| Guidance
for a Standard Software Project
Planning |
The web site for the
project is created and tools such as the Stage Plan, Risk Register, Roles,
Stakeholder Communication Plan, Estimates and Cost Benefit Workbook are used to
confirm the project details. An ASTA
project code should be established as early as possible, in order to
accurately record the resources used for the project.
The key templates for this stage, the Terms of Reference (ToR) and Project Stage/Plan Roles, must be completed and agreed by the Project Sponsor prior to submission to the IS Applications Weekly Inter Section Meeting (WIS). ToRs may be circulated to IS Apps programmes mailing list the apps-programmes@lists.ed.ac.uk mailing list ahead of approval at WIS.
What is the purpose of the template?
The ToR is the agreement between IS Applications and the Project Sponsor regarding the project. It is based on the Project Proposal, and is considered the contract for the project. Scope, objectives, deliverables, etc are defined in the ToR. Initial business analysis work should be undertaken to ensure that sufficient detail is provided.
Who is involved?
The ToR is written by the Project Manager with input from the Project Sponsor and other stakeholders. The Project Sponsor must sign off the ToR before it is submitted for approval by WIS.
When should the template be completed?
The ToR should be completed once planning for the project is initiated.
How do I get an ASTA Project Code for my project?
An ASTA project code is assigned at the point that a project moves from "approved" to "in progress". As part of improving programme governance for 2009-10, all requests for project codes must get approved by WIS before being actioned by IS Applications Directors Office.
a) Project Already in the Current Plan
For a projects that have come through the annual planning process and are already in ASTA as an “approved” project, the IS Apps Programme Manager must submit the request for a Project Code to WIS. Directors Office will update ASTA on a Tuesday once WIS minutes are published. When requesting the project code the IS Apps Programme Manager must link the following ASTA Project Code Request Form to the WIS agenda:
| ASTA Project Code Request Form - Project in current year plan |
| Annual Plan No |
The No. given to the project on annual prioritised list of projects |
| Project Code | Normally the next ASTA code within BIAS range e.g. STU140 |
| Name of Project | Normally same as name original proposal estimate. |
| Programme the project belongs to | e.g. Finance, IT Services – Multi-Media etc. |
| Project Category | e.g. EE, Essential External or F, Funded If Funded, Programme manager should also send details of expected income and expenditure to Kevin.Brogan@ed.ac.uk so that the Financial Income/Expenditure Sheet can be updated. |
| Project Manager | Person who will mange project and review time recorded against the project |
| Approved IS Applications resource estimate in days | Normally same as original proposal estimate e.g. estimate = 100 days. If project will not complete in current year please give split between years e.g. current year = 70 days , next year = 30 days. |
| Methodology to be used | Please specify the methodology to be used i.e. Standard or Basic together with justification for this choice. If Standard please indicate whether any stages will be omitted. If Basic please indicate whether any additional Standard templates will be used e.g. TAD, Deployment Checklist etc. |
Multi Project Proposal? |
Most annual plan proposals result in one project being undertaken. A Programme Issue and Change Control Log (PRICCL) entry must be raised to formally record the reduction in the balance days remaining. |
| Multi Year? | Yes, if Project will not complete until following financial year or later |
| Can the Programme commit to doing this project within the approved Programme Budget? | If YES but trading had to take place then details of trading must be provided e.g. provide link to the Programme Change Log and quote appropriate PCL reference number. If NO, then Programme Manager must provide evidence that this has been approved by the Director of IS Applications e.g. provide link to the Programme Change Log and quote appropriate PRICCL reference number. |
| Milestone date for end of Planning Stage i.e. approved TOR or Brief | DD-MM-YYYY. Should normally be within 30 days of starting project. If not please give reason |
b) In Year Projects
Requests for Project Codes for new in-year projects will not be processed until a project proposal or Brief has been approved by the Director of IS Applications AND submitted to WIS for approval and feedback. Directors Office will update ASTA on a Tuesday once WIS minutes are published. When requesting the project code the IS Apps Programme Manager must link the following ASTA Project Code Request Form to the WIS agenda:
| ASTA Project Code Request Form - In Year Project |
| Has project been approved by the Director of IS Applications? | Please provide evidence that Director of IS Applications has reviewed and approved the project proposal or brief along with any comments (normally email).
Please link evidence here along with project proposal or brief |
| Annual Plan No |
The next available APno in the YY-900 range. Sort descending on APno column in ASTA project View - Monitor Sheet will show last APno allocated. |
| Project Code | Normally the next ASTA code within BIAS range e.g. STU140 |
| Name of Project | Name of project |
| BIAS – Programme the project belongs to | e.g. Finance, IT Services – Multi-Media etc. |
| Project Category | e.g. EE, Essential External or F, Funded If Funded, Programme manager should also send details of expected income and expenditure to Kevin.Brogan@ed.ac.uk so that the Financial Income/Expenditure Sheet can be updated. |
| Project Manager | Person who will mange project and review time recorded against the project |
| Approved IS Applications resource estimate in days | If project will not complete in current year please give split between years e.g. current year = 70 days, next year = 30 days. |
| Methodology to be used | Please specify the methodology to be used i.e. Standard or Basic together with justification for this choice. If Standard please indicate whether any stages will be omitted. If Basic please indicate whether any additional templates will be used e.g. TAD, Deployment Checklist etc. |
Multi Project Proposal? |
n/a |
| Multi-Year | Yes - if Project will not complete until following financial year or later |
| Can the Programme commit to doing this project within the approved Programme Budget? | If YES but trading had to take place then details of trading must be provided e.g. provide link to the Programme Change Log and quote appropriate PCL reference number. If NO, then Programme Manager must provide evidence that this has been approved by the Director of IS Applications e.g. provide link to the Programme Change Log and quote appropriate PRICCL reference number. |
| Milestone date for end of Planning Stage i.e. approved TOR or Brief | DD-MM-YYYY. Should normally be within 30 days of starting project. If not please give reason. |
Stage Plan
When do I need to produce an ASTA Stage Plan for my project?
Once a ASTA Project Code has been allocated the Project Manager must maintain the project stage plan in ASTA from the start of the next reporting period.
Please contact Project Services (apps-projects@lists.ed.ac.uk) for further assistance with this stage.
Last Updated: 24/04/2011
