12. project proposal
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The VA changed its document management program mid-project, causing reports to incorrectly show the status of previously settled issues. As neither the VA nor contractor could change statuses in the new system, they proposed having the system administrators make changes at the server level. The proposal involved collaborating to identify affected documents, having the vendor sort and change their statuses simultaneously, and recombining the documents.
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High
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12. project proposal
- 1. Project Proposal Changing the status of settled issues in the new VA document management program
- 2. Overview • After the construction project began the VA changed the program used for document management • The need arose to alter the status of documents • The renegotiated contract regarding communications and record keeping included the compromise that any new procedures would only be adapted moving forward • The upper management of the VA asked why so many issues that had previously been settled were showing up as active or open on their reports • Neither entity had the ability to change the status of these issues in the new program
- 3. Introduction • Document management and report status of issues are important aspect of communications during a project • These documents record the process and final disposition of issues that arise during the project • Reports that include the status of these documents generate agenda items for meetings and affect the projected timeline, budgeting and work plan dates of completion
- 4. The Current Situation • Initially the document management programs were compatible • During the project the VA began using a new program which was not compatible with that of the General Contractor • Reports generated by the VA were indicating incorrect status • There was not a means to change the status of these document by either the VA or the General Contractor • The vendor claimed that the required operation was not covered in the contract or the Users License Agreement
- 5. Key Success Factors • Correct the status of all older documents • Retain the proper status of newer documents • VA to generate reports with correct status of documents • Craft a solution that would have no cost to VA or AW
- 6. Analysis of Alternatives Since neither the VA nor the contractor was contractually responsible for changing the status of previously settled issues, neither had the ability to make such changes in the document management system. The only alternative was for the administrators of the system to make these changes at the server folder level. It took a combined effort of the VA and contractor to convince them it was important to do so.
- 7. Strategic Option Proposals created by administrative assistants from each entity were submitted. The project managers jointly decided which proposal was the most persuasive and complete, to be forwarded to the management of the program vendor. After review the one I created was chosen.
- 8. Benefits • All documents will show the proper status • VA able to generate reports showing proper document status • The status continues to change correctly as needed
- 9. Risks • Vendor would decide to charge for this change • Program would not accommodate the solution • System would be unavailable while changes were made • Reports generated by VA would not show the proper status
- 10. Final Recommendation Call to Action • The proposal required the VA and the contractor to collaborate to create a list of the documents that needed to have their status changed • This was approved and accomplished, and the result was sent to the program vendor as a means of sorting the documents
- 11. Solution • The vendor was able to enter the documents requiring change into a separate folder on the server • The vendor changed every document in the new folder simultaneously while leaving the status of the remainder of documents unchanged • All the documents were combined into one folder
- 12. Highlighted References Due to security restrictions in the contract I cannot include any material that references the actual documents or specific process used to sort them or change their status.
- 13. Link to the PowerPoint Presentation