PROJECT MANAGEMENT FOR RIMI Adopting a Raccoon 1

PROJECT MANAGEMENT FOR RIMI ‘- Adopting a Raccoon 1

AGENDA ‘- Project Management Stages Branding Team/Resources Steps in RIMI Project Summary 2

Project Management Stages 1. Project conception and initiation 2. Project definition and planning 3. Project launch or execution 4. Project performance and control 5. Project close ‘- 3

Branding ‘- 4

Communication • • • Email Face to Face Newsletter Departmental Meetings Posters ‘- 5

Change is HARD Keep it Small Keep it Simple Keep it Fun ‘- 6

Project Team / Resources RIM CRM EDRMS Reserve IT PM ECM BA DEV Reserve External Services Consultants EDRMS Software Development ECM ‘- *Expected Hard Limit of 220 Days/Year/Person 7

Steps in RIMI Project Step 1 - Project Governance Step 2 - Corporate Policies Step 3 - Enterprise Adoption Plan Step 4 - Plan/Strategy Step 5 - Records Foundation ‘- Step 6 - RIM Administration Step 7 - Business Procedures Step 8 - Repository Governance Step 9 - Declaration Step 10 - Validation Step 11 - End User Training Step 12 - Pilot 8

Project Phases Project Governance • Weekly Team Meetings (estimate 40 -60 days depending upon length of project) - RIM – XX Days - IT – XX Days ‘Corporate Policies • Make Decisions, Draft Policy, Get it Approved (estimate based upon how quickly your organization processes) - RIM – XX Days - IT – XX Days • Educate on/Disseminate the Policy (estimate 7 -10 days) - RIM – X Days - IT – X Days 9

Enterprise Adoption Plan • Execute Enterprise Adoption Plan (plan for no less than 14 days) - RIM – XX Days - IT – XX Days Plan and Strategy ‘- • Project Functional Specs (Bi-Weekly) (estimate based upon length of project) - RIM – XX Days - IT – XX Days - External – X Day • Project Planning + GANTT update (work with your PM to get these estimates) - RIM – XX Days - IT – XX Days - External – XX Day 10

Records Foundation • Make File Plan EDRM Ready (Estimate based upon condition of existing plan) - RIM – XX Days - External – SS Day • File Server Legacy Migration (Estimate 2 -5 days) - RIM – XX Days - IT – XX Days ‘ • Build Cost Schedule Index (Estimate total of 10 -20 days based upon organizational comfort) - RIM – XX Days - IT – XX Days - External – XX Days • Physical Records Configuration (if these are included) - RIM – XX Days - External – X Day 11

RIM Administration • Vendor Product Training (Estimate 3 -5 days depending upon vendor) - RIM – XX Days - IT – XX Days - External – XX Days ‘ • 3 rd Party RIM Admin Training (Estimate 3 -5 days depending upon vendor) - RIM – XX Days - IT – XX Days - External – XX Days • RIM Admin Self-Training (estimate 7 -10 days) - RIM – XX Days - External – XX Day • Train Back-up RIM Admin (estimate 5 -10 days) - RIM – XX Days 12

Business Procedures • Define/Conduct SOP’s (Estimate 5 -15 days depending upon level of existing documentation) - RIM – XX Days - IT – XX Days - External – XX Days Repository Governance • Metadata Mapping (Pilot Group) (Pilot size will impact estimates ‘- 2 -5 days) - RIM – XX Days - IT – XX Day • Configure Share. Point (Pilot Group) - RIM – XX Days - IT – XX Day • Repository Governance Plan Oversight Committee Meetings (estimate dependent upon frequency and productivity of committee meetings) - RIM – XX Days - IT XX Days 13

Declaration • Build, Test, Deliver RBR Rules (Pilot) (Estimate based upon vendor) - RIM –XX Days • Install and Configure Email Integration (Pilot) (Estimate based upon vendor) - RIM –XX Days ‘- IT – XX Day Validation • Confirm System Performance Validations (36) (Estimate based upon number of SPV’s and efficiency of IT 7 -15 days) - RIM – XX Days - IT – XX Days - External – XX Days 14

End User Training (All estimates should be based upon available training resources – Water. One has a dedicated education specialist in HR) • Develop Course Content (10 -15 days) - RIM – XX Days - IT – XX Days ‘- External – XX Days - Course Materials • Configure Training Facility and System (10 -15 Days) - RIM – XX Days - IT – XX Days - External – 10 Days • Install and Configure Email Integration (Pilot) (3 -5 Days) - IT – XX Days 15

Pilot • Conduct 30 -day Pilot (Estimate is dependent upon size of pilot) - RIM – X Days - IT – XX Days - External – XX Days ‘- 16

Summary Current Projected • • RIM – 212 days - CRM – 69 Days - EDRM – 143 Days IT – 228 days - PM – 75 Days - ECM – 110 Days - BA – 33 Days - Dev – 10 Days External – 91 days Users for Pilot – 16 days ‘- 17