PWD Project Charter-Final Draft 3-5-2013

PUBLIC WORKS DEPARTMENT (PWD)

ENTERPRISE DOCUMENT AND IMAGING MANAGEMENT SYSTEM (EDIMS) IMPLEMENTATION

CHARTER

Prepared By: Najwa Pedigo & Bob King

Date: 3/1/2013

CONTENTS

1.0 INTRODUCTION.................................................................................................... 3

2.0 EXECUTIVE SUMMARY........................................................................................3

2.1 GENERAL PROJECT INFORMATION.........................................................................32.2 PROJECT PURPOSE................................................................................................. 32.3 CRITICAL SUCCESS FACTORS................................................................................32.4 ASSUMPTIONS....................................................................................................... 42.5 CONSTRAINTS........................................................................................................ 4

3.0 HIGH-LEVEL PROJECT SCOPE............................................................................5

3.1 IN-SCOPE ELEMENTS............................................................................................. 53.2 OUT-OF-SCOPE ELEMENTS....................................................................................6

4.0 PROJECT FUNDING.............................................................................................. 6

5.0 PROJECT GOVERNANCE......................................................................................6

5.1 STAKEHOLDER REVIEW BOARD.............................................................................65.1.1 Purpose..................................................................................................................75.1.2 Role.......................................................................................................................7

5.2 EXECUTIVE STEERING COMMITTEE.......................................................................75.2.1 Purpose..................................................................................................................75.2.2 Members................................................................................................................75.2.3 Role.......................................................................................................................7

5.3 PROJECT SPONSOR................................................................................................75.3.1 Purpose..................................................................................................................75.3.2 Role.......................................................................................................................7

5.4 PWD PROJECT LEAD............................................................................................85.4.1 Purpose..................................................................................................................85.4.2 Role.......................................................................................................................8

5.5 CTM PROJECT MANAGER.....................................................................................85.5.1 Purpose..................................................................................................................85.5.2 Role.......................................................................................................................9

5.6 TECHNICAL TEAM................................................................................................. 95.6.1 Purpose..................................................................................................................95.6.2 Role.......................................................................................................................9

5.7 PROJECT TEAM.................................................................................................... 105.7.1 Purpose................................................................................................................105.7.2 Role.....................................................................................................................10

5.8 DEPARTMENT RECORDS ANALYST......................................................................105.8.1 Purpose................................................................................................................105.8.2 Role.....................................................................................................................10

CTM Project Charter Page 1

Template R_3_Approved 1/2/2013

5.9 DIVISION STAKEHOLDER:....................................................................................115.9.1 Purpose:...............................................................................................................115.9.2 Role:....................................................................................................................11

6.0 Project Charter Acceptance Signoff....................................................................12

CTM Project Charter Page 2Template R_3 Approved 1/2/2013

1.0 INTRODUCTION

The Project Charter is a formal agreement between the creators and customers of the project which establishes the project’s purpose, direction, deliverables and participants. The charter is a high-level document that should be written in general enough terms that it will not require changing during the life of the project. Information contained in the charter is used as the basis for the project management plan.

2.0 EXECUTIVE SUMMARY

2.1 General Project Information

Project Name: PWD EDIMS Implementation Primary Department: PWD

Project Manager: Bob King/Najwa Pedigo Project Sponsor: James Snow

Is this an Enterprise Project (i.e., does it have significant impact on 3 or more departments)? X Yes

No

2.2 Project Purpose

The purpose of this project is to enable the Public Works Department (PWD) to reach their goal of establishing an Information Management System, and maintaining electronic records management.

Impact:

The project will enable PWD to establish an electronic information management system and provide increased level of document security and enhanced public access.

This will be achieved through document sharing and editing, reducing redundancies, and making information and document management more efficient and cost effective.

2.3 Critical Success Factors

FACTOR (What) MEASUREMENT (How)

Complete Project on time Finish +/- 5% of baseline finish dateMaintain original budget goal Finish project without going over original

budgetMigrate Documents from Access DB All desired electronic documents

successfully imported to EDIMSScan and import paper documents All desired paper documents successfully

imported into EDIMS


Phase 1 – Shared Services Division (SSD):

Manage, protect, and preserve the City of Austin’s Public Works Department records for as long as the records are needed and provide easy retrieval, long-term and permanent storage, and disaster recovery and business continuity.

1) Standardize records management and compliance with document retention practices and procedures in participating departments; standardize process for permanent record backup.

2) Preserve and safeguard official City records, and to make these records more readily accessible to the citizens of Austin, their elected officials, and to City staff.

3) Reduce paper storage

4) Comply with City, State and Federal regulations regarding records retention.

2.4 Assumptions

Phase 1 – SSD – Proof of Concept

1) All data on the Access DB is correct and accessible for migration to EDIMS

2) Resource Commitment: Communication and Technology Management (CTM), Office of City Clerk (OCC) and PWD staff resources will be available for the duration of the project

3) The application shall be able to convert a large quantity of permanently retained records to electronic storage for ease of use.

4) The application shall be able to free up office space currently used for storage so it can be utilized for personnel needs.

5) The application shall be able to take a large number of commonly shared and often duplicated records and house them in one location where they can be easily accessed by a number of people and more efficiently tracked and managed.

6) The application shall be able to aid in public access of unrestricted records to reduce the need for calls and public information requests.

7) The application shall be able to aid in disposition of records that have reached their retention time.

8) Phase 1 will be completed within 3 to 6 months, upon approval of the Project Charter.

2.5 Constraints

1) The resources supporting this project are shared with other projects so their availability is limited

2) The technical team anticipates providing up to 40 hours of pre-engagement support to prepare the project for the actual implementation.

3) Several other departments within the city are interested in EDIMS, the technical team will, concurrently, be coordinating the implementation of the project for other departments.

4) Due to staffing limitations and requirements of other departments, the Team may need to provide up to 90 days to support implementation.


3.0 HIGH-LEVEL PROJECT SCOPE

The High Level Project Scope defines the boundaries for the work to be completed during the project by identifying both the work that will be completed (In-Scope Elements) and the work that will not be completed (Out-of-Scope Elements).

3.1 In-Scope Elements

PWD implementation of EDIMS will consist of multiple phases. Each phase will be focusing on a different division within the department. The initial phase will focus on SSD. It will consist of the migration of SSD files that are currently stored on a local Access DB. The latter will be imported to the designated EDIMS PWD SSD folder.

Scanning of SSD paper documents and importing them into EDIMS will follow. After the completion of SSD, the remaining divisions will be implemented in the order listed below, as it stands at this time. Sequence and scope may vary according to Divisions process readiness.

Each Division will be evaluated for EDIMS suitability.

Phase 1 - Shared Services Division

1a - Initial implementation – Access DB

1b - Scanning of paper documents

Phase 2 - Office of the Director and Public Information Office

Requires Coordination with Corporate Office policies and procedures (P&P)

ACAP / PIR

Phase 3 - Operations Divisions Specific to PWD – Might involve electronic document from Maximo.

Phase 4 - Human Resources

Safety Office

Requires Coordination with Corporate Office P&P

HRIS

Phase 5 - Systems Engineering IT

Requires coordination with Corporate Office P&P

Phase 6 - Construction Inspection (ATD ROW)

Specific to PWD/ATD – Might involve import of electronic document from AMANDA

Phase 7 - Capital Project Delivery Program Divisions

- Public Works is lead within COA Organization1) Project Management Division2) Engineering Services Division3) Quality & Standards Management Division4) Neighborhood Connectivity Division


FINAL STAGES OF PROJECT: COMMUNICATION AND ELECTRONIC DESIGN REVIEW AND SHARING WILL BE EXPLORED AT A GREATER LEVEL OF DETAILS FOR IMPLEMENTATION IN THE CAPITAL PROJECT DELIVERY DIVISIONS, ONCE THE PROOF OF CONCEPT WAS REACHED WITH THE INITIAL SET UP OF EDIMS IN SSD.

3.2 Out-of-Scope Elements

1. In Phase 1, SSD will not scan or upload any back file documents related to the Operations documents vs. CIP documents designated as “Life of the Project”

2. Subsequent Phases will reveal their own Out-of-Scope Elements as they are being prepared for implementation.

4.0 PROJECT FUNDING

Funding Department

Public Works Department Budget Line 6246 - 6854

Funding Source 5460 6000 8780 eTracs Number

1903

Financial Analysis was performed and included in the Department FY-2012 IT Plan.

5.0 PROJECT GOVERNANCE

5.1 Stakeholder Review Board

CTM Management

PWD Management

OCC Management

The Project Team

5.1.1 PurposeThe purpose of the stakeholder review board is to resolve issues that are out of the control of the project manager, project business department lead and the overall team. Members of the stakeholder review board include those personnel who have a vested interest in the success or failure of the project.


5.1.2 RoleThe role of the stakeholder review board is to help resolve issues that may arise related to resource availability and project funding. In order to resolve such issues, direct management involvement may be needed.

Approve project deliverables Help resolve issues and make policy decisions Approve scope changes Provide direction and guidance to the project teams

5.2 Executive Steering Committee

5.2.1 PurposeThe steering committee includes management representatives from key organizations involved in the project oversight and control, and any other key stakeholder groups that have a special interest in the outcome of the project. The steering committee acts individually and collectively as vocal and visible project champions throughout their representative organizations.

5.2.2 Members D-DAC

5.2.3 Role Systems prioritization of project Monitor output of application

5.3 Project Sponsor

5.3.1 PurposeThe project sponsor is a high ranking administrator with demonstrable interest in the outcome of the project who is responsible for securing spending authority and resources.

5.3.2 Role Act as a vocal and visible champion for the changes and benefits that the project will bring

Participate in project planning (high level)

Provide support for the consultant and project lead

Assist with major issues, problems, and policy conflicts; remove obstacles

Approve changes to project scope, budget and schedule

Approve major deliverables

Serve as Department Records Administrator


5.4 PWD Project Lead

5.4.1 PurposeThe PWD Project Lead has responsibility for the Overall Initiative as the Liaison between PWD and CTM, and oversees the project from planning to completion. This includes managing resources, scope, project budget and schedule.

5.4.2 Role Ensure the project is delivered on budget, on schedule, and within scope

Manage the project team’s performance of tasks

Secure acceptance and approval of deliverables from the project sponsor and stakeholders

Communicate to stakeholders including status reporting

Manage risks, project schedule, scope changes and issues

Responsible for the implementation sequence and phasing of the project

Responsible for prepping each division for implementation according to project phases.

Responsible for ensuring the Divisions, and ultimately the Departments project business needs are met.

Responsible for delivery of the following Project Management documents:

Business Case

Information Architecture

Training Plan

User Requirements

Vision Statement

Workflow Diagrams

5.5 CTM Project Manager

5.5.1 PurposeThe CTM Project Manager has responsibility for establishing the project IT requirements for the affected departments within the organization, and is the liaison between the Departments’ and OCC.

5.5.2 Role Manage risks, schedule, budget issues, and changes to the project

Meet with Clients and Technical Team to determine requirements

Work with Clients and Technical Team to define the scope of the project

Plan timelines and the resources needed

Develop agreed solutions and implement new systems


Present solutions in written or oral reports

Purchase systems where appropriate

Organize training for users and other consultants

Maintain contact with client organizations

Identify potential clients and build and maintain contacts

5.6 Technical Team

5.6.1 PurposeThe Technical Team is responsible for managing the execution of all technical related tasks and for ensuring the system operates per the requirements of the customer/business needs.

5.6.2 Role Provide expert technical guidance and support for the Project Team throughout the life cycle of

the implementation portion of the project

Work closely with the CTM Project Manager and the Project Lead to ensure the success of the project.

Identify risks and prevent them from becoming issues

Resolve issues at the lowest level possible

Support PWD’s EDIMS SPOC with end-user issues with the EDIMS client

Escalate issues to vendor support as necessary

Support PWD’s Records Administrator on PWD’s EDIMS File Plan and other records management issues

Support PWD’s EDIMS SPOC with management of user accounts (create, disable, or update)

Gather requirements for new document types to be stored in EDIMS

Configure new document types in EDIMS

Import documents into PWD library

Add new indexing fields

Create or update profile and search forms

Support PWD’s EDIMS SPOC with transfer of documents between libraries

Coordinate rollout of system updates and upgrades

Clarify Client's system specifications, understand their work practices and the nature of their business

Define software, hardware and network requirements

Analyze IT requirements within Departments and give independent and objective advice on the use of IT

Monitor new systems (design, testing, installing)


Prepare documentation and present progress reports

5.7 Project Team

5.7.1 PurposeProject Team Members are responsible for executing tasks and producing deliverables as outlined in the Project Plan and directed by the Project Lead and CTM Project Manager, at whatever level of effort or participation has been defined for them.

5.7.2 Role Perform tasks based on the agreed upon schedule

Work with the Project Lead and CTM Project Manager to meet the agreed upon requirements of the customer/business unit

Report on the progress of individual tasks so that the project schedule can be kept current

5.8 Department Records Analyst

5.8.1 PurposeThe Department Records Analyst is the project owner and will maintain the system at the completion of the implementation process as part of the Technical Team.

5.8.2 Role Apply Department standards in compliance with City Retention Policy and Department Policy

Assist Project Lead with preparing Divisions for implementation of the project, and other tasks as feasible during the implementation phases of the project

Set up business rules and establish group rights and access levels (Hierarchy permission)

Identify Group Level administrators

Establish Group membership access

Maintain Business Processes

Develop Standard Operating Procedures

Create Audit Reports and rules for ensuring correctness of metadata

Review and approve disposition logs


5.9 Division Stakeholder:

5.9.1 Purpose: The Division Stakeholder is the manager over a particular operation or single division operation and is ultimately responsible for ensuring their division business needs have been implemented to achieve the project purpose.

5.9.2 Role: Identify Division standards in compliance with City Retention Policy and Department Policy

Provide support to Project Lead with staffing to prepare for the project implementation in their divisions

Approve business rules, group rights and access levels

Identify Group Level administrators

Provide Business Processes of their Divisions

Provide Standard Operating Procedures of their Divisions

Meet with the Project Team during the planning and implementation phases to provide required input

Actively participate in the implementation and testing of the product

Serve as Subject Matter Expert in their divisions to assess implementation and assure the correct documents and records are appropriately categorized and uploaded into the system (Naming Convention and Document Types)


6.0 PROJECT CHARTER ACCEPTANCE SIGNOFF

The signatures affixed below indicate that the undersigned:

Has read the Project Charter and understand the purpose and content of the document

Certify that the contents of the Project Charter accurately represent their expectations and the conditions required for the project

Title Name Signature Date

CTM Project Manager

Bob King

PWD Project Lead Najwa Pedigo

CTM CIO Stephen Elkins

Deputy CIO – Strategy and Planning, Project Office

Bruce Hermes

Deputy CIO – Public Safety

Paul Hopingardner

Deputy CIO – Infrastructure and Security

Teri Pennington

Deputy CIO – Business Application Services

Leeanne Pacatte

PWD Project Sponsor – Assistant Director

James Snow

City Clerk OCC Department Head

Jannette Goodall

OCC Technical Lead Bob Guz

Members - Executive Steering Committee Board (if applicable)


PWD Project Charter-Final Draft 3-5-2013

Documents

Transcript of PWD Project Charter-Final Draft 3-5-2013