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Digital Archiving Project

Digital Archiving Project. Project kickoff meeting Miami, 23 April 2019. Content. Assumptions Project goal System landscape Project organization Project plan Responsibilities Project documents. Project goal and scope.

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Digital Archiving Project

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  1. Digital Archiving Project Project kickoff meeting Miami, 23 April 2019

  2. Content • Assumptions • Project goal • System landscape • Project organization • Project plan • Responsibilities • Project documents

  3. Project goal and scope • Introduction of a company-wide digital document management system (DMS) • Migration of invoices from legacy systems (in 2019) • Migration of purchasing documents from legacy systems (2020) • Decommissioning of legacy systems • Training of end-users

  4. This is just a sample. The reason why I included the lanscape view is because I want to show people what my project is about. Don‘t just list facts, but give something visual, like a model, a diagram, a photo etc. System landscape SAP GUI SAP new interface Oracle DB(SRV04) new DMS(SRV03) purchasing documents(SRV01) web client migration of documents invoices(SRV02)

  5. Listing the assumptions your project is based on is always a good idea. You want to avoid people making false assumptions or having unrealistic expectations. Assumptions • Finance team will provide a list of documents for migration • Only invoices from the past 10 years will be migrated. Older documents will be deleted 6 months after go-live. • System test and training will be combined to save time • New system must go live before December 2019 to avoid negative impact on financial closing activities

  6. Project timeline preparation create system concept set up test system functional test key user training test migration migrationinvoices no activities end-user training go-live stabilization

  7. Project organization Steering committee Peter ClarkHead of IT Fred HazeHead of Accounting Judy SmithCEO John SnowProject management N.N.Project office Berta BluffDMS customizer Andy MillsFinancial accounting Jeff SmithMigration Robert FieldDMS vendor

  8. I‘d recommend you create one slide for each role and list the responsibilities underneath Roles & responsibilities DMS customizer: • Customization of the DMS system according to the available specification document • Creation of document types • Participate in DMS customizer training • 1st level support during the project DMS vendor: • installation of software upgrades • 2nd level support Key user: • Define requirements and document types • Test participation • Training of end-users Migration responsible: • perform migration of documents • ensure quality of migration • provide migration statistics to user department

  9. Next steps • List the next steps including deadline, e.g. • Gather requirements and prepare system specification 08/2018

  10. Team work and organizational topics • here you can mention the meeting calendar • travel requirements • ...

  11. Project documents • Project kickoff slides (this document) <<link >> • Action tracker / to do list<< link >> • Project fileshare << link >>

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