Report for October 2019

Report Date

October 2019

The project has just had a formal project review with the business and the new Portfolio and Programme Manager who has been appointed by the Business to assure that the  Projects and Programmes of work for the Business. This review was to look at current status on project and also strategic direction.  The outcome of the formal review was that the project would still  progress, however there would be a stage review after the requirements gathering has completed. At this point a gap analysis would be completed to understand the gap between the requirements gathered for the document management and the business needs. It was agreed that is Business Led project and that the Business will advise on change management and the communications around the programme. It was also agreed that there is definite requirement for a Business Champions to champion the project with the Business from each area.

Requirements Gathering -

The Requirements Gathering is progressing.  This has taken more time due to reduced resource  on the team.  It was agreed that we would complete the Business Requirements and collate the Business Requirements by department etc. Awareness sessions are happening in parallel to ensure that the Business is aware of  the scope of the Project 

Governance 

Framework

A draft Framework has been drawn up  outlining roles and responsibilities, key policies and processes that will be required to support the programme. 

Meta-Data - This is the key information which will be used to tag and search for information within SharePoint.  A number of areas in the business have been consulted and a strawman has been drawn up.  This requires further work to  ensure that the Metadata will meet the Business needs.

Communication and Change

The Business are now looking at this area and will come up with a plan for the next steps

Next Steps

• Requirements Gathering - Complete work on the Business Requirements and summarise the information by department etc. Then a gap analysis will be completed with the Business.
• Recruitment- The process is continuing for the SharePoint specialist to replace Ruth Churchman.  In parallel the visa process is continuing  for the SharePoint developer. Business Analyst support has been requested from IS Services to help to complete the requirements gathering process.  We may also be able to get help from the Student that has been appointed to the SharePoint Team
• Further work will take to detail out the requirements for the Metatdata
• Business to look at quick wins around the programme and the long term goals.
• Business will identify Business Champions to support Estates Share
• Business will also  look at the Change and the Communications Management Strategy
• Awareness Sessions will progress with the Business

• Issues

Due to holidays and also reduced resources on the SharePoint team the project timeline is moving out.  The timeline and the Budget will be reassessed once the stage review has taken place where the requirements gathering summary will be assessed and also the Business will have agreed a view on the quick wins/long term strategy

Recruitment is underway for the SharePoint Specialist and the SharePoint developer. Depending on the when these resources are placed may have on the project timeline.