Overview
Background
In response to student demand for a more personalised experience at the University, the project aims to identify what improvements can be undertaken when handling user data associated with people and their usernames (known as Universal Username or UUN). The UUN is the name of the computer account which is automatically generated for a person when joining University of Edinburgh. The UUN is the username used to log on to most of the computers within the University, and to access web services.
A person may have more than one affiliation with the University meaning that they may have more than one UUN along with associated data e.g. a post-graduate working for the University will have a UUN as a post-graduate student and a UUN as a staff-member. The volume of users with multiple UUN has led to the identification that there is dissatisfaction with the current management of ID and associated data in the University of Edinburgh. There have been anecdotal identification of cases where there is an issue in the way that the data for personnel is handled and updated. To identify and quantify the issues that need handled, it has been identified that an analysis project would have two deliverables:
- An options appraisal
- A decision on how to take Integrated Identities forward.
The options need to take the following into consideration:
- Co-ordination of identity creation across gold copy systems via the IDM;
- Impact on systems for HR, Student, VRS, CARD, Alumni and similar where identities are generated autonomously;
- Possible technical difficulties of implementation;
- Impact of existing live records for persons with multiple UUN;
- Impact on legacy records for persons with multiple UUN;
- Imminent changes in HR through Core Systems;
- The format of the UUN may need to change in order to accommodate increasing numbers of applicants;
- Scale of existing changes within Student Record.
Scope
The scope of this project is to provide a time-boxed review, to be carried out within this financial year, to look at current use of systems using UUN and associated data for University of Edinburgh.
Objectives
The objective of the Programme is to improve user satisfaction/ experience by integrating the processes and rules associated with managing the username (UUN) and data associated with it, e.g. provide a single point of update for personnel information.
The following table identifies the objectives and associated deliverables for the project:
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No. |
Description |
Priority MoSCoW) |
Owner |
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O1 |
Identify systems impacted and determine options for improvements review. |
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D1 |
Analyse and identify perceived issues from the point of view of the systems, set out in document. |
Must have |
Project Team |
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D2 |
Analyse and identify issues from the user's point of view and including in document for review. |
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Must have |
Project Team |
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O2 |
Create communications strategy and implement communications plan |
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D3 |
Agree the key stakeholders and channels of communication for identifying the issues in current systems and gathering requirements. |
Must have |
Project Team |
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D4 |
Create a communications Strategy that utilises agreed communications channels to communicate intention to gather information, request contacts, collect requirements, communicate the requirements collated and ranked. |
Must have |
Project Team |
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D5 |
Consult with and obtain agreement from EUSA for the recommendation where students are to be engaged. |
Must have |
Project Team |
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O3 |
Create an options paper to allow review under O4. Requirements will either be progressed in a follow-on project or will be documented for enabling use in developing future business cases. |
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D6 |
Collate personnel based requirements identifying clearly any impacts on historical data. |
Must Have |
Project Team |
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| D7 | Collate systems based issues and process improvement options. | Must Have | Project Team | ||
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O4 |
Review and prioritise options providing agreement on activities for follow-on project. |
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D8 |
Review the requirements within the project constraints and identify viable options for improvements along with costings associated. Ranking all options to allow review. |
Must Have |
Project Team |
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O5 |
Workshops and review of options for best solutions to progress and communicate agreed solutions for development project. |
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D9 |
End to end review of solutions proposed |
Must Have |
Project Team |
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D10 |
Agreed solution for implementation in subsequent project |
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Must Have |
Project Manager |
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D11 |
Communicate and define agreed proposal |
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Must have |
Project Team |
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Benefits
- IID Project Benefits Include:
|
Id |
Benefit |
Owner |
Baseline |
Timescale |
|
B1 |
Mapping of the integration between systems and the associated data dependencies |
Chris McKay |
Information held is based on people’s knowledge not all documented |
July ‘18 |
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B2 |
The report delivered will enable further reviews of projects to enable IDM to provide information to Gold Sources. |
Dave Berry |
Report produced will give baseline figures for usage, dependencies and data enabling requirements development for future work, e.g. projects for amending the UUN for users, allowing IDM to update Gold Sources or possible IDM replacement. |
July ‘18 |
Success Criteria
The stated objectives to be used as success criteria for this project are:
|
No. |
Description |
|
|
S1 |
Engagement of all groups impacted allowing requirements gathering and quantification. | |
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S2 |
Agreement obtained from stakeholders and the user community for the recommendation |
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| S3 | Definition of solutions and the potential impact. | |
| S4 | Documentation of measurable items that will allow benefits of the changes to be measured post implementation project. |
Project Milestones
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26-Apr-2018 |
Plan |
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21-May-2018 |
Requirements Analysis Review |
Analyse |
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16-June-2018 |
Deliver Documents and Acceptance Review |
Accept |
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20-July-2018 |
Close |