Document Management
Implementation
Milestones with Timescales
Document Control
Organisation Sandwell MBC
Title Document Management Implementation - Milestones with Timescales
Author Binda Rana, Business Systems Development Manager (Children’s)
Filename H:\ems\officepro2000sp3\Binda Rana\ICS\ICS Phase 9 - Document Management\Document Management -
Milestones with Timescales V1.0.doc
Owner Binda Rana, Business Systems Development Manager (Children’s)
Subject Document Management
Protective Marking None
Review date N/A
Revision History
Revision Date Editor Previous
Version Description of Revision
14/07/2011 Binda Rana 1.0 New sections for project leads and signatures
Document Distribution:
Contents
Background 4
Overview of Key Stages of Document Management 5
Stage 1 – Case File Audit 6
Stage 2 – Develop Case File Structure/Recording Policy 7
Stage 3 - Define Business Requirements 8
Stage 4 - Technical Configuration 9
Stage 5 – Back Scanning 10
Background
The implementation of an electronic document management system has been identified as a key priority for Children’s Services.
This document supports the Project Initiation Document (PID) and provides details of the key milestones and provisional timescales for implementation.
The actions and milestones will be monitored through The Child’s File Strategic Board. Kulbant McLaughlin, The Child’s File Strategic Lead will be responsible for updating Helen Smith, Service Director for Children’s & Families, social work line management of progress, risks and any
dependencies.
Project Leads
Kulbant McLaughlin – The Child’s File Strategic Lead Martin Parsons – Business Information Systems Manager
Signatures
Signature: ……… Date: ………..
Helen Smith, Service Director, Children & Families
Signature: ……… Date: ………..
Overview of Key Stages of Document Management
Stage 1 Case File Audit
Stage 2 Develop Case File Structure/Recording Policy Stage 3 Define Business Requirements Stage 4 Technical Configuration Stage 5 Back Scanning Stage 6 Training & Roll Out
Overview: To audit a representative set of
case files to assess their current status and identify if there
are common structures/standards.
Overview: To develop the new
case file structure including procedures/guidance
for contents.
Overview: To define the business
requirements for the electronic document system. For example storage requirements,
number of scanners, number of users, user
roles, systems set up etc.
Overview: To configure a separate Children’s
document system. This includes all
software and hardware installation.
Overview: To back scan existing
case files in accordance with back
scanning guidance.
Overview: Roll out system to users so that they use
a real-time LIVE document management. Approach to roll out needs to be agreed. Possible options are
big bang or phased approach. Timescales: July – August 2011 Timescales: September 2011 Timescales: October 2011 Timescales: November - December 2011 Timescales: January 2012 Timescales: January 2012
Stage 1 – Case File Audit
Overview
To audit a representative set of case files to assess their current status and identify if there are common structures/standards Key People Involved
Project Officer Practice Lead
Administration Manager
Business Systems Development Manager Team Manager
Dependencies
Provision of Case Files from Children’s & Families Timescales
July – August 2011 Outcomes
Representative sample of case files from all services
Identification of the current structures and contents of case files Details of the size of case files
Stage 2 – Develop Case File Structure/Recording Policy
Overview
To develop the new case file structure including procedures/guidance for contents. Key People Involved
Project Officer Practice Lead
Administration Manager
Business Systems Development Manager Team Manager
Legal Incl. DPA Social Workers Dependencies
Stage 1 – Case File Audit Timescales
September 2011 Outcomes
Stage 3 - Define Business Requirements
Overview
To define the business requirements for the electronic document system. For example storage requirements, number of scanners, number of users, user roles, systems set up etc.
Key People Involved Project Officer
Practice Lead
Administration Manager
Business Systems Development Manager Social Care Systems Team
Systems Supplier Transform Sandwell Timescales
October 2011 Dependencies
Stage 2 – Develop Case File Structure/Recording Policy Outcomes
Identification of Electronic Storage Requirements Hardware Requirements - Scanners
Systems Configuration – Document Stores, Document Types Users Requirement – Number of Users, Access Levels
Criteria for Back Scanning Developed including Additional Resources Required Business Processes for Using Document Management
Stage 4 - Technical Configuration
Overview
To configure a separate Children’s document system. This includes all software and hardware installation. Key People Involved
Practice Lead
Administration Manager
Business Systems Development Manager Social Care Systems Team
Systems Supplier Transform Sandwell Dependencies
Stage 3 - Define Business Requirements Timescales
November - December 2011 Outcomes
Electronic Storage Available
Hardware Available – Scanners Purchased and Installed
Systems Configuration Configured – Document Stores and Document Types Set Up User Set Up Completed – Users and Access Levels Set Up
Stage 5 – Back Scanning
Overview
To back scan existing case files in accordance with back scanning guidance.
Key People Involved Project Officer
Practice Lead
Administration Manager
Business Systems Development Manager Social Care Systems Team
Back Scanners Dependencies
Stage 4 - Technical Configuration Timescales
January 2012 Outcomes
Back Scanning Files are Prepared in Accordance with Case File Structure/Recording Policy Files agreed to be back scanned are scanned
Stage 6 – Training & Roll Out
Overview
Roll out system to users so that they use a real-time LIVE document management.
Approach to roll out needs to be agreed. Possible options are big bang or phased approach. Key People Involved
Project Officer Practice Lead
Administration Manager
Business Systems Development Manager Trainer
Social Care Systems Team Transform Sandwell
All Children’s Services Staff Dependencies
Stage 4 - Technical Configuration Timescales
January 2012 Outcomes
All Children & Families Staff are trained to use the system