APPENDIX PLANNING IMPROVEMENT PROGRAMME REPLACEMENT SOFTWARE APPENDIX DRAFT IMPLEMENTATION PLAN

Transcription

1 APPENDIX PLANNING IMPROVEMENT PROGRAMME REPLACEMENT SOFTWARE APPENDIX DRAFT IMPLEMENTATION PLAN This appendix sets out the suggested Implementation Plan for the replacement case management and back office system, to be used principally by the Council s Planning and Building Control, Local Land Charges and GIS service areas. This appendix includes responsibilities, a time frame and actions for implementation. Also set out is a program of further work that needs to be considered, pre and post implementation to enable the upkeep and optimum use of the various modules. This appendix also identifies the relevant posts to be included in this project and identifies backfilling requirements where necessary. The project plan is time and resource planned. Ownership pre and post implementation are identified and resourced. Project Phasing Intention commence Nov 2012, complete June The Replacement Software project covers four areas of work: 1. IT implementation 2. Parallel data cleansing 3. Polygon correction 4. Electronic post room A1

2 Stage 1 and 2 run concurrently and are inter- dependent. Both of these stages are the responsibility of Planning & Building Control, and will be assisted by officers in IS and Land Charges as necessary. Stage 3 to correct the existing polygon data is underway and final checks on the corrected polygons are now being undertaken by the Planning Support Officer. Stage 4 is part of the on-going planning improvement works and is being progressed. Stages 1, 2 and 3 are not dependent on this work. A Communication Strategy will be devised for each phase, to engage staff in P&BC, Land Charges and IS. The strategy will be based upon presentation meetings and discussions, and will also be reliant on a shared drive for documentation sharing. Communication Strategy Responsible officers Head of Planning & Building Control Project Manager Media Project Board Project Team Staff Portfolio Holder Progress report - Full Progress report - Full Team briefings News sheets Frequency Monthly Weekly Based on milestones Briefing/update meetings Fortnightly Members Management Board Executive Customer/W ebsite changes Briefing Progress report - Exec report Web site Summarised News sheets Committee reports to O&P and/or Environment Scrutiny committee Prior to Committee reports As per detailed timetable and based on milestones At delivery of relevant phase. A2

3 Project Board for all phases The current Project Board is as follows. Director of Environment Director of Resources Head of Planning & Building Control Legal and Land Charges - Jane Blank Project Manager Mark Silverman IS Representative John Robinson Head of Finance and Business Services Dev Gopal There are no proposals to alter this membership during stage 1 of the project. Project Delivery Team This team consists of the primary officers who will deliver the day to day work involved in the project, reporting to the Project Board. Head of Planning & Building Control Project Manager Mark Silverman Planning Admin Manager Sally Whittall Validation officer x 1 Planning Support Officer Grace Jarvis DM Planner x 1 IS Representative John Robinson Project and Systems Implementation Specialist (IS) TBC x 1 A full time based project plan is set out below at section 4. The dates in the plan are subject to change as commencement is dependent on timely contract award and inception. A3

4 Replacement time resources for the PDT officers for the duration of the implementation project is set out below. Backfilling of these officers posts will be challenging at present to time and predict, due to the variables within the time frame, some of which not being limited to the work of Planning & Building Control, and resource availability. The responsibility for this project sits in Planning, however the Project and Systems Implementation Specialist (IS) will be crucial to the delivery and this is identified in the project plan below. This resource is to be supplied from the existing staff complement and is not an additional resource. Significant Time based resources for stages 1 and 2 Officer Time resource Implications Project Manager Mark 75% Increased backfill by Simon Warner (SPO) - need backfill replacement Silverman PO/SPO to continue with day to day policy work. HoP&BC 35% Work within existing resources, after implementing One Team Approach in DM. Planning Admin Manager 50% Backfill with Building Control resource or externally to service. Building Surveyor 20% Work within existing resources Validation officer x 1 50% Work within existing resources, after implementing BPR findings Planning policy/dm officer 1 FTE Planning Support Officer Project and Systems Implementation Specialist (IS) GIS/LLPG Land Charges 50% Backfill external resource 50% Backfill external or internal resource 90% 1 ½ to 2 year period. To be allocated from existing IS staff complement. IS existing staff complement Land Charges A4

5 Accommodation and IT requirements Operational space outside HR Housing floor space. Meeting Space in Planning 6 PCs needed for independent testing outside the live environment 3 POST IMPLEMENTATION RESPONSIBLITIES Super Users/Core User Team The Core User Team will be responsible for the day to day running and updating of the IT system, once implemented. It is crucial that these officers are fully trained and conversant with the aspects of the system they have responsibility for, including maintenance, documentation and training matters. All of these day to day running costs are absorbed by the relevant services. This is set out in greater detail below. Head of Planning & Building Control Development Management 1 Team Leader; 1 officer Policy - 1 officer Enforcement & Appeals 1 officer Planning Admin Manager Sally Whittall supported by IS resource as necessary, based in P&BC. Validation 1 officer Building Control 1 officer Land Charges 1 officer GIS/LLPG IS A5

6 Following the implementation of the case management and back office system, responsibilities will be held within Planning & Building Control for the IT system, and specifically the following on-going areas of work. Areas of work/responsibility Day to day Systems Administration Technical Administration software and hardware Documentation of agreed changes, including written procedures/processes On-going training arrangements and succession planning Responsible officer/s Responsibility in P&BC to be provided from existing resources Planning Admin Manager post. IS co-located in IS and Planning as necessary. Planning System Board responsibility, to be chaired by HoP&BC, with Planning Admin Manager and other officers, including IS as necessary. Planning System board responsibility, to be chaired by HoP&BC, with Planning Admin Manager and other officers, including IS as necessary. Clear protocols needed for this area of work. To be prepared by Planning Admin Manager. Oversight of changes to be undertaken by key staff, including Land Charges. Regular updates/team briefings Membership of Idox User Group Coordination of update/service days Updating of GIS/LLPG Ongoing data correction polygons, address matching Planning Admin Manager and other officers, including IS as necessary Planning Admin Manager Planning Admin Manager with IS as necessary IS responsibility for leading Planning and Land charges as errors are found. Routine correction to be undertaken by back office staff of Planning and Land Charges and signed off at appropriate level. A6

7 4 DETAILED PROJECT PLAN Notional project commencement 7 November 2012 Notional project end 3 June 2013 These dates are dependent on decision making. Critical path of tasks indicate total time of 26 weeks (130 days) from project initiation through to final sign off amounts. 2 weeks have been deducted between Christmas and New Year and a further week for Easter/public holidays in April and May. Task Name Duration Lead Officers Pre-initiation phase Identify overall roles and responsibilities including project and core user teams Identify backfilling requirements/ arrangements for project and core user teams within agreed implementation budget 11 days 0.5 days HoPBC and Hertsmere Project Manager 3 days HoPBC and Hertsmere Project Manager Agree roles, responsibilities and backfilling arrangements with Project Board 0.5 days Planning Improvements Project Board Informal preparation of draft contracts 5 days Procurement Manager and Hertsmere Project Manager Member Agreement of appointment (Executive) 0 Inform tenderers of outcome of procurement exercise 1 days Procurement Manager Sign contract with appointed supplier 1 days Procurement Manager/IDOX Project Manager HBC data cleansing 42 days GIS alignment final checks and plotting of key missing sites 4 days Hertsmere Project Manager, HBC GIS A7

8 GIS alignment - polygon identification for Accolaid users 1 days HBC GIS Write and agree procedures for future polygon correction 3 days HoPBC TPO boundary checking 6 days Hertsmere Project Manager, HBC GIS Main address matching exercise 13 days HBC GIS Identify/add key unmatched addresses 3 HBC GIS Generation of spatial extents and load into the Acolaid system 3 days IDOX, HBC GIS (date subject to IDOX availability) HBC Enforcement - scanning of notices and other information into Acolaid 8 days HoPBC Review data cleansing work undertaken 1 days Planning Improvements Project Board Project Initiation Phase 16 days Various preparatory tasks for supplier 3.5 days IDOX Project Manager HBC Review of Documentation 5 days Hertsmere Project Manager Project Inception meeting 0.5 days IDOX Project Manager/Hertsmere Project Team Complete Required Documentation 5 days Hertsmere Project Manager Complete project initiation work 2 days IDOX Project Manager/Hertsmere Project Manager Core Delivery Phase - Installation 20 days IDOX send Platform Recommendations Guide 1 day IDOX Project Manager Hertsmere Commission Hardware 10 days Hertsmere Project Manager and IS lead Completion of all Installation Questionnaires/Pre-Req Documents 5 days Hertsmere Project Manager and IS lead Validation of Hardware 1 day IDOX Technical Core Installations 3 days IDOX Technical,IDOX Technical/Hertsmere IT/Hertsmere Project Managaer A8

9 Core Group Training 4 days Set up Training Room and equipment onsite 2 days Hertmere Project Manager/Hertsmere IT Introduction to UNI-form Course without Spatial Core Acceptance Test Consultancy 1 day 1 day IDOX Professional Service Consultant/Hertsmere Core User Team IDOX Professional Service Consultant/Hertsmere Core User Team Hertsmere Core Team - Uniform Training 9.5 days Various 8.5 days IDOX/Hertsmere Core User team Idox responsibilities 1 day IDOX Custom Delivery Phase - Consultancy 3 days Define/Agree consultancy package and delivery 3 days Hertsmere Project Manager/IS Lead and IDOX Set up, training and consultancy Planning Modules & Components - including Train the Trainer Approach 100 days 25 days Building Control & Components - including Train the Trainer Approach 23 days SNN & Gazetteer Management System - Train the Trainer Approach 32 days Document Management System - Set up/training 5 days A9

10 Total Land Charges- Set up/training 10 days Implementation of Enterprise 5 days End User Training 23 days Training for officers for individual module components 23 days and individual officers Custom Delivery Phase - Data Services 9 days Define and agree needs, work package and HBC core tream training 9 days IDOX Project Manager/IDOX Data Services Initial Load - GMS Gazetteer 8 days Data exporting 5 days Relevant Hertsmere Core Team members + GIS consultant IDOX responsibilities 2 days IDOX Data Services Data Transfer - DC,EN, LB & TPO 73 days Textual / Spatial data responsibilities 68 days Relevant Hertsmere Core Team members + GIS consultant IDOX Conversion of Data 5 days IDOX Data Services Data Transfer - BC, CB & DS 73 days Textual / Spatial data responsibilities 48 days Relevant Hertsmere Core Team members IDOX Conversion of Data 5 days IDOX Data Services Test Data Load/Create Issue Log 22 days Herstmere Core Team A10

11 Data Transfer - Acollate documents to IDOX DMS Send DMS Data Load Requirements Document to customer 1 day IDOX Project Manager Prepare, copy and load data 19 days Herstmere Core Team Idox responsibilities 3 days IDOX Data Services Sign off Acceptance of DMS Transfer 1 day IDOX Project Manager/Hertsmere Project Manager Custom Delivery Phase - Installations Idox responsibilities 1 day IDOX Technical Shared Idox and Hertsmere Is responsibilities 6 days IDOX Project Manager/Hertsmere Project Manager GO LIVE Idox responsibilities 2 days IDOX Technical Load Accepted Test Transfers into Live Uniform Environment 1 day Hertsmere Core Team Input manually recorded amendments to historic cases and new cases received since migration to Live 5 days Hertsmere Depts Complete going live including public access 2.5 days Hertsmere Core Team Floor Walking Consultancy 1 day IDOX Professional Services Consultant/Hertsmere PROJECT FINAL ACCEPTANCE SIGN OFF 1 day Planning Improvements Project Board Principal Author - Polly Harris Head of Planning & Building Control A11