Document Management Methodology


Nelus Rossouw
Document Management

Our Reference:
Totoya South Africa

Alpha Cement

CoRoS's DMS projects are organised by 5 process phases
The methodology used for the implementation comprises a number of phases in which certain functions are to be performed. It is important that the areas of responsibility within each of the phases are clearly defined along with the implications for the project as a whole. It is also important that the phased approach be adhered to in order to control the progress of the implementation ensuring that in each phase the platform is laid for the functions to be performed in the next. The implementation phases outlined below describe the implementation process as well as the functions to be performed within each phase.

Phase 1: Project Preparation

The purpose of this phase is to provide initial planning and preparation for the project. Although each project will have its own unique objectives, scope and priorities, the steps in Phase One will help identify and plan the primary topics that will need to be considered.

In preparation for the implementation, there are various important issues that must addressed at the beginning of the project, such as:

  • Define project goals and objectives

  • Clarify the scope of implementation

  • Define the overall project schedule and implementation sequence

  • Assign resources

By addressing these issues early in the implementation, this will help ensure that the project proceeds efficiently and that a solid foundation is established for a successful implementation.

Phase one consists of the following work packages:

  • Initial Project Planning

  • Project Procedures

  • Project Kick-off

  • Technical Requirements Planning

  • Quality Check / Project Preparation Phase

Phase 2: Business Blueprint

The purpose of this phase is to create the Business Blueprint, which is a detailed documentation of the results gathered during requirement workshops. Furthermore, the Business Blueprint serves to document the business process requirements of the company. On this basis, a common understanding of PDM activities within the company will be achieved.

During this phase, you will also:

  • Refine your original project goals and objectives

  • Review the Scope

  • Refine the overall project schedule and implementation sequence

This phase includes the following work packages:

  • Develop System Environment

  • Business Process Definition

  • Quality check Business Blueprint Phase

Phase 3: Realisation

The purpose of this phase is to implement all the business and process requirements based on the Business Blueprint. The objectives are final implementation in the system, an overall test and the release of the system for productive (live) operation. In addition, the project team is provided with all relevant knowledge.

This phase contains the following work packages:

  • Configuration and Confirmation

  • Establish Authorisation Concept

  • Final Integration Test

  • End User Documentation and Training Material

  • Quality Check Realisation Phase

Phase 4: Final Preparation

The purpose of this phase is to complete the final preparation, which includes testing, end-user training, system management and cut over activities, in order to finalise readiness to go live. Furthermore, the final preparation phase serves to resolve all critical open issues.

This phase includes the following work packages:

  • Super-User Training

  • Cut Over

  • Quality Check Final Preparation Phase

Phase 5: Go-Live and Support
The purpose of this phase is to transition from a project oriented, pre-productive environment to a successful and live productive operation. An ongoing support environment to service the users should be set up, this service to be provided both during the first few critical days of your productive operations plus on an ongoing basis thereafter.
This phase is also used to closely review and monitor the system, and to optimise overall performance. Finally, the actual project itself is closed out during this phase.

This phase includes the following work packages:

  • Production Support

  • Post Go Live Activities