How to Use this Toolkit
The toolkit is designed for Further and Higher Education institutions who are considering setting up an EDRM system implementation project. It is designed as a best practice guide which can be read by a project team prior to setting up a project in order to audit their project plan. Has the team covered all the stages in the toolkit or are there good reasons why some stages are not applicable to their specific project? The toolkit provides a framework or checklist for your EDRM project.
Format
The Kit has been designed to function as a step-by-step guide to setting up, planning and managing an EDRM system implementation project for teams that have never gone through such a process before. It is divided into stages, each of which follow a common format:
- Reason for the Stage
- Definition of the Stage
- Objectives of the Stage
- Step by Step guide covering the content outlined in the table below for each stage
- Deliverables from the Stage
- Resources required to complete the Stage
- Tools needed to complete the Stage
- Frequently Asked Questions
- Hints and Tips
There is also a page of additional References and Case Studies that applies to the whole toolkit.
The following table outlines each stage of this resource, which is intended to be used as an online toolkit. Howeever you can also obtain a version of this Applied infoKit as a series of zipped Word documents for download here [1.39MB].
| Stage | Best Practice | Step by Step |
| 1. Positioning EDRM - where does it fit? | The team will be able to decide whether or not they fully understand the type of system they want to implement and how it will integrate with their existing IT systems and applications. | Tells you what an EDRM system is - what it is designed to do and what variations of system exist with different acronyms and how they vary in scope and function. It also helps to position EDRM systems alongside your other existing IT systems and applications. Finally it reviews best practice guidelines for information and records management so the team can assess their current policies and procedures and systems prior to planning their EDRM project. |
| 2. Project Management | The team should have agreed their project management methodology and have confirmed and agreed the scope of their EDRM project and their plan for managing that project. | Applies the JISC infoNet Project Management methodology and gives you advice on developing an EDRM project management plan using that methodology. It makes the case for either running a separate records management project in advance of your EDRM procurement project or of combining the two. It also includes a review of the procurement approaches you can take and makes the case for including change management and communications tasks in your plan. |
| 3. Information gathering and analysis | The team should be able to judge whether or not they have allowed enough time and resources to conduct all the fact finding and analysis stages of the project. | Reviews the information gathering and analysis stage of the project. Again the requirements for a records management project and an EDRM procurement project overlap considerably here. The preferred situation and the one which this toolkit assumes is that you are planning an overall records management programme that includes procuring an EDRM system. If you follow the steps outlined then at the end you should have gathered all the information you need to:
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| 4. Feasibility study and options review | The team will be able to decide whether or not they have considered all the options that should be reviewed at the feasibility stage and selected the best option for their institution. | Takes you through the feasibility or options review stage. Firstly you need to review the different record keeping strategy options available to you and decide the preferred strategy for your institution. Secondly you need to review the different options for developing an EDRM solution and decide on your preferred solution. The main focus of this toolkit is on selecting the preferred EDRM solution. However, it is difficult to achieve that if you have not agreed the preferred overall records management strategy. That is why stage four also guides you through the record keeping strategy options. |
| 5. Making the business case | Should reassure the team that they have considered all the likely costs and benefits related to the implementation of an EDRM system and hence be in a position to make a realistic and comprehensive business case. | Assumes that you have agreed the preferred approach - the generic type of EDRM solution you require and the scope of the system implementation. It provides you with a step-by-step guide to making a business case for the preferred solution. It shows you how to assess the costs of the solution, the strategic benefits which it will bring and the hard or tactical benefits that can have a financial value placed on them and be used to offset the costs. |
| 6. Defining the EDRM statement of requirements | The team should be clear on all the areas that need to be covered in a detailed statement of requirements and of all the work that they need to have completed by then in order to clearly define those requirements. | Takes you through the process of defining your detailed requirements for the solution. Following a standard template we show you how to define your high level requirements for a new system, your business objectives and then the detailed functional and technical requirements for a system and the services you require to be covered by the contract. The details of the requirement are impacted by the choice of procurement approach and this is outlined in this stage. |
| 7. Procuring the solution | Should reassure the team that they have adopted the correct procurement approach and have allowed the required time to conduct the full procurement process. | Takes you step by step through a sample procurement process. A specific procurement procedure is assumed but the impact of selecting other procurement routes is also reviewed. |
| 8. Managing the implementation | The team will be in a position to consider their preferred implementation plan and ensure that it is realistic and adequately resourced. | Assumes you have chosen a preferred supplier and contracted with them and provides a step-by-step guide to managing the implementation process. The exact breakdown of roles and responsibilities will vary between each supplier and institution but this stage provides guidance on what to expect and how to manage each phase of the implementation. |
| 9. Measuring the results | The team should be reassured that they have an agreed way of measuring and testing for the benefits which they have claimed for the system in their business case. | Covers how you should review the project at key stages and measure the results achieved. You made a business case for this solution which assumed that it would bring certain tactical and strategic benefits. This is the stage where you measure those benefits. |
| 10. Project closure and solution support | The team should be reassured that they have a checklist for project closure and understand their support requirements. | Addresses how you close the project and ensure that the system is supported post implementation so you can continue to derive benefits from the system over the medium term. |
