Engagement Document. Joint School Computing Service

Transcription

1 Engagement Document Joint School Computing Service Project Manager: Alinda Tyler Creation date: 28/01/2015 Revision date: Version Number: 1.0 Document Status: Live

2 CONTENTS Change Control Record Introduction Schedule of Events Summary Stakeholder Requirements Issue and Escalation Process Project Stakeholders and Contact Details Appendix JSCS Project Timeline Further detail Requirements Gathering... 6 Change Control Record Date Changed By Version Change Page 2 of 6

3 1. Introduction The purpose of this document is to provide all that are in scope for the Joint School Computing Service (JSCS) Project with the approach towards the JSCS Requirements Gathering. This document will lay out further information on each stage of requirements gathering, what could be expected from the JSCS Project and what is expected from all in scope Departments in terms of participating in this project. 1.1 Schedule of Events Event Stakeholder Scheduled Timeframe Complete Online Survey SBS in scope 03/02/ /02/2015 Release 0 Online Service Stage 1 Interviews Provide Sign off for JSCS Requirements Release 1 Online Service Stage 2 Interviews Potential follow-up interviews Provide Sign off for JSCS Service Departments required 30/03/ /04/ /04/ /05/ /05/ /05/ /08/ /08/ /08/ /09/ /10/ /10/ /11/ /11/2015 Requirements Respond to the questionnaire within this timeframe Review Online Service with current IT set-up information To participate in the first round of requirements gathering interviews To confirm your JSCS requirements Review proposed JSCS Service To participate in the second round of requirements gathering interviews: to discuss JSCS proposed Service Where further discussion or revision is needed, a follow-up interview would potentially be required Once all requirements have successfully been considered for the JSCS catalogue of services, to confirm your approval 1.2 Summary The Requirements Gathering will go through a number of stages in order to ensure the project is taking a thorough approach and is not leaving out any IT requirements without reviewing and considering them. This section will provide a brief explanation on what the reason is for the activity as well as the expected outcomes. This document is supported by the JSCS Project Timeline Overview. You can find this document in the Appendix 7.1 JSCS Project Timeline and it will be send alongside this document. More detail on the approach to requirements gathering can be found in the Appendix 7.2 Further detail Requirements Gathering and it will be send alongside this document. Page 3 of 6

4 Stage 1. Requirements Gathering The JSCS first priority is to create a solid understanding of current IT set-up, with more focus on the School of Biological Sciences (SBS). This information will feed into the first stage of the requirements gathering and the first set of interviews that will be scheduled. The following activities are scheduled in the first stage: SBS in scope to complete a short online survey to allow JSCS to understand current SBS IT services. School of Clinical Medicine (SCM) Computing Services (CSCS) to review current IT Service and confirm any exceptions that need documenting. Stage 1 interviews will be scheduled with all JSCS in scope In preparation for the stage 1 interviews, the JSCS technical project team will work on an online departmental IT service catalogue. This is an online tool which creates an online database of live information documenting the IT services, hardware and software for each department. This will allow also to add, change or review information about their services. The structure and implementation of this tool will be completed after which this will be filled with the information of SBS and SCM current IT service catalogue. The first stage will be completed with the distribution of the departmental online IT service catalogue (release 0), accompanied with the stage 1 questionnaire. The stage 1 interview will: 1) Finalise the documentation of departmental current set-up and ensure it is correctly documented 2) Discuss and document all future JSCS requirements, confirm what each department does and what is needed from an IT point of view to be able to do their function. Stage 2. Requirements Gathering With stage 1 requirements gathering completed, the JSCS Technical project team will now prepare the JSCS proposed IT service catalogue. This is based on current IT set-up in both schools and the identified requirements for the new JSCS. The proposed services will be documented in the online IT service catalogue tool and will be distributed (release 1) to all in scope, accompanied by the stage 2 interview questionnaire. The stage 2 interview will focus on the JSCS proposed online IT service catalogue and will review, discuss and confirm what is proposed as well as any additional questions the technical project team may have to ensure all requirements are covered appropriately. The stage 2 interview will be followed by a period of JSCS review and may require additional time and /or further meetings from, dependent on whether the department has confirmed acceptance of the proposed service catalogue. Each time the technical project team will review captured information, find solutions and revise the proposed service catalogue until approval has been obtained from all in scope. Page 4 of 6

5 1.3 Stakeholder Requirements The requirements gathering exercise is crucial for the project and will enable the technical design of a service to meet the users needs, meeting the IT needs of all participating and institutions and which can grow its existing capability. The approach taken to complete this exercise is thorough and will ensure all aspects of requirements from all participating have been taken into account. During this process there are multiple points which will require the time, effort and input from all participating. Reviews At different stages during this process we will distribute questionnaires and/or a release of the Online IT Service. We would greatly appreciate your time and input by reviewing and responding to these documents within the timelines requested. Interviews will be asked to schedule a stage 1 and a stage 2 interview to complete requirements gathering. Where this is required, follow-up meetings may be required which will be arranged on a department by department basis. We would like to emphasise that these meetings are key to the process and will require the right people to be involved from both an academic and technical perspective. In the above Schedule of Events you will find all the events, who and what is required as well as the scheduled timeframe. This timeframe includes the scheduled dates we are working towards and we would like all participating to take note of these dates and ensure availability as much as possible. We would like to emphasise that in the event the project doesn t receive (timely) responses or interviews are being delayed/ cancelled, or the appropriate contacts are not available, this will have an immediate impact on the project timelines and may potentially run the risk of requirements not making it into the final version of the JSCS service catalogue. 1.4 Issue and Escalation Process For any issues or items requiring a resolution, the JSCS Project Manager is the first and main point of contact. The Escalation process will be invoked when a resolution cannot be reached or when the issue requires an escalation to get to a resolution. The JSCS Project Manager will raise the issue/ action item to the JSCS Project Steering Group (Professor Derek Smith and Richard Bartlett). Throughout this process there will be regular communication between the contact person and the JSCS Project Manager, or in case of Escalation, the JSCS Project Steering Group in order to provide updates and discuss potential resolutions. Page 5 of 6

6 1.5 Project Stakeholders and Contact Details Name Title Project Role address Phone number Alinda Tyler Project Manager Project Manager or ( ) Paul Sumption Computing Officer Technical Team ( ) Ian Clark Computer Officer Technical Team ( ) Steve Hoensch Core Infrastructure Manager Technical Team ( ) Len Lau Senior Systems Engineer Technical Team ( ) Derek Smith Professor in Zoology Steering Group ( ) Richard Bartlett Head of CSCS Steering Group ( ) Appendix 1.7 JSCS Project Timeline JSCS Project Timeline Overview January Further detail Requirements Gathering Further detail on requirements gatherin Page 6 of 6