Overview
Project Description
The Estates Department has identified the need to utilise a document management system to improve the management of all documents associated with new building and refurbishment projects. This is further highlighted with the on-going large capital building project scheduled over the next 10 years, with an estimated cost in excess of £1 billion.
The project will Investigate potential document management solutions and provide recommendations and implement the chosen solution
Objectives
As identified at Project Brief stage
O1 Determine Business Requirements
D1 Business Requirements document is produced M
O2 Investigate potential centrally available document management solutions and provide recommendation
D1 Evaluate existing centrally available document management solutions against the business requirements and provide recommendations M
O3 Implement Chosen Solution
D1 Provide access to an Operational Document Management System M
O4 Deliver an easy to use application to host the storage and management of Estates & Buildings project documentation
D1 A new document structure is available according to defined business requirements M
D2 Can share documents with other users M
D3 Can store documentation in a variety of formats with no loss of integrity M
D4 Ability to manage document change control through a check-out / check in process M
D5 Ability to version control documents M
D6 Ability to review audit history relating to documents D
D7 Provide the ability to transfer O&M manuals and associated documentation from a project environment into the Estates Operations environment M
O5 Estates can manage their project documentation
D1 E&B will be able to manage the application themselves (setting security levels, sharing documents etc) M
O6 Security
D1 Specific users will only be able to see specific areas M
D2 Access to the application by both UoE staff and external contractors for specific Estates projects, on a project by project basis M
O7 Deliver an intuitive (easy to use and robust) application to find the specific documents required
D1 Must be able to search for and retrieve documents within the document management application M
O8 Deliver an example solution(s)
D1 A small number or projects (at least 1 project) should be used to sample and deliver the example solution before proceeding to using it for all projects HD
O9 Provide the environment that will enable the upload of existing document
D1 Transfer identified - the selected old documents to the new document management application (by Estates Development) M
O10 Training
D1 Define and specify specific Estates training requirements M
D2 Training course made available for Estates Development M
Business Dependencies and Constraints
Certain business dependencies exist that may affect the project team's ability to implement the project, e.g. concurrent projects, unknown technology. These dependencies are listed below so that they can be communicated and addressed.
- In compiling the business analysis, there is the requirement to recognize that the most appropriate Document Management solution has still to be identified. Additionally, of the potential solutions being explored, the following observations should be noted;
- Serengeti - Any product enhancement would require external led development to be agreed with the supplier, along with resultant timescales and costs
- WIKI – Uncertainty regarding the level of in-house technical expertise to implement any required changes
- SharePoint – It is acknowledged that this is still a relatively new technology for IS Applications to support. However, an initial three day training course has been arranged for 16th – 18th March
Legislative Impact
Please highlight any legislative issues that could impact this project, including:
- Data Protection
- Freedom of Information
- Records Management
- SENDA Compliance
- Disability
Not applicable