UCD IT Services. Project Initiation Document. Version February Version History

Transcription

1 UCD IT Services Application Jukebox Project Initiation Document Version February 2015 Version History Version Date Summary of Changes Changed by Initial Draft Revisions Revisions Application Jukebox Project Initiation Document Page 1 of 10

2 Contents Objectives & Scope Background to the Project Project Objectives Expected Benefits Project Scope Change Control Project Plan Project Approach Milestones & Deliverables Project Structure Roles & Responsibilities Project Team Meetings Risks & Issues Initial Risk & Issue Log Ongoing Management of Risks and Issues Communication Plan Project Costs Initial Project Budget Ongoing Costs Application Jukebox Project Initiation Document Page 2 of 10

3 1 Objectives & Scope This Project Initiation Document (PID) defines the Application Jukebox Project in detail including objectives, scope, approach, deliverables, timescale and structure of the project so that it can be understood and agreed by all stakeholders. 1.1 Background to the Project Currently IT Services deliver academic software applications to open access computer labs and users own devices using Citrix technology. This requires a substantial server farm back end, and is capable of virtualising approximately 80% of teaching applications in use in UCD. A portion of the Citrix technology will end of life in Q2 of 2015, this fact coupled with a hardware refresh being due on the back end has prompted IT Services to look for a more suitable solution to deliver applications to end users. 1.2 Project Objectives The objective of this project is to implement a new technology to deliver software applications to both labs and users own devices, with a higher rate of successful application packaging and an enhanced end user experience. It is also imperative that meaningful data on application usage can be generated. University Strategic Objective 2: Provide an educational experience that defines international best practice. University Strategic Objective 8: Further develop world class facilities to support our vision 1.3 Expected Benefits Reduced back end infrastructure requirement, expected 75% reduction compared with current App Farm. Increased number of applications (estimated 99%) can be packaged, including AutoCAD, SAS 9.4, MS Office etc Improved end user experience Potential for enhanced service offerings in this space, e.g. downloads, software purchase, license management etc. Improved reporting features Application Jukebox Project Initiation Document Page 3 of 10

4 1.4 Project Scope This project, once completed, will change the underlying technology supporting the virtualisation and delivery of software applications, used for teaching, to both open access computer labs and users own Windows OS devices. 1.5 Change Control The Project Initiation Document will be approved on commencement of the project by the relevant project members. Following this, an ongoing Project Plan will be maintained and updated to accommodate any minor changes occur. Once the scope is agreed herein, any further changes to scope or major deviation from the proposed time frames will be the subject of the change control. Application Jukebox Project Initiation Document Page 4 of 10

5 2 Project Plan 2.1 Project Approach The project will take place over a number of stages, the first stage will focus on use in open access computer labs incorporating testing, piloting in a single computer lab, extended pilot, roll out to all labs. The second stage will focus on users own device testing, own device pilot and own device roll out and associated communications and awareness campaign. 2.2 Milestones & Deliverables The following milestones, deliverables and target delivery dates have been defined for the project: Milestone Deliverable Responsibility Reviewers/ Approvers Due Date 0 Project Initiation completed Project initiation doc completed Genevieve Dalton Contract Negotiation Signed contract R: T Mountjoy A: UCD Legal Technical Install & Configure Working AJ environment Project Team / Software Application Packaging All apps packaged 3 Tiers Project Team Deliver an image 4 Implement in OPAC Labs that supports use of AJ technology to Project Team R: T Mountjoy A: C Acton OPAC labs 5 Rollout to user own devices (Windows only) Deploy solution to BYOD customers Project Team / Customer Services Project Plan Milestone Deliverable Responsibility Due Date 0 Project Initiation completed Project initiation doc completed 1 Contract for 250 device trial Negotiate a contract for a 250 unit device trial Application Jukebox Project Initiation Document Page 5 of 10

6 2 Package all Tier 1 Approx 35 applications to be packaged for (Teaching Apps launch of pilot folder) applications 3 Configure lab PCs Work with Customer Services to add AJ player to lab image 4 Establish a pilot lab Roll out test AJ image to a nominated test lab (G5) 5 Extended lab pilot Roll out test AJ image to additional labs 6 Negotiate contract Establish cost and contractual obligations for full site for full site license 7 Rollout to all labs Roll out to all labs 8 Scaling up of back Implement full DR on all components of the end environment AJ environment 9 Packaging of Tier 2 Package all applications classed as Tier 2 apps (SfU only) 10 Packaging Tier 3 Package all applications classed as Tier 3 apps (locally installed) 11 Own User Device Carry out testing on a number of Windows Testing OS devices, laptop, PC, surface with different OS and hardware specs 12 Own User Device Roll out to a specific customer group for Pilot testing and feedback 13 Own User Device Roll out to all own device users on campus Roll out 14 Project Handover to Moving project to live service status, and Customer Services handing over level 1 support to Customer Services team, and associated knowledge transfer Nicola Carrigan Andrew Kearney Caroline Hackman Caroline Hackman Caroline Hackman Tech Man Nicola Carrigan Nicola Carrigan Nicola Carrigan Project Team End March 3 Project Structure The project comprises a Project Team. The team will agree project schedules, approve major deliverables and resolve any critical issues that arise during the lifetime of the project. The Project Manager will manage the project on a daily basis and will report regularly to the Chief Services Officer, and also to the Work Programme group on a regular basis. Application Jukebox Project Initiation Document Page 6 of 10

7 3.1 Roles & Responsibilities Role Responsibilities Names Project Ensure that resources are provided as required Genevieve Dalton Sponsor / for the project Chief Take action on any issues escalated by the Services Project Team Officer Project Prepare the Project Plans Manager / Determine resource requirements and ensure Head of that appropriate resources are allocated Service Manage the project to ensure that the desired results are achieved within agreed time scales Monitor progress and report on a regular basis to the Project Sponsor Ensure that the project direction is appropriate to the achievement of the ultimate objectives Review and approve deliverables Monitor and proactively manage risks as they arise. Manage budget and costs Project Team Conduct the tasks and activities of the project in accordance with the Project Plan Prepare the project deliverables by the agreed due dates Report progress to the Project Manager Nicola Carrigan Customer Services Team Assist in testing of solution through pilot phases Taking over first line support once project is complete Caroline Hackman Andrew Kearney 3.2 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Project Team,, Nicola Carrigan Weekly Application Jukebox Project Initiation Document Page 7 of 10

8 4 Risks & Issues 4.1 Initial Risk & Issue Log The following project risks or issues have been identified on commencement of the project. These initial tasks to address these risks or issues are outlined. Risk / Issue Probability / Impact P H P M P L I H I M I L Actions to Mitigate Responsibility Contracts not signed by deadline for site license Ensure as much time available for review and sign up as possible Project Manager Lack of skilled resources available to implement technical solution Ensure suitable transfer of key skills within team Project Team Failure of lab imaging solution SLA Head of Customer Services Inability to package certain applications Involve Software2 as early as possible to address possible issues here Project Team Technical problem with environment 4.2 Ongoing Management of Risks and Issues Any additional risks and issues identified will be maintained on an ongoing basis by the Project Manager in separate Risks and Issues logs. Application Jukebox Project Initiation Document Page 8 of 10

9 5 Communication Plan Identify the key stakeholders in the project and the plans for interaction and communication with each. Stakeholders are individuals and groups who will be capable of influencing the success of a project, directly impacted by the project as users or customers or involved in approving or implementing project deliverables. The following table highlights the communication and interaction activities planned for each stakeholder group: Stakeholder Actions Responsibility IT Services Executive Update management on progress of project Project Team Management on a regular basis. Involve other teams in testing phases where suitable. Software2 Close involvement with vendor during Project Team purchase, packaging, testing, and pilot phases. Academic Staff Communicate changes to academic staff in a timely manner as updates are made that Project Team / Customer Services may impact on those teaching in computer labs. Students Communicate and promote changes and benefits to students, particularly around own Project Team / Customer Services device developments Work Programme Group Update at regular meetings Project Manager UCD Community Update via published Work Programme Quarterly Progress Reports, available on IT Services website Project Manager Application Jukebox Project Initiation Document Page 9 of 10

10 6 Project Costs 6.1 Initial Project Budget Outline the proposed costs of the project by phase, typically to cover items such as consultancy resource costs, product/vendor & licence costs, training, any specific hardware costs, etc. You might also want to consider adding in an element of contingency into these costs. Item Unit Cost Total 250 Device License 6,950 6,950 Site License Year 1 61,857 61,857 Consultancy Days x 5 1,365 6,825 S2 Hub 1,300 1,300 Image Deployment x per device 1,820 Image Deployment x per device 6, Ongoing Costs Item Unit Cost Total Annual Site License 61,857 61,857 Contingency Days 1,365 2,730 Application Jukebox Project Initiation Document Page 10 of 10