Frequently asked questions

Question:

Why do we need to follow a project management methodology?

Answer:

Because managing an EDRM project is a complex task and unless you follow a clearly defined plan you will forget to complete key tasks and will not be able to provide the progress reports required by your project board. If you leave then handing over the project to your replacement will be a very difficult process and your education organisation will be vulnerable.

Question:

Why is an EDRM project any different from any other IT project?

Answer:

It is not really. However it will be a big IT project as it will impact almost every member of staff and it will change the way they work. Therefore it needs careful planning. If you include all the records management tasks in the project then it also represents a major logistic exercise that has to be carefully planned for to ensure that the RM tasks are completed well ahead of the EDRM procurement and all the dependencies are met.

Question:

Can we do all this in-house or do we need consultancy or project management support?

Answer:

You can do it all in-house but as EDRM is relatively new in the education community it is not generally recommended. However, consultants are expensive so you need to ensure you have sufficient resources internally to carry out the core project management tasks and then just use the consultancy to carry out those specialist tasks when they can add value. These are indicated in this stage.

Question:

What is the best way of procuring an EDRM system and associated services?

Answer:

The options are reviewed in step two. Given that you have many other parallel tasks to complete the EC restricted tender programme can provide structure to your project. There are fixed milestones when you will be very busy but also gaps when you are waiting for supplier responses etc when you can concentrate on the other tasks.