This document outlines the implementation of an Enterprise Document and Imaging Management System (EDIMS) for the Public Works Department (PWD) of the City of Austin. The project will be implemented in multiple phases, starting with a proof of concept in the Shared Services Division. The project aims to standardize records management, reduce paper storage, and make information more accessible. Key stakeholders include PWD management, CTM, and the Office of the City Clerk. The project will be governed by a Stakeholder Review Board and overseen by an Executive Steering Committee.

1. PUBLIC WORKS DEPARTMENT (PWD)
ENTERPRISE DOCUMENT AND IMAGING MANAGEMENT SYSTEM (EDIMS)
IMPLEMENTATION
CHARTER
Prepared By: Najwa Pedigo &
Bob King
Date
:
3/1/2013

2. CONTENTS
1.0 INTRODUCTION..........................................................................................................3
2.0 EXECUTIVE SUMMARY..............................................................................................3
2.1 GENERAL PROJECT INFORMATION...............................................................................3
2.2 PROJECT PURPOSE ......................................................................................................3
2.3 CRITICAL SUCCESS FACTORS......................................................................................3
2.4 ASSUMPTIONS.............................................................................................................4
2.5 CONSTRAINTS.............................................................................................................4
3.0 HIGH-LEVEL PROJECT SCOPE..................................................................................4
3.1 IN-SCOPE ELEMENTS...................................................................................................5
FINAL STAGES OF PROJECT: COMMUNICATION AND ELECTRONIC DESIGN REVIEW AND
SHARING WILL BE EXPLORED AT A GREATER LEVEL OF DETAILS FOR IMPLEMENTATION IN
THE CAPITAL PROJECT DELIVERY DIVISIONS, ONCE THE PROOF OF CONCEPT WAS
REACHED WITH THE INITIAL SET UP OF EDIMS IN SSD...............................................6
3.2 OUT-OF-SCOPE ELEMENTS..........................................................................................6
4.0 PROJECT FUNDING....................................................................................................6
5.0 PROJECT GOVERNANCE............................................................................................6
5.1 STAKEHOLDER REVIEW BOARD...................................................................................6
5.1.1 Purpose............................................................................................................................6
5.1.2 Role.................................................................................................................................7
5.2 EXECUTIVE STEERING COMMITTEE.............................................................................7
5.2.1 Purpose............................................................................................................................7
5.2.2 Members..........................................................................................................................7
5.2.3 Role.................................................................................................................................7
5.3 PROJECT SPONSOR......................................................................................................7
5.3.1 Purpose............................................................................................................................7
5.3.2 Role.................................................................................................................................7
5.4 PWD PROJECT LEAD..................................................................................................8
5.4.1 Purpose............................................................................................................................8
5.4.2 Role.................................................................................................................................8
5.5 CTM PROJECT MANAGER...........................................................................................8
5.5.1 Purpose............................................................................................................................8
5.5.2 Role.................................................................................................................................8
5.6 TECHNICAL TEAM.......................................................................................................9
5.6.1 Purpose............................................................................................................................9
5.6.2 Role.................................................................................................................................9
5.7 PROJECT TEAM.........................................................................................................10
5.7.1 Purpose..........................................................................................................................10
5.7.2 Role...............................................................................................................................10
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3. 5.8 DEPARTMENT RECORDS ANALYST............................................................................10
5.8.1 Purpose..........................................................................................................................10
5.8.2 Role...............................................................................................................................10
5.9 DIVISION STAKEHOLDER: .........................................................................................11
5.9.1 Purpose: .......................................................................................................................11
5.9.2 Role:..............................................................................................................................11
6.0 PROJECT CHARTER ACCEPTANCE SIGNOFF..........................................................12
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4. 1.0 INTRODUCTION
The Project Charter is a formal agreement between the creators and customers of the project which
establishes the project’s purpose, direction, deliverables and participants. The charter is a high-level
document that should be written in general enough terms that it will not require changing during the life of
the project. Information contained in the charter is used as the basis for the project management plan.
2.0 EXECUTIVE SUMMARY
2.1 General Project Information
Project Name: PWD EDIMS Implementation Primary Department: PWD
Project Manager: Bob King/Najwa Pedigo Project Sponsor: James Snow
Is this an Enterprise Project (i.e., does it have significant impact on 3 or more
departments)?
X
Yes No
2.2 Project Purpose
The purpose of this project is to enable the Public Works Department (PWD) to reach their goal of
establishing an Information Management System, and maintaining electronic records management.
Impact:
The project will enable PWD to establish an electronic information management system and provide
increased level of document security and enhanced public access.
This will be achieved through document sharing and editing, reducing redundancies, and making
information and document management more efficient and cost effective.
2.3 Critical Success Factors
FACTOR (What) MEASUREMENT (How)
Complete Project on time Finish +/- 5% of baseline finish date
Maintain original budget goal Finish project without going over original
budget
Migrate Documents from Access DB All desired electronic documents
successfully imported to EDIMS
Scan and import paper documents All desired paper documents successfully
imported into EDIMS
Phase 1 – Shared Services Division (SSD):
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5. Manage, protect, and preserve the City of Austin’s Public Works Department records for as long as the
records are needed and provide easy retrieval, long-term and permanent storage, and disaster recovery and
business continuity.
1) Standardize records management and compliance with document retention practices and procedures in
participating departments; standardize process for permanent record backup.
2) Preserve and safeguard official City records, and to make these records more readily accessible to the
citizens of Austin, their elected officials, and to City staff.
3) Reduce paper storage
4) Comply with City, State and Federal regulations regarding records retention.
2.4 Assumptions
Phase 1 – SSD – Proof of Concept
1) All data on the Access DB is correct and accessible for migration to EDIMS
2) Resource Commitment: Communication and Technology Management (CTM), Office of City Clerk
(OCC) and PWD staff resources will be available for the duration of the project
3) The application shall be able to convert a large quantity of permanently retained records to electronic
storage for ease of use.
4) The application shall be able to free up office space currently used for storage so it can be utilized for
personnel needs.
5) The application shall be able to take a large number of commonly shared and often duplicated records
and house them in one location where they can be easily accessed by a number of people and more
efficiently tracked and managed.
6) The application shall be able to aid in public access of unrestricted records to reduce the need for calls
and public information requests.
7) The application shall be able to aid in disposition of records that have reached their retention time.
8) Phase 1 will be completed within 3 to 6 months, upon approval of the Project Charter.
2.5 Constraints
1) The resources supporting this project are shared with other projects so their availability is limited
2) The technical team anticipates providing up to 40 hours of pre-engagement support to prepare the
project for the actual implementation.
3) Several other departments within the city are interested in EDIMS, the technical team will,
concurrently, be coordinating the implementation of the project for other departments.
4) Due to staffing limitations and requirements of other departments, the Team may need to provide up to
90 days to support implementation.
3.0 HIGH-LEVEL PROJECT SCOPE
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6. The High Level Project Scope defines the boundaries for the work to be completed during the project by
identifying both the work that will be completed (In-Scope Elements) and the work that will not be
completed (Out-of-Scope Elements).
3.1 In-Scope Elements
PWD implementation of EDIMS will consist of multiple phases. Each phase will be focusing on a
different division within the department. The initial phase will focus on SSD. It will consist of the
migration of SSD files that are currently stored on a local Access DB. The latter will be imported to the
designated EDIMS PWD SSD folder.
Scanning of SSD paper documents and importing them into EDIMS will follow. After the completion of
SSD, the remaining divisions will be implemented in the order listed below, as it stands at this time.
Sequence and scope may vary according to Divisions process readiness.
Each Division will be evaluated for EDIMS suitability.
Phase 1 - Shared Services
Division
1a - Initial implementation – Access DB
1b - Scanning of paper documents
Phase 2 - Office of the Director and Public
Information Office
Requires Coordination with Corporate Office policies and
procedures (P&P)
ACAP / PIR
Phase 3 - Operations Divisions Specific to PWD – Might involve electronic document from
Maximo.
Phase 4 - Human Resources
Safety
Office
Requires Coordination with Corporate Office P&P
HRIS
Phase 5 - Systems Engineering
IT
Requires coordination with Corporate Office P&P
Phase 6 - Construction Inspection (ATD
ROW)
Specific to PWD/ATD – Might involve import of electronic
document from AMANDA
Phase 7 - Capital Project Delivery
Program
Divisions
- Public Works is lead within COA Organization
1) Project Management Division
2) Engineering Services Division
3) Quality & Standards Management Division
4) Neighborhood Connectivity Division
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7. FINAL STAGES OF PROJECT: COMMUNICATION AND ELECTRONIC DESIGN REVIEW AND
SHARING WILL BE EXPLORED AT A GREATER LEVEL OF DETAILS FOR IMPLEMENTATION
IN THE CAPITAL PROJECT DELIVERY DIVISIONS, ONCE THE PROOF OF CONCEPT WAS
REACHED WITH THE INITIAL SET UP OF EDIMS IN SSD.
3.2 Out-of-Scope Elements
1. In Phase 1, SSD will not scan or upload any back file documents related to the Operations documents
vs. CIP documents designated as “Life of the Project”
2. Subsequent Phases will reveal their own Out-of-Scope Elements as they are being prepared for
implementation.
4.0 PROJECT FUNDING
Funding
Department
Public Works Department Budget Line 6246 - 6854
Funding Source 5460 6000 8780 eTracs
Number
1903
Financial Analysis was performed and included in the Department FY-2012 IT Plan.
5.0 PROJECT GOVERNANCE
5.1 Stakeholder Review Board
• CTM Management
• PWD Management
• OCC Management
• The Project Team
5.1.1 Purpose
The purpose of the stakeholder review board is to resolve issues that are out of the control of the project
manager, project business department lead and the overall team. Members of the stakeholder review board
include those personnel who have a vested interest in the success or failure of the project.
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8. 5.1.2 Role
The role of the stakeholder review board is to help resolve issues that may arise related to resource
availability and project funding. In order to resolve such issues, direct management involvement may be
needed.
• Approve project deliverables
• Help resolve issues and make policy decisions
• Approve scope changes
• Provide direction and guidance to the project teams
5.2 Executive Steering Committee
5.2.1 Purpose
The steering committee includes management representatives from key organizations involved in the project
oversight and control, and any other key stakeholder groups that have a special interest in the outcome of
the project. The steering committee acts individually and collectively as vocal and visible project
champions throughout their representative organizations.
5.2.2 Members
• D-DAC
5.2.3 Role
• Systems prioritization of project
• Monitor output of application
5.3 Project Sponsor
5.3.1 Purpose
The project sponsor is a high ranking administrator with demonstrable interest in the outcome of the project
who is responsible for securing spending authority and resources.
5.3.2 Role
• Act as a vocal and visible champion for the changes and benefits that the project will bring
• Participate in project planning (high level)
• Provide support for the consultant and project lead
• Assist with major issues, problems, and policy conflicts; remove obstacles
• Approve changes to project scope, budget and schedule
• Approve major deliverables
• Serve as Department Records Administrator
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9. 5.4 PWD Project Lead
5.4.1 Purpose
The PWD Project Lead has responsibility for the Overall Initiative as the Liaison between PWD and CTM,
and oversees the project from planning to completion. This includes managing resources, scope, project
budget and schedule.
5.4.2 Role
• Ensure the project is delivered on budget, on schedule, and within scope
• Manage the project team’s performance of tasks
• Secure acceptance and approval of deliverables from the project sponsor and stakeholders
• Communicate to stakeholders including status reporting
• Manage risks, project schedule, scope changes and issues
• Responsible for the implementation sequence and phasing of the project
• Responsible for prepping each division for implementation according to project phases.
• Responsible for ensuring the Divisions, and ultimately the Departments project business needs are
met.
• Responsible for delivery of the following Project Management documents:
 Business Case
 Information Architecture
 Training Plan
 User Requirements
 Vision Statement
 Workflow Diagrams
5.5 CTM Project Manager
5.5.1 Purpose
The CTM Project Manager has responsibility for establishing the project IT requirements for the affected
departments within the organization, and is the liaison between the Departments’ and OCC.
5.5.2 Role
• Manage risks, schedule, budget issues, and changes to the project
• Meet with Clients and Technical Team to determine requirements
• Work with Clients and Technical Team to define the scope of the project
• Plan timelines and the resources needed
• Develop agreed solutions and implement new systems
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10. • Present solutions in written or oral reports
• Purchase systems where appropriate
• Organize training for users and other consultants
• Maintain contact with client organizations
• Identify potential clients and build and maintain contacts
5.6 Technical Team
5.6.1 Purpose
The Technical Team is responsible for managing the execution of all technical related tasks and for
ensuring the system operates per the requirements of the customer/business needs.
5.6.2 Role
• Provide expert technical guidance and support for the Project Team throughout the life cycle of the
implementation portion of the project
• Work closely with the CTM Project Manager and the Project Lead to ensure the success of the
project.
• Identify risks and prevent them from becoming issues
• Resolve issues at the lowest level possible
• Support PWD’s EDIMS SPOC with end-user issues with the EDIMS client
• Escalate issues to vendor support as necessary
• Support PWD’s Records Administrator on PWD’s EDIMS File Plan and other records
management issues
• Support PWD’s EDIMS SPOC with management of user accounts (create, disable, or update)
• Gather requirements for new document types to be stored in EDIMS
• Configure new document types in EDIMS
• Import documents into PWD library
• Add new indexing fields
• Create or update profile and search forms
• Support PWD’s EDIMS SPOC with transfer of documents between libraries
• Coordinate rollout of system updates and upgrades
• Clarify Client's system specifications, understand their work practices and the nature of their
business
• Define software, hardware and network requirements
• Analyze IT requirements within Departments and give independent and objective advice on the use
of IT
• Monitor new systems (design, testing, installing)
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11. • Prepare documentation and present progress reports
5.7 Project Team
5.7.1 Purpose
Project Team Members are responsible for executing tasks and producing deliverables as outlined in the
Project Plan and directed by the Project Lead and CTM Project Manager, at whatever level of effort or
participation has been defined for them.
5.7.2 Role
• Perform tasks based on the agreed upon schedule
• Work with the Project Lead and CTM Project Manager to meet the agreed upon requirements of
the customer/business unit
• Report on the progress of individual tasks so that the project schedule can be kept current
5.8 Department Records Analyst
5.8.1 Purpose
The Department Records Analyst is the project owner and will maintain the system at the completion of the
implementation process as part of the Technical Team.
5.8.2 Role
• Apply Department standards in compliance with City Retention Policy and Department Policy
• Assist Project Lead with preparing Divisions for implementation of the project, and other tasks as
feasible during the implementation phases of the project
• Set up business rules and establish group rights and access levels (Hierarchy permission)
• Identify Group Level administrators
• Establish Group membership access
• Maintain Business Processes
• Develop Standard Operating Procedures
• Create Audit Reports and rules for ensuring correctness of metadata
• Review and approve disposition logs
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12. 5.9 Division Stakeholder:
5.9.1 Purpose:
The Division Stakeholder is the manager over a particular operation or single division operation and is
ultimately responsible for ensuring their division business needs have been implemented to achieve the
project purpose.
5.9.2 Role:
• Identify Division standards in compliance with City Retention Policy and Department Policy
• Provide support to Project Lead with staffing to prepare for the project implementation in their
divisions
• Approve business rules, group rights and access levels
• Identify Group Level administrators
• Provide Business Processes of their Divisions
• Provide Standard Operating Procedures of their Divisions
• Meet with the Project Team during the planning and implementation phases to provide required
input
• Actively participate in the implementation and testing of the product
• Serve as Subject Matter Expert in their divisions to assess implementation and assure the correct
documents and records are appropriately categorized and uploaded into the system (Naming
Convention and Document Types)
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13. 6.0 PROJECT CHARTER ACCEPTANCE SIGNOFF
The signatures affixed below indicate that the undersigned:
• Has read the Project Charter and understand the purpose and content of the document
• Certify that the contents of the Project Charter accurately represent their expectations and
the conditions required for the project
Title Name Signature Date
CTM Project
Manager
Bob King
PWD Project Lead Najwa Pedigo
CTM CIO Stephen Elkins
Deputy CIO –
Strategy and
Planning, Project
Office
Bruce Hermes
Deputy CIO – Public
Safety
Paul Hopingardner
Deputy CIO –
Infrastructure and
Security
Teri Pennington
Deputy CIO –
Business Application
Services
Leeanne Pacatte
PWD Project
Sponsor – Assistant
Director
James Snow
City Clerk OCC
Department Head
Jannette Goodall
OCC Technical Lead Bob Guz
Members - Executive
Steering Committee
Board (if applicable)
•
•
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