1. Introduction to the JISC EDRM System Implementation Toolkit
Presented by Tony Hendley,
Cimtech Limited

2. Background
JISC issued an ITT for institutions to create an EDRM Implementation Toolkit for the UK Further and Higher Education sectors
Cimtech won bid December 2003
Cimtech visited selected institutions and researched toolkit and delivered Word version of toolkit July 2004

3. Why the toolkit?
“Many FE/HE institutions are beginning to consider the relative merits of acquiring and implementing such systems and tools to manage their electronic records. …Vendors are beginning to look at the education sector as a new potential market. There is therefore a very real need within the community at this time for sources of independent advice on all issues relating to the implementation and use of EDRM systems and tools within the sector. “

4. Why the toolkit?
The objective of this toolkit will be to provide a step by step guide to all stages in the implmentation of an EDRMS solution within a college or university, from building a business case through system selection to planning and ultimately implementing the project

5. Where can I get the toolkit?
Word version on JISC web site
Full applied infokit including graphics being designed and loaded onto JISC infonet website

6. Structure of toolkit
Comprises an overview and ten stages organised to represent ten stages of a PRINCE2 managed project
Currently held as 11 Word documents available from JISC web site.
Plus a template of a Statement Of Requirements for an EDRM system

7. Overview Positioning EDRM – where does it fit? Project management
Information gathering and analysis
Feasibility study and options review
Making the business case

8. Overview Defining the EDRM statement of requirements
Procuring the solution
Managing the implementation
Measuring the results
Project closure and solution support

9. Positioning EDRM – where does it fit?
What is an EDRM system?
Where does EDRM fit?
Best practice for information/ records management

12. Project management Developing an EDRM project plan
Agreeing the procurement approach
Communications and change management

14. Information gathering and analysis
Preliminary investigation
Analysis of business activity
Identification of record keeping requirements
Assessment of existing systems

15. Feasibility study and options review
Agreeing a strategy for record keeping
Agreeing a preferred EDRM solution

17. Making the business case
Reviewing the tactical benefits
Reviewing the strategic benefits
Reviewing the costs
Cost benefit analysis

19. Defining the EDRM Statement of Requirements
The invitation to tender
Background to the requirements
The functional requirements
The technical requirements
The service requirements
The price schedule

21. Procuring the solution
Review of suppliers
Issuing the notice and prequalification
Issue ITT and shortlist
Select preferred supplier

23. Managing the implementation
Project initiation
Phases one and two (Specification/Model Office)
Phase three – Pilot/s
Phases four and five (Initial and second roll out)
Phase six – corporate business processes
Phase seven – project closure and support

24. Measuring the results Why measure the results?
Measuring the tactical benefits
Measuring the strategic benefits
Feeding back the results into the project

25. Project closure and solution support
Project closure checklist
Solution support

26. It is starting to happen
University of Hertfordshire – 3 year project to implement corporate EDRM starting with information gathering and analysis – project managed by Cimtech
University of Birmingham – helping with their Modern Records Management project
UCL – assistance with EDRM procurement

27. Moving forward Open Text on CHEST – first of many?
Develop workshop based on toolkit? Jisc funded for free
Cimtech funded with course fee
Other support – case studies?

28. Contact me
Tony Hendley, Managing Director Cimtech Ltd Innovation Centre University of Hertfordshire College Lane Hertfordshire AL10 9AB Tel