Overview
Background
The existing 4RISK Risk management System was implemented in 2019 (CSG015) to provide a Strategic and Operational level risk management solution and has approximately three hundred users.
The 4Risk risk management system is used across the University in colleges and professional support departments to enable the recording of objectives, identify risks, implement controls, track progress and produce reports in line with the Scottish Code of Good HE Governance.
The 4Risk vendor RSM UK have announced that support for the current version will cease in December 2023, therefore this project is aiming to roll out this new update to the University by July 2023.
Scope
The implementation of this project is to ensure that the existing application version is migrated to the latest version (V2), and that all application documentation, both system and end user, is updated. Enhanced communication and a training roadshow are included in the scope to ensure that users are aware of the changes.
- The migration of all specified data from the current version
- Update of SSO data to enable access to new version and TEST environment
- Provide access to version 2 (V2) of the application to all risk group users
- Updated system user guides
- A communication strategy to ensure all system users are aware of the upgrade, any specific changes and the timescales
- Updates user guides and roadshow to promote migration to V2
Objectives and Deliverables
|
Number |
Description |
Priority MoSCoW |
|
Objective 1 |
Build a test environment for 4RISK version 2 |
|
|
D1.1 |
Take a copy of the existing live data on 4Risk version 1 |
Must Have |
|
D1.2 |
Build and configure a new test environment |
Must Have |
|
D1.3 |
Updated SSO in conjunction with SaaS supplier |
Must Have |
|
D1.4 |
Successful UAT by Risk Group users |
Must Have |
|
Objective 2 |
Upgrade live environment to 4RISK version 2 |
|
|
D2.1 |
Build and configure new live SaaS server with latest 4Risk v2 |
Must Have |
|
D2.2 |
Migrate live database from existing 4Risk v1 to 4Risk v2 |
Must Have |
|
Objective 3 |
Advanced user communications and training on 4Risk v2 |
|
|
D3.1 |
Ensure risk group users have sufficient notice for changes to application |
Must Have |
|
D3.2 |
Update system and user manuals to reflect version 2 changes |
Must Have |
|
D3.3 |
Provide in person and online training roadshows to inform and train users on version 2 changes |
Must Have |
Benefits
|
Benefit |
Owner |
Timescale for Realisation |
|
Will maintain product support from the supplier by moving to the latest version. |
Chris McLean |
On deployment to the live environment |
|
The upgraded version will enable the Risk Manager to utilise additional functionality and so grow the overall risk management across the University |
Chris McLean |
On deployment to the live environment |
|
Improved user experience whilst managing risk |
Chris McLean |
1 months |
|
Improved risk management across the University |
Chris McLean |
6 months |
Success Criteria
- All user data is migrated onto the new LIVE environment/instance (V2)
- All users can access the new LIVE environment/instance (V2)
- Access to the existing LIVE environment/instance (V1) is locked for all users
Project Milestones
| Stage | Milestone | Due Date | Previous Date | Complete | |
|---|---|---|---|---|---|
| Initiate | Start (Major) | 10-Apr-2023 | No date available | Yes | |
| Plan | Planning Approval (Major) | 11-May-2023 | No date available | No | |
| Build | Build TEST environment | 18-May-2023 | No date available | No | |
| Build | Develop TEST Environment | 09-Jun-2023 | No date available | No | |
| Build | Complete UAT | 23-Jun-2023 | No date available | No | |
| Deliver | Update User documentation | 30-Jun-2023 | No date available | No | |
| Deliver | Migrate from existing 4Risk application (V1) to new upgraded version (V2) (Major) | 30-Jun-2023 | No date available | No | |
| Deliver | User training and Roadshows | 14-Jul-2023 | No date available | No | |
| Close | project Closure (Major) | 28-Jul-2023 | No date available | No |