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)
Approx. November 4, 2015 - Approx. November 13, 2015
Distribute RFP to selected vendors as required
Schedule review meetings
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: 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: 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
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
Updates and adjustments to capture lessons learned via training experience sessions
Phase II: Production System Rollout
Approx. Apr 1, 2016 - Approx. May 31, 2016
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
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).
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.