Overview

Background

To deliver projects successfully, staff need access to guidance, templates, and other information.  At the moment the information is spread across a number of places making it difficult to ensure a consistent and quality approach to projects.  This is particularly important due to the growth in size of the section and the use of short term contract staff.

This project will follow on from a previous project which looked at information management within Project Services. 

The previous project undertook an assessment of how we use these different tools and made a number of recommendations:

1. Define and implement document management processes and procedures. Roll out with engagement and training sessions.  
2. Define preferred solution for a single document storage repository where realistic, and migrate shared drive & Wiki items as required, archiving old ones. Retain publicly shared documentation on Projects Website and WIS documentation on Wiki.  
3. Update guidance areas and content, creating an illusion of one stop shopping for project management requirements whilst preserving security models in place by using multiple platforms (Wiki & PWS).

Scope

This project will define what information should be held where and in what structure.  To do this, it will consider the audience for the information, the security required, and the user experience.

The project will be responsible for implementing the new structure, and for migrating some pilot content.  It has previously been agreed that SharePoint will be one of the primary tools for document storage and access.

Out of Scope

It is expected that the migration of all required content will take place following the completion of this project.

Full guidance for the rollout is outwith the scope of this project, the rollout plan is within scope.

This project will not seek to update current PMO guidance pages, nor to create new ones unless included in the pilot of new content.

The scope of the project is based on recommendations from the previous project that consulted with stakeholders, additional process improvement will not be included in the scope of this project.

Objectives and Deliverables

Benefits

• Improved access to guidance to support new starts, existing staff, and stakeholders across the University
• Reduced queries to the PMO
• Improved efficiency of PMO through reduced duplication
• Reduced effort to maintain documentation
• Improved user experience

Success Criteria

• New SharePoint site for Project Services/PMO
• Agreed structure for information management
• Completed migration of pilot content
• Agreed roll-out plan for completing migration of content

Project Milestones