Phase 1: Project planning

The Project planning phase establishes a framework for the migration project. It is in this phase that the goals of the project are defined and the identification of stakeholders / risks / costs / resources etc. takes place. The depth of planning required in this phase will vary depending on the complexity of the project. The key deliverable of this phase is the project plan.

In addition to the project plan there are other project management tools that can be used to document and manage projects. These include:

risk register/log
issue register/log
status reports
risk reports
issue reports
stage plans and reports
Gantt chart
change management assessment
communications plan

Project planning components

The following table outlines the components that make up Phase 1 Project planning:

Component	Details	Responsibilities
Project start up	There will be different drivers for commencing a migration project. Some examples of potential drivers include: technological obsolescence decommissioning legacy systems storage costs or limitations business process redesign administrative change records identified as no longer required for business use routine disposal of records Depending on the driver(s) for the migration project it is expected that agencies will contact State Records NSW regarding a suitable course of action. Once contact has been made State Records NSW will undertake preliminary investigation to determine what action is required. The preliminary investigation is an important means of assessing the core requirements for the migration project. Preliminary investigation also allows some initial overall planning as part of project start up. Activities at this stage include: project scoping stakeholder identification stakeholder engagement identifying project drivers identifying business justification for the project obtaining project sponsorship support identifying agency resources and capacity identifying State Records NSW resources and capacity Once preliminary investigation is complete and the migration project has moved through start up activities the next step is to establish the project plan.	Generally agencies contact State Records requesting records management advice and guidance State Records is responsible for responding to such requests Agencies are responsible for identifying the business owners of records Agencies are responsible for providing information to State Records State Records is responsible for undertaking preliminary investigation activities Agencies and State Records are responsible for providing adequate resources for preliminary investigation Agencies and State Records identify key migration project stakeholders
Project plan	A period of further information gathering is usually needed in order to create the project plan. In cases In cases where core requirements for the project are easily established, this may not be necessary. The role of the project plan is to: maintain business justification for the project capture knowledge and re-use lessons learned in previous projects establish project governance identify project stakeholders define roles and responsibilities manage project resources manage required changes to project operations manage project targets and deliverables manage project schedules and timeframes identify project costs flag action on source records manage project issues and risks Depending on the project, other factors may be involved during project planning such as business process re-design, organisational restructuring and change management. In order for migration projects to move on to Phase 2 Migration Planning the project plan must be approved by State Records NSW and agencies.	Agencies and State Records collaborate on developing a project plan Agencies and State Records are responsible for identifying migration project requirements Agencies and State Records are responsible for identifying migration project stakeholders from the four stakeholder groups – project management, business management, records management and ICT management Agencies are responsible for determining and authorising access directions State Records is responsible for registering new access directions Agencies and State Records are responsible for providing adequate resources for the migration project Agencies are responsible for ensuring executive support for migration projects within the agency Costs and responsibilities for costs are identified in the project plan Agencies and State Records are responsible for approving the project plan

Component

Details

Responsibilities

Project start up

There will be different drivers for commencing a migration project. Some examples of potential drivers include:

technological obsolescence
decommissioning legacy systems
storage costs or limitations
business process redesign
administrative change
records identified as no longer required for business use
routine disposal of records

Depending on the driver(s) for the migration project it is expected that agencies will contact State Records NSW regarding a suitable course of action. Once contact has been made State Records NSW will undertake preliminary investigation to determine what action is required. The preliminary investigation is an important means of assessing the core requirements for the migration project.

Preliminary investigation also allows some initial overall planning as part of project start up. Activities at this stage include:

project scoping
stakeholder identification
stakeholder engagement
identifying project drivers
identifying business justification for the project
obtaining project sponsorship support
identifying agency resources and capacity
identifying State Records NSW resources and capacity

Once preliminary investigation is complete and the migration project has moved through start up activities the next step is to establish the project plan.

Generally agencies contact State Records requesting records management advice and guidance
State Records is responsible for responding to such requests
Agencies are responsible for identifying the business owners of records
Agencies are responsible for providing information to State Records
State Records is responsible for undertaking preliminary investigation activities
Agencies and State Records are responsible for providing adequate resources for preliminary investigation
Agencies and State Records identify key migration project stakeholders

Project plan

A period of further information gathering is usually needed in order to create the project plan. In cases In cases where core requirements for the project are easily established, this may not be necessary.

The role of the project plan is to:

maintain business justification for the project
capture knowledge and re-use lessons learned in previous projects
establish project governance
identify project stakeholders
define roles and responsibilities
manage project resources
manage required changes to project operations
manage project targets and deliverables
manage project schedules and timeframes
identify project costs
flag action on source records
manage project issues and risks

Depending on the project, other factors may be involved during project planning such as business process re-design, organisational restructuring and change management.

In order for migration projects to move on to Phase 2 Migration Planning the project plan must be approved by State Records NSW and agencies.

Agencies and State Records collaborate on developing a project plan
Agencies and State Records are responsible for identifying migration project requirements
Agencies and State Records are responsible for identifying migration project stakeholders from the four stakeholder groups – project management, business management, records management and ICT management
Agencies are responsible for determining and authorising access directions
State Records is responsible for registering new access directions
Agencies and State Records are responsible for providing adequate resources for the migration project
Agencies are responsible for ensuring executive support for migration projects within the agency
Costs and responsibilities for costs are identified in the project plan
Agencies and State Records are responsible for approving the project plan

Published July 2014

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Project planning components