1. Project management methodology for implementing an
electronic document, library, knowledge or records management
system
Anastasia Govan
Information Architect & Consulting Partner
Whitehorse Strategic Group

2. Why are governance structures important?
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‘Effective knowledge management is neither panacea nor bromide; it is one of
many components of good management’ [i](p. 56).
[i] Davenport, T.H., Delong D.W., & Beers, M.C. (1998). Successful knowledge management projects. Sloan Management Review, 39, (2): 43-52.

3. Information management governance – how we
manage
‘It is the value added by people...that transforms data and information into knowledge’ p. 1[ii].
[ii] Davenport , T & Prusak, L. (1998). Working knowledge: How organizations manage what they know. Cambridge, MA: Harvard Business School Press. Particularly pp 187-199

4. What am l covering today?
“governance is a multi-faceted discipline that not only includes
the formulation and implementation of strategy, but the
establishment of systems and processes that enable effective
risk management as well as legal and regulatory compliance.”
ASX Corporate Governance Council (2003)
“information governance is emerging as a critical competency”
Gartner (2007)

5. Successful steps for implementing EDRMS
A project management framework encompassing
the following steps:
• identify your business requirements
• obtain support of senior management
• scan the market
• implement your framework
• select
• procure
• design
• implement pilot (rollout and training)
• review
• full implementation (rollout and training)
• external audit

6. 1. Identifying risk areas
• Information audits – Henczel
• Legislation/regulations

7. 2. Identifying lobbyists
• General counsel
– Adverse court decisions
• CEO
– Individual financial risk exposure
• Senior managers meeting representative

8. 3. Securing the funds
• The Business Case
RECOMMENDATION
EXECUTIVE SUMMARY
CONTENTS PAGE
1. PROJECT DESCRIPTION
2. REASONS FOR THE PROJECT
3. ALTERNATIVE OPTIONS
4. INVESTMENT ANALYSIS
Net Present Value
Benefits realisation - Value case
5.CONSISTENCY WITH STATEMENT OF CORPORATE INTENT
6.CONSISTENCY WITH CORE BUSINESS AND THE ORGANISATIONS BUSINESS PLAN
7. PUBLIC IMPACT
8. ENVIRONMENTAL IMPACT
9. LEGISLATIVE OBLIGATIONS AND REGULATORY ISSUES TO COMPLY WITH
10. RISKS
11. STAFF INFORMATION
12. SPECIFICATIONS
13. KEY PERFORMANCE INDICATORS
CONCLUSION
ATTACHMENTS/APPENDICES
Attachment A Cost benefit analysis of options
Attachment B. EDMS Value case
Attachment C. Proposed server architecture
Attachment D. High level project timeline
Attachment E. Proposed high level project schedule
Attachment F Project staffing structure

9. 4. Scoping the system
• Site visits
• Specifications for a compliant system
• Systems development lifecycle
• Information workflows
• Data specifications

10. 5. Canvassing vendors
• Moreq checklist
• Vendor visits
• Shortlisting
Organisations need Organisation Tenderer 1 Tenderer 2
xyz
Weig Cost Weig Cost Weig Cost
ht ht ht
Qualified staff
Number of databases
available
Copy catalogue time
etc.

11. 6. Project governance structures
• Folder hierarchy
» Build
» Servers
» Software
» Licenses
» Change management
» Training
» Communications
» Implementation
» Planning
» Procedures
» Project office
» Finances
» Budgets
» Contracts
» Invoices
» Data migration
» Documentation
» Governance
» Meetings
» Date of meeting
» Date of meeting
» Personnel (staff)
» Project schedule
» Reporting
» Research
» Review
» Testing

12. 6. Project governance structures
• Budgets
Table 1 Information Management System Components
Hardware
PCs 50 $1,700
Network Cards 2 $3,000
Color Laser Printers 3 $5,500
Color Laser Plotters 2 $3,100
Telecommunications
Tape Backup 1 $1,200
Cabling w/plugs 2,000 feet $0.75/foot
Routers w/Firewall 2 $500
Switches 2 $700
Telephone Connection Costs $5,000 (first year only)
Software
IMS Software 50 licenses $3,500/license
Database 50 licenses $80
Network 50 licenses $70
Office Software 50 licenses $250/license
Services
In-house Trainer 1
$50,000/year
IMS Training 50 hours $75/hour
In-house Systems Personnel 1 $75,000
Table 2 Estimated Annual Maintenance Costs
PCs $5,000
Network cards $500
Servers $1,000
Color laser printers $500
Scanners $500
Tape Backup $500
Cabling w/plugs (in feet) $100
Routers w/firewall $100
Switches $100
Telephone connections $1,000
IMS software $1,000
Database $500
Network $500
Office software $1,000
In-house trainer $50,000
IMS training $1,000
In-House systems personnel $75,000

13. 7. Procurement
• Tender comparison table
• Contract

14. 8. Implementation
• Buy or build
• Desktop design
• Server architecture
• Software configuration
• Security
• Testing – the pilot phase
• Training/change management
• Timeliness/escalation points

15. 10. Review
• Independent audit
• Signoff of project objectives
• Guidelines for quality management system documentation

16. Successful steps for implementing EDRMS
A project management framework encompassing the following steps:
• identify your business requirements
• obtain support of senior management
• scan the market
• implement your framework
• select
• procure
• design
• implement pilot (rollout and training)
• review
• full implementation (rollout and training)
• external audit
EDRMS 0-GO Manual & training sessions available

17. Contact
Anastasia Govan
Consulting Partner – Whitehorse Strategic Group
0428836405 agovan@whitehorsestrategic.com
Asia Pacific office
GPO Box 2096, Darwin, NT 0801
Melbourne office
Level 3, 5 365 Little Collins St, Vic 3000
03 9614 8510
Co ordinator/Lecturer – Charles Darwin University
08 89467736 ana.govan@cdu.edu.au
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