Alberta – eProjects:

Lessons LearnedTim Owens

Dr. Francis Remedios

Susanne Stushnoff

Ruby Théroux

Miles Weatherall

October 25, 2012

A Presentation to the Canadian Forum on Court Technology: Forum 2012

Project Sponsor

2012

Ass

ocia

ted

For

eign

Pre

ss

Your Panel

Dr. Francis Remedios

Director of Strategic Information and

Evaluation

Justice and Solicitor General

Ruby Théroux

Scheduling and Business Manager

Court of Appeal

Miles Weatherall

Director of Change Management Office,

Court Services

Justice and Solicitor General

Tim Owens

Project Lead, Court Case Management, JIMS

Quick Wins

Justice and Solicitor General

What did it take to get your project “off the

ground”?

How did you structure the project governance?

Project Implementation

Committee

Chair

JIMS S

ub-

Comm

ittee

Court

Scheduling

Sub-Comm

ittee

Court Services

File O

wnership

Sub-Committ

ee

Criminal J

ustice /

PPSC

Def

ence

Bar

Su

b-

Co

mm

itte

e

Judicial

Sub-

Com

mittee

Chief Information

Officer – Corporate

Services

Project

Support

Team

IT Working Group

Corporate

Services &

Service Alberta

Organizational Change Management

Business Process Redesign

Communications

JOIN

PRIS

M

CJI

T

CSIT

Court Case Management (CCM) (Provincial Court)

Tracking Electronic Appeals Management System (TEAMS)

Project Management

Project Delivery

Team Title

Director, Program Management

Sponsor Steering Committee

Project Support Office

Project Sponsor

Project Sponsorship

Day-to-Day Decisions:

Project Stats Reports.

Issue Resolution.

Decision Requests.

Project Approach.

Deliverable Production.

Project Manager

Vendor Consultant Court of Appeal PM

Court of Appeal Vendor Team Microserve

Senior Records Officer

Court Technology Services

Chief Security Officer

Emergency Services

FOIP

Legal Services

Enterprise Architecture

JIMS Data Migration Manager

Information Governance Stakeholders

Universal Transcript Format (UTF)

Project Sponsor

Change Manager

Team Lead – Business Transition

Team

Project Manager

Team Lead – Technology

Team

Team Lead (Strategic Initiatives

Solicitor) – Fee and Legislative

Key Stakeholders

IT ServicesPMO

JIMS Director, Program

Management

Vendor Team

Director, IT Services

Executive Director, JIMS

Program

EO

Subject Matter Experts

Rules of Court

PMJP

CCM Project

Director,

Office of the ADM

Executive Director, Court

Services

Director, Planning and Reporting

Services

BI Phase 2 Sponsorship

Project Steering Committee

Business Intelligence Project Phase 2

Project Organization and Governance

What resource challenges did your project face?

What dependencies did you need to be alert to?

Were there any challenges with third-party vendors?

•Who did you identify as key stakeholders? •When, why and for what purpose?

•How did you engage your stakeholders?

What were the roles of change management and

organizational communication?

What did you do to resolve the inevitable internal

conflict?

What role did your project sponsor play in the success

of your project?

What role did your project manager play in the

success of your project?

How did you ensure that your output would actually

be used post implementation?

Lessons Learned

Top Ten1. Utilize a project management

approach.

2. Invest in necessary work at the “initiation Phase” and, if possible, before developing the Project Charter.

3. Get project governance right from the start.

4. Carefully choose your sponsors and ensure they have an understanding of the role, a vision, and the capacity to engage.

Top Ten continued5. Engage organizational change

management resources and tools early in the project.

6. Define specific and realistic requirements that are measureable.

7. Realistically assess all resource requirements, specific tasks and time required to complete the activities.

Top Ten continued8. Retain a Project Manager who

reports to the Project Sponsor.

9. Ensure that your Project Manager knows the processes to secure external resources.

10.Communicate, Communicate, and Communicate!!

Tim Owens

Dr. Francis Remedios

Susanne Stushnoff

Ruby Théroux

Miles Weatherall

Thank you