UCD IT Services. <Project ID> ITRM. Project Initiation Document. Version 1.0 8th Dec Version History

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1 UCD IT Services <Project ID> ITRM Project Initiation Document Version 1.0 8th Dec 2014 Version History Version Date Summary of Changes Changed by /12/14 Initial doc Paul Barry <Project Name> Project Initiation Document Page 1 of 12

2 Contents 1 Objectives & Scope 1.1 Background to the Project 1.2 Project Objectives 1.3 Expected Benefits 1.4 Project Scope 1.5 Change Control 2 Project Plan 2.1 Project Approach 2.2 Milestones & Deliverables 2.3 Project Plan 3 Project Structure 3.1 Roles & Responsibilities 3.2 Project Team Meetings 4 Risks & Issues 4.1 Initial Risk & Issue Log 4.2 Ongoing Management of Risks and Issues 5 Communication Plan 6 Project Costs 6.1 Initial Project Budget 6.2 Ongoing Costs 1 <Project Name> Project Initiation Document Page 2 of 12

3 Objectives & Scope This Project Initiation Document (PID) defines the ITRM 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 The I.T. Relationship Management project (ITRM), is a project designed to setup a new group inside the Customer Services Team in IT Services. The ITRM project is based on Business Relationship Management (BRM) model which is a formal approach to understanding, defining and supporting inter business activities in an organisation. ITRM project is a method to re engage with ITS customer base and ensure the work that we carry out as a department is relevant and aligned with the IT needs of the community as a whole. It is also a project where we aim to get IT involved in the dicussions of decision makers at an early stage of strategic choices. 1.2 Project Objectives The objectives for this project are as follows: Internal audit of all ITS services currently in place and a detailed listing of all of our support and service offering's as a whole. Identify key members of the UCD community and engage with them to raise awareness of the ITRM project. Raise awareness in the UCD community about the services and support ITS offer to the community currently. ITRM will co ordinate the UCD community and the ITS department linking the demands of the customer to the service required. Analysis and trending of aggregate demand to ensure ITS project selection is relevant and required by the customer base. Make ITS the partner of choice for the UCD community. 1.3 Expected Benefits The expected benefits are increased customer satisfaction with IT Services offerings, Strategic alignment between ITS and customers demands, increased clarity on project proposals into the future and creating value for both ITS and its customers <Project Name> Project Initiation Document Page 3 of 12

4 1.4 Project Scope The scope of this project is as follows: To setup a new group inside IT Services. To audit all IT Services current services and support mechanisms. To engage with key staff members in UCD from both academic and administrative affairs groups To raise awareness of ITS current service offerings To identify technology trends and demands from Staff and using this data feed into IT Services groups to satisfy these demands where possible or advise best practice or a vendor of choice. Not in scope for this project is: Student groups Vendor management of existing relationships ITRM will not disrupt existing relationships that are in place with ITS groups, however involvement and updates on these relationships would be required. 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 and logged using our Jira change management tool. Once requirements have been agreed, additional changes to the requirements will be managed under change control using Jira, as will changes to the agreed design. <Project Name> Project Initiation Document Page 4 of 12

5 2 Project Plan 2.1 Project Approach The ITRM project is a new initiative in IT Services, the ITRM group will be part of the Customer Service team and report into Ciara Acton Head of Customer Services. The project itself has no rigid deadlines as this is not a end product or system rather it is an evolving service which will in the future work closely with senior staff members to form and shape IT demand. As outlined the service will be an evolving one and as such there will be a number of iterations of this as time progress and the service is shaped. As an overall structure there is an internal and external focus on this project. Internal Focus: A period of time will be spend analysing existing services and support methods. This will be done by members of the ITRM project team and carried out by the use of informal / semi structured interviews or meetings to capture a detailed outline of services. Following on from this the ITRM project will gather as much secondary data as possible about current customer data, this includes but is not limited to call logging data, customer requests and local knowledge of different departments and staff of the university. External Focus: The ITRM project will promote both itself and IT Services via a number of methods such as information days / stands, workshop events, one to one meetings with staff and staff groups with an aim to raise awareness and also to get data, demands and requests from our community as a whole. Following on from these data gathering stages the ITRM project will report back to the SMT group with the project findings and demands and based on this align our department strategy with the university strategy and requirements. <Project Name> Project Initiation Document Page 5 of 12

6 2.2 Milestones & Deliverables The following milestones, deliverables and target delivery dates have been defined for the project: Milestone Deliverable Responsibility Reviewers/ Due Date Approvers 0 Project Initiation completed Project Initiation Document completed Paul Barry ITRM group 09/12/14 1 Requirements completed Statement of Requirements 2 ITS Service offerings Detailed listing of all current ITS services ID key customers Paul Barry ITRM grp. Q Project awareness Workshop events Information events F2F meetings Paul Barry Ciara Acton 4 Pilot College College TBA Paul Barry Ciara Acton ITRM grp and SMT ITRM grp Project Sponsor Q Q The individual(s) listed in the Responsibility column above are responsible for the relevant deliverables. Typically each deliverable will have one or many reviewer and a final approval by one or more individuals. Acceptance and sign off of a deliverable is required by the Approval person. 2.3 Project Plan Insert the initial, albeit high level, Project Plan. This can be completed using Excel or MS Project and imported into this document or can be merely a simple timeline to show proposed key milestones. 3 <Project Name> Project Initiation Document Page 6 of 12

7 Project Structure The project comprises a Project Team and a Steering Group. The Steering Group will agree project schedules, approve major deliverables and resolve any critical issues that arise during the lifetime of the project. The Project Team will manage the project on a daily basis and will report regularly to the Steering Group. 3.1 Roles & Responsibilities Define the responsibilities for each group and role within the project. some sample responsibilities for common project groups and roles. The following are Role Responsibilities Names Steering Ensure that the project direction is SMT Exec. Group appropriate to the achievement of the ultimate objectives Review progress reports from the Project Manager and determine actions needed to address deviations Provide guidance to the Project Team on high level principles to be complied with Review and approve deliverables Monitor and proactively manage risks as they arise. Project Sponsor Ensure that resources are provided as required for the project Take action on any issues escalated by the Project Team Seamus Shaw Project Manager Prepare the Project Plans Determine resource requirements and ensure that appropriate resources are allocated 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 Steering Committee Ciara Acton / Paul Barry <Project Name> Project Initiation Document Page 7 of 12

8 Prepare project deliverables and their presentation for approval 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 Caroline Hackman Gary Chapman Other TBA 3.2 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Steering Ciara Acton, Seamus Shaw, Paul Barry and Monthly Group members of SMT exec as required Project Team Ciara Acton, Caroline Hackman, Paul Barry,Gary Chapman Weekly 4 <Project Name> Project Initiation Document Page 8 of 12

9 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 ITS not involved in IT decision making in UCD Probabilit y H M L Impact H M L Actions Mitigate X X Implement ITRM to Responsibility 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. <Project Name> Project Initiation Document Page 9 of 12

10 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 <Project Name> Project Initiation Document Page 10 of 12

11 5 Project Costs 5.1 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. 5.2 Ongoing Costs Provide an estimate of any ongoing costs such as recurring licence fees, maintenance charges, etc. <Project Name> Project Initiation Document Page 11 of 12

12 Related Documentation It is often useful to list any related documentation here, such as supporting documentation provided by the business/customer. <Project Name> Project Initiation Document Page 12 of 12

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

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