Overview
Background
The Estates Department has identified the need to utilise a document management system to improve the management of all documents associated with buildings including refurbishments.
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.
It is envisaged that the system will provide the ability to:
- Replace the EBLDGS storage system and associated O&M manuals
- Acts as a single system with version control
- Allow retention periods for folders and documents to be set via the estates admin function
- Allow the creation of new folders / sub folders via the estates admin function
- Provide versioning functionality, providing a check in / check out facility
- Allow access rights to be set on specific folders or drawings and provide good security
- Allow documents to be hosted internally within the new document management system with access for external consultants and contractors
- Easy to use
- Integrates with MS Outlook
All new documents will be stored in the new structure
Scope
The project will
- Determine the Business Requirements with regards to
- the required file structures and actual file types
- the movement of files between Estates Development and Estates Operations
- the operational requirements with regards the integration of the O&M (Operations & Maintenance) documents into the selected document management solution
- Investigate potential document management solutions and provide recommendations as to preferred solution
- Implement Chosen solution
- Ensure chosen solution can cater for document Management for Estates Development and Estates Operations (O&M - Operations & Maintenance)
- To define and implement a specified examplar project
Out of Scope
- eFinancials Document Management
- The incorporation of the general administration folders (e.g. EB15)
- The incorporation of documentation associated with Soft Services
- The migration of existing documentation into the new document management solution - as this can be managed by the Estates department as required
Out of Scope NOTE - In the future estates hope to phase in/integrate the existing admin (K/EST/15) drive down the line a bit. However estates need to ensure the system has the capability required when estates are ready to merge it into the system with one entry point for all estates folk.
Objectives and Deliverables
| Description | Category | ||
| O1 | Determine Business Requirements | ||
| D1 | Business Requirements document is produced | M | |
| O2 | Investigate potential centrally available document management solutions and provide recommendations | ||
| D1 | Evaluate existing centrally available document management solutions against the business requirements and provide recommendations | M | |
| O3 | Implement Chosen Solution | M | |
| D1 | Provide access to an Operational Document Management System | ||
| 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 envirionment 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 | |
| 06 | 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 documents | ||
| 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 |
Benefits
- To get information/data out of mailboxes into the new system leading to improved sharing between Estates staff
- To permit shared access (viewable and editing) to project files between UoE and contractors/consultants
- To provide a secure document management system
- To provide agreed audited and access rights
Success Criteria
- Business Requirements are completed
- Chosen solution to meet the mandatory Business requirements
- Intuitive solution that enables management of relevant documentation incorporating mandatory Business Requirements and can be administered by Estates
- Ability for identified external users to have access to the system (securely)
- Defined document management hierarchy (BRD, and Design)
- The delivery of the examplar project