Closure Report
Project Summary:
Background
This project was to document requirements for replacing Hope Park's existing MS Access database and suggest potential solution options for the replacement.
Outcome
Four feasible options (available on the market) have been presented for replacing the database, and there is an intention to move forward with a procurement exercise and implementation as part of a follow-up project.
Objectives
| No. | Objective |
Objective Met? Yes / No |
Comments
|
| O1 |
To describe the functionality of the current MS Access database |
Yes |
Copy of database provided and observation of existing processes. |
| O2 | To gather requirements for replacing the MS Access database | Yes | Two requirements meetings held, the first a user stories workshop and the second a validation meeting. |
| O3 | To research cloud based solutions available on the market and internal systems already in use within the University | Yes |
Research undertaken through looking at solutions already being used in UoE, recommendations through UCISA, web based keyword searches, and system demonstrations by suppliers. |
| O4 | To present options for replacing the MS Access database | Yes | Presentation delivered to stakeholders on 13/12/2017. |
Deliverables
| No. | Deliverable | Delivered?
Yes / No |
Comments
|
| D1 |
A system/process description document and/or process map |
Yes | Process maps created plus view of existing support documentation. |
| D2 | A business requirements document summarising requirements by category and priority | Yes | List of user stories with priorities, and a high level summary for the purpose of the presentation. |
| D3 | A document outlining potential cloud-based solutions | Yes | Within the presentation document, a summary of cloud-based solutions found on the market. |
| D4 | A solution options document | Yes | A summary of options giving estimated costs, pros and cons, with a recommendation. |
Analysis of Resource Usage:
IS Staff Usage Estimate: 18 days
IS Staff Usage Actual: 18 days
IS Staff Usage Variance: 0%
Other Resource Estimate: 0 days
Other Resource Actual: 0 days
Other Resource Variance: 0%
Key Learning Points
Successes:
-
The Hope Park team engaged really well with the requirements / user stories workshop, and were able to prioritise across the user stories and identify what was relevant to each of their staff roles
-
The Hope Park senior administrator took the time to view all the systems demonstrated by suppliers, which made it easier to assess their feasibility - thank you to Sue for doing this at such a busy time
-
Four feasible options for replacing the MS Access database have been put forward - listing the estimated costs, pros and cons of each
-
The project sponsor commented that the solution options presentation was very clear and options well laid out - Hope Park are now well placed to plan a procurement exercise and implementation (separate project)
Challenges:
-
The project was undertaken at a busy time for Hope Park, when new administrative staff were being hired and subsequently trained
-
The bespoke nature of the existing MS Access database posed challenges for finding suitable replacement options, and for prioritising requirements when the existing system covers such a diverse range of processes
-
No other counselling practices have a comparable set-up to Hope Park (i.e. student counsellors serving clients from the general public) – other universities tend to provide counselling services only to their staff and students
-
There was limited time in the project budget to view and reflect on system demonstrations from suppliers as part of early market engagement
-
The early market engagement found that few IT systems are designed specifically for counselling practices, and tend to be aimed at either general healthcare, the NHS or generic client management
- Several systems on the market focus on collecting ‘outcome measures’, e.g. PHQ9/GAD7, which Hope Park do not plan to use
Recommendations for similar projects:
- Using the UCISA-CISG mailing list was a great way of quickly assimilating some market intelligence, producing useful leads and sharing the experience of other universities
- Although this isn't an agile project, the user stories format worked well for gathering requirements and will help subsequently with the procurement, when evaluating software
- Involving Hope Park colleagues as much as possible in the early market engagement and reviewing product options was very useful
Outstanding issues:
None noted, however there are a couple of actions being taken between this project and the planned follow-on project:
- The project sponsor has forwarded the solution options and recommendations report to the Head of Subject Area for Clinical Psychology, as there is a plan to merge with that degree programme in the near future - Clinical Psychology could have a stake in the procurement exercise and implementation if they also wish to end up using the software
- Hope Park to clarify which data is essential to be migrated from the existing database to any new system, as this question has arisen from discussions with potential suppliers