Project Management for RIMI Adopting a Raccoon

Agenda Project Management Stages Branding Team/Resources Steps in RIMI Project Summary

Project Management Stages Project conception and initiation Project definition and planning Project launch or execution Project performance and control Project close

Branding

Communication Email Face to Face Newsletter Departmental Meetings Posters

Change is HARD Keep it Small Keep it Simple Keep it Fun

Project Team / Resources RIM CRM EDRMS Reserve IT PM ECM BA DEV External Services Consultants Software Development *Expected Hard Limit of 220 Days/Year/Person

Steps in RIMI Project Step 1 - Project Governance Step 2 - Corporate Policies Step 3 - Enterprise Adoption Plan Step 4 - Plan/Strategy Step 5 - Records Foundation Step 6 - RIM Administration Step 7 - Business Procedures Step 8 - Repository Governance Step 9 - Declaration Step 10 - Validation Step 11 - End User Training Step 12 - Pilot

Project Phases Project Governance Weekly Team Meetings (estimate 40-60 days depending upon length of project) RIM – XX Days IT – XX Days Corporate Policies Make Decisions, Draft Policy, Get it Approved (estimate based upon how quickly your organization processes) Educate on/Disseminate the Policy (estimate 7-10 days) RIM – X Days IT – X Days

Execute Enterprise Adoption Plan (plan for no less than 14 days) RIM – XX Days IT – XX Days Plan and Strategy Project Functional Specs (Bi-Weekly) (estimate based upon length of project) External – X Day Project Planning + GANTT update (work with your PM to get these estimates) External – XX Day

File Server Legacy Migration (Estimate 2-5 days) RIM – XX Days Records Foundation Make File Plan EDRM Ready (Estimate based upon condition of existing plan) RIM – XX Days External – SS Day File Server Legacy Migration (Estimate 2-5 days) RIM – XX Days IT – XX Days Build Cost Schedule Index (Estimate total of 10-20 days based upon organizational comfort) External – XX Days Physical Records Configuration (if these are included) External – X Day

Vendor Product Training (Estimate 3-5 days depending upon vendor) RIM Administration Vendor Product Training (Estimate 3-5 days depending upon vendor) RIM – XX Days IT – XX Days External – XX Days 3rd Party RIM Admin Training (Estimate 3-5 days depending upon vendor) RIM Admin Self-Training (estimate 7-10 days) External – XX Day Train Back-up RIM Admin (estimate 5-10 days)

Configure SharePoint (Pilot Group) Business Procedures Define/Conduct SOP’s (Estimate 5-15 days depending upon level of existing documentation) RIM – XX Days IT – XX Days External – XX Days Repository Governance Metadata Mapping (Pilot Group) (Pilot size will impact estimates 2-5 days) IT – XX Day Configure SharePoint (Pilot Group) Repository Governance Plan Oversight Committee Meetings (estimate dependent upon frequency and productivity of committee meetings) IT XX Days

Build, Test, Deliver RBR Rules (Pilot) (Estimate based upon vendor) Declaration Build, Test, Deliver RBR Rules (Pilot) (Estimate based upon vendor) RIM –XX Days Install and Configure Email Integration (Pilot) (Estimate based upon vendor) IT – XX Day Validation Confirm System Performance Validations (36) (Estimate based upon number of SPV’s and efficiency of IT 7-15 days) RIM – XX Days IT – XX Days External – XX Days

Develop Course Content (10-15 days) RIM – XX Days IT – XX Days End User Training (All estimates should be based upon available training resources – WaterOne has a dedicated education specialist in HR) Develop Course Content (10-15 days) RIM – XX Days IT – XX Days External – XX Days Course Materials Configure Training Facility and System (10-15 Days) External – 10 Days Install and Configure Email Integration (Pilot) (3-5 Days)

Conduct 30-day Pilot (Estimate is dependent upon size of pilot) RIM – X Days IT – XX Days External – XX Days

Summary RIM – 212 days CRM – 69 Days EDRM – 143 Days IT – 228 days Current Projected RIM – 212 days CRM – 69 Days EDRM – 143 Days IT – 228 days PM – 75 Days ECM – 110 Days BA – 33 Days Dev – 10 Days External – 91 days Users for Pilot – 16 days