Migration Workstream for Global Document Management System (GDMS)
Description of Project
The Chaucer team was asked to support the Client Migration Lead on GDMS, in a role that provided thought partnership, specific knowledge and guidance around the regulatory implications of document migration and detailed internal knowledge of the client’s IT processes.
Certain essential client system Life cycles tasks - including all correct process steps of the ISCL (Informatics System Life Cycle) - were correctly completed to ensure program compliance.
The ISLC is now replaced by the ELC (Enterprise Life Cycle), and project management of the DLTS (Document Long Term Storage) migration was also added to role.
As art of our brief, this included definition and scoping of the project, definition and implementation of the ELC processes to be used to support deployment, selection of appropriate staff and interfacing to the DLTS software development program.
Another major component of our role was acting as interface between the IBM migration team (45+ consultants) and the client’s program leadership team and deployment teams. The key to the role’s success, and the program efficiency in the face of tight deadlines, was our ability to assign the correct resource levels and skillsets. This was an ongoing activity delivered through the identification of where demand could be met by allocating resources to meet the changing priorities of the multi-threaded migrations streams.
Chaucer’s scope
Our task was to accurately and fully understand all our client’s migration activities, and to ensure that the GDMS schedule accurately reflected the true migration activities in terms of time, effort, duration and resources.
We needed to provide timely updates to the schedule, including the submission of change requests as required, and also the ability to talk to activities that may be running outside the parameters of the master schedule timings.
Our team was required to understand the migrations resource requirements and support the prediction of activity peaks and troughs, and also to submit the key migration team activity reports as required by the GDMS PMO, and the migration work stream lead.
We were to support the migration work stream lead on the expedition of delivery of migration activities, in particular during key moments – such as system deployment cut-over – and also to support work required with the QA sign-off process for migration activity. Other activities associated with project management, including risk identification and mitigation support and budget management, would also be taken care of by us.
Benefits
Providing the client with leadership and a can-do team attitude, we also delivered system deployments on target despite our staff overcoming sometimes highly technical problems, both virtually and face-to-face. Our team was also able to identify and mitigate international cross-project interdependencies, with the Change Management work systematically setting the stage for success.
Our client recognised the critical role the Chaucer team played in the successful implementation of GDMS, indicating that they greatly valued our objectivity, pragmatism and flexibility, as well as our seamless integration with the in-house project team.
Regarding the quality of our presentation and ability to communicate complex topics clearly and succinctly as first class, our team established new links and understanding between sections of the client’s organisation that had not enjoyed adequate linkage previously.
With outsourcing sometimes highly political and internally sensitive, the support of a trusted partner throughout the process was regarded as a critical success factor.
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