PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT
MANAGEMENT MIGRATION
DOCUMENT IMAGING
IMPLEMENTATION AND CONTENT
MANAGEMENT MIGRATION
PROJECT MANAGEMENT PLAN
(PMP)
EXECUTIVE SPONSOR – TOM CHURCH, NMDOT CABINET SECRETARY
PROJECT SPONSOR - BRUCE OAKELEY, NMDOT DEPUTY CIO
BUSINESS OWNER – NMDOT DAVID CORIZ
PROJECT MANAGER – BRET VONDER REITH
ORIGINAL PLAN DATE: DECEMBER 22, 2013
REVISION DATE: AUGUST 22, 2014
REVISION: 1.5
REVISION: 1.0
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TABLE OF CONTENTS
ABOUT THIS DOCUMENT ....................................................................................................................................... V
1.0
PROJECT OVERVIEW ..................................................................................................................................... 1
1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT ..................................................................................................1
1.2 FUNDING AND SOURCES .............................................................................................................................................2
1.3 CONSTRAINTS ..........................................................................................................................................................2
1.4 DEPENDENCIES .........................................................................................................................................................2
1.5 ASSUMPTIONS.....................................................................................................................................................3
1.6 INITIAL PROJECT RISKS IDENTIFIED..............................................................................................................................4
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE .............................................................................. 5
2.1 STAKEHOLDERS ........................................................................................................................................................6
2.2 PROJECT GOVERNANCE STRUCTURE .............................................................................................................................6
2.2.1 Describe the organizational structure – Org Chart .....................................................................................6
2.2.2 Describe the role and members of the project steering committee ............................................................7
2.3 EXECUTIVE REPORTING..............................................................................................................................................7
3.0 SCOPE .............................................................................................................................................................. 8
3.1 PROJECT OBJECTIVES ................................................................................................................................................8
3.1.1 Business Objectives .....................................................................................................................................8
3.1.2 Technical Objectives ....................................................................................................................................9
3.2 PROJECT EXCLUSIONS ..............................................................................................................................................10
3.3 CRITICAL SUCCESS FACTORS .....................................................................................................................................10
4.0 PROJECT DELIVERABLES AND METHODOLOGY ............................................................................................... 12
4.1 PROJECT MANAGEMENT LIFE CYCLE ..........................................................................................................................12
4.1.1 Project Management Deliverables ............................................................................................................15
4.1.2 Deliverable Approval Authority Designations ...........................................................................................28
4.1.3 Deliverable Acceptance Procedure ............................................................................................................28
4.2 PRODUCT LIFE CYCLE .........................................................................................................................................28
4.2.1 Technical Strategy .....................................................................................................................................31
Technical Strategy of migration .........................................................................................................................32
4.2.2 Product and Product Development Deliverables .......................................................................................32
5.0 PROJECT WORK .............................................................................................................................................. 34
5.2 SCHEDULE ALLOCATION - PROJECT TIMELINE ...............................................................................................................34
5.3 PROJECT BUDGET ...................................................................................................................................................35
5.4.2 Project Team Roles and Responsibilities ...................................................................................................37
5.5 STAFF PLANNING AND RESOURCE ACQUISITION..................................................................................................38
5.5.1 Project Staff ...............................................................................................................................................38
5.5.2 Non-Personnel resources ...........................................................................................................................40
5.6 PROJECT LOGISTICS ...........................................................................................................................................41
5.6.1 Project Team Training ...............................................................................................................................42
6.0 PROJECT MANAGEMENT AND CONTROLS ...................................................................................................... 43
6.1 RISK AND ISSUE MANAGEMENT.................................................................................................................................43
6.1.1 Risk Management Strategy .......................................................................................................................43
6.1.2 Project Risk Identification ..........................................................................................................................43
6.1.3 Project Risk Mitigation Approach ..............................................................................................................43
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6.1.4 Risk Reporting and Escalation Strategy.....................................................................................................44
6.1.5 Project Risk Tracking Approach .................................................................................................................44
6.1.6 ISSUE MANAGEMENT ................................................................................................................................45
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................................46
6.3 SCOPE MANAGEMENT PLAN ....................................................................................................................................47
6.4 PROJECT BUDGET MANAGEMENT..............................................................................................................................48
6.5 COMMUNICATION PLAN ..........................................................................................................................................48
6.5.1 Communication Matrix .............................................................................................................................48
6.5.2 Status Meetings ........................................................................................................................................49
6.5.3 Project Status Reports- See Matrix 6.5.1 above ........................................................................................49
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS) ......................................................................................49
6.7 QUALITY OBJECTIVES AND CONTROL ................................................................................................................50
6.7.1 quality Standards ......................................................................................................................................50
6.7.2 Project and Product Review AND ASSESSMENTS ......................................................................................51
6.7.3 Agency/Customer Satisfaction ..................................................................................................................51
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS .......................................................................................52
6.8 CONFIGURATION MANAGEMENT .....................................................................................................................52
6.8.2 Project Repository (Project Library) ...........................................................................................................52
6.9 PROCUREMENT MANAGEMENT PLAN ..............................................................................................................52
7. 0 PROJECT CLOSE ............................................................................................................................................. 53
7.1 Administrative Close .....................................................................................................................................53
7.2 Contract Close ..............................................................................................................................................53
APPENDIX A - DETAILED WORK BREAKDOWN STRUCTURE (WBS).......................................................................... 1
ECM Project Management WBS ..........................................................................................................................1
Implementation WBS ..........................................................................................................................................4
Supporting Organizational Infrastructure WBS ..................................................................................................6
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Revision History
REVISION NUMBER
DATE
COMMENT
December 22, 2013
Original Draft
1.0
January 14, 2014
Revision for PCC Certification
1.1
May 6, 2014
Revision for IV&V feedback
1.2
May 13, 2014
IV&V Feedback
1.3
May 13, 2014
Revisions for IV&V feedback
1.4
August 12, 2014
Updated for DoIT PCC Implementation
Request
1.5
August 22, 2014
Revision for DoIT e-review feedback
REVISION: 1.0
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ABOUT THIS DOCUMENT
This document is developed based on the State of New Mexico Department of Information Technology (DoIT)
template for a Project Management Plan (PMP) - Revision: 1.0, July 27, 2007; a careful review of the template
ensured all intended components are included. The document includes all of the industry-accepted guidelines to
plan, execute, control, and close a project.
The PMP is set up so that the body of the document continues to serve the needs of any future NMDOT Enterprise
Content Management project with minimal modification, while the Appendices contain the dynamic components of
the project plan that must be continually updated and managed, for example the project schedule and the budget.
The document is being referred to as the “Documentum Implementation and FileNet Migration” Project
Management Plan.
The term Enterprise Content Management (ECM) became the industry standard for a combination of functions that
includes: document imaging, electronic document management, electronic records management, workflow, and web
content management. For over 60 years, AIIM (The Association for Information and Image Management) has been
the leading international organization focused on helping users to understand the challenges associated with
managing documents, content, and business processes.”1 While AIIM is not changing their name, they are using a
new byline, referring to themselves as the “Enterprise Content Management Association”.
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1.0 PROJECT OVERVIEW
It is estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably email and instant messaging - the management of electronic records has become a critical business issue. How information is managed has significant business, legal,
and technology ramifications. Determining when content is a record, and then how that record is managed throughout its lifecycle is essential, while the medium that
is used to create, deliver, or store information is the secondary consideration.
1.1 EXECUTIVE
RATIONALE
PROJECT
Below is a diagram
technology tools that
Enterprise Content
solutions offered by
SUMMARYFOR THE
Enterprise
Content
Management
Document
Imaging
Document
Management
Records
Management
Integrated
Document Archive
& Retrieval
Digital Asset
Management
Workflow
Management
e-Forms
Processing
Web Content
Management
Documentcentric
Collaboration
showing the various
are being included in
Management
vendors.
Email Archiving
The NMDOT project
enables
the
Records
ECM Components
Management Division to
capture,
manage
and
search
electronic
content/documents and to
automate paper and manual processes. There are many vital records that NMDOT must maintain and make available to internal and external customers for many
years to come. The purpose of this project is to replace the existing document imaging system which is over 13 years old and has some major software and hardware
issues. NMDOT plans to automate and maintain as many records it can in electronic format and in the future move to a paperless environment and convert paper
records to electronic format for many areas in the agency. Also comply with the Inspection of Public Records Act when providing electronic information. Many of
the NMDOT business processes are paper intensive. These improvements are achievable through implementing document scanning, electronic document
management and electronic records management. NMDOT is working on finding another solution to replace the older system. The solution is to provide a system that
the end users can continue to do their daily job duties and provide good customer service to the public and its internal users. The current system has over 4 terabytes
of electronic information and records that are vital to the programs and the history of NMDOT that will need to be preserved for many years to come.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
1.2 FUNDING AND SOURCES
SOURCE
AMOUNT
ASSOCIATED
RESTRICTIONS
NMDOT Road Fund
(ONM)
$1,221,758
None
1.3 CONSTRAINTS
Constraints are factors that restrict the project by scope, resource, or schedule.
NUMBER
DESCRIPTION
1
Statutory requirement to keep vital records for long term.
2
Statutory requirement to preserve and maintain permanent records by law.
1.4 DEPENDENCIES



Mandatory dependencies
D- Discretionary dependencies
E-External
NUMBER
PAGE | 2
DESCRIPTION
TYPE M,D,E
1
Vendor On-going Software Support
M
2
NMDOT Business Process
M
3
System sized to scale to meet NMDOT demands
M
4
Department of Information Technology Project Oversight Committee approval of Project certification phases
to support on-going project effort
M
5
Infrastructure scalability
M
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
NUMBER
DESCRIPTION
TYPE M,D,E
6
Contract Approval and purchase for software and maintenance.
E
7
Funding for software maintenance, implementation and on-going support of system.
M
8
Data conversion and defined Metadata requirements and standards
M
9
Maintain Operating Standards Maintenance standards manual.
M
10
Forms management
M
11
State Records Center and Archives Approval of NMDOT Imaging System Plan revisions
M
1.5 ASSUMPTIONS
NUMBER
DESCRIPTION
1
2
System will integrate with DoIT Enterprise Architecture and with Central Electronic
Records Repository (CERR) system selected by Records and Archives
Data will be easily converted and without corruption or loss.
3
4
Vendor will honor contractual obligations.
Software will integrate with other system software
5
Adequate Budget will be available.
6
Adequate staffing levels with the proper skill sets necessary to ensure the system will
perform at level expected.
Staff is trained properly on the operation of the system to ensure continued success of the
program.
Vendor will continue to support software and release upgrades/patches on a regular basis.
Business Requirements will have minimal change over the life cycle of the project.
7
8
9
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
1.6 INITIAL PROJECT RISKS IDENTIFIED
For every phase of the project, the risks and issues are identified and managed through the length of the project cycle. As items are
identified, they are assessed in terms of impact (scope, schedule, resources, cost) and magnitude. Items are then prioritized for mitigation.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE
Executive Sponsor,
Tom Church
Executive Steering
Committee
Tom Church
Eric Roybal
Project Sponsor,
Bruce Oakeley
IV&V
Business Owners,
David Coriz
NMDOT Staff
Business Operations Review
Team:






Benefits
Financial/Training
Legal
Construction
Contracts
Records Management
Reports/HIPAA Regulations
Technical Review
DoIT / NMDOT Tech
Staff
Bret Vonder Reith
IT Project Manager
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
2.1 STAKEHOLDERS
NAME
STAKE IN PROJECT
ORGANIZATION
TITLE
Tom Church
Executive Sponsor
NMDOT
Cabinet Secretary
Eric Roybal
Budget
NMDOT
CIO
Bruce Oakeley
Budget Project Sponsor
NMDOT
Deputy CIO
2.2 PROJECT GOVERNANCE STRUCTURE
2.2.1 DESCRIBE THE ORGANIZATIONAL STRUCTURE – ORG CHART
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL AREA
CIO
Project Certification
Eric Roybal
IT
Project Sponsor
Oversight of Project
Bruce Oakeley
IT
Project Lead
Oversight of project
Ahmen Askalany
WAVE Technologies
Solutions Group
Project Engineer
Produce Deliverables
Usman Ghani
WAVE Technologies
Solutions Group
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
2.2.2 DESCRIBE THE ROLE AND MEMBERS OF THE PROJECT STEERING COMMITTEE

Bruce Oakeley- Project Sponsor

David Coriz- Business Owner

Bret Vonder Reith – IT Project Manager

Gabriel Vigil – Documentum Subject Matter Expert

Toby Gurule – FileNet Subject Matter Expert

Ganesh Singh – Lead Application Developer
2.3 EXECUTIVE REPORTING
Meetings will be conducted with NMDOT Management and project teams on a regularly scheduled basis. Whiteboard sessions outlining
project task and resource assignment schedules and agendas are conducted throughout the process and transferred to Microsoft project.
Project team meetings are scheduled to coincide with the Vendor Implementation/Design teams for on-site implementation sessions
with frequency and length of those meetings to be defined. Project status updates reports will be verbally communicated to Business
Owners conducted at weekly staff meetings. NMDOT management will be kept informed on progress of the project periodically
throughout the project life cycle. Special oral and written Project Management and IV&V reports will be given on project progress to
the ECM Steering Committee.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
3.0 SCOPE
3.1 PROJECT OBJECTIVES
3.1.1 BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
BUSINESS
OBJECTIVE 1
BUSINESS
OBJECTIVE 2
BUSINESS
OBJECTIVE 3
BUSINESS
OBJECTIVE 4
BUSINESS
OBJECTIVE 5
Increased efficiency and productivity through a well-managed records
environment
Optimize business processes, decreasing number of steps, saving time
BUSINESS
OBJECTIVE 6
BUSINESS
OBJECTIVE 7
BUSINESS
OBJECTIVE 8
BUSINESS
OBJECTIVE 9
PAGE | 8
Lower the cost of government, more effective Electronic Records
Administration Management
Improved service delivery to constituency
Substantial NMDOT business process improvements are achievable
through implementing document scanning, electronic document
management and electronic records management.
Streamline traditional claims inefficiencies and reduce manual, paper-based
processes, which contribute to high claims costs and overhead expenses.
Provide records management for long-term archiving and the automation of
retention and compliance policies, and to ensure legal or regulatory record
compliance
System will provide document management for check-in/check-out, version
control, security and library services for business documents
Revisions to NMDOT Imaging System Plan are approved by SRCA
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
3.1.2 TECHNICAL OBJECTIVES
NUMBER
DESCRIPTION
TECHNICAL
OBJECTIVE 1
Web-Based System - will be designed on a public facing network with a
web based Java platform front-end to allow NMDOT staff and vendor
remote access
Data will be easily converted and migrated. Metadata will be tagged and
follow standards
Support portal architecture
TECHNICAL
OBJECTIVE 2
TECHNICAL
OBJECTIVE 3
TECHNICAL
OBJECTIVE 4
TECHNICAL
OBJECTIVE 5
TECHNICAL
OBJECTIVE 6
TECHNICAL
OBJECTIVE 7
TECHNICAL
OBJECTIVE 8
TECHNICAL
OBJECTIVE 9
TECHNICAL
OBJECTIVE 10
TECHNICAL
OBJECTIVE 11
TECHNICAL
OBJECTIVE 12
TECHNICAL
OBJECTIVE 13
PAGE | 9
System will have indexing and archiving functionality
System will integrate with the Centralized Electronic Records Repository
managed by State Records and Archives
System Interface - Provide an architecture that will easily interface with
SHARE and GSD RMIS systems
Open Architecture - Provide an open architecture infrastructure and
scalable to allow for growth
IT Architecture – ensure system aligns with enterprise-wide IT architecture
Efficiency, High Performance – Application will be server independent and
can be deployed on an open source application server such as Apache
Tomcat
Authentication - System will support Microsoft Active Directory
Systems Integration - System will be connected to Hitachi SAN
Redundancy - System will be configured to support system fail over
Security/User Roles - System will support a secure front end user system
log in and security role level authentication
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
NUMBER
DESCRIPTION
TECHNICAL
OBJECTIVE 14
Extensibility - ensure system is designed to easily allow the addition of
new-features later,, using hooks, an application programming interface or
plug-ins.
Include a Reports Writer module
TECHNICAL
OBJECTIVE 15
TECHNICAL
OBJECTIVE 16
System must support up to 1,500 concurrent users
3.2 PROJECT EXCLUSIONS
In particular, the following items are out of scope for this Project:
 Migration of FileNet P8
 Integration with HR application
 Implementation/Integration of OIG Forms/Workflows.
 Database level migration – Consultant will extract only the content and metadata information from the database.
 Network sizing, capacity analysis and performance considerations.
 Installation of Windows Operating System service packs or patches. NMDOT will perform
 Disaster Recovery and Daily Backups. Already in place
3.3 CRITICAL SUCCESS FACTORS
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
NUMBER
DESCRIPTION
QUALITY METRICS 1
The project schedule, assigned tasks, resources and milestones are met.
QUALITY METRICS 2
Project does not exceed budget without proper authorization.
QUALITY METRICS 3
System can provide reports that accurately track document metrics
QUALITY METRICS 4
All NMDOT operational and facility data information is successfully
converted and migrated onto an electronic records management
platform
QUALITY METRICS 5
Applicable Legislative Performance Measures as stated in Strategic
Business and IT plan are met.
QUALITY METRICS 6
System is secure, operable and stable
QUALITY METRICS 7
Data integrity is maintained
QUALITY METRICS 8
Staff is adequately trained
QUALITY METRICS 9
Conforms to SRCA Records Management Policies
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4.0 PROJECT DELIVERABLES AND METHODOLOGY
NMDOT will use our vendor’s WAVE Methodology Framework (WMF) for project management. This framework is based on years of
consulting and project delivery knowledge in the field of Enterprise Content Management, has been field-tested and has proven
successful. It consists of subdividing a larger project into smaller, more manageable phases, at the end of which NMDOT will review and
approve the deliverables from one phase before commencing the next. This allows the Project Team to closely monitor the progress of a
project and to ensure the needs and expectations of our customers are met.
4.1 PROJECT MANAGEMENT LIFE CYCLE
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Phase
Summary of Phase
Key Deliverables
Initiate
During initiate, the project
manager of the delivery team
will kick-off the project,
validate the scope, facilitate
the logistic, and initiate the
project plan

Communication Plan

Escalation Plan

Timeline Schedule

Project collaboration
eRoom
The delivery team will
conduct the analysis of DOT’s
requirements and define the
architecture and design of the
solution. The requirements
include business requirements,
functional requirements, and
infrastructure requirements.

Enterprise Foundation
Definition (Enterprisewide Taxonomy)

Functional Requirements
Definition (use-case
specific).

Technical Architecture
Definition (Infrastructure)

Solution Design Document
(SDD)

Out-of-the-box
Documentum software
installed

Configured Documentum
environment with
taxonomy and library
services

Configured retention
Analyze
Build
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In Build, the delivery team
will actually build the
proposed system. It includes
the installation, development,
and configuration, and testing
of components and subsystems comprising the
proposed solution.
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
policies
Train
PAGE | 14
In this phase, the delivery
team will train the subject
matter experts of each group
for the end user training. The
delivery team will also train
the admin staff to prepare
them for the system
maintenance and the

Migrated content from
FileNet Imaging Services
to Documentum

Migration of Computer
Output to Laser Disc
(COLD) data

Utility to ingest content
from Fileshare

Updated Kofax Capture
release scripts to export to
Documentum & FileNet

Completion of System
Test Scripts procedure

Defect list tracking reports
for User Acceptance
Testing (UAT).

Execution of User
Acceptance Testing
(UAT).

Training Manual

Quick Reference Guide

System Administration
Guide
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
application support.
Deploy
In this phase, the delivery
team ports the system from a
Test environment to
Production environment and
conduct the system roll out for
successful “Go-Live”.

System Go-Live
Close
In this phase, the delivery
team ensures that every detail
of the project has been
addressed and proper closure
is attained.

Project Closure
o Project Review
Meeting
o Project Archival
Activities
o Follow-up
Activities
4.1.1 PROJECT MANAGEMENT DELIVERABLES
4.1.1.1 Communication Plan
Description
Defines the messages, communication
channels, frequency and target audience of
project communications
Deliverable Acceptance Criteria
Agreed Communication Plan in the meeting
Standards for Content and Format
Wave Technology Solutions Group’s
Communication Plan Template or Meeting
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Minutes
Quality Review
Reviewed in meeting between WAVE
Technology Solutions Group and NMDOT
project management
4.1.1.2 Escalation Plan
Description
Method, procedure and process to follow
should issues arise that requires escalation
Deliverable Acceptance Criteria
Agreed Escalation Plan in the meeting will be
posted in eRoom
Standards for Content and Format
Meeting Minutes
Quality Review
Reviewed in meeting between WAVE
Technology Solutions Group and NMDOT
project management
4.1.1.3 Timeline Schedule
Description
A Timeline Schedule with specific dates for
each deliverable within a NM DOT provided
template or as agreed upon between the
WAVE Technology Solutions Group and NM
DOT project managers.
Deliverable Acceptance Criteria
Agreed Timeline schedule in the meeting will
be posted in eRoom
Standards for Content and Format
Wave’s Project Plan template
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions on the timeline. NM DOT comments
will be synthesized and compiled into one
document by the NM DOT and provided to
WAVE Technology Solutions Group and will
update the document and provide the updated
draft.
4.1.1.4 Project Collaboration eRoom
Description
Online repository and collaboration tool
utilized for the duration of the project
implementation
Deliverable Acceptance Criteria
eRoom Access to NMDOT project
management
Standards for Content and Format
eRoom Site
Quality Review
Verify eRoom Access by NMDOT project
management
4.1.1.5 Enterprise Foundation Definition (EFD)
Description
An Enterprise Foundation is a design principle
that establishes repeatable standards to create a
scalable Enterprise Content Management
foundation across the enterprise
Deliverable Acceptance Criteria
Signed off document
Standards for Content and Format
WAVE Technology Solutions Group EFD
Template
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NM DOT comments will be
synthesized and compiled into one document
by the NM DOT and provided to WAVE
Technology Solutions Group and will update
the document and provide the updated draft.
4.1.1.6 Functional Requirements Definition (FRD)
Description
Defines the functional requirements as
collected from business users within the scope
of the project
Deliverable Acceptance Criteria
Signed off document
Standards for Content and Format
WAVE Technology Solutions Group’s FRD
Template
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NM DOT comments will be
synthesized and compiled into one document
by the NM DOT and provided to WAVE
Technology Solutions Group and will update
the document and provide the updated draft.
4.1.1.7 Technical Architecture Definition (TAD)
Description
Technical Architecture Document (TAD)
describes the specification and configuration of
the system on infrastructure level
Deliverable Acceptance Criteria
Signed off document
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Standards for Content and Format
TAD Template
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NM DOT comments will be
synthesized and compiled into one document
by the NM DOT and provided to WAVE
Technology Solutions Group and will update
the document and provide the updated draft.
4.1.1.8 Solution Design Document (SDD)
Description
Develop and prepare in a clear, concise written
format the design recommendations for the
NM DOT’s Electronic Content Management
System
Deliverable Acceptance Criteria
Signed off document
Standards for Content and Format
WAVE Technology Solutions Group’s SDD
Template
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NM DOT comments will be
synthesized and compiled into one document
by the NM DOT and provided to WAVE
Technology Solutions Group and will update
the document and provide the updated draft.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4.1.1.9 Out-of-the-Box Documentum Software Installed
Description
Install Documentum components as per bill of
materials.
Deliverable Acceptance Criteria
All the installed services and software are
running
Standards for Content and Format
Installations as per EMC’s best practices
Quality Review
NMDOT Staff verifying the installed
components
4.1.1.10 Configured Documentum Environment with Library Services
Description
Configure and customize the Documentum
components to build library services for ECMS
Deliverable Acceptance Criteria
Unit Tested Components, reported in Status
Report
Standards for Content and Format
WAVE Technology Solutions Group Status
Report
Quality Review
NMDOT staff will do the sanity check
User Acceptance Testing will be performed
during Testing Phase
4.1.1.11 Configured Retention Policies
Description
Configuring the retention policies in ECMS as
per functional requirements
Deliverable Acceptance Criteria
Unit Tested Components, reported in Status
Report
PAGE | 20
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Standards for Content and Format
WAVE Technology Solutions Group’s Status
Report
Quality Review
NMDOT staff will do the verification check
User Acceptance Testing will be performed
during Testing Phase
4.1.1.12 Migrated Content from FileNet Imaging Services to Documentum
Description
Set up Migration Utility to migrate the content
and their metadata from a FileNet Imaging
Services into Documentum repository
Deliverable Acceptance Criteria
10% of the total content of the Imaging
Services repository to be migrated and then
hand over the migration mechanism (or utility)
to DOT, reported in Status Report
Standards for Content and Format
WAVE’s Status Report
Quality Review
Migration report will be reviewed
Verification check by NMDOT IT Staff
User Acceptance Testing will be performed in
Testing Phase
4.1.1.13 Migration of Computer Output to Laser Disc (COLD) Data
Description
Set up Migration Utility to migrate the content
and their metadata from a FileNet Imaging
Services into Documentum repository
Deliverable Acceptance Criteria
100% of the COLD data to be migrated,
reported in Status Report
PAGE | 21
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Standards for Content and Format
WAVE Technology Solutions Group’s Status
Report
Quality Review
Migration report will be reviewed
Verification check by NMDOT IT Staff
User Acceptance Testing will be performed in
Testing Phase
4.1.1.14 Utility to Ingest Content from Fileshare
Description
Set up a utility to ingest the content and their
metadata from an FTP site to Documentum
repository
Deliverable Acceptance Criteria
Unit tested, reported in Status Report
Standards for Content and Format
WAVE Technology Solutions Group’s Status
Report
Quality Review
Verification check by NMDOT IT Staff
User Acceptance Testing will be performed in
Testing phase
4.1.1.15 Updated Kofax Release Scripts to Export to Documentum & FileNet
Description
Update the existing Kofax release scripts such
that Kofax releases captured documents to
Documentum & FileNet
Deliverable Acceptance Criteria
Working Kofax release to Documentum &
FileNet, reported in Status Report
PAGE | 22
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Standards for Content and Format
WAVE Technology Solutions Group’s Status
Report
Quality Review
Verification check by NMDOT IT Staff
User Acceptance Testing will be performed in
Testing phase
4.1.1.16 Completion of System Test Scripts procedure
Description
Define the script to test the solution from a
functional standpoint in order to verify that all
of the features outlined in the Solution Design
Document are functioning as documented
Deliverable Acceptance Criteria
Sign off the document
Standards for Content and Format
WAVE Technology Solutions Group’s Test
Script Template
Quality Review
NM DOT staff reviewing the draft deliverable
and providing comments and suggested
revisions. NM DOT comments will be
synthesized and compiled into one document
by the NM DOT and provided to WAVE
Technology Solutions Group and will update
the document and provide the updated draft.
PAGE | 23
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4.1.1.17 Defect list tracking reports for User Acceptance Testing (UAT)
Description
Maintains a list of the issues and changes
identified during the Testing in Mantis Issue
Tracker
Deliverable Acceptance Criteria
After the review, the list will be updated in
eRoom. Reported in Status Report
Standards for Content and Format
WAVE Technology Solutions Group’s Defect
Tracking Template
Quality Review
Reviewed in meeting between WAVE
Technology Solutions Group and NMDOT
project management
PAGE | 24
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4.1.1.18 Execution of User Acceptance Testing (UAT)
Description
Provide support to NMDOT to execute the
Test scripts for User Acceptance Testing
Deliverable Acceptance Criteria
Signed off completion of UAT, reported in
Status Report
Standards for Content and Format
WAVE Technology Solutions group Status
Report
Quality Review
WAVE Technology Solutions group will
provide support in running the test scripts. The
test scripts will be reviewed before the
execution of UAT.
4.1.1.19 Completed Training
Description
Provide the end-user training that will include
the basic operational procedures for:

Navigating with the DCTM client
application.

Search use-cases

Retention management
Provide the training for system administration
(IT and Application administrators) personnel
on the maintenance, operations, and
troubleshooting aspects of the new solution
Deliverable Acceptance Criteria
PAGE | 25
Completed training of end users and IT,
reported in Status Report.
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Standards for Content and Format
Training will be held in Classroom or online.
Quality Review
The training material will be provided to assist
the trainees in retaining the information.
4.1.1.20 Quick Reference Guide
Description
Quick Reference Guide is a training material
provided to the end users for reference on how
to run their common use cases in the new
system
Deliverable Acceptance Criteria
Uploaded on eRoom approved version of
Quick Reference Guide, reported in Status
Report
Standards for Content and Format
WAVE Technology Solutions group Quick
Reference Guide Template
Quality Review
Reviewed in meeting between WAVE
Technology Solutions group and NMDOT
project management
4.1.1.21 System As-Built Documentation
Description
The documentation of the system as built. It
has the configuration information of the
system.
Deliverable Acceptance Criteria
Uploaded on eRoom approved version of
Quick Reference Guide, reported in Status
Report
Standards for Content and Format
WAVE Technology Solutions group template
PAGE | 26
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Quality Review
Reviewed in meeting between WAVE
Technology Solutions group and NMDOT
project management
4.1.1.22 System Roll Out
Description
Ports the system from a Test environment to
Production environment and conduct the
system roll out for successful “Roll Out”.
Document and FileNet to run in parallel to
monitor data integrity.
Deliverable Acceptance Criteria
Signed off ‘Completion of Deployment’
Standards for Content and Format
NA
Quality Review
Validation of the system by NMDOT Staff
4.1.1.23 Project Closure
Description
To ensure that every detail of the project has
been addressed and proper closure is attained.
It consists of:

Project Review Meeting

Project Archival Activities

Follow-up activities

End of Documentum & FileNet parallel
process
Deliverable Acceptance Criteria
Execution of Project Review Meeting
Standards for Content and Format
Meetings between WAVE Technology
PAGE | 27
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Solutions group and NMDOT project
management and Status Reports
Quality Review
Meetings between WAVE Technology
Solutions group And NMDOT project
management
4.1.2 DELIVERABLE APPROVAL AUTHORITY DESIGNATIONS
All project deliverable acceptances will be tracked in a separate “Letter of Acceptance” document and stored in the project library.
4.1.3 DELIVERABLE ACCEPTANCE PROCEDURE
The Department will use a project milestone document and the deliverables described in the executed contract. The agency project
manager will sign of on all completed deliverables in the contract. All project deliverable acceptances will be tracked in a separate
“Letter of Acceptance” document and stored in the project library.
4.2 PRODUCT LIFE CYCLE
Phase
Summary of Phase
I – Electronic Content
Management System
Implement a comprehensive
Electronic Content
Management System (ECMS)
centered on the technologies
provided by EMC and migrate
the FileNet content.
PAGE | 28
Key Deliverables

Communication Plan

Escalation Plan

Timeline Schedule

Project collaboration
eRoom

Enterprise Foundation
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Phase
PAGE | 29
Summary of Phase
Key Deliverables
Definition (EFD)
document

Functional
Requirements
Document (FRD).

Technical Architecture
Document (TAD).

Solution Design
Document (SDD).

Out-of-the-box
Documentum software
installed.

Configured
Documentum
environment with
taxonomy and library
services

Configured retention
policies

Migrated content from
FileNet Imaging
Services to
Documentum

Migration of Computer
Output to Laser Disc
data
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Phase
PAGE | 30
Summary of Phase
Key Deliverables

Utility to ingest
content from Fileshare

Updated Kofax release
scripts to export to
Documentum

Completion of System
Test Scripts procedure

Defect list tracking
reports for User
Acceptance Testing
(UAT)

Execution of User
Acceptance Testing
(UAT)

Completed Training

Quick Reference
Guide

System as-built
documentation

System Go-Live

Project Closure
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4.2.1 TECHNICAL STRATEGY
This project will be subdivided into small, more manageable phases, at the end of which Vendor and DOT will review the deliverables
from one phase before commencing the next. This allows the Project Team to closely monitor the progress of a project and to ensure the
needs and expectations of our customers are met.
More specifically, during the technical implementation of the project, it will be identified in the phases of Analysis, Build, and Test.
The Analyze phase will help ensure that the design put in place for NM DOT that will scale appropriately to meet their long term ECMS
needs. A thorough analysis of infrastructure, business requirements, and functional requirements is done. Based on the analysis, WAVE
defines the Technical Architecture Specifications and Solution Design Specifications of the system.
The build phase constitutes the installation of software and the development and configuration of the components. The build starts with
out of the box EMC products and not from the scratch. The emphasis is to achieve maximum results with configuration (UI or XML) and
minimize the customization (java language code). This procedure provides greater scalability, reduced time of development, easy
maintenance, and reduced cost. During build, every component is unit tested and iterative prototyping checkpoints are scheduled with the
customer to ensure that requirements are correctly translated into the design.
Testing phase is also divided into different areas that include component testing, integration testing, and user acceptance testing.
Component testing validates each component of the system is functioning. Integration testing validates that various subsystems and
external systems interface with ECMS as defined in the requirements. The User Acceptance Testing validates all the use cases and
functional requirements of the system.
PAGE | 31
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
TECHNICAL STRATEGY OF MIGRATION
The migration strategy is derived from the combination of Industry’s best practices and Vendors past migration implementations. The
process is defined for Extraction, Transformation, and Load of the content from FileNet to Documentum. The validation and reporting of
migration is provided for each implementation to ensure the successful data migration and report the data loss, if any. The document
transformation can be used as needed, for example, converting tiff documents from FileNet to searchable PDFs in Documentum so fulltext searching can be done on the migrated documents.
4.2.2 PRODUCT AND PRODUCT DEVELOPMENT DELIVERABLES
With any project, no matter how comprehensive the planning process, issues arise that need to be addressed. This section of the project
manual addresses how this process will be managed for the NMDOT project.
When the project team identifies an issue, it will be added to a document called ECM Project Issues.doc stored in the project library. An
issue can also be identified by anyone affiliated with the project although the project team will be primarily responsible for tracking issues
through to resolution. The project team will review the issues list twice a month. Issues, which could negatively affect the project, will be
brought to ECM ESC attention according to the change control process in section 7.4.
PAGE | 32
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
The process of tracking an issue is outlined here:
1)
2)
3)
4)
5)
6)
An issue is identified.
It is added to the issue document, assigned an issue number with a brief explanation of the issue and date entered.
The issue is assigned to someone and potential action to be taken.
As action is taken, it is noted with the issue.
If possible, an estimated completion date is entered.
Upon completion of an issue, the actual completion date is noted with the resolution.
Listed below are examples of how an issue can be resolved:





An issue can become a task added to the project plan with proper approval, if new, or within scope of the project.
It could be resolved by an action taken.
A document can be created which addresses the issue.
A resolution could create new issues that need to be addressed.
A new policy could be created which addresses the issue.
The project team is primarily responsible to resolve issues or follow-up to be sure action is being taken to resolve an issue.
PAGE | 33
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.0 PROJECT WORK
The complete Work Breakdown Structure is attached as Appendix A
5.2 SCHEDULE ALLOCATION - PROJECT TIMELINE
Project Phase
Duration
Initiate
4 weeks
Communication Plan. Escalation Plan. Timeline Schedule. Project collaboration
Analyze
5 weeks
Enterprise Foundation Definition document. Functional Requirements
Document. Technical Architecture Document. Solution Design Document
Build| Hardware installation
1 week
Install infrastructure hardware components. Installed storage infrastructure.
Install virtualization and Operating System Software components.
Build | Software Installation
2 weeks
Documentum Platform Bundle Install. Out-of-the-box Documentum software
install.
Build | Development
7 weeks
Configure Documentum environment with taxonomy and library services.
Configure retention policies. Migrate content from FileNet Imaging Services to
Documentum. Migration of COLD data. Utility to ingest content from Fileshare.
Updated Kofax release scripts to export to Documentum.
Build | Test
2 weeks
Completion of System Test Scripts procedure. Defect list tracking reports for
User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT).
Train
1 week
Completed Training. Quick Reference Guide. System as-built documentation
Deploy
1 week
System Roll Out. Document and FileNet to run in parallel to monitor data
integrity.
Close
1 week
Project Review Meeting. Project Archival Activities. Follow-up Activities.
PAGE | 34
Major Deliverables
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.3 PROJECT BUDGET
PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES)
Phases
Amount
Requested
Implementation:
$474,388
Major Deliverable(s) / Performance Measure(s)
Due Dates
Data Migration, Configure Software
Interfaces; System & User Acceptance
Testing, End User Training and
Deployment System Roll Out for:





Data migration (WAVE)
Training (WAVE)
System testing
Deployment & Roll Out
Production Closeout
8/22/14
9/19/14
9/26/14
9/30/14
12/31/14
Cost Breakdown:
Software License Fee $747,370
Consulting Services – Implementation $448,516
Training - Implementation $25,872
Total Project Costs $1,221,758
Closeout:
PAGE | 35
$-0- Project Review, Lessons Learned, Archival
Activities, & End Parallel Data Integrity
Check.
12/31/2014
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.4 PROJECT TEAM
5.4.1 PROJECT TEAM ORGANIZATIONAL STRUCTURE
Executive Steering
Committee
Tom Church
Eric Roybal
Project Director
Bruce Oakeley
Project Team
Gabriel Vigil
Toby Gurule
Ganesh Singh
Bret Vonder Reith IT
Project Manager
Project Business
Owner
David Coriz
Business Operations Review
Team:






Benefits
Financial/Training
Legal
Construction
Contracts
Records Management
Reports/HIPAA Regulations
PAGE | 36
Technical Review
DoIT / NMDOT Tech
Staff
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.4.2 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE
RESPONSIBILITY
NAME
FUNCTIONAL AREA
IT CIO
Oversight of Project
Eric Roybal
IT
IT Deputy CIO
Oversight of Project
Bruce Oakeley
IT
IT Project Manager
Overall Project Success
Bret Vonder Reith
Project Management
Business Owner
End User
David Coriz
Records Management
Team Member
Work with vendor
Gabriel Vigil
Documentum SME
Team Member
Work with vendor
Toby Gurule
FileNet SME
Team Member
Work with vendor
Ganesh Singh
App Dev SME
PAGE | 37
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.5 STAFF PLANNING AND RESOURCE ACQUISITION
5.5.1 PROJECT STAFF
Role
Executive Steering
Committee (ESC)
NM DOIT
Project Sponsor
PAGE | 38
Responsibilities
 Meet at least once monthly
 Provide strategic direction and promote the vision for Enterprise
Content Management
 Advise project on policy issues
 Review, evaluate, and provide direction to the Project Manager and
Project Team Members on implementation and deployment strategies
 Monitor the project progress
 Provide recommendations on issues escalated to the committee
 Assist in mitigating strategic project risks
 Direct the Project Director on issues and risks
 Address, review, and approve all deliverables, such as project
structure and team activities
 Monitor the project activities, assuring adherence to the project plan
 Ensure involvement of participants in order to meet deadlines
 Review and approve expenditures of funds
 Represent the point of view of key stakeholders including
technology-enabled customers and state government executives



Provide project implementation oversight
Ensure proper project management and cost reporting
Certify and approve funding prior to each phase of the project


Report to ESC on project status, issues, budget, and activities
Address, review, and submit deliverables to ECM from the NMDOT
Project Team members
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Role
IT Specialists
PAGE | 39
Responsibilities
 Prepare Steering Committee meeting agenda and meeting materials
 Establish and maintain a coordinated project manual that includes all
IT and non-IT tasks and activities necessary to fully execute the
project and to achieve project goals
 Monitor and report the activities of the NMDOT Project Team,
assuring adherence to the project plan, budget and schedule.
 Ensure involvement of participants in order to meet deadlines
 Ensure mitigation of project issues and risks
 Maintain a current copy of the project budget
 Facilitate development of EMC selection criteria
 Prepare the RFP/CVR for EMC Implementation Services Vendor
 Procure hardware and software for NMDOT
 Comply with approved IT Infrastructure policies & procedures
 Lead Business Process Reengineering efforts
 Facilitate defining document metadata and setting up document
taxonomy
 Plan system interfaces and document migration processes
 Manage testing and validating NMDOT ECM solution
 Provide contract and Vendor oversight
 Assure Vendor deliverables meet the business & system requirements
 Monitor the project and contract to ensure delivery of complete,
accepted deliverables on schedule
 Serve as a contact for the Vendor Team Manager, review and accept
weekly status reports, project milestones, deliverables, and issues
logs
 Advise the Vendor Team(s) on issues and risks
 Review and approve all Vendor documentation
 Document Enterprise Content Management Model
 Work closely with SRCA team to create an approved, published
electronic-records management framework.
 Provide IT subject matter expertise
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Role
(Programmers,
NMDOT Imaging
Subject Matter
Expert)
Vendors
Responsibilities
 Share expertise on Document Imaging systems
 Work with Project Director to determine hardware, software, network
and technical requirements.
 Work with Project Director to define technical system interface
requirements.
 Provide IT perspective and guidance for technology issues



Ensure compliance with the Contract and the approved work plan.
Develop and submit all deliverables as required by the Contract.
Meet the Project schedule and milestones as defined in the Work Plan
and the Contract.
5.5.2 NON-PERSONNEL RESOURCES
Resource
Cost
Estimated
Estimate units/hours Source
Work
Product/Deliverable
WAVE Technologies
$202,256 2 weeks
Vendor
Software Installation
WAVE Technologies
$272,132 3 months
Vendor
Professional servicesBuild Develop
WAVE Technologies
$25,872 2 weeks
Vendor
Training
Vendor
System Maintenance
EMC & NMDOT
Server
PAGE | 40
$154,220
Annually
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5.6 PROJECT LOGISTICS
Phase
Deliverables
Initiate




Communication Plan.
Escalation Plan.
Timeline Schedule.
Project collaboration eRoom.
Analyze




Enterprise Foundation Definition (EFD) document.
Functional Requirements Document (FRD).
Technical Architecture Document (TAD).
Solution Design Document (SDD).
Build | Hardware Installation



Installed infrastructure hardware components.
Installed storage infrastructure.
Installed virtualization and Operating System Software components.
Build | Software Installation


Documentum Platform Bundle Installed.
Out-of-the-box Documentum software installed.
Build | Development






Configured Documentum environment with taxonomy and library services
Configured retention policies
Migrated content from FileNet Imaging Services to Documentum
Migration of COLD data
Utility to ingest content from Fileshare
Updated Kofax release scripts to export to Documentum
Build | Test



Completion of System Test Scripts procedure.
Defect list tracking reports for User Acceptance Testing (UAT).
Execution of User Acceptance Testing (UAT).
Train



Completed Training.
Quick Reference Guide.
System as-built documentation
PAGE | 41
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Deploy

System Roll Out, Documentum & FileNet to run in parallel to monitor data
integrity
Close



Project Review Meeting.
Project Archival Activities.
Follow-up Activities.
5.6.1 PROJECT TEAM TRAINING
Describe training if any needed by project team members. This is not to include training for end users, system administrators or business
owners; those should be handled within a training document or part of the transition to operations planning.
Resource
WAVE Technologies
and Solutions Group
PAGE | 42
Cost
Estimated
Estimate Hours
Availability Skill Set
$25,872 2 weeks
Upon
request
Work
Product/Deliverable
Technical Training will be part
experts
of contract
deliverables
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.0 PROJECT MANAGEMENT AND CONTROLS
6.1 RISK AND ISSUE MANAGEMENT
6.1.1 RISK MANAGEMENT STRATEGY
The Risk Management Strategy for this project is to be proactive identifying potential impacts to the project’s scope, cost, schedule,
quality or performance. The objective will be to identify as quickly as possible issues that affect these areas associated with project
performance and to communicate them to Key Stakeholders as soon as possible. Once a risk is identified, a mitigation plan and planned
response can be developed and implemented as appropriate. Proactive identification, communication and preparing a planned response is
the Risk Management Strategy for this project.
6.1.2 PROJECT RISK IDENTIFICATION
To ease the documentation and tracking of identified risks, a risk evaluation tool is used, built with an excel spreadsheet. This is the
primary tool to be used to list and categorize ECM project risks. The sequence of activity is as follows: Risk Identification – The process
of identifying potential risks and documenting the specific characteristics of each.
1. Risk Analysis – The process of determining the impact and likelihood of the identified risks. This process may employ both
qualitative and quantitative techniques as deemed necessary to objectively evaluate potential risks to the project.
6.1.3 PROJECT RISK MITIGATION APPROACH
All identified risks will have appropriate mitigation strategies/plans. For those risks that are highly probable and have, significant impact
to the project will develop contingency plans.
PAGE | 43
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.1.4 RISK REPORTING AND ESCALATION STRATEGY
Risk monitoring and control will be part of every project status meeting. Risk identification will be the responsibility of all members of
the project team. The Project Managers will be responsible for tracking risks and for developing mitigation strategies and contingency
plans that address the risks identified by the team.
This project will follow a continuous risk management strategy. Risk will be assessed routinely to ensure that identified risks are being
dealt with appropriately and that new risks are identified and dealt with as early as possible.
6.1.5 PROJECT RISK TRACKING APPROACH
Risk
Level
Mitigation
Comment
Insufficient
funding
Low
Prioritize each agency’s
funding request and develop
contingency plans to allocate
funds
Insufficient funding allocation means that either
some agencies requesting funds will receive $0 or
agencies will not have enough to purchase
software, hardware and implementation services.
Agency
Resource
availability
High
Ensure stakeholders are
involved and support the
project team members
Lack of resources to complete project activities
can lead to delays in project schedule.
Extended
timeline
caused by
state
approval
process
High
Plan for
State requirements for oversight as well as the
procurement process provide numerous
opportunities for project delays.
PAGE | 44
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
An ECM
increases
accessibility
to the states
content
High
Ensure Electronic document
Management is a priority
among agency project team
members.
Keys to identity management are:

Authentication

Authorization

Delegated administration- Leaders in each
agency are responsible for securing access
to their content. The task of assigning
permissions is delegated to associates that
know who is allowed access to what
content
6.1.6 ISSUE MANAGEMENT
6.1.6.1 Internal Issue Escalation and Resolution Process
NMDOT Project team will work together to address and provide a resolution to any issues that may come up during the project.
6.1.6.2 External Issue Escalation and Resolution Process
NMDOT Project team will work with vendor to address and provide a resolution to any issues that may come up during the project. With
any project, no matter how comprehensive the planning process, issues arise that need to be addressed. This section of the project manual
addresses how this process will be managed for the EMC project.
When the project team identifies an issue, it will be added to an Open Source software application called Mantis Issue Tracker. An issue
can also be identified by anyone affiliated with the project although the project team will be primarily responsible for tracking issues
through to resolution. The project team will review the issues list twice a month. Issues, which could negatively affect the project, will be
brought to EMC ESC attention according to the change control process. The process of tracking an issue is outlined here:
1)
2)
3)
4)
An issue is identified.
It is added to the issue document, assigned an issue number with a brief explanation of the issue and date entered.
The issue is assigned to someone and potential action to be taken.
As action is taken, it is noted with the issue.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
5) If possible, an estimated completion date is entered.
6) Upon completion of an issue, the actual completion date is noted with the resolution.
Listed below are examples of how an issue can be resolved:





An issue can become a task added to the project plan with proper approval, if new, or within scope of the project.
It could be resolved by an action taken.
A document can be created which addresses the issue.
A resolution could create new issues that need to be addressed.
A new policy could be created which addresses the issue.
The project team is primarily responsible to resolve issues or follow-up to be sure action is being taken to resolve an issue.
6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
The IV&V plan will:
1.
2.
3.
Evaluate and verify that processes, contracts, and system designs comply with the specified
requirements of the Enterprise Architecture and Standards
Evaluate and validate that products and deliverables of a given development phase fulfill the
requirements and performance outcomes set forth in the scope and project plan
Provide a “close-out” report to the Executive Board at the end of project.
A Competitive Vendor Request (CVR) will be submitted to the NMDOT Executive Steering Committee for approval. Once the CVR has
been approved, the project team will initiate contact with approved IV&V vendors. The IV&V vendor will develop a complete IV&V
plan in conjunction with the project team.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.3 SCOPE MANAGEMENT PLAN
Project control is the mechanism by which the Project Director in conjunction with the project team assesses progress relative to the
project plan. The project control process is implemented through a weekly project status meeting. The meeting will be designed to
identify variances from the project plan and to identify and initiate corrective actions where appropriate.





Cost Control –The project director maintains a copy of the current budget and is to notify NMDOT of budget variances as they are
identified.
Schedule Control – The project team is responsible for establishing and maintaining a project schedule. The project team will
assess the current project schedule status and report variances as they are identified. Additionally, the team will identify and
implement the appropriate corrective actions to eliminate or minimize schedule variances.
Scope Control – The project Scope of Work (“SOW”) is an amendment to Exhibit A of the contract agreement executed between
the New Mexico Department of Transportation (NMDOT) and Abba Technologies. The detailed scope definition contained in
Exhibit A of the contract will be used to evaluate project scope issues. Significant variances from scope will be submitted to a
formal project change control mechanism.
Quality Management – NMDOT project quality management will be established for each deliverable based on the quality
mechanisms of the responsible organization.
Risk Management – Risk management is an ongoing process of identification and assessment. Risk Assessment is included as part
of the routine status process of the project. This maintains an awareness of risk and the associated risk assessment and monitoring
tasks required to manage the project effectively.
6.3.1 CHANGE CONTROL
6.3.1.1 Change Control Process
Any significant changes in the project will likely cause changes to others tasks. Project control establishes the mechanism to routinely
track and report on these parameters. If issues arise that result in significant variances in these parameters, the project team will prepare
and submit a Project Change Request form through the Project Change Control process.
6.3.1.2 Change Control Board (CCB)
CCB shall be Executive Steering Committee which is authorized to approve changes to the project plan.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.4 PROJECT BUDGET MANAGEMENT
6.4.1 BUDGET TRACKING
BUDGET WILL BE TRACKED BY CONTRACT DELIVERABLES AND PROJECT TIMELINE. The NMDOT’s project Manager will be responsible
for managing the ECM budget, and will be a member of the ECM Executive Steering Committee. The Project Manager will provide a
budget update at each Steering Committee Meeting, identifying past expenditures, encumbrances, future encumbrances, personnel costs,
and any other expense associated with the project budget.
6.5 COMMUNICATION PLAN
6.5.1 COMMUNICATION MATRIX
Deliverable/Description
Target
Audience
Delivery
Method
Frequency
Responsible
Party
NMDOT / ECM Project Status
NMDOT CIO
Face-to-Face
Weekly
NMDOT / ECM Project Status
NMDOT Team
Face-to-Face
As needed
WAVE / ECM Project Status
Weekly PD Status
ECM Project Status
ECM ESC Meeting
ECM ESC Meeting Minutes
DOIT ECM Project Status
Project Web Page
Ad hoc
WAVE Team
NMDOT PD
ECM ESC
ECM ESC
ECM ESC
DOIT
As needed
As needed
Face-to-Face
Email
Email
Face-to-Face
Email
Email
Web Page
As needed
As needed
Weekly
Weekly
Weekly
Weekly
Monthly
As needed
As needed
NMDOT Project
Manager
NMDOT Project
Director
PD/PM
PM
PD/PM
PD/PM
PM
PD
PM Team
As needed
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.5.2 STATUS MEETINGS
The Executive Steering Committee will meet at a minimum on a monthly basis in order to review project progress,
deliverables/milestones, provide direction to the Project Manager and team. The Project Director is required to provide formal status
reports to the ESC and will present the report during the ESC meetings. The Project Director is also required to report on the overall status
of the project on a monthly basis, per standard DoIT procedures.
Specific requests for expenditure authorization should be forwarded to the ESC representatives for the agencies. If funding approval is an
agenda item on the regular ESC meeting, the request and associated justification for spending should be circulated to committee members
at least seven (7) days in advance of the ESC meeting. If funding approval is required in a timeframe that does not coincide with the ESC
meeting schedule, it is the responsibility of the Project Manager to send a request and justification directly to the ESC committee
members. A reminder notice should be sent out after seven (7) days if there has been no response from ESC committee members. A final
attempt to contact ESC members should be made at fourteen (14) days if there has been no response. Summary of any such action should
be documented in team status reports and reported to the ESC at the next meeting.
6.5.3 PROJECT STATUS REPORTS- SEE MATRIX 6.5.1 ABOVE
6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)
NUMBER
DESCRIPTION
QUALITY METRICS 1
QUALITY METRICS 2
QUALITY METRICS 3
QUALITY METRICS 4
The project schedule, assigned tasks, resources and milestones are met.
Project does not exceed budget.
System can provide reports that accurately track utilities by building
All NMDOT operational and facility data information is successfully converted
and migrated onto an electronic records management platform
Applicable NMDOT Legislative Performance Measures as stated in IT plan are
met
System is secure, operable and stable
Data integrity is maintained
Staff is adequately trained
Conforms to SRCA Records Management Policies
QUALITY METRICS 5
QUALITY METRICS 6
QUALITY METRICS 7
QUALITY METRICS 8
QUALITY METRICS 9
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
6.7 QUALITY OBJECTIVES AND CONTROL
Quality Management is an important aspect of any project to ensure that the product delivered is accepted and works as designed. Each
functional organization is responsible for the quality of its contribution to the project and will apply its internal quality standards to project
products and services. The project team will assess the projects products and services based on the standards established by the functional
organizations represented on the project.
There are number of ways that quality has been built into this project. The first is IV&V, which will make sure the project meets its
expected requirements through a third party evaluation of the project. The second is the integrated project control process and change
control process, which assure that any changes that are made to the project are executed in a structured manner. The most important of
these is the change control process to minimize the change of scope to the project and if scope does change, it is done knowing the impact
to the project. The third process for quality management is the risk management plan, which measures, mitigates and includes
contingency plans for each risk.
The project team will also create lessons learned at the end of each phase of the project. These lessons learned will be incorporated into
the next phase of the project and be part of the project library that will be available for future projects to use. All of these processes
combined will create a product that has quality that is built in not tested in after the fact. This will provide an environment that maximizes
opportunities to control quality.
6.7.1 QUALITY STANDARDS
No. Quality Standard
Tracking Tool or Measure
1
Project phase is completed by the established finish date.
Project Schedule
Project Status
2
Project is completed within budget.
Project Charter
Project Status
3
Quarterly project reviews show contractors deliver
requirements specified in the contract by due dates or pay
penalties.
Vendor Contract
Final Customer Acceptance
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
4
Project issues are resolved and documented within 10
calendar days of identification or extensions are justified.
Issues Tracking
5
Project will be completed based on the original project
scope and approved scope changes.
Project Charter
Project Plan
Control Change Request
6.7.2 PROJECT AND PRODUCT REVIEW AND ASSESSMENTS
Review Type
Quality Standard
Tools
Reviewer
Reports
Requirements
Project is completed
within budget.
Contract deliverables
Project
Manager
Produce by
vendor
Plans
All plans must meet
contract deliverables
Scope of work by
vendor
Project
Manager
Produce by
vendor
Milestones
Project phase is
Contract Deliverables
completed by the
established finish date.
Project
Manager
Milestone
checklist from
vendor
Testing
Execution of User
Acceptance Testing
(UAT).
Project
Manager
Produced by
Vendor
System Test Scripts
procedure for User
Acceptance Testing
(UAT).
6.7.3 AGENCY/CUSTOMER SATISFACTION
Areas of feedback
Agency awareness
Quality of communications
PAGE | 51
When
Business Owner Meetings
ESC Steering committee
meetings
How Often
Monthly
Monthly
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Manages project tasks
ESC Steering committee
meetings
Productive Meetings
Monthly
Quarterly
6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS
The NMDOT Chief Information Officer will take delivery of media; manuals; contracts; licenses; services agreements; configuration
settings; status of patches to COTS products; in-house or vendor developed code; test cases, routines, and scripts; and other items required
for the project. The NMDOT CIO will take delivery of such products only after the product deliverables have been accepted by the
NMDOT ECM Executive Steering Committee.
6.8 CONFIGURATION MANAGEMENT
6.8.2 PROJECT REPOSITORY (PROJECT LIBRARY)
A project repository, consisting of a shared server with multiple folders and a project web site will be developed by NMDOT IT staff
members as a means to provide a central repository for all project documentation and deliverables.
6.9 PROCUREMENT MANAGEMENT PLAN
All procurement for project goods and services must be performed under the guidance and direction of New Mexico State Procurement
Statues.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
7. 0 PROJECT CLOSE
7.1 ADMINISTRATIVE CLOSE
Project Manager will be responsible for ensuring that the project deliverables meet the expectations of the Key Stakeholders. A written
Letter of Acceptance will be obtained by the Project Manager from Key Stakeholders. Any issues that may be outstanding will be
appropriately addressed with an agreed upon solution for all parties. All contract deliverables assigned to the Project Manager will be
appropriately addressed and specified in the Letter of Acceptance document.
7.2 CONTRACT CLOSE
Project Manager will be responsible for coordinating with the NMDOT procuring agency to ensure that all contracts have been formally
closed out with no issues outstanding that have not been appropriately addressed.
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PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
APPENDIX A - Detailed Work Breakdown Structure (WBS)
ECM Project Management WBS
ECM (EDMS/EDMS) Project Management
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Planning
Application &
Technology
Infrastructure
Implementation
Electronic
Records
Governance
Supporting
Organizational
Infrastructure
Communication
Control
Project Manual Document
Risk Management Plan
Issue Management Plan
Quality Control Plan
Communication Plan
Change Control Plan
Budget
Planning Phase - Lessons Learned
Implementation - Lessons Learned
Project Overall - Lessons Learned
Enterprise
Model
Funding
Communication Plan
Twice Monthly ESC Meetings
Bi-weekly ESC Status Reports
Monthly OCIO Status Report
Meeting Notes
Project Charter
Needs Assessment
Project Control Plans
Scope Document
WBS
Project Schedule
Software Selection Criteria
Checklist
Project Manual Document
PAGE | 1
Business
Process
Reengineering
Federal Financial Participation
- APDU
- RFP
- Implementation Vendor Contract Approval
PCC Certification
- PIR
- PIR Certification
- EDMS Project Manual
- Implementation Report
- Implementation Certification
- Close-out Report
- Close-out Certification
ECM (EDMS/ERMS) FY07 C3 Funding
Request
Resource
Management
Project Director Price Agreement
Needs Assessment Price Agreement
RFP for Implementation Services
Implementation Vendor Contract
IV&V Price Agreement
Risk
Management
Risk Management Plan
- Mitigation Plans
- Contingency Plans
IV&V Reports
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Application & Technology Infrastructure
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Select ECM
Vendor
Finalize Selection
Criteria
Set up Vendor
Demonstrations
Select Vendor
Review &
Approve Vendor
Business
Process
Reengineering
Implementation
Functional
Analysis & Design
Infrastructure
Analysis &
Design
Electronic
Records
Governance
Supporting
Organizational
Infrastructure
System
Development &
Customization
Enterprise
Model
Disaster
Recovery
Planning
Design Content
Management Structure
Infrastructure Analysis & Design (IA&D)
Design Records
Document Logistics Analysis & Design
Management Structure
Hardware Requirements
Design Metadata
System Software Requirements
& Taxonomy
Communication (Network) Requirements
Data Interchange
Requirements
Review & Approve IA&D
Procure Hardware
Architecture Committee
& Software
Approval
Select Document
Imaging Vendor
Finalize Selection
Criteria
Verify Inter-operability
Set up Vendor
Demonstrations
Select Vendor
Review &
Approve Vendor
PAGE | 2
Application &
Technology
Infrastructure
Transition
Execute Transition
Sign-off Deliverables
Obtain Vendor Quotes
Review & Approval
IT Consolidation Exceptions Process
Purchase Hardware & Software
Implementation
Services Vendor
Planning
Develop Quality Assurance Plan
Develop Quality Assurance Process
Document
Develop Communication Plan
Develop Change Management Plan
Develop Issue & Risk Management Plan
Develop Project Work Plan
Develop Acceptance / Exit Criteria Document
Develop Deployment / Support SLA
Develop Metadata / Taxonomy Best
Practices Document
Develop Security Plan
Develop Data Interchange Plan
Develop Transition Plan
Build
Infrastructure
Develop Hosting SLA
Develop Technical Hardware & Software
Architecture Document
Develop Technical Communication
Architecture Document
Develop Configuration Specification &
Systems Administration Document
Develop Installation & Configuration
Document
Develop Configuration Management Plan
Install & Configure Hardware, Software &
Network for Production Environment
Install & Configure Hardware & Software
for Dev. Test & Training Environments
Development &
Implementation
GSD RMD Release 1.0
- Functional Design
- Technical Design
- Build
- Unit, System, Integration Test
- User Acceptance Testing
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Business Process Reengineering (BPR)
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Application &
Technology
Infrastructure
Business Process
Reengineering
(BPR)
Implementation
Champion Continuous Process Improvement
Provide BPR Training
Guide Process Reengineering efforts
Establish communication processes
Utilize Best Practices such as Six Sigma
How might we improve our day
to day process?
Define Scope and Boundaries
Define Issues and Solutions
Team Charter and Champion
Estimate BPR Impact
Create "AS-IS" process map
Identify "Quick Hits" solutions
PAGE | 3
Supporting
Organizational
Infrastructure
Enterprise
Model
Establish Enterprise
Business Process
Management
Establish BPR
Leadership
Define
Electronic
Records
Governance
Measure
How can we gather performance
measurements for our day to day
process now?
Identify Input, Process & Outputs
Define Operational Vision
Develop Measurement Plan
Collect Baseline Measurement Data
Collect current policy & procedure
manuals
Detail "AS-IS' process map
Perform SWOTI Analysis
Support "end-to-end" process optimization
Cross-functional process improvement
Support Cross-Departmental BPR
Continuous Process Improvement
Enterprise Business Process Management
Analyze
What are the methods to
separate the whole into
component parts ?
Stratify Process
Stratify Data & Identify
specific problems
Identify Root Causes
Validate Root Causes
Comparative Analysis
Regression Analysis
Design of Experiments
Refine SWOTI Analysis
Improve
What are the steps to improve the
process?
Generate Solution Ideas
Determine Solution Impacts - Benefits
Evaluate & Select Solutions
Design "TO-BE" process map
Update policy & procedure manuals
Develop & present Storyboard
Communicate Solutions to all
Stakeholders
Develop Pilot Plan & Pilot Solution
Control
How do we guarantee performance?
Verify Improvement Resulted from
Solution
Identify whether additional solutions
are needed to achieve goal
Identify & Develop Standardization &
Replication Opportunities
Integrate and Manage Solutions in
daily work processes
Integrate Lessons Learned
Identify teams next steps and plans
for remaining opportunities
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Implementation WBS
ECM Implementation
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Implementation Plan
for Reengineered
Business Processes
Application &
Technology
Infrastructure
Training
Training Plan
Training Documents
- User Manuals
- Quick Reference
Guides
PAGE | 4
Business
Process
Reengineering
Implementation
System
Integration
System Integration Plans
Functional Interface
Requirements
Technical Interface
Requirements
Interface Development
Unit & System Testing
Integration Testing
User Acceptance Testing
Electronic
Records
Governance
Content
Security
Activate Security
features for content
Test Security
Supporting
Organizational
Infrastructure
Enterprise
Model
Content
Migration
Content Migration
Plans
Cost/Benefit for
Imaging for
"backlog" documents
Identify EDMS
export / import
criteria
Development &
Implementation
GSD RMD Release 1.0
- Functional Design
- Technical Design
- Build
- Unit & System Testing
- Integration Test
- User Acceptance Testing
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Electronic Records Governance Model
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Application &
Technology
Infrastructure
Business
Process
Reengineering
Implementation
Electronic
Records
Governance
Supporting
Organizational
Infrastructure
Enterprise
Model
Enhance Electronic Records
Rules & Standards
Communication
For ERMS buy-in
For compliance
For education
PAGE | 5
Clarify or Restate
Content Ownership
Educate State Agencies on Content
Ownership Responsibilities
Modify existing rules for ERMS
Modify Retention Schedules
Management of Public Records
created through electronic means
Define metadata requirements
- based on record series
- thresholds
Create Content
Management Strategy
Use ECM solution to enforce
Lifecycle for Content
Define components of a compliance
architecture
- intelligent metadata editing
Web-site Content - Define strategies to
address the unique challenges of
integrating web-based applications
with the ECM (ERMS/EDMS)
-- informational web content
-- transactional web content
E-mail & Text Messaging Content
ERMS Standards for State agency
EDMS Integration
Strategies for Shared Content
Set up Content Collaboration - virtual team
spaces for shared unstructured
"working" content
Strategy for migration of content as
technology changes
Establish Content
Review Board for
Metadata Standards
Review Board to work with
- SRCA Statutory Responsibility
- input from State Agencies
Approve changes to the EDMS/ERMS
metadata structure
Periodically realign content
library to business process
Plan & Budget for
ERMS Operational &
Administrative Support
Ensure content is properly
categorized & metadata
tagged
Ensure adherence to records
retention policies
Ensure content management
polices are enforced
Set up methods for auditing
metadata
Define ERMS operational
staffing requirements
Define ERMS administrative
staffing requirements
Supporting
Organizational
Infrastructure
PROJECT MANAGEMENT PLAN FOR DOCUMENT IMAGING IMPLEMENTATION AND CONTENT MANAGEMENT MIGRATION
Supporting Organizational Infrastructure WBS
Enterprise Model
Enterprise Model
Work Breakdown Structure
ECM
(EDMS/ERMS)
Project
Project
Management
Application &
Technology
Infrastructure
Business
Process
Reengineering
Implementation
Electronic
Records
Governance
Supporting
Organizational
Infrastructure
Promote Enterprise
Model
Create Enterprise
Model Document
Research
Industry Trends
Best Practices
Survey Other States
Enterprise
Model
Increase Awareness for
Enterprise Content Management
Coordinate with other Agencies
Presentations to CIO Council
Blueprint for Enterprise EDMS
Enterprise Content Management, and an
Electronic Document and Records Management Systems framework
is just one component of an Enterprise Model allowing the State of New Mexico
to move towards a fully electronic services interface
for our technology-enabled customers
Enterprise IT Security
Management Program
Enterprise IT Data
Interchange Capability
Enterprise Business
Process Management
Identity Management
Access Directory Services
LDAP
Enterprise Portal
PAGE | 6
Enterprise Content
Management
Service Oriented
Architecture (SOA)