Organisation

Organisation 

 

Work/Task Breakdown 

 

Task 

Owner 

Planning brief (Estimates, Plan, Resource, Milestones, Stakeholders) 

Project Services 

Business Analysis (List the ‘Essential' and ‘Desirable' requirements) 

Project Team (Project Services, Procurement, LUC), IS Apps 

Agree on list of suppliers to solicit quotes from 

Project Team (Project Services, LUC) 

Complete Invitation to Quote (ITQ) document and send to suppliers 

Project Team (Project Services, Procurement, LUC) 

Liaise with suppliers to confirm specifications/requirements 

Project Team (Project Services, LUC) 

Evaluate supplier responses and quotations 

 

Project Team (Project Services, Procurement, LUC), IS Apps 

Complete accessibility review 

Project Team (Project Services, LUC), ISG Disability Information Team 

Select successful supplier 

Project Team (Project Services, Procurement, LUC), IS Apps 

Record justification/produce evidence of reasoning 

Project Team (Project Services, Procurement, LUC) 

Pricing/Contract negotiation 

Project Team (Project Services, Procurement, LUC) 

Agree implementation plan 

Project Team (Project Services, LUC) 

 

Contract recommendation to Project Sponsor 

Project Team (Project Services,  Procurement, LUC) 

Award contract 

Project Team (Project Services,  Procurement, LUC) 

Complete project closure tasks 

Project Services 

  

 

Resources, Skills and Costs 

 

The following teams will be chargeable to the DLIB005 project: 

  • IS Applications Project Services - Project Manager / Programme Manager / Business Analyst - 52 Days 

  • IS Applications Development Services / Application and Production Management – Evaluation - 8 Days 

Resource time not chargeable to the project: 

  • IS Library & University Collections

  • IS User Services Division - Academic Support Librarians 

  • IS Learning, Teaching and Web 

  • ISG Disability Information Team 

  • Corporate Services - Procurement 

  

Project Governance 

 

The project will be governed by the following: 

  • Monthly status reporting to the Project Sponsor, Senior Supplier and Programme Manager through the monthly project report and a 30-minute meeting. 

  • Monthly status reporting to the Senior Supplier through the monthly project report and a 30-minute 1-1 meeting. 

  • Bi-Weekly project team meetings to manage the progress of the project deliverables with the following standing agenda: 

    • Project Status Update 

    • Follow-up / Next Steps 

    • Plan for the next two weeks 

    • Risk Review

    • AOB

    • Monthly RAG Status Reports 

  • DLIB Programme Board 

 

Project Stakeholders 

 

Name 

Business Area  

Role  

Alex Forrest  

IS Library and University Collections  

Systems Librarian  

Alex Ross (Project Team) 

IS Applications - Project Services  

Project Manager  

Andrew McFarlane 

IS Applications - Service Management  

Service Manager  

Anna Hawkins 

IS Library and University Collections  

User - Museums  

Anne Graham (Project Team)

IS Applications - Production Management  

Applications Service Group Team Manager  

Barry Croucher 

Help Services  

Head of Help Services - User Services Directorate  

Bill Lee 

IS Applications - Development Services  

Acting Head of Development Services  

Daryl Green 

IS Library and University Collections  

Head of Special Collections  

Dave Berry  

IS Applications - Enterprise Architecture  

Enterprise Architect  

Defeng Ma 

IS Applications - Enterprise Architecture  

Solution Architect  

Francesca Baseby 

IS Library and University Collections  

User - Reference Services  

Gavin Willshaw (Project Team) 

Digital Library  

Business Lead  

Heather Larnach  

IS Applications - Production Management  

Technology Management Manager  

Jacky MacBeath 

IS Library and University Collections  

Subject Matter Expert - Museums  

Joanne Macrury 

IS Library and University Collections  

User - DIU Backend Management  

Julieta Pineda 

IS Applications - Production Management  

Technology Management Manager  

Juliette Lichman 

IS Library and University Collections  

User - DIU Backend Management  

Karen Howie 

Digital Learning Applications and Media  

Head of Digital Learning Applications & Media  

Karen Sirling (Project Team) 

IS Applications - Project Services  

Programme Manager  

Kirsty Lingstadt  

IS Library and University Collections  

Project Sponsor  

Malcolm Brown 

IS Library and University Collections  

User - DIU Backend Management  

Mark Lang  

IS Applications - Development Services  

Development Technology Team Manager  

Mark Bennett 

IS Applications - Development Services 

 

Analyst Developer 

Paul Gorman 

Help Services  

Senior Team Manager, Help Services  

Paul McNulty 

IS Applications - Development Services  

Development Services Resource Manager  

Pete Marsden 

IS Library and University Collections  

User - DIU Backend Management  

Peter Pratt 

IS Applications - Development Services 

Senior Analyst Developer 

Rachel Hosker 

IS Library and University Collections  

User - Collection Manager  

Scott Renton (Project Team) 

IS Library and University Collections  

Senior Supplier  

Stephannie Hay 

IS LTW - Digital Learning Applications & Media  

Service Manager  

Stephen Roy 

IS Applications - Project Services  

Digital Transformation Programme Manager  

Strathos Filalithis  

Website & Communications  

Head of Website & Communications Technologies  

Susan Pettigrew (Project Team) 

IS Library and University Collections  

Senior User  

 

 

Project Estimations 

 

Project Manager - IS Applications Project Services                  39 days 

  • Planning                                                                                              18 days 

  • Execution                                                                                            17 days 

  • Closure                                                                                                 2 days 

Programme Manager – IS Applications Project Services       2 days 

  • Planning                                                                                              0.5 days 

  • Execution                                                                                            1 day 

  • Closure                                                                                                 0.5 days 

Business Analysis - IS Applications Project Services               11 days 

  • Business Requirement Gathering                                            11 days 

                                              

IS Applications Development Services                                          4 days 

  • Software Dev - Evaluation                                                           2 days 

  • Dev Tech - Evaluation                                                                    2 days 

 

IS Applications Production Management                                    4 days 

  • Apps Man- Evaluation                                                                    2 days 

  • Tech Man - Evaluation                                                                   2 days 

Total                                                                                                             60 days 

 

Total Effort Across Financial Years 

FY19/20                                                                                                       5 days 

FY20/21                                                                                                       55 days 

 

DLIB005 Three Point Estimate can be found on the Projects Website

Project Info

Project
Procurement of DAMS (Digital Asset Management System)
Code
DLIB005
Programme
Digital Transformation - Digital Library
Management Office
ISG PMO
Project Manager
Alex Ross
Project Sponsor
Kirsty Lingstadt
Current Stage
Close
Status
Closed
Project Classification
Grow
Start Date
06-Apr-2020
Planning Date
14-Oct-2020
Delivery Date
30-Apr-2021
Close Date
07-May-2021
Programme Priority
3
Overall Priority
Higher
Category
Discretionary

Documentation

Plan