Project Initiation Document (PO003)

Transcription

1 Project Initiation Document (PO003) Document Control Project Title: INTO SITS to Exeter SITS Interface Project Manager: James Green Date: 4 March 2009 Version Date Author(s) Notes on Revisions /01/09 James Green Initial Draft /02/09 James Green Following meeting with Ian Tilsed /02/09 James Green Following meeting with Chris Austin James Green Following meeting with Chris Austin and Emma Baker James Green Following meetings with Chris Austin and Ian Tilsed James Green Following meeting with Chris Austin James Green Following from Jeremy Lindley Consultation with: Date Person Service/School 23/01/09 Ian Tilsed Head of Academic Systems 10/02/09 Ian Tilsed Head of Academic Systems 13/02/09 Chris Austin Deputy Head of Projects Office 17/02/09 Chris Austin Emma Baker Deputy Head of Projects Office Head of Projects Office 18/02/09 Ian Tilsed Chris Austin Head of Academic Systems Deputy Head of Projects Office 19/02/09 Chris Austin Deputy Head of Projects Office 04/03/09 Ian Tilsed Emma Baker Head of Academic Systems Head of Projects Office INTO SITS PID V1a.doc 1 of 12 Date printed: 09/03/2009

2 Table of Contents 1. PROJECT OVERVIEW PROJECT OBJECTIVES METRICS SUSTAINABILITY ISSUES SCOPE & TIMESCALE OF THE PROJECT RELATED PROJECTS OUT OF SCOPE RISKS, CONSTRAINTS AND ASSUMPTIONS RISKS CONSTRAINTS & DEPENDENCIES ASSUMPTIONS RESOURCE FOR THE PROJECT FINANCE RESOURCES MANAGING THE PROJECT ISSUE CONTROL ACTIONS REGISTER FINANCIAL CONTROL INFORMATION MANAGEMENT STAKEHOLDERS PLANNING APPROVAL APPENDIX A OF THE PID - RISK LOG INTO SITS PID V1a.doc 2 of 12 Date printed: 09/03/2009

3 1. PROJECT OVERVIEW At present the University and INTO run their own versions of the SITS student records system (Strategic Information Technology Services supplied by Tribal Technologies). These are independent systems and not linked meaning that the transfer of data between one system and the other has to be done manually. This process is not only time consuming but also significantly increases the risk of errors. A number of options to provide this exchange of data have been considered and after consultation with suppliers and interested parties it has been recommended that two modules can be purchased from Tribal called Stu Talk Publish and Subscribe and Stu Talk XML Exchange which enable the two versions of SITS to exchange data. This project will procure, test and install two new modules for the SITS system which will enable the automatic transfer of data between the systems. The two modules are being installed on 16 February and will be available to the developers for a one month trial. Prior to the transfer of data between the two systems, the validation tables that sit behind the data need to correspond on both versions of SITS. A pilot of the transfer of the basic student data will take place in April following the April intake. On successful completion of the pilot, the remainder of the data will follow in May and June. This project will be completed in Autumn 2009 for the main student intake in September PROJECT OBJECTIVES The primary objective of the project is to facilitate the relationship between the two SITS systems to transfer data and reduce time and errors. OBJECTIVE To successfully transfer data between INTO SITS and University of Exeter SITS To reduce errors in the transfer of data Remove the need for manual intervention during data transfer MEASURE Delivery of the facility Reduction of errors No manual intervention 2.1. METRICS This project will indirectly contribute to the following metrics o National Student Survey o A reduction in errors of students transferring from INTO to a University course may improve the student experience for example on a students first interaction with the card office. o Percentage of Student population studying at postgraduate taught level o International students that have had a positive experience at the University are more likely to stay on for postgraduate studies. 2.2 SUSTAINABILITY ISSUES This project will reduce the need to manually input data between SITS used at INTO and SITS at the University of Exeter and vice versa. 3. SCOPE & TIMESCALE OF THE PROJECT The scope of the project covers the installation, configuration and test of the interface between INTO SITS and Exeter SITS to facilitate the transfer of data. Mapping of data between the two systems is a pre-requisite to the data transfer. Investigations are progressing on the data field titles and validation rules. There is a small intake of students to INTO in April and this is expected to be the test of the transfer of the basic student data. Following a successful pilot of the Stu Talk interface, the remaining data will be transferred INTO SITS PID V1a.doc 3 of 12 Date printed: 09/03/2009

4 between the two systems. The whole project, including post project review, is to be completed by October Phase 1 Scope: Project Definition Scoping and defining the project, agreeing resources, timescale and finances Dates/Duration: February 2009 Deliverables: Provided by: PID, Project Plan James Green Phase 2 Scope: Data Mapping Identifying data fields required for successful data transfer Dates/Duration: February April 2009 Deliverables: Provided by: A list of essential and desirable fields for the systems, a list of validation fields for data transfer into Exeter SITS, any requirements for table update processes Bernice James, Sandy Day, Ian Lee, Tom Waite, Solstone Plus and Nick Wright Phase 3 Scope: Software Testing and Procurement Procurement of Stu Talk XML Exchange and Publish and Subscribe Dates/Duration: February - April 2009 Deliverables: Provided by: Software testing and procurement of the Stu Talk interface and installation onto University servers and integration into the system Academic Systems Team and Tribal Consultants Phase 4 Scope: Pilot and Test Testing the transfer of data Dates/Duration: April May 2009 Deliverables: Provided by: Transfer of the validation tables. Pilot of the basic student data using April intake data from INTO SITS to Exeter SITS. Academic Systems Team, Solstone Plus and Nick Wright Phase 5 Scope: Full Implementation Full implementation of the processes and system to enable data transfer between the two systems. Dates/Duration: May - June 2009 Deliverables: Provided by: Ensure processes and procedures are in place for the accurate transfer of data between the two versions of SITS Academic Systems Team, Solstone Plus, Nick Wright, Admissions INTO SITS PID V1a.doc 4 of 12 Date printed: 09/03/2009

5 and Registry Phase 6 Scope: Project Closure Closure of the project and handover to live operation Dates/Duration: August 2009 October 2009 Deliverables: Provided by: Successful implementation and handover of the modules which enable the automatic transfer of data between the two SITS systems. Review the process and Post Project Evaluation Review Project Manager and Academic Systems Team, Admissions and Registry 3.1 RELATED PROJECTS Resources within the Academic Systems team have other project work which needs to be scheduled along with this implementation but this work is a priority for the Project Team. Projects / Development Points Based System (PBS) Expected Impact/ Completion Date The introduction of the PBS will impact on this project because additional data, and subsequently fields in SITS, are required for submission to the UK Border Agency. This data will need to be collected by INTO and University of Exeter and therefore the data mapping exercise must take account of this requirement. From March 2009, INTO will start recording data. In August 2009, pilot universities will interface with SMS (Sponsor Management System), the Government software for collection of PBS data. It is not yet known if Exeter University will be a pilot University. All Universities are required to fully participate in early OUT OF SCOPE Verifying the quality of the data in either of the systems is outside the scope of this particular piece of work, as is data output from Exeter SITS to the card office etc. This will need to be controlled by the INTO Office and Registry Services. Incomplete data fields will be flagged up and returned back to INTO for completion. 4. RISKS, CONSTRAINTS AND ASSUMPTIONS 4.1 RISKS See Appendix A Risk, Issues and Actions Log 4.2 CONSTRAINTS & DEPENDENCIES This project is partially driven by a government requirement regarding PBS. 4.3 ASSUMPTIONS It is assumed that Pete Duncan, Tom Waite and Ian Lee will be available to install and configure the modules and data sources on University servers. INTO SITS PID V1a.doc 5 of 12 Date printed: 09/03/2009

6 5. RESOURCE FOR THE PROJECT 5.1 FINANCE The overall cost of this project will largely be the cost of the modules. Additional consultancy will also be required to install and configure the software. Capital Expenditure The capital expense will be 30,866 for the purchase of the modules and consultancy as broken down below. Please note these figures were valid until December 2008 and therefore the figures may differ slightly. Following agreement of the funding arrangements, maintenance costs and contingency have been removed from these budget figures. It is agreed that the maintenance costs would be paid by the Limited Liability Partnership (LLP). Licences StuTalk XML Exchange 5,280 StuTalk Publish & Subscribe 10,560 Consultancy per day 9,000 Travel and Subsistence per day 2,000 Total (ex. VAT) 26,840 Total (inc VAT) 30,866 Revenue Expenditure An uplift to the current SITS maintenance agreement will be received, this uplift will be paid for by LLP. The transfer of funds from LLP to Academic Services budget will need to be managed by Ian Tilsed. Where is the money coming from? correspondence between Jeremy Lindley (Director of Finance and Corporate Services, University of Exeter) and John Sykes (Finance Director of INTO University Partnerships) dated 04/03/09 stated: It is agreed that the University of Exeter will transfer to the LLP 15,433 (being 50% of the costs of capital), the remaining 15,433 will be paid by the LLP. In affect the University will pay for 75% of the software and IUP for 25%. (The University has a 50% share in the LLP). With respect to the annual maintenance costs ( 3,168 plus VAT) we agreed that this would be paid by the LLP. The reason that the University will pay a higher proportion is that they will use StuTalk to perform tasks other than that which will produce efficiencies of transferring data between the two SITS systems. This proposal has been agreed by INTO and the University. 5.2 RESOURCES Project Board The Project Board will meet monthly Chair and Project Sponsor Professional Services Representatives INTO Representative Ewa Thompson Ian Tilsed Nick Wright Head of Registry Services Head of Academic Systems SITS Project Manager, INTO INTO SITS PID V1a.doc 6 of 12 Date printed: 09/03/2009

7 Project Manager James Green Project Manager Project Team The Project Team will meet at least monthly but there will be a necessity to meet additionally depending on current workload. Project Role Name Days required or % of time Timescale required Project Manager James Green 20% FTE Feb - October 2009 Project Team Pete Duncan Ian Lee Tom Waite Sandy Day Bernice James Aaron Watts Nick Wright 10% 35% 25% 10% 10% 10% 20% April October 2009 Feb October 2009 Feb October 2009 Feb October 2009 Feb October Project Resources Project Role Name Days required or % of time Timescale required Project Resources Solstone Plus Tribal Ewa Thompson Ian Tilsed Nick Wright To be confirmed by INTO 10 Days 5% 5% 20% Hardware requirements/replacement schedule & responsibility There are no hardware requirements for this work. The additional modules will be installed on existing University servers. There will not be an increase to the data that is to be backed up Operational responsibility for the system and resource required This project will follow the standard SITS recovery plan during implementation. Support during implementation and configuration will be provided by the Academic Systems support team. Academic Systems will support the additional modules in conjunction with Registry Services, INTO and Admissions Training requirements & ongoing training provision This will become an automated process to transfer the data from one system to the other. Very little training is envisaged to start the transfer. 6. MANAGING THE PROJECT In setting up this project, the following documents will be produced o Project plan o Risk log. o Team meeting notes and subsequent action lists o Project Manager status reports for the Project Board o Project Manager status reports for the Joint Venture Board INTO SITS PID V1a.doc 7 of 12 Date printed: 09/03/2009

8 6.1 ISSUE CONTROL Issues arising will be discussed with the relevant project team members and controlled by the Project Manager. Escalation to the Project Sponsor will be as required by the Project Manager. 6.2 ACTIONS REGISTER Actions are recorded in the minutes of Project Board and Team meetings. 6.3 FINANCIAL CONTROL Budgetary spend and responsibility for procurement of licences will be managed by Ian Tilsed Budget monitoring will be managed by the Project Manager and reported to the Project Board. 6.4 INFORMATION MANAGEMENT Information will be held on a project website at 7. STAKEHOLDERS Stakeholder Expected Communications Frequency Media Joint Venture Board Academic Systems Group Project Board Line managers of staff involved in the project Staff in INTO, Registry Services and Admissions Project Team PBS Group Regular updates of the progress of the project An understanding of the scope, status and importance of the project through this PID Up to date awareness of Project activities and progress against plans. Interim updates may be appropriate PID Agreement Project Updates Any changes to scope and timescale An understanding of the scope, status and importance of the project. Awareness of any new policies or procedures in relation to the provision of data for the PBS Regular updates on project progress. At Board meetings as a minimum Written Report Verbal Update As required Written Report / Verbal update as required At least monthly at Project Board meetings. As required As required At least monthly following Project Board meetings and at Project Team meetings Verbal and Written Reports s Reports s Staff briefings Line manager communication Verbal updates Written reports if appropriate Updates on project progress When appropriate. Written reports Verbal updates INTO SITS PID V1a.doc 8 of 12 Date printed: 09/03/2009

9 A communications plan for the project will be drawn up setting out in detail what will be communicated on a month by month basis. 8. PLANNING The detailed project plan is in production. The timing and planning is as per the Phases described in Section APPROVAL Project Sponsor Project Customer Project Manager Name Signature Date Ewa Thompson / Nick Wright Bernice James / Sandy Day James Green INTO SITS PID V1a.doc 9 of 12 Date printed: 09/03/2009

10 10. APPENDIX A OF THE PID - RISK LOG RAG STATUS - Project Manager's Assessment Importance - Impact times Probability R = Requires urgent action High importance A = New Risk/Issue requires assessment or existing risk/issue requires (non-urgent) action Medium importance G = Risk/Issue has been dealt with and can now be closed Low importance Risk Identifier RL1 Risk Description The funding source for this project has currently not been confirmed resulting in the project not being able to progress without the purchase of consultancy or the modules required RAG Status (R, A, G) A Author Owner Date Identified James Green Ian Tilsed Impact Probability Importance Proximity Current status Countermeasures/ History of Actions 19/01/2009 High Medium 6 Imminent Closed Issue has been escalated to Ian Tilsed. Emma Baker has been informed 04/03/09 - E- mail from Jeremy Lindley to John Sykes confirming that Exeter University will transfer half the money to the LLP and purchasing of the modules can proceed. Last updated 04/03/ :50 INTO SITS PID V1a.doc 10 of 12 Date printed: 09/03/2009

11 RL2 The technical resources identified to implement the two modules and configure the system may be required to work on other things resulting in this development being delayed R James Green Ian Tilsed 10/02/2009 High Medium 6 Imminent Open An error with the Exeter University SITS has meant that since the installation of the test module on the 16 February, little progress has been made on testing and investigating the system. Ian Tilsed to discuss the possibility of extending the test period past 1 month with Ian Lee and Tribal. With progress made with regards to RL1, the probability of this not happening is reduced. 19/02/ :38 INTO SITS PID V1a.doc 11 of 12 Date printed: 09/03/2009

12 RL3 RL4 There is a risk that the implementation of these additional modules will not actually enable the transfer of data between the two systems as expected resulting in further development required. Data quality from INTO to SITS to Exeter SITS may delay testing or implementation G A James Green James Green James Green Nick Wright 10/02/2009 Medium Low 2 Spring term Open This is considered to be tried and tested technology. A test is planned from 16 February through to 16 March to test the validity. 16/02/ :52 04/03/2009 Medium Medium 4 Close Open Clear separation that data quality is outside the scope of the project and if this becomes an issue then this will be passed on to the key stakeholders to progress outside the project. 04/03/2009 INTO SITS PID V1a.doc 12 of 12 Date printed: 09/03/2009