EDMS Project Outcome Realisation Plan

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1 Outcome Realisation Plan Version 1.A (14 August 2008) Copy: Uncontrolled Corporate Support Department of Treasury and Finance

2 DOCUMENT ACCEPTANCE and RELEASE NOTICE This is version 1.A of the Outcome Realisation Plan. The Outcome Realisation Plan is a managed document. For identification of amendments each page contains a release number and a page number. Changes will only be issued as complete replacement. Recipients should remove superseded versions from circulation. This document is authorised for release once all signatures have been obtained. PREPARED: DATE: / / (for acceptance), CIS APPROVED: DATE: / / (for acceptance) Assistant Director, CIS ACCEPTED: DATE: / / (for release) Director, Corporate Support Project Sponsor Outcome Realisation Plan Version 1.A Page ii

3 1. BUILD STATUS: The most recent amendment first. Version Date Author Reason Sections 1.A 13 May 2008 Initial Release All 2. AMENDMENTS IN THIS RELEASE: Section Title Section Number Amendment Summary This is the first release of this document. 3. DISTRIBUTION: 1 2 Copy No Version Issue Date Issued To Outcome Realisation Plan Version 1.A Page iii

4 Table of Contents Introduction... 1 Document Purpose... 1 Intended Audience... 1 Assumptions and Constraints... 1 Outcome Realisation... 2 Project Objective... 2 Outcome(s)/Benefits... 2 Output Ownership... 3 Output Utilisation... 4 Target Outcomes and Performance Measures... 5 Monitoring and Reporting Outcome Realisation... 7 Project Closure and Review... 7 Post Project Tasks... 8 Output Management and Transition Plan... 9 Output Delivery and Acceptance Outcome Realisation Plan Version 1.A Page iv

5 Introduction Document Purpose The purpose of the Electronic Document Management (EDMS) Project Outcome Realisation Plan is to ensure: the final stages of the project are managed in a satisfactory manner; the utilisation of the project s outputs are linked to the planned project outcomes; the long term output management responsibilities are understood and accepted by the Business Owner(s); that the success of the project s outputs are assessed and corrective action performed if required; and the planned project outcomes are achieved to a significant extent prior to formal project closure. This document is the responsibility of the,,, and Assistant Director, Corporate Support and may be revised and amended to meet changing conditions for a period after the project closes to monitor outcome realisation. Intended Audience This document is intended to manage and monitor the progress of the project in delivering the project outcomes and be used by the: Sponsor; and Communications Steering Committee (); Steering Committee; ; Team;, ; and Records. Assumptions and Constraints Assumptions Business Owner(s) have been identified for all project outputs, and accept the role; The EDMS Steering Committee will not continue after project closure. Monitoring of the outcomes will be undertaken by the ; and Branch (ISB) will be responsible for ongoing hardware and software maintenance costs. Outcome Realisation Plan Version 1.A Page 1

6 Outcome Realisation Project Objective The objective is to replace the Department s Records Management system (RecFind), due to the lack of system support available, with a new Electronic Document Management System that will also address the capture of , Word and Excel documents. This system will show staff not only the paper files that are available at Records, but also all of the s, Word and Excel documents on a topic. It will enable: 1. Improved planning, reporting, business decisions and performance through removal of duplication, and gaining timely and comprehensive access to relevant Treasury information; 2. Enhancement of the existing information management culture within the Department; and 3. Removal of costly inefficiencies in identification and retrieval of information by enabling staff to gain access to information directly. Outcome(s)/Benefits The agreed outcomes/benefits the seeks to achieve from the utilisation of the project outputs are: Table 1: Outcome ownership Outcomes/Benefits Accountable Business Owner(s) A. A system that is well supported CIS ISB B. Agency-wide implementation of the EDMS EDMS Steering Committee C. Agency-wide use of the EDMS EDMS Steering Committee D. Improved information management and compliance Corporate Support E. Better document discovery abilities, access control, sharing and reuse of information Team EDMS Steering Committee Outcome Realisation Plan Version 1.A Page 2

7 Output Ownership Table 2 Output ownership Output Business Owner 1 Scope for the EDMS implementation i.e. capture of only and/or inclusion of MS Office documents 2 Business Needs Analysis EDMS Reference Group 3 Tender and product selection processes EDMS Steering Committee EDMS Tender Selection Panel 4 Policy and procedure development EDMS Reference Group 5 Software purchase 6 System design, configuration and acceptance testing EDMS Reference Group 7 Configuration of a new EDMS based on the selected product, RecFind data, and endorsed policies and procedures 8 Development of change management, communication and training plans to assist in the product implementation and improving the Department s Management culture EDMS Reference Group EDMS Steering Committee 9 ICT deployment of the EDMS ISB 10 Migration and decommissioning of production use of RecFind databases (GPOC/OTTER, Treasury and Treasurer s Office) to new EDMS Director, GPOC/OTTER Office, Treasurer s Office 11 Train Records staff and RecQuery users 12 Branch Implementations Confirm implementation schedule BCS and Management training BCS review Shared drive clean-up Process analysis and development TRIM Training Shared drive data migration Support Survey and feedback Branch Head Unit s Outcome Realisation Plan Version 1.A Page 3

8 Output Business Owner 13 Develop and implement outcome realisation plan 14 Project review Director, CSD 15 Project Closure EDMS Steering Committee Director, CSD 16 Post implementation review Director, CSD Output Utilisation The will deliver the following outputs for use by the project customers: Table 3: Output utilisers Outcome Name of Output Stakeholders Utiliser A well supported EDMS A framework that meets our useability and recordkeeping requirements An operational records management system Scope for the EDMS implementation i.e. capture of only and/or inclusion of MS Office documents Business Needs Analysis Tender and product selection processes Software purchase Policy and procedure development System design, configuration and acceptance testing Configuration of a new EDMS based on the selected product, RecFind data, and endorsed policies and procedures Development of change management, communication and training plans to assist in the product implementation and improving the Department s Management culture ICT deployment of the EDMS Migration and decommissioning of production use of RecFind databases (GPOC/OTTER, Treasury and Treasurer s Office) to new EDMS Train Records staff and RecQuery users EDMS Steering Committee EDMS Steering Committee Director, ISB Director, GPOC/OTTER Office, Treasurer s Office Team Records staff in Treasury, GPOC/OTTER and Treasurer s Office TRIMQuery users Outcome Realisation Plan Version 1.A Page 4

9 Outcome Name of Output Stakeholders Utiliser Operational Branch Implementations Branch Head Branch staff EDMS Records staff Removal of duplication Improved access to information Improved information management Unit s Branch staff culture Completed project with outputs accepted by business owners Planning, reporting, business decisions making is improved Confirm implementation schedule BCS and Management training BCS review Shared drive clean-up Process analysis and development TRIM Training Shared drive data migration TRIM administration Help desk support Quality Assurance Implement records processes BCS maintenance Survey and feedback Develop and implement outcome realisation plan Project review Project closure Post-implementation review Team Records staff Director, CSD Target Outcomes and Performance Measures Table 4 Outcome Performance Measures Target Outcome 1 Performance Indicator Measure Baseline Target Level Completion Date Accountability A well supported EDMS Vendor support available when needed Local support available Support provided interstate Support provided locally Complete (9 October 2006) EDMS Steering Committee A framework that meets our useability and recordkeeping requirements Enabling staff to meet our business and legislative requirements Electronic documents stored in Recordkeeping system. Paper records only stored in Recordkeeping system. Electronic documents stored in unmanaged environment ( and shared drives). Paper records managed and supported in new system. Electronic documents stored in new system. Complete (30 June 2008) EDMS Steering Committee An operational records management system Successful migration from RecFind. Data migrated from RecFind. Existing data in RecFind. Successful migration of data from RecFind. Complete (9 October 2006) Configuration of New system Best practice Maintain Complete Director, ISB Director, GPOC/OTTER Office, Outcome Realisation Plan Version 1.A Page 5

10 Target Outcome 1 Performance Indicator a new EDMS based on the selected product, RecFind data, and endorsed policies and procedures. Measure Baseline Target Level and procedures implemented. records management practices. existing practices. Completion Date Accountability (9 October 2006) Treasurer s Office Team Branch implementations: Operational EDMS Removal of documents stored in multiple locations (shared drives) All staff using EDMS. Documents stored in a single location (EDMS). Staff trained and using EDMS. Staff accessing single document (EDMS). No EDMS in use. Documents stored in multiple locations (shared drives). All staff trained and using EDMS. Documents stored in single location (EDMS). Complete (30 June 2008) Branch Head Unit s Branch staff Team Improved access to information EDMS used to access information across the Department. Branches sharing information. Access to shared drives limited to individual branches. Access to all relevant information. Single search tool. Lack of searchability on server drives. s shared in EDMS. s only available to other staff if printed and filed. Improved information management culture Staff having the knowledge and understanding of our information management principles, policies and procedures. Staff use the system in line with our policies and procedures. Hardcopy information management in accordance with policies and procedures. Hardcopy and electronic information management in accordance with policies and procedures. Completed project with outputs accepted by business owners Adoption by business owners. Department-wide implementation. 30 June 2008 Director, CSD Planning, reporting and decision making is improved through improved access to information. Staff are able to access all relevant information in a timely manner. Staff have improved access to the business records they need for their planning, reporting and decision making. 30 June 2009 Outcome Realisation Plan Version 1.A Page 6

11 Monitoring and Reporting Outcome Realisation The will monitor the performance of each outcome and will report on the progress to the EDMS Steering Committee, and. Project Closure and Review The project will be closed on acceptance of the project outputs, including acceptance of ongoing management requirements and any residual matters, by the business owner, and approval of the EDMS Steering Committee of the Outcome Realisation Plan and the recommendation to close the project. Monitoring of the realisation of project outcomes and benefits will continue, with the providing oversight. On project closure, the following reviews will be undertaken: Process review this will be a project procedure review to assess how the project ran, including quality of governance, documentation, consultation, budget management, adherence to project management guidelines and so on. It will commence subsequent to project closure; and Outcomes and Benefits Review this will be a review of the projects outcomes in line with the performance measures detailed in Table 4 above. It will be conducted by the Project Sponsor 12 months after completion of the project to establish if the targeted project outcomes and benefits have been secured. Outcome Realisation Plan Version 1.A Page 7

12 Post Project Tasks The following tasks have been identified as required to be undertaken following project closure: Output Task Responsible Business Owner 1 Business Review BCS review To review the BCS after the TRIM implementation across the Department and where necessary refine it to enhance useability. Project brief approved at Special 25 June Data clean-up Review and clean-up the data migrated to TRIM files for verification of security, consistency and appropriateness. Project brief approved at Special 25 June 2008 Library epublications Import P: Shared drive publications to TRIM Migrate epublications to TRIM Project Librarian TRIM BUSA 2 Resources Review Resource arrangements in CIS post project completion Approved at Special 25 June Technical Review Software upgrade to take advantage of new features (LDAP integration) and bug fixes (TRIM hanging) * Submit paper to August 2008 Director, ISB Workgroup server implementation at Treasurer s Office, GPOC/OTTER and Henty House *. Submit paper to September 2008 Director, ISB * Access to scanned documents at Henty House may be dependant on the upgrade and workgroup server implementation currently being investigated. Future Tasks The following tasks have been identified as future tasks that originated from the EDMS Project. Output Task Responsible Business Owner Lotus Notes Database Review Submit paper to Replace existing Lotus Notes Databases by TRIM where appropriate Project Outcome Realisation Plan Version 1.A Page 8

13 Review of workflow capabilities Assess business benefits. Point forward scanning Submit paper to Develop policy Review results of scanning consultancy. * Back-scanning Review results of scanning consultancy. * Include in LAGB System Review Director, LAGB Director ISB AD CIS Director, LAGB Output Management and Transition Plan In moving from project mode to operational mode the following outputs have been identified as ongoing and need to be transitioned from the Project Team to Records. Resource requirement for this work were approved at Special June Attachment A provides a breakdown of the outputs detailed below. TRIM administration Output Task Responsible Start Scheduled Review tasks to be undertaken and statement of duties. Release BUSA from EDMS Project Team to Records., TRIM BUSA Scheduled Finish 1/11/07 Complete Help desk support Review tasks to be undertaken and statement of duties., Management Supervisor TRIM BUSA 1/11/07 Complete Help desk training for Records staff. TRIM BUSA 1/5/08 31/7/08 Outcome Realisation Plan Version 1.A Page 9

14 Transition help desk to Records. TRIM BUSA 1/6/08 31/7/08 Quality Assurance Review tasks to be undertaken and statement of duties., Management Supervisor TRIM BUSA 1/11/07 Complete Produce work instructions Team 1/5/08 Complete Training for Records staff Team 1/5/08 Complete Transition to Records. Team 1/5/08 Complete BCS maintenance Review tasks to be undertaken and statement of duties., Management Supervisor TRIM BUSA 1/11/07 Complete Produce work instructions, 1/7/08 30/6/09 Training for Records staff, 1/7/08 30/6/09 Transition to Records., 1/7/08 30/6/09 Outcome Realisation Plan Version 1.A Page 10

15 IT System Support Transition to ISB, Infrastructure Support, Application Support 1/5/08 Complete Output Delivery and Acceptance Output delivery and acceptance has been conducted with Branch Heads throughout the implementation. Regular reporting to the EDMS Steering Committee, and was conducted throughout the implementation, including: Status; Resources; Timelines; Risk and Issues management; Implementation issues; Change management and communications plans; and Budget. Outcome Realisation Plan Version 1.A Page 11

16 Attachment A Output TRIM administration Help desk support Quality Assurance Tasks Manage TRIM Help Desk Development and delivery of TRIM training including basics, advanced, refresher and follow up training Provide training and support to staff in new functionality as a result of system upgrades Develop and maintain system operating procedures, instruction manuals, and other necessary documentation. Develop specifications for the design and maintenance of TRIM reports including correspondence management. Identify, plan and manage system upgrades including evaluation and testing in consultation with ISB. Monitoring and maintenance of the TRIM Event, through the TRIM Enterprise Management tool. Management of TRIM system parameters and change control documentation such as record types, numbering patterns, BCS and AKA integration, record imports, metadata forms. Security management in TRIM Identification and management of TRIM related hardware and integrated software Provide consulting advice in relation to integration with other technical and operational business systems Create/amend Locations for new starters, file movements and terminations Create and deactivate ispace, Flex and PMI files for new staff, terminations and movements. Manage the deletion of records flagged for deletion by staff Maintain TRIM website Provide TRIM help desk support including recording, resolution, allocation and escalation of requests to appropriate staff Liaise with the TRIM System Administrator and Branch staff to resolve complex issues and identify training requirements Development and updating of procedures and work instructions. Develop and maintain help desk resources and reports Provide basic TRIM, BCS and Management training for Treasury staff Work with the TRIM System Administrator to tailor and deliver training packages Create and amend internal and external locations in TRIM for new staff, terminations and movements Undertake the quality assurance of records including titles, field completion, finalisation, record types, security, retention, and duplication. Monitor branch holding files and documents are not left checked-out of TRIM. Follow-up on issues with the relevant staff. Process new file requests and the creation of physical files as required. Monitor titling of documents saved in TRIM for titling consistency Monitor sub-folders to ensure file titles are included in Notes Outcome Realisation Plan Version 1.A Page 12

17 Monitor locations to identify and remove ghosts Identify finalised records and lock down access controls to prevent the updating of metadata. BCS maintenance IT System Support Monitor and update BCS terms and approved acronyms as required Maintain the BCS in the software packages AKA and TRIM Liaise with ISB regarding TRIM technical problems staff updates regarding system outages Provide advice to ISB regarding TRIM server setup Provide advice to ISB regarding TRIM PC setup (integration with Office applications, Lotus Notes) Testing of TRIM installation processes Provide advice to ISB regarding TRIM upgrades Outcome Realisation Plan Version 1.A Page 13

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