Board of Grievances
Project charter
Administrative Correspondence & e-Archive Platform
APPROVEDV2Approved 2025-01-17
1Project identity
- Project name
- Administrative Correspondence & e-Archive Platform
- Project code
- PRJ-2026-017
- Sponsor
- Sarah A. Al-QarniSarah A. Al-QarniVice President, Executive AffairsP-012s.alqarni@bog.gov.sa
- Project manager
- Dana S. Al-SalehDana S. Al-SalehDirector, Systems & ApplicationsP-025d.alsaleh@bog.gov.sa
- Business owner
- Munirah A. Al-KhalidiMunirah A. Al-KhalidiDirector General, Financial AffairsP-018m.alkhalidi@bog.gov.sa
- Portfolio & programme
- Technology & Enterprise Systems PortfolioEnterprise Systems & Archiving Programme
- Type & methodology
- IT · Waterfall
- Current phase
- 9Handover
2Background & rationale
Automated correspondence and e-archiving, linked to the government communications network.
3Objectives
- 1Develop the organisational and information environment
- 2Improve financial planning and diversify revenue
Serves the strategic objectives:SO-4.1Develop the organisational and information environmentSO-4.2Improve financial planning and diversify revenue
4Scope
In scope
- Automated correspondence and e-archiving, linked to the government communications network.
- Migration from legacy systems
- ERP integration
Out of scope
- Operation and maintenance after the warranty period
- Work outside the approved site or system boundary
5High-level requirements
- 1Migration from legacy systems
- 2ERP integration
- 3Essential cybersecurity controls
6Deliverables
| 1 | Project management plan | 2025-02-13 |
| 2 | Main deliverable — stage 1 | 2025-12-01 |
| 3 | Main deliverable — final stage | 2026-07-05 |
| 4 | Final report | 2026-09-30 |
7Key milestones
- Charter approved2025-01-17
- Contract signed2025-04-28
- 50% of works complete2025-12-01
- Provisional acceptance2026-08-11
- Closure2026-09-30
8Budget
- Main contract71.8%10.2M
- Supervision & consulting14.1%2M
- Internal team9.2%1.3M
- Contingency reserve (5%)4.9%700K
The owning sector’s approved budgetTotal14.2M
9Timeline
10Key risks
- MediumHigh UAT defect count in the outgoing-mail module
11Constraints
- Stay within the approved budget
- Comply with the Government Tenders & Procurement Law
12Assumptions
- Named internal staff available throughout
- Approvals land within workflow SLAs
13Stakeholders
- Project sponsorDecisions and funding
- Business ownerAccepts deliverables, owns benefits
- Projects Follow-up Office (EPMO)Governance and compliance
14Success criteria
- 1Delivered within the approved budget
- 2On the approved date ±5%
- 3Target benefits within 12 months
15Governance structure
- Change Control BoardApproves scope, cost and schedule changesWeekly
- EPMO CommitteeMethodology compliance, data quality, stage gatesFortnightly
- Project management teamDay-to-day control, risks, issues, weekly statusWeekly