JDI Next Steps

Phase I & Phase II Timeline Estimates

Requirements (business & technical) matrix, and RFP development

Approx. October 19, 2015 - Approx. November 13, 2015
  • Complete requirements for evaluation (business and technical)
  • Look to integrate report areas to improve with enterprise level directions
  • Begin reaching out to prospective vendors for cost and resource profiling

Adoption & Change Management Planning

Approx. October 26, 2015 - Approx. December 18, 2015
  • Adoption Program Management framework development
  • Process & Policy alignment to best practices and solution capabilities
  • Create Executive Overview
  • Document Solution Deployment Strategy, Timelines
  • Pilot Group - considerations/concerns
  • Communications, Training, Education & Support planning
  • User Support (post training)
  • Risk assessment

RFP Release

Approx. November 4, 2015 - Approx. November 13, 2015
  • Distribute RFP to selected vendors as required
  • Schedule review meetings

Solution Implementaton Roadmap

Approx. Nov 14, 2015 - Approx. December 18, 2015
  • Technical implementation approach and initial project plan (vendor and internal JDI resource coordination and role definition).
  • Impact on related projects (portal, search, LPM, etc.) if any. Initial risk assessment and related project plan adjustments for dependencies and resource constraints.
  • Client-facing interface design, wireframes and design session to meet BR and technical requirements (including any folder/doc type design recommendations for File and Email management and associated integration system UI's).
  • Potential third-party software requirements (e.g. workspace, records management tools, reporting and corporate workflow).
  • System integration plan and prep (ethical walls, third-party plug-ins, third-party software, security, recovery, mobility).
  • Change management planning (data focused for data source migration, creation, mitigation etc....).
  • Roll out planning (technical roll out, integration with corporate infrastructure and defined maintenance processes and procedures).

Proposed solution reviews

Approx. Nov 14, 2015 - Approx. December 4, 2015
  • Confirm Vendor demo sessions
  • Prep with expected requirements and use cases
  • Hold sessions and evaluate according to BR's
  • Review evaluation matrix with team for decision

Phase II: Technology Implementation Support

Approx. January 4, 2016 - Approx. March 31, 2016
  • JDI IT and Vendor support for infrastructure procurement and systems integration.
  • Support Systems Change Management plan components for data mitigation, migration, database consolidation.
  • Transition support for obsolete systems sunset after system lock down/freeze, and new solution acceptance.

Phase II: Change Management

Approx. January 4, 2016 - Approx. May 31, 2016
  • Execute Adoption plan components supporting business facing change management (policy, process, workflow)

Phase II: Execute User Pilot with Issues Remediation

February 15, 2016 - Approx. March 31, 2016
  • Pilot user support, metrics and monitoring
  • Pilot issues remediation
  • Pilot review and close out

Phase II: Project Pilot & Roll out Support

February 15, 2016 - Approx. March 31, 2016
  • Solution HW stress testing and sign off
  • Solution server and client validation and sign off
  • Solution security and regression testing and sign off
  • UAT test plan run through, issues remediation, and sign off
  • Solution monitoring and user support process testing, issues remediation, and sign off
  • Code freeze

Phase II: Training

Approx. February 15, 2016 - Approx. June 10, 2016
  • Execute Training, Education and Support plan as outlined in Adoption and Change Management Plan
  • Administration Training
  • User Training
  • Updates and adjustments to capture lessons learned via training experience sessions

Phase II: Production System Rollout

Approx. Apr 1, 2016 - Approx. May 31, 2016

Recommended Solution Prioritization

Core Framework - File, Document, Email Management

January 4, 2016 - Approx. May 31, 2016
  • Would focus on the core work product, standardization etc...
  • Start socialization of policy and workflow changes
  • Possibly work in updates to the billing/invoicing system during this time *** May be possible to work in next phase at an earlier date

System Upgrade and Replacement - Corporate Records, Contracts, IP

April 4, 2016 - Approx. July 31, 2016
  • implement new solutions, migrate data (if possible)
  • wind down all Access databases *** consideration to minimize disruption during board reporting periods *** think of replicating all of Phase II Timeline Estimates for this solution segment

Bulk Physical FIle Digization and Coding

July 4, 2016 - Approx. December 30, 2016

*** More current, and active, files should be started earlier than this for risk management

Unified Portal Layer

July 4, 2016 - Approx. October 31, 2016
  • SharePoint portal re-design for Law Department unified access to core and upgraded systems.
  • Highly dependent on the solutions selected