Alberta – eProjects: Lessons Learned Tim Owens Dr. Francis Remedios Susanne Stushnoff Ruby Théroux Miles Weatherall October 25, 2012 A Presentation to the Canadian Forum on Court Technology: Forum 2012

Project Sponsor 2012 Associated Foreign Press

Your Panel Dr. Francis Remedios Director of Strategic Information and Evaluation Justice and Solicitor General Ruby Théroux Scheduling and Business Manager Court of Appeal Miles Weatherall Director of Change Management Office, Court Services Justice and Solicitor General Tim Owens Project Lead, Court Case Management, JIMS Quick Wins Justice and Solicitor General

What did it take to get your project “off the ground”?

How did you structure the project governance?

Project Implementation Committee Chair JIMS Sub- Committee Court Scheduling Sub-Committee Court Services File Ownership Sub-Committee Criminal Justice / PPSC Defence Bar Sub- Committee Judicial Sub- Committee Chief Information Officer – Corporate Services Project Support Team IT Working Group Corporate Services & Service Alberta Organizational Change Management Business Process Redesign Communications JOIN PRISM CJIT CSIT Court Case Management (CCM) (Provincial Court)

Tracking Electronic Appeals Management System (TEAMS) Project Management Project Delivery Team Title Director, Program Management Sponsor Steering Committee Project Support Office Project Sponsor Project Sponsorship Day-to-Day Decisions:  Project Stats Reports.  Issue Resolution.  Decision Requests.  Project Approach.  Deliverable Production. Project Manager Vendor ConsultantCourt of Appeal PM Court of AppealVendor Team Microserve Senior Records Officer Court Technology Services Chief Security Officer Emergency Services FOIP Legal Services Enterprise Architecture JIMS Data Migration Manager Information Governance Stakeholders

Universal Transcript Format (UTF) Project Sponsor Change Manager Team Lead – Business Transition Team Project Manager Team Lead – Technology Team Team Lead (Strategic Initiatives Solicitor) – Fee and Legislative

Key Stakeholders IT Services PMO JIMS Director, Program Management Vendor Team Director, IT Services Executive Director, JIMS Program EO Subject Matter Experts Rules of Court PMJP CCM Project Director, Office of the ADM Executive Director, Court Services Director, Planning and Reporting Services BI Phase 2 Sponsorship Project Steering Committee Business Intelligence Project Phase 2 Project Organization and Governance

What resource challenges did your project face?

What dependencies did you need to be alert to?

Were there any challenges with third-party vendors?

Who did you identify as key stakeholders? When, why and for what purpose? How did you engage your stakeholders?

What were the roles of change management and organizational communication?

What did you do to resolve the inevitable internal conflict?

What role did your project sponsor play in the success of your project?

What role did your project manager play in the success of your project?

How did you ensure that your output would actually be used post implementation?

Lessons Learned

Top Ten 1.Utilize a project management approach. 2.Invest in necessary work at the “initiation Phase” and, if possible, before developing the Project Charter. 3.Get project governance right from the start. 4.Carefully choose your sponsors and ensure they have an understanding of the role, a vision, and the capacity to engage.

Top Ten continued 5.Engage organizational change management resources and tools early in the project. 6.Define specific and realistic requirements that are measureable. 7.Realistically assess all resource requirements, specific tasks and time required to complete the activities.

Top Ten continued 8.Retain a Project Manager who reports to the Project Sponsor. 9.Ensure that your Project Manager knows the processes to secure external resources. 10.Communicate, Communicate, and Communicate!!

Tim Owens Dr. Francis Remedios Susanne Stushnoff Ruby Théroux Miles Weatherall Thank you