North Tyneside Council EDRMS Deliverable Specification
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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.
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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.
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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).
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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)
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No. Transformation Programme
EDRMS Deliverable Brief Descriptor of Deliverable/Output Delivery Approval
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
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No. Transformation Programme
EDRMS Deliverable Brief Descriptor of Deliverable/Output Delivery Approval
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
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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).
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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
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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
Format Various MS Office documents
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.
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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)
Format Various MS Office documents
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.
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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:
All IM Policies (task 2)
EDRMS processes and procedures (task 15)
Information Ownership model (task 3)
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.
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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)
Information Ownership model (task 4)
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
Format Various MS Office documents
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.
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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
Format Various MS Office documents
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.
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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
Format Various MS Office documents
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
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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:
All IM Policies (task 2)
EDRMS Operations Manual (task 14)
Information Ownership model (task 3)
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
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Format Various MS Office documents
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.
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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:
All IM Policies (task 2)
IM processes and procedures (tasks 6 & 5)
Information Ownership model (task 3)
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
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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.
Format Various MS Office documents
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
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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
Information Ownership model (task 3)
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)
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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:
All IM Policies (task 2)
Information Ownership model (task 3)
the detailed File Plan (task 11)
Outputs: the metadata management framework toolset
Format Various MS Office documents
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.
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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
Information Ownership model (task 3)
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
Format Various MS Office documents
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
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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
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Format Various MS Office documents
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
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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
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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
Format Various MS Office documents
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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.
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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
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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
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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:
All IM Policies (task 2)
EDRMS Operation Manual (task14
IM Process & Procedures Handbook (task 5)
Records Management processes and procedures (task 6)
Information Ownership model (task 3)
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
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DILO scenarios are developed with the Services to record the improvements designed by the Service’s staff
Format Various MS Office documents
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
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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