deliverables - descriptions, estimates and assumptions · deliverables - descriptions, estimates...

North Tyneside Council EDRMS Deliverable Specification

Commercial In Confidence

Deliverables - descriptions, estimates and assumptions

In response to the requirement to provide Project Management and Subject Matter Expert support to the forthcoming implementation of Electronic

Document and Records Management System (EDRMS) in North Tyneside Council (NTC), this document defines the deliverables proposed for the

consultancy. It presents:

Detailed product descriptions (against which our deliverables can be assessed for acceptance);

The assumptions that will apply to each deliverable, which if not realised will require some variation (positive or negative) to the plan

The first table below shows the full list of the deliverables with brief descriptions, there are 19 deliverables in total. The remainder of this Schedule

contains more detailed descriptions of each deliverable using the following format:

The Transformation Programme row gives the formal name of each deliverable

The Description row shows for each deliverable the expected inputs and outputs, which will constitute the physical content of each deliverable

The Format row gives the expected format of the final deliverable, unless specifically stated all documentation will be delivered in electronic format

The Delivery column shows the entity responsible for the deliverable; in some cases with providers of support in brackets.

The Approval column shows the individual accountable for approval of the deliverable; again in some cases another has been identified as sharing

responsibility for approval of the deliverable.

The Assumptions row shows the assumptions we have made in developing the deliverable description. Should these assumptions not be met, then

NTC will be liable for any additional cost incurred by Cofely in creating the deliverable

The Exclusions row describes any specific activities, artefacts or other actions for which the EDRMS Programme or Cofely are not responsible for in

the execution of this schedule.



Definitions:

Cofely: - Cofely Workplace Ltd

HOLG: Head of Law and Governance (V Geary)

TPD: the Transformation Programme Director (S Dickie)

EDRMS Programme: - The set of activities laid out in this schedule and any others applying to the commissioning, set up, configuration, authoring of

governance, process, tools or other activities to do with the implementation of an EDRM system and associated Information Governance by Cofely

into North Tyneside Council.

SIMF: Strategic Information Management Forum – Sub-group of the NTC Senior Leadership Team, acting as strategic oversight of the EDRM and

associated Information Governance based projects

IGIP: Information Governance Improvement Programme – an NTC-led set of activities operating in co-ordination with EDRMS

EDRMs: the EDRMs support team – including Local Information Managers (LIM) - NTC Service based staff tasked with acting as local project support

for EDRM.

MAW – Multi Agency Working- Collaboration with NTC Services and other external Agencies on a common task and/or set of information.

PD – Programme Deliverable

CIT – Central Information Team

BAU – Business As Usual

SIM & LIM – Service Information Manager & Local Information Manager – Information Management staff within NTC attached to business units at

either Service or Team level

Metadata – In this context Metadata is defined as the search and reporting terms used by the EDRMS to differentiate content and provide search

and report data.

PMO – Programme Management Office.



Notes

1. Many of the tasks involve meetings and workshops with the LIMs and representatives of each of the Services of NTC. So far as possible the number of

such sessions will be minimised by considering all the products in the same session.

2. It is to be expected that many of the products identified in this schedule will continue to evolve after the completion of the tasks described here. This is

normal for all businesses. However for the purposes of managing the programme a deadline will need to be set for each task. All content identified

prior to the deadline will be included in the analysis and used to set up the initial configuration of the EDRMS. Issues and requirements identified

thereafter will need to be processed under change control by the appropriate LIM, and signed off after Change Impact Assessment with the

Transformation Programme PMO, before being considered as part of “Business As Usual” (BAU).



No. Transformation Programme

EDRMS Deliverable Brief Descriptor of Deliverable/Output Delivery Approval

1 EDRM Workstream Management

Contributing EDRM/IM input to the wider culture and business change to facilitate best value being obtained by NTC from their EDRM capability. Management of the EDRM Workstream and interaction with other Transformation Programme workstreams and programme office. Deliverables include contribution to wider programme goals, “front of house/staff facing” project management and project promotion, and mentoring/development of Information Managers within NTC. Specifics include:

Delivery of Information Management and EDRM-specific input to TP planning and programme management and reporting

Management of dependency framework between EDRM and other workstreams

Peer review of deliverables & outputs

Managing risk and resources, and interdependency progress

Quality assurance of other organisation contributions to EDRM delivery (OpenText)

EDRM TPD

Corporate Governance Support

2 Define IM Policy Support the HOLG in the creation and validation of Information Management principles and policies for NTC.

EDRM HOLG/SIMF

3 Define Information ownership model

Support the HOLG in the creation and validation of a detailed information ownership conceptual model for NTC.

IGIP HOLG

4 Support the HOLG in defining governance roles and responsibilities

Advise and support NTC’s HOLG and SIMF in defining the desired future state of IM in NTC. This will include developing draft descriptions of governance roles and, if requested, providing introductory training to appointees.

EDRM HOLG

5 IM Handbook of Processes and Procedures BAU CIT

Create user level handbook of IM processes and procedures for Information Managers and associated toolset

EDRM HOLG (Comms)





6 RM Handbook and other supporting documentation for all other staff

Create user level handbook of Records Management processes and

procedures for CIT and all staff.

EDRM HOLG (Comms)

7 Information Succession Management Processes

Design and document Human Resources Process to be used during personnel changes to ensure information ownership principles are upheld.

EDRM HOLG (TPD)

Technical Governance Support

8 Legacy Hard Copy Management Provide HOLG with advisory and design support in the development of processes required to manage legacy Hard Copy.

EDRM HOLG (TPD)

9 Multi Agency Working (MAW) and 3rd party Collaboration and Access Policy and Governance

Design and document governance and processes to manage the creation, management and reporting of MAW Collaboration for approval by HOLG

EDRM HOLG (TPD)

EDRMS Implementation

10 Usability and User Acceptance Testing

The development of a set of User Acceptance Testing and User Test scripts for the Transition file plan structure and the management of tests – write up of results and feed back into design loop

EDRM TPD (Comms)

11 Develop Corporate File Plan Development of the File Plan for the NTC as a single body, including Permissions and Metadata.

EDRM HOLG (TPD)

12 Develop Metadata Management Framework

Production of detailed and validated Metadata management framework for the ongoing management of EDRMS related metadata in NTC

EDRM HOLG

13 Develop access control model Production of detailed and validated access control model with associated roles and models for NTC and 3rd parties

EDRM HOLG (TPD)

14 BAU EDRMS Operations Manual Development of the “EDRMS Business as Usual” Volume of the NTC IM Handbook

EDRM HOLG (TPD)

15 Activities to support staff in transition

Definition of training package for staff during transition (aide memoire, tips, ‘how-to’s, etc), and training of Service information managers in supporting activities

EDRM Comms





16 Roll out of EDRMS across NTC Services

Project Manage the roll out of the EDRMS across the NTC Services within scope

EDRM HOLG (TPD)

17 EDRMS Reporting Suite Design and Development of a suite Content Server Live Reports to cover the main EDRMS functions as delivered at Go Live, together with a development and approval process for use in Business As Usual.

EDRM HOLG (TPD &

Cofely ICT Director))

18 Productivity Improvements Define basic working practices with new IM tools and Identify candidate processes for automation

EDRM TPD (HOLG)

19 Migration of NTC Data and Content to the EDRMS

Detailed activity plan for migration effort, sequentially, timescales and dependencies, with ongoing oversight of IM migration support activities

EDRM TPD



Project Deliverable

(PD) No 1

Transformation

Programme EDRM Workstream Management and Information Management Mentoring

Description

Contributing EDRM/IM input to the wider culture and business change to ensure best value is obtained by NTC from their EDRM capability. Management of the EDRM Workstream and interaction with other workstreams and Transformation Programme Programme Management Office. Deliverables include contribution to wider programme goals, “front of house/staff facing” project management and project promotion, and mentoring/development of Information Managers within NTC. Specifics include:

Delivery of Information Management and EDRM-specific input to Transformation Programme planning and programme management and reporting

Management of dependency framework between EDRM and other workstreams

Managing risk and resources, and interdependency progress.

EDRMS Communication planning & delivery in conjunction with Transformation Programme Communication plans

Quality assurance of other organisation contributions to EDRM delivery (OpenText) Inputs: Transformation Programme documents (plans, progress reports, meeting minutes, presentations, etc)

Outputs: EDRM workstream contributions to Transformation Programme documents (plans, progress reports, comments, reviews,

risk tables

Format Various MS Office documents; plans in MS Project

Assumptions

The Transformation Programme management function has a programme support office undertaking programme and workstream

meeting scheduling, programme and workstream progress report compilation, and other PMO functions (e.g. planning, coordination

and interdependency management)

Applicable

Exclusions

Cofely cannot be responsible for activities that have been identified as being the responsibility of North Tyneside Council or its Staff;

Specifically, Cofely will not be responsible for additional cost incurred as a result of NTC dependent activities not being carried out in

accordance with the agreed implementation plan due to NTC prioritisation choices (e.g. resources diverted to meet service needs).



PD 2

Transformation

Programme Define IM Policy

Description

Support the HOLG in the creation and validation of Information Management principles and policies for NTC.

Volume 1 of the NTC IM Handbook – “IM Principles and Mandates” has already been delivered. The ongoing activity during the

EDRMS programme life will to ensure that additional governance mandates can be developed in accordance with requirements as

they become known.

Inputs:

“Best Practice” models for IM principles and Mandates

Business requirements for new IM Governance Mandates

Outputs:

Mandates developed and documented, added to the IM Handbook

Format Various MS Office documents

Assumptions The HOLG and SIMF will approve and sign off new Mandates

Applicable

Exclusions

Cofely are not responsible for the business implementation and “Business as Usual" management of IM Governance Mandates for

NTC staff



PD 3

Transformation

Programme Define Information Ownership model

Description

Support the HOLG in the creation and validation of a detailed information ownership conceptual model for NTC.

The present assumption is that this will include defining the role of “information owner” and the owner’s responsibilities regarding

governance and security, for the approval of the HOLG. When this has been signed off we will prepare a suitable publication for

dissemination. Activities to support the Records Management

Inputs:

IM policies on ownership, governance, security and the legal obligations of the Council

Consultation with selected stakeholders

Outputs: the content and format of the final document defining the Council’s Information Ownership model will be determined as

part of this task. However it will address at least the following:

Ownership vs Guardian vs Custodian

Management and protection of information assets

Realisation of benefits from information assets

Additional requirements of records management


Assumptions The HOLG and SIMF will approve and sign off the Council’s IM Information Ownership

The stakeholders will review and comment on the draft IM Information Ownership model in a timely manner

Applicable

Exclusions

Cofely are not responsible for the business implementation and “Business as Usual" management of the Information Ownership

Model for NTC staff.



PD 4

Transformation

Programme Support HOLG in defining governance roles and responsibilities

Description

Advise and support NTC’s HOLG in defining the desired future state of IM in NTC. This will include developing draft descriptions of

governance roles and, if requested, advising on appointments.

Inputs:

All IM Policies (task 2)

Information Ownership model (task 3)

Outputs: draft documents for approval specifying:

roles in IM Governance organisation

roles and processes to provide end user support

audit and oversight procedures

monitoring and reporting processes including Key Performance Indicators (KPIs)


Assumptions The HOLG role is given sufficient authority to mandate new practices across NTC and to report through the SLT that these are

being implemented appropriately and consistently

Applicable

Exclusions

Cofely are not responsible for the business implementation and “Business as Usual" management of the Information Governance

roles.



PD 5

Transformation

Programme IM Handbook of Processes and Procedures for Central Information Team “Business As Usual”

Description

Create CIT Volume of the NTC IM Handbook and associated toolset.

Inputs:


EDRMS processes and procedures (task 15)


Defined structure of the CIT going forward (task 4)

Outputs:

A handbook based on the outputs of tasks 2, 3, 4 and 15 providing detailed guidance for the CITs. It will address the

recommended procedures and working practices for carrying out the role of a Central Information Team and include at least

the following:

o The CIT’s role in monitoring, policing and developing Information management across the Authority

o The LIM’s role in providing ongoing user support, including modifying the File Plan and setting up and closing down

collaboration spaces

o The LIM’s role in the ongoing management of EDRM instruments such as the File Plan, retention schedules, access

control scheme, collaboration spaces, etc

Format MS Word

Assumptions NTC will approve a job specification for Information Managers

Training in the use of the EDRMS and any supporting documentation will be provided separately

Applicable

Exclusions Cofely are not responsible for the business implementation and “Business as Usual" use of the Information Governance Management

Handbooks.



PD 6

Transformation

Programme Information Management Handbook - Records Management Volume

Description

The Records Management Volume of the NTC Information Management Handbook sets out what NTC does to create, capture, share

and ultimately dispose of the information it needs to successfully deliver excellent service to its citizens and comply with its legal

obligations as a Public Authority

Inputs:

All IM Policies (task 2), including especially document retention policy (already developed)


the detailed File Plan(task 3)

Outputs:

Processes for Records Management (RM) in NTC

Formal document naming guidance

Compliance processes for Records

Vital Records Policy and alignment with DR procedures.

Information Handbook Records Management Volume for publication


Assumptions The Retention and Disposal Schedules will be available to staff in order for the Governance created as part of the Records

Management Volume may be applied.

Applicable

Exclusions

The Development of the formal, published Records Retention and Disposal Schedules for all Council Services is the responsibility of

the IGIP team within NTC, Cofely are not responsible for creating Records Series, or other Records Retention and Disposal actions.

Cofely are not responsible for the business implementation and “Business as Usual" Management of the Records Management

Handbook.



PD 7

Transformation

Programme Information Management Succession Processes

Description

Develop a set of procedures that can be included within the Council’s Human Resource activities, to manage the process of staff

changing or moving jobs or leaving or terminating their employment – with respect to Information Management and Compliance.

Inputs:

IM principles and policies

“Best Practice” models for IM lifecycle management

Consultation with NTC Human Resources staff

Outputs: the content and format of the final document setting out the Council’s HR processes and procedures will be determined as

part of this task. However it will address processes and procedures for all the activities of the succession management processes:

Description of the roles, responsibilities and requirements for each stage of the process

Agreement with NTC HR for the process of introducing the new activities

Production of a “how-to” aide- memoire for Managers


Assumptions The formal approval of the new process will be the responsibility of NTC

Applicable

Exclusions

Cofely are not responsible for the business implementation and “Business as Usual" management of the Information Management

Succession Processes.



PD 8

Transformation

Programme Legacy Hard Copy Management Processes

Description

Develop a set of procedures that can be included within the Information Management Handbook, the Mandates Volume and Central

Information Team business as usual activities, to manage continuing, compliant, requirements for the creation, storage and disposal

of information created in Hard Copy format.

Inputs:

Consultation with NTC HOLG, Legal, Chief Executives and other Service Staff staff

Outputs: the content and format of the final document will be determined as part of this task. However it will address processes and

procedures for all the activities of Hard Copy management processes:

Description of the roles, responsibilities and requirements for each stage of the process

Criteria to be applied when developing new Hard Copy content

Production content for inclusion in the NTC Information Management Handbook


Assumptions The formal approval and subsequent implementation of the new processes and Mandate will be the responsibility of NTC

Applicable

Exclusions

Cofely are not responsible for the business implementation and “Business as Usual" management of the Legacy Hard Copy

Management Processes



PD 9

Transformation

Programme Multi Agency Working collaboration governance and standards

Description

Cofely will draft a set of processes, procedures and standards for Information Collaboration with other, external Agencies, based on

the agreed IM Policies, processes and procedures, and the standard capability offered by the selected OpenText product set.

Inputs:


EDRMS Operations Manual (task 14)


the detailed Corporate File Plan (task 11)

Documentation for the OpenText collaboration functionality

Outputs: the precise content and format of this deliverable will be determined as part of this task, but it will include at least:

Criteria for setting up a collaboration room with external Agencies

Configuration options, including:

o Document libraries and information content

o Assigning access privileges for NTC users and external partners

o Functionality (calendar, e-mail inbox, announcements, blogs, wikis, etc.)

User procedures

Collaboration room management procedures, including:

o Records management

o Monitoring and audit

o Closing the a collaboration room down




Assumptions

The HOLG will be responsible for reviewing and approving these procedures

OpenText documentation and consultancy support will be available to enable Cofely to make best use of the available

functionality

Cofely are not responsible for the technical, security or other aspects of the Information Technology arrangements MAW

Partners or external Agency use to access the Collaboration environment

Applicable

Exclusions The EDRMS Programme will not be responsible for the ongoing commissioning and “Business as Usual" management of Multi Agency

Working collaboration environments.



PD 10

Transformation

Programme Usability and User Acceptance Testing (for EDRMS Environment)

Description

The development of a set of UAT and UT scripts for the EDRMS and the management of tests – write up of results and feed back into

design loop. This will be undertaken each time an EDRMS release occurs. At present it is expected that the EDRMS will be released

into NTC in 6 Releases.

Inputs:


IM processes and procedures (tasks 6 & 5)


The Corporate File Plan for each release

3 – 6 user representatives appointed to participate in testing per Release.(these staff will sign off requirements and scripts

prior to testing)

Fully configured EDRMS

Outputs:

a set of validated Usability and User Acceptance Testing scripts

completed and successful tests with documentation

users’ approval of those aspects of the EDRMS configuration which have been tested

The UAT Write Up Handover report will be issued on the milestone date scheduled



Cofely will define sets of user requirements (1) for “usability” and (2) for “functionality”, for usage of the EDRMS. Cofely will then

develop test scripts to test:

the “look and feel” of the user interface

the execution of standard EDRM processes – to be defined in detail as part of this task but including at least:

o Navigating the File Plan

o Creating , importing and capturing a document to the required folder

o Declaring a document to be a record

o Use of on-line help and tutorials

o Sending a document (i.e. a link) via e-mail

o Checking documents in and out

o Scanning paper documents and saving the images into the EDRMS (if appropriate)

Cofely will then manage trials in which user representatives attempt to complete the test scripts. Cofely will record the outcomes of

the tests, and comments received from the users, and use the results configure any modifications that may be required – based on

the standard Opentext Content Server configuration options.


Assumptions User representatives will be appointed to sign off requirements and scripts prior to testing

The user representatives will make sufficient time available to undertake the testing

Applicable

Exclusions Customisation (specific changes to interfaces outwith the standard functionality offered) requirements are out of scope of this

deliverable and would be managed and funded separately to the EDRMS Programme



PD 11

Transformation

Programme Develop detailed Corporate File Plan

Description

Cofely will work with representatives of each of the Services of NTC to develop a detailed and validated File Plan to cover each area. .

These File Plans will include specifications of Access Control, Metadata and Records Management for each folder, based on the

information class or classes it contains. Finally Cofely will ensure that the “local” File Plans are integrated to form a Corporate File

Plan suitable for the entire Authority in scope.

Inputs:

All IM Policies (task 2), including Information Security policy


The Records Retention and Disposal schedule for each Service area, prepared by NTC Records Management staff

The Metadata Model (task 12)

Workshops with representatives of Council Service workgroup areas.

Outputs:

a detailed Corporate File Plan

File Plans for each area

Assumptions The representatives of each area will make themselves available for File Planning workshops in good time, and will review any

draft documents produced by Cofely in a timely manner

Applicable

Exclusions The EDRMS Programme will not be responsible for the “Business as Usual" management of the Corporate File Plan. (This will be

maintained by the Council Information Managers)



PD 12

Transformation

Programme Develop EDRMS Search Metadata Management Framework

Description

Cofely will define and prepare a toolset that will enable NTC to manage the Metadata (referred to as Categories and Attributes within

Opentext EDRMS) used in Search, Reporting and managing of content within the EDRMS.

Cofely will prepare the Governance, documentation, processes and guidance to allow the NTC Central Information Team to control

the Metadata used in the EDRMS on an ongoing basis, allowing for the corporate control of Search and other terms and the capability

to regularise descriptive terms across the entire Authority.

Inputs:



the detailed File Plan (task 11)

Outputs: the metadata management framework toolset


Assumptions If required, the representatives of each area will make themselves available for metadata analysis workshops in good time,

and will review any draft documents produced by the Cofely in a timely manner

Applicable

Exclusions The EDRMS Programme will not be responsible for the “Business as Usual" management of the EDRMS Search Metadata Management

Framework.



PD 13

Transformation

Programme

Develop access control model:

Description

Cofely will work with representatives of each of the Services of NTC as part of the Corporate File Plan task to develop a detailed and

validated access control model for each area. This will entail defining for each area suitable roles and staff groups. These will be

required for both NTC staff and for any 3rd parties who will be granted access to selected information. For each information class in

the local File Plan the representative will need to identify which roles and staff groups should be permitted access and what kind of

privileges (read, create, edit, delete, etc.) each should have. Cofely will then map these access rules to the File Plan.

Cofely will produce process guidance for NTC to enable Access Control to be managed in a “Business as Usual” environment.

Inputs:

All IM Policies (task 2), including especially IM Security policy


the detailed Corporate File Plan (task 11)

OpenText access control functionality

Outputs:

role-based access control model aligned with the Corporate File Plan

Guidance for NTC Central Information Team on Access Control management


Assumptions

If required, the representatives of each area will make themselves available for access control workshops in good time, and

will review any draft documents produced by the consultants in a timely manner

The access control model will be applied to the EDRMS file plan on implementation

Applicable

Exclusions The EDRMS Programme will not be responsible for the “Business as Usual" management of the Access Control Model



PD 14

Transformation

Programme Business As Usual EDRMS Operations Manual

Description

Develop in association with HOLG a set of Information Management detailed processes and procedures for NTC in an EDRM

environment. Write these up in an Operations Manual as a Volume in the Information Handbook series.

The present assumption is that this will include: specification of “Best Practice” processes and procedures for IM lifecycle

management; presentation to stakeholders; and development of a draft Operations Manual for the approval of the HOLG.

Inputs:

IM principles and policies

“Best Practice” models for IM lifecycle management

Consultation with selected stakeholders

Functionality of the EDRMS

Outputs: the content and format of the final document setting out the Council’s IM processes and procedures will be determined as

part of this task. However it will address processes and procedures for all the activities of the information lifecycle in an EDRM

environment, including at least the following:

Managing the Corporate File Plan

Managing the Permissions & Security framework

Managing the Metadata framework

Managing Records

Change Control

Reporting and Monitoring




Assumptions

The HOLG and/or the Strategic Management Information Forum will be authorised to approve and sign off the draft EDRMS

Operations Manual

Any designated stakeholders will review and comment on the proposed content and procedures in a timely manner

Applicable

Exclusions The EDRMS Programme will not be responsible for the “Business as Usual" management of the EDRMS application



PD 15

Transformation

Programme Activities to support staff during migration

Description

Cofely will develop a training package on how EDRMS works for all staff. In support of the Go-Live a handbook of detailed

instructions, supplemented by a “Get started” guide; an aide memoire; FAQs; a “How To” guide; etc., will be developed as required.

Inputs:

Validated File Plan (task 11)

Outputs:

Go Live support material

Training package for staff, comprised of both e-learning modules and hard copy.

Assumptions All staff using the EDRMS will have completed the appropriate level of training prior to their specific Go Live date. This will be

confirmed by the NTC line management in advance of Go Live

Applicable

Exclusions The EDRMS Programme responsibility for assistance with Migration for each affected workgroup or Service area will cease at the end

of each migration period as defined in the EDRMS Programme Plan



PD 16

Transformation

Programme Roll out of EDRMS across NTC Services

Description

Project Manage the roll out of the EDRMS across the NTC Services within scope

On “Go Live” Day Cofely will assist with the floor-walking effort in various locations and back up the efforts of NTC Local Information

Managers and/or EDRMS Project Contacts. .

The HOLG and the TPD will approve “Go Live” on the following criteria:

The system is available to end users

New documents can be entered into the live system

The live system has been tested (in accordance with the Usability and User Acceptance Tests specified in task 10

What staff see at the workstation is in accordance with the approved File Plan

All staff affected by a Go-Live event are confirmed as having completed the required EDRMS training

Immediately after the Go Live date Cofely will facilitate a wrap up and after action review with HOLG to ensure that there are no

outstanding issues from the Go Live event.

Outputs:

A folder contained all earlier deliverables for the Services and/or workgroups involved in the Go Live event, with appropriate

signatures denoting formal acceptances

A record of the Go Live process and outcome, with all issues logged and signed off by the appropriate authorities




Assumptions

The “Go Live” system has already passed Usability and User Acceptance Testing (task 10)

NTC Management will support the Go Live event with appropriate Communications, access to staff, and timely provision of

required approvals and reviews as required by the EDRMS Programme Plan.

Applicable

Exclusions

The EDRMS Programme is only responsible for those Workgroups and/or Service areas declared in Scope and appearing in the EDRMS

Programme Plan.



PD 17

Transformation

Programme EDRMS Reporting Suite

Description

Cofely will work with HOLG and the NTC Central Information Team to prepare a suite of standard EDRMS Reports to be made

available to NTC information managers and other Senior Management to assist in the management of information within the

Authority and to support the process of business culture change EDRMS will enable.

Inputs:

Validated File Plan (task 11) and Go-Live configured live EDRMS

NTC Information Reporting requirements

Outputs:

On line scheduled EDRMS reports – including, but not restricted to:

o System usage

o Search reporting

o Document volumetrics

o Records and Records Management

o Workflow statistics

o Collaboration usage and statistics

Access for selected staff (Central Information Team and other IM staff) to ad hoc report functionality in EDRMS

Process for requesting Ad Hoc Reports from other sources

Process for developing new Reports



Assumptions

Reports offered will be from the standard suite of Report provided by the OpenText Content Server solution and any other

modules purchased

Custom and new reports are outwith the scope of this deliverable and will be specified and funded separately

Applicable

Exclusions The EDRMS Programme will not be responsible for the “Business as Usual" management of the EDRMS Reporting Suite



PD 18

Transformation

Programme Productivity Improvements

Description

Cofely will provide support to NTC during the implementation period of the EDRMS project to define logical IM processes and

procedures and consider how to use the new IM tools (e.g. the EDRMS, workflow, on-line forms, enterprise search, and collaborative

working) to generate productivity improvements in everyday IM tasks.

The consultants will also work with representatives of each of the Services of NTC to review standard business processes across the

Council to identify candidates for automation via the use of the new IM tools.

Inputs:


EDRMS Operation Manual (task14

IM Process & Procedures Handbook (task 5)

Records Management processes and procedures (task 6)


the detailed File Plan(task 11)

Outputs of previously undertaken process analysis work by NTC

Outputs: the content and format of this deliverable will be determined as part of this task, however for those areas analysed the

Process Improvement Documentation will include:

Procedures for everyday IM tasks showing clearly how the new tools should be used and the productivity benefits that should

then be realised

Descriptions of processes which could be streamlined using the new tools with estimates of the time and resource savings

that could be realised



DILO scenarios are developed with the Services to record the improvements designed by the Service’s staff


Assumptions

The representatives of each area will make themselves available for productivity improvement workshops in good time, and

will review any draft documents produced by the consultants in a timely manner

Benefits realisation from the improved processes is the responsibility of NTC Management

Applicable

Exclusions

The EDRMS Programme will not be responsible for the implementation of the improved processes into the Service business models –

this is the responsibility of NTC Management

The scale of analysis will be determined by the availability of the EDRMS project team as specified in the Transformation Programme

and the EDRMS approval. Resource will be allocated to Process improvement in consultation with HOLG as NTC Project Sponsor and

in light of the overall EDRMS implementation schedule and resource requirement



PD 19

Transformation

Programme Migration of NTC Data and Content to the EDRMS

Description

As part of the overall Project Management tasks Cofely will prepare detailed activity plans for the migration effort required of Legacy

information, sequentially, timescales and dependencies for each of the EDRMS affected workgroup areas/Services and will provide

ongoing oversight of IM migration support activities.

Inputs:

Validated File Plan (task 11)

Completed Records Retention and Disposal schedule for each workgroup area/Service with applicable Record Trigger Event

information, provided by NTC Records Management staff

Contents of the SAN

Applicable Migration Support and Information Cleansing software

Outputs:

Legacy Records and Reference Content cleansed and migrated into the EDRMS repository

Non-compliant content (duplicates, non-compliant documents etc.) disposed of in a compliant manner

Assumptions NTC Records Management staff will provide the Record Retention, Disposal and Trigger Event information in a timely fashion

in accordance with the EDRMS Rollout plan

deliverables - descriptions, estimates and assumptions · deliverables - descriptions, estimates...

Documents