Overview
Background
This project is required as a dependency of the web hosting rationalisation project, as the existing intranets are hosted on the same infrastructure: https://www.projects.ed.ac.uk/project/com014
Aside from the requirement to migrate from the current platform, there are advantages to moving to a new solution based on a centrally supported platform (standard supported platform, SLAs for data backup and recovery, scheduled application upgrades).
Scope
This project will deliver a new platform for the current Committee Intranets (over 230 instances) to be migrated to, along with the necessary tools to carry out migration of each instance and a simplified process for User Services Division to manage requests for new Committee Intranets from users.
The focus will be on the migration of the content from the existing Committee Intranets, into a new structure that provides equivalent functionality (ie delivering a like for like service with minimal impact will be the “must have”), to allow the current instances to be moved from the current infrastructure (kb-iis-1) in sufficient time for the platform to be decommissioned (July 2015).
The expectation however is that by moving the Committee Intranets to a SharePoint environment will deliver a number of additional features out of the box or with minimal additional effort. It is essential however that scope changes do not impact on the primary objective of continuity of service for the “basic” service.
The project scope has been extended to include SharePoint “Demonstrators” to show the potential value of the platform. This scope extension also includes provision for potential application development / configuration training for SharePoint if required, and other activity which will help build capacity and capability for future projects based on SharePoint.
Objectives, Deliverables, Benefits, Success Criteria
Objective | Deliverables | Success Criteria | Benefits | Priority |
1. Maintain Business Continuity for committee intranets service.
| 1.1 Replacement Committee Intranets platform. 1.2 Migration process for existing intranets. 1.3 Creation process for new intranets. | 1.1 Service is available on replacement platform. 1.2 Migration scripts available, and can be executed by Committee Intranet admins (with help from USD support staff as necessary). 1.3 Creation scripts exist and can be executed by USD support staff. | 1.1 Committee Intranets service available on supported platform. (ref SLA with Microsoft) 1.1 Reduced costs of maintenance & support (IS Apps and USD) 1.2 Reduced costs of maintenance & support (IS Apps and USD)
| 1.1 Must have
1.2 Must have
1.3 Must have |
2. Provide enhanced functionality to Committee Intranet | 2.1 Enable additional functionality provided as standard in SharePoint Online.
| 2.1 Additional functionality provided, pending business analysis of costs vs benefits. | 2.1 Improvements to, and Reduced costs of, committee administration. | 2.1 Should have
|
3. Demonstrate potential value of SharePoint platform for IS and University. | 3.1 Identify an existing manual administrative process for improvement, implement pilot workflow solution within IS Applications based on Sharepoint Online. 3.2 Shared Business / Service calendar. 3.3 IS Staff Development Form | 3.1 Pilot workflow solution implemented within IS Applications.
3.2 Pilot Shared Business/Service calendar capability implemented for a candidate service. 3.3 Pilot IS SDF. | 3.1 Reduced costs of administration.
3.2 Improved forward planning of service events and reduced risk to availability. Reduced impact on user experience.
3.3 Reduced costs of administration for IS Managers and IS HR. | 3.1 Should have
3.2 Should have
3.3 Could have |
4. Building capacity for future SharePoint projects. | 4.1 Training for developers within Development Services.
4.2 SharePoint Awareness for managers within IS Applications Division. 4.3 Agree and produce standards for SharePoint application development. 4.4 Incorporate lessons learned from pilot into standards & recommendations.
| 4.1 Developers and Managers in Development Services are confident in capability and estimations for upcoming candidate projects. 4.2 Awareness sessions are provided for IS Apps managers. 4.3 Standards for SharePoint development are produced by Development Services.
4.4 Lessons learned from Committee Intranets migration and demonstrator work incorporated into standards & recommendations. |
4.1 More efficient use of IS Apps resources.
4.2 More effective programme and project planning and risk management for SharePoint based projects.
4.3 Reduced costs of workflow development by utilising existing frameworks and best practices.
4.4 More efficient management of SharePoint based projects through lessons learned and best practices. |
4.1 Should have
4.2 Should have
4.3 Should Have
4.4 Should Have |