Overview

Background

The Visitor Registration System (VRS) is an administrative system, developed to record the presence of visitors on University property and provide them with access to a wide range of computer systems and facilities such as library services.  VRS was created to record the details of those people who are considered Visitors to the University and details of the visits they make.  The system has been designed to be 'self-service' and is targeted at College, School and Administrative Offices, with the expectation that each organisation will manage their own Visitors.

The current Visitor Registration System is written in CF11, this technology is outdated and reaching end of support on 30.04.2021 (Adobe Technical Support Periods) . This project will deliver a replacement system or systems for the functionality and dashboard in the current VRS. In autumn 2020 a proof of concept has been undertaken to look at the feasibility of utilising a CRM platform to support the replacement of the current Visitor Registration System (VRS). It is hoped and expected that a CRM platform can offer significant ‘out of the box’ functionality to support the replacement and help to simplify this project.

Prior to this project starting, some proof of concept work was completed, the report from that work is here: Analysis of Replacing the Current VRS System with a CRM Platform.

For the avoidance of doubt, the current VRS is used not only for visitor management but also for IDM administration. This project will replace the current VRS, separating out the VRS and IDM administration into two separate systems. Communication between all components will be realised though APIs and micro services. 

Scope

The main aim of this project is to replace the legacy coldfusion VRS system and user interface with a fit for purpose alternative. To achieve this the key objectives of this project are:

  • Deliver a system for departments to manage visitor records for the purpose of creating computing accounts
  • Ensure that the current IDM Admin functionality and other VRS is recreated in a new UI on a supported platform
  • Ensure that the wide user base is informed in an informative and timely manner
  • Ensure that training materials have been made available to all VRS Users
  • To ensure that bespoke developed functionality for the LIbrary is replicated in the new system
  • To ensure that the Service documentation is created and/or updated as required

The scope of this project is to replace the current VRS ensuring that all functionality currently available to use is replicated in some way in the new system. While data migration is not in scope the project will deliver a strategy how long term visits can be transitioned to the replacement system.

Out of scope

The following is not in the scope of this project:

  1. Enabling feeds of visitor information from other systems as part of this project
  2. Sophisticated visitor management workflows in the CRM as part of this project
  3. Enabling API access to other systems manage IDM accounts as part of this project
  4. Group management functionality

Objectives and Deliverables

The main objectives of this project are:

  • A CRM for managing visitor relationships, calling APIs to handle account creation tasks as the output of a workflow.
  • Move the IDM functionality of the UI to the Dashboard (or build new UI) to enable support tasks and information lookup, again using the APIs
  • Ensure that the user community are consulted and informed as appropriate

 

ID

Description

Priority

Owner

O1

Deliver a system for departments to manage visitor records for the purpose of creating computing accounts.

 

 

D1.0

Complete further technical and business analysis to determine the best CRM solution for our needs. This analysis should cover:

  • This analysis will cover licence costs as well as capability and implementation costs  to deliver functional, security and ongoing support requirements.
  • Complete an Applications & Data architecture, this will be led by Dave Berry
Must Project Services

D1.1

Identify a MVP process and areas that may be addressed in future. Configure and deliver a CRM for managing visitor relationships, calling APIs to handle account creation tasks as the output of a workflow.

Must

Service Management

D1.2

Deliver a strategy how existing visits will be handled the transition period when the new system is available. The service will to ensure that all visits can be ended either by dual running, or some kind of interface to monitor visitor accounts.

 

Must Service Management 
D1.3 Complete comprehensive User Acceptance Testing creating a reusable test plan in TestRail Must Service Management

 

 

 

 

O2 Ensure that the current IDM Admin functionality and other VRS is recreated in a new UI on a supported platform.    
D2.1

Deliver APIs for the IDM that enable the management of visitor records 

Must Software Development 
D2.2 Deliver the mechanism to look up UNN (account information) and print off initial account passwords from IDM. Must Software Development 
D2.3 Deliver the ability to create and manage multi-functional accounts (batch creation) Should Software Development 
D2.4

Deliver the ability to reprovision services, i.e. to trigger the reprovision of services to downstream systems. 

Must Software Development 
D2.5 Deliver the ability to reconcile and merge accounts. Must Software Development 
D2.6

Deliver a Card System Interface

Must Software Development 
D2.7 Deliver a PURE  Staff/Visitor number and UUN  integration Must Software Development 
D2.8 Delivery a Service Dependency matrix Must Service Management
       

O3

Ensure that the wide user base is informed in an informative and timely manner.

 

 

D3.1

Create a comprehensive stakeholder map assigning relevant roles and communication requirements to each stakeholder. 

Must

Project Services

D3.2 Identify stakeholders who will sign off on the proposed solution.  Must Project Team
D3.3 Identify stakeholders who will be involved in User Acceptance Testing and senior stakeholders who will sign off the proposed solution.  Must Service Management
D3.4

Using the stakeholder map, develop a comprehensive communications plan which contains at least:

  • Stakeholder groups
  • Media for communication
  • Method of communication
  • Frequency of communications
Must Service Management/Project Services
       
O4 Ensure that training materials have been made available to all VRS Users.    
D4.1 Develop a training strategy identifying the delivery methods and media for the relevant materials. The project team will engage with IS Skills who currently deliver current training, to develop new training materials.  Must Service Management with support from Project Services
D4.2

Create comprehensive training materials as per the outcomes of D3.1. 

Should Service Management with support from Project Services
       
O5 To ensure that bespoke developed functionality for the LIbrary is replicated in the new system.    
D5.1 Review process maps and requirements previously created for the Library Patron management (Self-Registration) which should include Library Patron registration, approval and real-time upload Must Project Team
D5.2 Configure roles and workflows to cover the AS-IS Library functionality e.g. a real-time connection to Alma during the registration process. Must Project Team
D5.3 Complete User Acceptance testing with Library colleagues. Must Project Team
 

 

   
O6 To ensure that the Service documentation is created and/or updated as required.    
D6.1  Engage with University Governance at a suitable time point and level to deliver updated service policies.  Should Service Management/Production Management
D6.2 Deliver updates to existing policies. or if required introduce new policies for the new service. For example this will be dropping the "v1" from visitor accounts. Must Service Management
D6.3 Deliver a DPIA and EqIA for the new VRS service Must project Team
       

 

Benefits

The benefits this project can deliver are:

  1. The VRS System is replaced and running on a supported platform.
  2. The VRS users have been given training materials that allow them to create and manage their visitor's visits in an efficient and effective manner.
  3. Provide improved MI/statistics around University visitors for compliance and information security.
  4. Enable the future development of more workflows and integration as needs evolve and resources allow.

Success Criteria

The project will be deemed to have been successful if all the must-haves are delivered and signed off successfully. Specifically this means the service has:

  • a visitor creation workflow;
  • an IDM functions workflow;
  • Library visitors enabled;
  • enabled the CF to be decommissioned.

Also, the benefits noted above can be realised whether during the project life cycle of in-service post-project.

Project Milestones

Stage Milestone Due Date
Plan  Planning Review 28-Jan-2021
Design  System Design and Analysis Review 04-Mar-2021
Build  Interim Build Review 1 06-May-2021
Build  Interim Build Review 2 08-Jul-2021
Build  Interim Build Review 3 02-Sep-2021
Build  Build Review 27-Oct-2021
Integrate  Integration Review 10-Nov-2021
Accept  Acceptance Review 22-Dec-2021
Deliver  Delivery 13-Jan-2022
Deliver  Delivery Review 28-Jan-2022
Close  Closure Review 25-Feb-2022

Project Info

Project
VRS Rewrite
Code
COM059
Programme
ISG - Communication (COM)
Management Office
ISG PMO
Project Manager
Colin Watt
Project Sponsor
Alex Carter
Current Stage
Execute
Status
In Progress
Project Classification
Grow
Start Date
04-Dec-2020
Planning Date
28-Jan-2021
Delivery Date
13-Jan-2022
Close Date
25-Feb-2022
Programme Priority
1
Overall Priority
Normal
Category
Compliance

Documentation

Plan