Digital Archives Programme, DAP

Project Management Activities

Executive Summary

When the Common Services Task Force approved the DAP project, it was decided that a full time Project Manager, PM, was required to assure the success of the project. The main concerns expressed by the Participating Organizations were that all selection and specification processes be transparent and that there be significant participation be obtained from both IT and Records and Archive Management professionals in all the organizations. It was recognised since a significant work load would result, the independence of the PM to work on the project and related issues was necessary to assure co-ordination with the vendors selected. This was specified in the Statement of Work and commitment was made to the vendors during bidding process that the DAP PM would co-ordinate inside the UN Community. This resulted in reduced costs and proposals which were based on the assumption of a DAP PM playing a significant role within the project. The below paper highlights what the PM has accomplished during the Start up phase and the proposed activities for 2004-2005.

Table of Contents

I. Introduction

II. Project Management Activities, September 2002 –September 2003

DAP Start up Phase

· Finalize Statement of Work

· Develop EOI/RFI

· Expedite RFP

· Other Related Activities

III. Project Management Activities, October 2003 – December 2004

DAP Phase I, Strategic Plan for a Digital Archives Programme

· Co-ordinate and manage all aspects of the DAP project

· Monitor project status and report regularly

· Monitor all aspects of the vendors work

· Maintain all project documentation

· Support related activities

IV. Project Management Activities, January 2005 – December 2005

Start up Phase of DAP Phase II Implementation (Pilot)

· Establish Funding

· Finalize Statement of Work

· Develop EOI/RFI

· Expedite RFP

· Phase II Implementation of DAP Pilot

Digital Archives Programme, DAP

Project Management Activities

I Introduction [back to top]

The current agreement, sited both in the DAP SOW as well as the UN/vendor Contract, stipulates the services of a full time DAP Project Manager, PM, will be available to work in co-ordination with the vendor PM. As outlined herein, the DAP PM plays a essential role within the project including facilitating and monitoring all aspects of the project, act as a critical link between the Participating Organizations, UNPO, the vendor and WGARM, as well as representing UNPO interests.

It should be further noted that the DAP project is not only a Common Services Project supported by the Common Services Task Force but has also been identified as a Deliverable for the UN Secretariat ICTB Task Force on Knowledge Sharing. Therefore it is important not only to support the project but also provide the resources needed to ensure a timely and successful completion.

The function of a Project Manager, PM, is such a resource and is a key element to the success of the project. The PM also represents considerable cost avoidance since the vendor would be required to provide substantial increase in services i.e. cost, if the DAP PM were not available. In addition as noted herein, the DAP PM also contributes major ‘value added’ elements which translates to significant reduction in project costs, both in time and budget.

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II DAP Project Management Activities, September 2002 - September 2003

DAP Start up Phase

Project Management Summary

Working with the WGARM and a Common Services approach, the Project Manager must establish an overall strategy to demonstrate transparency, foster consensus and facilitate participation and awareness within Participating Organizations while ensuring qualified vendors are selected within established budget.

This was accomplished by establishing a thorough and comprehensive Start-up Phase that included an EOI/RFI process (ensuring wide distribution to international vendors through internet sites), a two tier RFP process that included proposal presentations of ‘technically compliant’ vendors which was open to all Participating Organizations interested in observing, as well as encouraging UNPO participation throughout the development and evaluation stages.

Details

1. Finalize Statement of Work

· Finalise SOW, ensure a comprehensive and concise document;

· Compile and format all outstanding annex information for the Statement of Work; ensure all required information which includes background materials, forms and organizational materials from 5 UN Participating Organizations is complete, follow up with UNPOs whenever necessary;

· Register electronic copy of all documents or systems descriptions from UNPOs;

2. Develop EOI/RFI

· Establish EOI/RFI process; develop evaluation criteria, weights; liase with UN Procurement concerning agreed process;

· Assist the UN Secretariat Procurement Division, UNSec/UNPD, in issuance of the Expression of Interest to develop vendor roster, including already-identified consultants and firms;

· Develop an EOI and an RFI documents and disseminated the EOI over the internet to relevant professional list serves;

· Establish RFI Evaluation criteria and weights and develop appropriate evaluation forms;

· Co-ordinated and conducted RFI Evaluation meetings;

· Establish a shortlist based on evaluation results and worked with UNPD to send out RFP to 14 shortlist vendors;

3. Expedite RFP

· Develop RFP evaluation criteria and established a two tier evaluation strategy which included a vendor presentation to help clarify proposal issues and further evaluate vendor qualifications;

· Serve as the sole point of contact for UNSec/UNPD throughout the process, respond to vendor requests for clarification or information;

· Arrange follow up with vendor’s references, evaluate accordingly;

· Make all arrangements for vendor presentations for ‘technically compliant vendors;

· Document all contact with vendors and procurement office and note any additional information provided or further clarification given or received;

· In compliance with procurement rules and in consultation with WGARM, conduct the initial review of bids for completeness and meeting minimum RAM or IT requirements; co-ordinate and conduct the technical review and evaluation review, rank the bids based on agreed rating scale and document the evaluation to ensure transparency; and, in co-ordination with UNPD review the financial evaluation document based on agreed upon criteria.

· In co-ordination with UNPD, prepare all documentation related to HCC review and RFP approval.

· Conduct and co-ordinate evaluation meetings which included the UNPO representatives of varied but relevant background and worked with the Group to complete technical evaluations;

· make arrangements for vendor presentations of proposal for those that were technically compliant;

· support UNPD concerning financial evaluations and provided drafts and background for HCC presentations.

4. Other Related Activities

· Report to the WGARM Co-Chairs on a regular basis;

· Prepare indicative DAP 2005/06 budget documents and related funding materials for Phase II Implementation, including cost indicators;

· Develop introductory material and presentation materials (charts, PowerPoint etc.) to illustrate the projects status for audiences such as related UNPOs, other working groups or task forces;

· Update WGARM, UNCSTF, and UN Secretariat Knowledge sharing group periodically; provide progress reports and make presentations as appropriate;

· Maintain communication with UNPO representatives, IT focal points and relevant parties; obtain required input, initiate and co-ordinate meetings and make necessary arrangements to ensure updated information is available to all concerned; identify and follow up any outstanding items as necessary;

· Act as DAP advocate in formal and informal situations; articulate clearly the benefit of the DAP to diverse audiences, respond accurately to PO questions, concerns, etc.; make presentations as requested;

· Update website for project reporting purposes as well as advocacy/outreach purposes to the UN community;

· Develop classification scheme and retention schedule for project documents;

· Maintain all files and documentation concerning the project in both paper and digital format;

· Compile and/or analyse information and materials related to current or future DAP work;

· Develop DAP Deliverable Certificate documents in anticipation of DAP Workplan;

· Support related activities, such as WGARM Appraisal Decision Assistance Project and RAMP IRDAM;

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III Project Management Activities (October 2003 – December 2004)

Phase I, Strategic Plan for Digital Archives Programme

Project Management Summary

Facilitate and monitor all aspects of the project, act as a critical link between the Participating Organizations, the vendor and WGARM, as well as represent UNPO interests.

Details

1. Co-ordinate and manage all aspects of the DAP project

· Ensure all required information is available to the vendor; follow up with POs;

· Serve as the sole point of contact for the vendor throughout the contract duration;

· Maintain frequent communication with UNPO representatives, IT focal points and relevant parties throughout project; initiate and co-ordinate meetings and make necessary arrangements to ensure updated information is available to all concerned;

· Follow up with appropriate IT and other PO staff to obtain required input; ensure close co-ordination of project activities with the day-to-day operations of UNPO programmes; and,

· Identify outstanding items (deliverables or information) and operational issues with vendor, PO or WGARM and make proposals for resolution; notify appropriate parties of outstanding issues.

2. Monitor project status and regularly report progress.

· Report regularly to the Co-Chairs of the WG-ARM on project of status;

· Arrange and make presentations as appropriate to such groups as Common Services Task Force, UNPOs, WGARM, UN Secretariat Knowledge Sharing Task Force

· Provide supplementary progress reports summarising meetings with the vendor, PO representatives and focal points; provide monthly highlights which includes outstanding information required to be collected as well as gap analysis reports of any outstanding items agreed with vendors or any participation organizations;

· Review and comment on deliverables and note operational aspects, soundness, feasibility and cost implications where appropriate; and,

· Obtain approval to changes in project components to attain project objectives more effectively.

3. Monitor all aspects of the vendor’s work; review and approve all vendor deliverables to ensure completeness and accuracy with the SOW.

· Confirm vendor employees or other personnel are those identified as noted in bid and any substitutions are authorized in advance;

· Review vendor work plan for managing the project;

· Receive weekly status reports from the vendor in an agreed upon format;

· Review reports and make appropriate comments, follow up for clarity etc.;

· Sign off on all deliverables on the Deliverable Acceptance Document after thorough review and in agreement with at least one co chair of the WGARM;

· Liaise with procurement office on all contract administration issues: amendments, payments, etc.

4. Maintain all files, documents, reports, correspondence, meeting minutes and other related documentation concerning the project.

· As relevant and appropriate, compile and/or analyse information related to current and future DAP work (for example, retention schedules assembled in the Records Appraisal Decision Assistance Project).

5. Support related activities as may be required

· Provide assistance and support to related activities, such as WGARM Appraisal Decision Assistance Project and RAMP IRDAM, that often require informational and administrative support that are DAP related.

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IV Project Management Activities (January 2004 – December 2005)

Phase II, Start up Implementation (Pilot)

Project Management Summary

After the DAP Strategic Plan is completed, it will be necessary to establish a UNPO consensus as to the general approach and model in which the DAP will be implemented. Once the model is agreed upon, DAP funding as well as a funding formula will be established prior to proceeding with the Phase II Implementation Plan. As noted below, the Start up Phase of Implementation will then follow similar steps as the Start up Phase of the Strategic Plan.

Details

1. Funding

· Based on Phase I outcomes, develop consensus among UNPO to establish DAP Pilot project;

· Secure UNPO funding and establish UNPO formula based on recommended and agreed upon DAP models.

2. Statement of Work

· Finalize DAP Phase II SOW, see DAP Start up Phase paragraph 1 for details.

3. Develop EOI/RFI

· Establish EOI/RFI process, see DAP Start up Phase paragraph 2 for details.

4. Expedite RFP

· Support and assist UN Procurement concerning RFP, see DAP Start up Phase paragraph 3 for details.

5. Phase II Implementation of DAP Pilot

· Based on Phase I Workplan, in co-operation with UNPO and WGARM, and working with the Phase II vendor, initiate Pilot Phase of DAP Implementation.

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WGARM

22 September 2003