Project Management Business Review Change Management Methods & Techniques Papers & Case Studies

Modernising Government

By 2005 the public should be able to conduct at least 50% of their dealings with Government electronically and 100% by 2008.

By 2004 all government organisations are to manage their records electronically.

These two ambitious goals are set out by the UK Government in the ‘Modernising Government White Paper’. Achieving these goals is a major undertaking that requires careful planning and the management of risk and change.

For one government executive agency the first step towards achieving this goal was the implementation of an electronic document and records management solution (EDRMS). The solution would provide a central repository for all electronic media through which electronic information could be stored, circulated and retrieved. In time the EDRMS would be developed to enable the organisation to achieve its strategic objectives of:

  • Improving service delivery and developing e-services
  • Developing strategic relationships with clients and suppliers
  • Developing a knowledge management culture.

The project, one of the largest undertaken by this agency, involved changes in business processes and working practices; the use of external software and hardware suppliers; consultancy and software customisation. Given the complexity of the project the organisation wanted to ensure that the project's progress, risks and issues where clearly visible and tightly managed.

Krishna was engaged to manage the project using PRINCE2™. He tailored PRINCE2™ to meet the needs of the organisation and project and established a project board with senior representation from the Management Team, Users and Suppliers with responsibility for the overall direction and management of the project.

Through the use of PRINCE2™ we were able to:

  • Ensure that the needs of the business users were fully represented throughout the duration of the project
  • Effectively manage and control changes to the initial scope of the project
  • Quickly assess the impact of unexpected events and implement alternative plans of action
  • Escalate issues to the Project Board that were outside the control of the project manager
  • Ensure the quality of all deliverables by planning reviews and where appropriate the testing of significant components in the plan
  • Work with suppliers and staff to draw up appropriate contingency plans for identified risks.

The project was successfully piloted over a two month period and then followed by a seven month phased implementation to around 400 users. Key benefits delivered during Krishna's involvement included:

  • A repository for multi media electronic images
  • Fast search and retrievable of critical documents
  • A library of 4000 searchable electronic reports providing faster access to critical information
  • Reduction in duplication.