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Alberta – eProjects: Lessons Learned

A Presentation to the Canadian Forum on Court Technology: Forum 2012. Alberta – eProjects: Lessons Learned. Tim Owens Dr. Francis Remedios Susanne Stushnoff Ruby Th é roux Miles Weatherall October 25, 2012. Project Sponsor. 2012 Associated Foreign Press. Reality. Tim Owens

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Alberta – eProjects: Lessons Learned

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  1. A Presentation to the Canadian Forum on Court Technology: Forum 2012 Alberta – eProjects: Lessons Learned Tim Owens Dr. Francis Remedios Susanne Stushnoff Ruby Théroux Miles Weatherall October 25, 2012

  2. Project Sponsor 2012 Associated Foreign Press

  3. Reality

  4. Tim Owens Project Lead, Court Case Management, JIMS Quick Wins Justice and Solicitor General Dr. Francis Remedios Director of Strategic Information and Evaluation Justice and Solicitor General Miles Weatherall Director of Change Management Office, Court Services Justice and Solicitor General Ruby Théroux Scheduling and Business Manager Court of Appeal Your Panel

  5. What did it take to get your project “off the ground”?

  6. How did you structure the project governance?

  7. Group Working Court Case Management (CCM) (Provincial Court) Corporate Services & Service Alberta Defence BarSub-Committee Communications Business Process Redesign JudicialSub-Committee JIMS Sub-Committee Organizational Change Management Chief Information Officer – Corporate Services Project Implementation Committee File OwnershipSub-Committee Criminal Justice / PPSC Chair Project Support Team Court Scheduling Sub-Committee Court Services IT Working Group Sub-Committees CSIT JOIN PRISM CJIT Working Group

  8. Project Support Office Project Sponsorship Sponsor Steering Committee Senior Records Officer Project Sponsor Court Technology Services • Day-to-Day Decisions: • Project Stats Reports. • Issue Resolution. • Decision Requests. • Project Approach. • Deliverable Production. Chief Security Officer Emergency Services Director, Program Management FOIP Legal Services Enterprise Architecture Project Manager JIMS Data Migration Manager Vendor Consultant Court of Appeal PM Information Governance Stakeholders Court of Appeal Vendor Team Microserve Tracking Electronic Appeals Management System (TEAMS) Project Management Team Title Project Delivery

  9. Project Manager Change Manager Project Sponsor Team Lead (Strategic Initiatives Solicitor) – Fee and Legislative Team Lead – Business Transition Team Team Lead – Technology Team Universal Transcript Format (UTF)

  10. BI Phase 2 Sponsorship Director, Office of the ADM Director, Planning and Reporting Services Executive Director, Court Services Rules of Court Project Steering Committee Executive Director, JIMS Program Director, IT Services EO PMJP JIMS Director, Program Management Vendor Team CCM Project Key Stakeholders PMO Subject Matter Experts IT Services Business Intelligence Project Phase 2 Project Organization and Governance

  11. What resource challenges did your project face?

  12. What dependencies did you need to be alert to?

  13. Were there any challenges with third-party vendors?

  14. Who did you identify as key stakeholders? • When, why and for what purpose? • How did you engage your stakeholders?

  15. What were the roles of change management and organizational communication?

  16. What did you do to resolve the inevitable internal conflict?

  17. What role did your project sponsor play in the success of your project?

  18. What role did your project manager play in the success of your project?

  19. How did you ensure that your output would actually be used post implementation?

  20. Lessons Learned

  21. Top Ten Utilize a project management approach. Invest in necessary work at the “initiation Phase” and, if possible, before developing the Project Charter. Get project governance right from the start. Carefully choose your sponsors and ensure they have an understanding of the role, a vision, and the capacity to engage.

  22. Top Ten continued Engage organizational change management resources and tools early in the project. Define specific and realistic requirements that are measureable. Realistically assess all resource requirements, specific tasks and time required to complete the activities.

  23. Top Ten continued Retain a Project Manager who reports to the Project Sponsor. Ensure that your Project Manager knows the processes to secure external resources. Communicate, Communicate, and Communicate!!

  24. Thank you Tim Owens Dr. Francis Remedios Susanne Stushnoff Ruby Théroux Miles Weatherall

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