Project Manager - Documentation Management (m/f/n)
Project name: Unity Phase 2 - AH Documentation Management System
1. Project description
Boehringer Ingelheim is currently replacing his current Documentum based solution for controlled documents management by Veeva Quality Docs. The project is named UNITY.
The initial configuration of the new system based on Veeva Quality Docs has been achieved during the Phase 1 of the project.
The project is entering the following phases of the development to extend the use of the system. Phase 2 will cover the regional roll-out and Phase 3 will cover the local roll-out.
Phase 2 will start in the beginning of October 2021 with a kick-off for all involved colleagues within the divisions.
The project will follow an agile development method.
From October 2021 to February 2022 there will be three sprints where the current standard configured in Vault Quality will be introduced as well as identifying potential legal or compliance related gaps in the different sites. The people participating in the sprints will be representatives from the different Business Units as well as subject matter and local experts. Then follows testing, migration of the documents in scope and of course training of new users before the planned go-live in October 2022.
2. Background to the assignment
In the Business Unit Animal Health (AH), we require external expertise to bring best practices from the outside on the configuration of the Veeva Quality Docs for Animal Health (AH) and to define the strategy for the local roll-out during phase 3.
Consequently, we do not have our own employees with sufficient expertise in project management and strategy definition for large roll-out of documentation management system following an agile development method and for this reason requires external expertise.
3. Concrete, detailed description of services
The services shall be provided within the framework of an agile development method. The concrete activities required in each case to implement the services commissioned shall be agreed iteratively between the parties within the framework of sprint meetings and implemented by the Contractor within the respective sprints following the sprint meetings. Prior to each sprint meeting, the contractor shall independently check, on the basis of its professional expertise, which individual services are reasonable and feasible within the scope of the assignment in the respective sprint. The sprints each have a duration of 1 month, so that the sprint meetings take place at intervals of 4 weeks. Within the individual sprints, the contracting parties shall coordinate the respective technical requirements for the services to be provided in weekly meetings in order to achieve the completion of the deliverables defined during the sprints. The technical requirements for the services to be provided are assessed by the Contractor on the basis of its own technical assessment. After completion of a Sprint, the Parties shall conduct a "Sprint Review'' in which the Contractor reports on the feasibility and status of the services performed by it in the previous Sprint and makes a recommendation on how to proceed with regard to the services that proved to be unfeasible in the respective Sprint. All of the meetings and exchanges described above shall take place exclusively in the presence of a central contact person named by us, who shall coordinate the project on our internal side. The organisation and scheduling of the meetings described above in which the Contractor is involved shall be organised and carried out by the Contractor and coordinated with us.
The services include:
- Review proposed Veeva Quality Docs configurations and propose the best path forward to address AH Business needs
- Verify assignment of sprint tasks to AH task owners and communicate discrepancies and delays to AH Product owner
- Evaluate output of test results and propose requirements / set up of further configurations
- Develop and propose a strategy to perform the roll-out of Veeva Quality Docs at local level in AH (Phase 3)
4. Possible timelines to be kept
The timelines will follow the project plan of Unity Phase 2 as summarized below:
- Phase 2 kick-off: October 2021
- Sprints: October 2021 to February 2022
- Informal Testing: February 2022
- Promote to Quality environment: April 2022
- Formal testing, validation and migration of documents: May to September 2022
- Phase 2 Go-live: October 2022
In parallel, the strategy to perform the roll-out of Veeva Quality Docs at local level in AH (Phase 3) must be provided by May 2022.