholder Management
PRIORITISE ROLES- High power, high interest: Fully engage these people and keep satisfied- High power, low interest : Keep these people satisfied, but not so much that they become bored with the message.- Low power, high interest: Keep these people adequately informed; talk to them to ensure that no issues arise. These people can often be very helpful with the detail of the project.- Low power, low interest: Monitor these people, but do not bore them with excessive communication.
Stakeholder Management
Prioritise roles
• High power, high interest IT teams, Third party suppliers,
project team• High power, low interest:
End-users / fee-earners• Low power, high interest:
Marketing team, • Low power, low interest
Rest of business that wont use the system
IT teams, Third party suppliers, project team
End users/Fee earners
Marketing Team
Rest of Business
Stakeholder Management
Prioritise roles• Once the roles of each stakeholder has been
determined, the appropriate level of communications between them can be arranged,
• For example: they attend a twice weekly meeting, or they receive an email once a week providing status update
Communications Approach
Examples of communications approach that the firm can use to promote the new document management system include:
• Email sent out to all staff advising of new proposed system with expected timeframes
• Marketing team to send out newsletters highlighting the new system, its benefits and reasons for the new document management system
• Posters put up in key areas advising users of the new system
• IT Support to advise users of the new system when they call in with a query
• A message to be displayed on the firms intranet.
Risk, Action and Issue Management
• Risks, actions and issues should be identified at the start of the project, recorded in logs and then monitored throughout the project lifecycle.
• A brainstorming session with the project team and stakeholders will bring out possible issues and risks and actions to ensure successful delivery.
• Capture this information in Individual or joint logs (RAID log) including who raised the point a level of priority timing when it was identified and a target resolution date.
Risk Management
• Risk: something which could threaten the achievement of project objectives. It is a POTENTIAL issue
• Risk management: Identification, assessment and prioritisation of an event that can have both a negative and a positive effect.
• The new document management system can yield many risks which must be logged and workarounds planned in the event that they occur.
Examples of risks can include: What if the documents don’t migrate across accurately?• What if we lose some documents?• Affect of this product on company revenue?• Will users learnt this new system with ease?• Costs associated with late delivery?• Are all the software applications compatible with
the new DMS?• Are staff committed for the entire duration of
the project?All the identified risks should have a contingency plan that should be approved of and implemented in the event that the risk occurs.
Risk Management
Issue Management
• Issue: is something which has happened and threatens achievement of project’s objectives.
• An issue resolution process should be in place before the project starts to ensure the project remains on track.
• Issue management is the process of identifying and resolving issues.
• Examples of issues can include: User ‘buy-in’ to the new system Problems with staff – relating to resources Third party suppliers – such as delays with the
delivery of a product Technical failures – such as a technological
problem in the project
Action Management
• An action plan is used to formally and systematically lay out the steps that need to be taken for successful implementation.
• All the actions that need to be completed must be logged.
• For each action, there will be an owner assigned to complete the action by a specified date.
• Examples of actions can be: Creation of project documentation Engage third party suppliers Create training materials
Thank you
Questions?