Overview

Objective / Deliverable  

Priority

Responsibility of

O1 Decide Infrastructure Architecture  

D1. Architectural options paper, with recommendation

Must

External Supplier (Datalytyx)

Development Technology;

Technology Management.

O2 Infrastructure Design  

D2. ETL TAD  

Must

Project Team

External Supplier (Datalytyx)

O3 Infrastructure Build (Each environment consists of the following components: - Cloud component - On-premise component - Integration components (links between cloud and on-premise, links to EDW.)

D3. DEV Environment

Must

Project Team; Development Technology; External Supplier (Datalytyx)

D4. TEST Environment

Must

Project Team; Development Technology; External Supplier (Datalytyx)

D5. LIVE Environment

Must

Project Team; Development Technology; External Supplier (Datalytyx)

O4 Ensure all necessary staff in IS are adequately trained.  

D6. Training Plan

Must

Project Manager; Project Team;

External Supplier (Datalytyx)

D7. Trained development staff

Must

Project Manager; Project Team;

External Supplier (Datalytyx)

D8. Trained production & service mgmt staff

Must

Project Manager; Project Team; External Supplier (Datalytyx)

O5 Ensure adequate  Documentation is available, in addition to any vendor supplied material

                D9. UofE Development guide

Must

Project Team;

Service Management;

Production Management

D10. UofE Support guide

Must

Project Team;

Service Management;

Production Management

O6 Migrate any existing ETL applications to the new infrastructure (these may be live or in development)

D11. Org/Hierarchy Migration

Must

Project Team;

Service Management;

Production Management

D12. Estates Space / Maint Mgmt Migration (Estates are an early adopter of EDW, and  have accepted the provision of an interim solution. However, if the options presents itself, we should move them to enterprise Talend.

Could

Project Team;

Service Management;

Production Management

O7 Perform accessibility testing on Talend application, in-line with UofE standards.

D13. Accessibility report. Workarounds Recommendations for software changes

Must

Project Team;

Service Management;

Production Management;

Viki Galt

O8 Enable use of Software Development Automation Tooling

D14. All Talend components in GIT, linked to Talend infrastructure. 

Must

Project Team;

Production Management

D15. Use of Bamboo for deployment management 

Should

Project Team;

Production Management

What

Details

OS01

The use of the ETL tool by areas / processes not related to EDW.

The goal of the project is to implement the tool for use with the EDW environment.

Other potential uses cases will not be taken into consideration. However, the project will strive to implement the most flexible architecture (we are currently aware of one other use case regarding an integration between eFinancials and Estates EPPM which plans to use Talend. The infrastructure design will take this into consideration).         

OS02

Ongoing consultancy and guidance needs in the use of the tool.

This will be the responsibility of the product owner to arrange once the product has been accepted into service.

OS03

The design, development and transition into service of any other data warehouse ETL processes.

This will be the responsibility of the current and subsequent programme of data acquisition.

OS04

The definition and establishment of the EDW data extract, transform and load service.

This is outside the scope of this project.

Substantial work has been done on defining the new BI/Service, with EDW at its core.

OS05

Drawing down by the implementation project of any of the 10 days of call-off consultancy tendered for by the bidder. 

The primary purpose of the call-off consultancy is to support the University’s use of the tool in the first 12 months of use, once the service has been commissioned and accepted.  It is not to be used for this project, unless agreed with call-off consultancy owner (the project sponsor).

What

Details

SC1

The server environments will be commissioned to UoE standards as defined in the Technical Architecture Design.

Servers signed off and accepted by Production Management.

SC2

The project team will be trained and experienced to a level of competence in the use of the tool that removes the need for reliance upon consultancy from implementation partner(s).

Project team self-certification of completed training.

SC3

The ETL capability will be implemented and handed over to service management and production management as part of the BI/MI service, within the planned timeline.

Capability signed off and accepted by Production Management and Service Management.

SC4

The charter Organisation / Hierarchy ETL processes will be migrated and deployed through the Development, Test and Live systems, within the planned timeline.

Processes tested and accepted by Production Management and Service Management.

Milestone

Date

M1: End of planning

26/10/2018

M2: Design sign-off

16/11/2018

M3: Infrastructure Build Complete

20/12/2018

M4: Training Complete

15/01/2019

M5: Acceptance Sign-off (ASOR)

21/01/2019

M6: Project Delivery

25/01/2019

M7: Project Closure

28/01/2019

Spend Summary

17/18 Days

17/18 £

18/19 Days

18/19 £

Total Days

Total £

IS Internal Resource

18

5,760

71.5

25,025

89.5

30,785

Contingency

10

3,500

10

3,500

External Spend

10,670

19,000

29,670

TOTALS

18

16,430

81.5

47,525

99.5

63,955

No

Phase/ Activity

Task

Lead

Involved

Deliverables

T000

Project Management

T010

Project Planning

T011

Assign roles & responsibilities

Project Mgr

Project team

T012

Create Project Brief

Project Mgr

Project team

Project Brief

T013

Create Project Estimate

Project Mgr

Project team

Project estimate

T014

Create Project Plan

Project Mgr

Project team

Project plan

T015

Create Project website Artefacts

Project Mgr

Project team

Project artefacts

T016

Secure resources

Project Mgr

Project team

Project Team

T017

Planning Sign-off

Project Mgr

Project team

Project approval

T018

End of Planning

Milestone

T020

Project Control & delivery

T021

Monitoring & control

Project Mgr

Project team

T022

Programme level managerial support

CL

CL, Project Mgr

T100

Discovery & Analysis

T110

Discovery - Strategy

T111

Draft On-Premise / Hybrid-Cloud Options Report

Datalytyx

Project Team, Development Technology, Technology Management, Service Management.

Options Review

T112

Review On-Premise / Hybrid-Cloud Options Report

Project Mgr

Project Team, Development Technology, Technology Management, Service Management.

Options Review

T113

Sign-off and agree strategy

Milestone

T120

Discovery - Analysis

T121

Datalytyx Workshop(s)

Datalytyx

Project team

T122

Document & review outputs - NFRs, Security, connectivity etc

Project Team

T123

Sign-off and agree workshop outputs

Project Team

T200

Design

T210

 Technical Architecture Document

T220

Create TAD

Datalytyx

Dev Tech

T230

Contribute to, review, sign-off TAD

Datalytyx, Dev Tech

Dev Tech, Project Team

TAD

T300

Build

T310

 Commission  Servers

T320

Build & commission server environments

ITI

Dev Tech

T330

Sign-off servers

Tech Management

Servers

T340

 Build DEV Environment

T350

Build environment

Datalytyx

Dev Tech, Service Management, Dev

T360

Build verification testing

Datalytyx

Dev Tech, Service Management, Dev

T370

Environment sign-off

Project Mgr

Project Team

DEV environment

T380

 Build TEST Environment

T390

Build environment

Datalytyx

Dev Tech, Service Management, Dev

T400

Build verification testing

Datalytyx

Dev Tech, Service Management, Dev

T410

Environment sign-off

Project Mgr

Project Team

TEST environment

T420

Build LIVE Environment 

T430

Build environment

Datalytyx

Dev Tech, Service Management, Dev

T440

Build verification testing

Datalytyx

Dev Tech, Service Management, Dev

T450

Environment sign-off

Project Mgr

Project Team

LIVE environment

T500

Training

T510

User Training

T520

Create Training Plan

Project Mgr

Datalytyx

Project Team

T530

Deliver dev training

Datalytyx

T540

Deliver production & service mgmt training

Dev, Service Mgmt

T550

Documentation

T560

Create Development guide

(This documentation would be tool specific and application agnostic. For example, tips & tricks on how to write ETL flows to populate our insert-only foundation layer.

Any gaps in application specific documentation around org/hierarchy are out-of-scope.)

Dev

Project Team

T570

Create Support Guide

Dev

Project Team

T600

Application Migration

T610

 Org/Hierarchy

T620

Migrate Org/Hierarchy processes to DEV

Dev

Dev, Dev Technology

T630

Test processes in DEV

Dev

Dev, Dev Technology

T640

Deploy processes to TEST

Dev

Dev, Dev Technology

T650

Test processes in test

Dev

Dev, Dev Technology

T655

Conduct UAT

Business Partner

Project Team

T666

Acceptance Sign-off Review (ASOR)

Project Mgr

Project Team

T660

Deploy processes to LIVE

Development Technology

Project Team

Implemented Organisation / Hierarchy ETL processes.

T670

Review Deployment

T700

Project Delivery

T710

Deployment

T720

Cutover planning

Project Mgr

Project team

Cutover planning

T730

Handover to support

Datalytyx, Production Management

Handover to support

T740

Service Management readiness log

Production Management

Service Management readiness log

T750

Deployment

Production Management

Deployment

T760

Deployment Review

All

Deployment Review

T800

Project Close

T810

Project Close

T820

Completion Report

Project Mgr

Project team

Completion report

T830

Closure Sign-off

Closure Sign-off

T840

Project Close

Project Mgr

Project Close

Risk Description

Impact / Probability / Owner / Approach

Mitigation Actions

Contingency Actions

IS Staff Availability

There is a risk that IS staff will not be available or able to be committed to the project in the timescales required for implementation.

Moderate / Medium / Bill L / Reduce

Ensure stakeholders & RMs bought into delivery plan.

Proposed and agreed as a higher priority project to ensure resource focus. 

Involve >1 dev Tech resource, spread load and risk.

Ensure supplier able to take on wider implementation tasks.

Sizing of ETL Environments

There is a risk that UoE staff will not be able to provide sufficiently detailed information to Datalytyx team to enable sizing and configuration of the proposed environments to be delivered.

Moderate/ Low / Bill L / Reduce

Involvement of all internal parties in initial workshops.

Use Talend Customer success organisation.

Reliance on supplier expertise and guidance.

Impact of Existing Development Processes

There is a risk that the Development team’s development, test and deployment processes are not defined in a way that enables the system to be configured and used in a way that maximises benefit.

Moderate / Low / Bill L / Reduce

Involvement of all internal parties in initial workshops.

Reliance on supplier expertise and guidance.

Insufficient Project Budget

There is a risk that the provision identified within the DTI/EDW Programme budget for this project will be insufficient for delivery once detailed planning has been undertaken. 

Moderate / Medium / Chris L / Reduce

Identify means of provisioning sufficient resource in 2018/19.

Insufficient Project Timescales

There is a risk that the timelines for delivery will not be met, either through materialisation of budget or staffing risks, or through technical issues.

Moderate / Medium / Alex C / Reduce

Address risks above.

Continue to use standalone Desktop Talend product in interim.

Assumption: Planning of project is based upon the hybrid cloud architecture model.

If another architecture is chosen this will have an impact on the project plan, timescales and estimates. 

Low / Medium / Chris L / Retain

N/A

Implementation partner has limited experience in the hybrid cloud model.

Low / Medium / Chris L / Reduce

Ensure involvement of Talend customer success architects.

UofE does not have experience of working with the chosen implementation partner. 

Low / Medium / Chris L / Reduce

Establish formal governance, to include Talend.

Regular weekly PM meetings.

Talend Hybrid cloud solution doesn’t support Talend MDM (Master Data Mgmt) and ESB (Enterprise Service Bus) components.

Low / Low / Dave B / Retain

Communicated and agreed as part of options paper

Long term Supportability of Talend by UofE 

There is a risk that Talend is not supportable in the longer term, due to insufficient take-on of skills, responsibility and expertise within the organisation. This would lead to lower level quality and timeliness of future change and business-as-usual support.     

Low / Medium / Bill L / Reduce  

Establish product ownership

Include product training as part of the project

Who

Project Stakeholder

Project Team Member

Role

Communication Plan

Berry, Dave

X

Enterprise Architect

Senior Stakeholder

Cairney, Mark (Project Team)

X

X

ITI Lead

Project Team

Campbell, Martin

X

ITI

Interested 3^rd Party

Carter, Alex

X

Programme Owner

Service Owner

Senior Stakeholder  

Cooke, Susan (Project Team)

X

X

Service Mgmt Lead;

Service Manager

Project Team

Fiddes, Iain

X

Senior resource manager

Senior Stakeholder

Graham, Anne

X

X

Apps Mgmt Lead

Granum, Geir (Project Team)

X

X

Dev apps (BI) lead

Project Team

Heer, Jay (Project Team)

X

X

Project Manager

N/A

Henderson, Gillian (Project Team)

X

X

Dev Tech lead

Project Team

Kraan, Wilbert (Project Team)

X

X

IA Lead

Project Team

Larnach, Heather (Project Team)

(Julieta Pineda / Mark McGowan in absence)

X

X (tbc)

Tech Mgmt Lead

Project Team

Lawford, Chris

X

Programme Manager

Senior Stakeholder

Lee, Bill

X

Sponsor

Senior Stakeholder

MacDonald, Kenny

X

ITI

Interested 3^rd Party

Manley, Rob (Project Team)

X

x

Dev Apps lead

Project Team

Ritchie, Mark

X

Senior Supplier

Senior Stakeholder

Roy, Stephen

X

DTI Portfolio manager

Senior Stakeholder

Wheavil, Adam (Project Team)

X

X

App Mgmt Lead

Project Team

Wilson, Karen

X

Project Services Programme Manager

Interested 3^rd Party

Communication Plan

Details

01

Senior Stakeholder

- Receives Monthly Project report

- Receives regular updates from Programme Manager  

02

Project Team  

- Attends regular team meetings

03

Interested 3^rd Party  

- Receives Monthly Project report

Term

Description  

BI

Business intelligence (BI) can be described as “a set of techniques and tools for the acquisition and transformation of raw data into meaningful and useful information for business analysis purposes”.

EDW

Enterprise Data Warehouse

Generic term for the Corporate Data Warehouse, storing data from across the University.

The Enterprise Data Warehouse service will:

• provide a platform to store University data translated into University terminology for management information and business intelligence purposes
• manage a service for the extraction and translation of data from source systems ensuring that data is consistent with the source system
• provide high quality, performant, access to the data in the EDW for consumption by BI tools
• curate data definitions and purpose for each of the EDW elements
• advise and respond to changes required to support strategic decision making and University reporting needs
• reduce the coupling with source systems and BI tools, thus simplifying the migration from one vendor to another  

ETL

Extract, Transform and Load (ETL) refers to a process in database usage and especially in data warehousing that:

- Extracts data from operational systems - Transforms the data for storage in a proper, long-term format - Loads it into the final target subject area.

Version No

Contents

Date Created

Author

Comments

V0.8

Updated draft

29/10/2018

Chris Lawford

Update with comments received as a result of feedback from stakeholders.

V.09

Updated draft

30/10/2018

Chris Lawford

Update with further comments received from stakeholders.

V1.0 FINL

Approved version End of planning

12/11/2018

Chris Lawford

Update with comments from WIS. Approved version.

Name

Date Signed Off

Comments?

Berry, Dave

25/10

Yes, see below.

Cairney, Mark

25/10

Carter, Alex

Yes, see below

Cooke, Susan

25/10

Yes, see below

Fiddes, Iain

25/10

Graham, Anne

05/11

Yes, see below

Granum, Geir

25/10

Yes, see below

Henderson, Gillian

06/11

Yes, see below.

Kraan, Wilbert

25/10

Larnach, Heather

25/10

Lawford, Chris

25/10

Lee, Bill

06/11

Yes, see below.

Manley, Rob

25/10

Ritchie, Mark

12/11

Yes, see below.

Wheavil, Adam

08/11

Hi Chris,

Happy to sign-off, on the basis that feedback from both Gillian and Geir has been incorporated into the brief.

Thanks,

Adam

Version No

Comment / Response

Date

Who

Document Updated?  In Version? When?

V0.7

I’m happy to sign off, subject to the following provisos:

• That the current estimate has been signed off by the project team CL: Yes. Estimates made in conjunction with project team
• That the budget for the project has been allocated from the programme, and that Chris has submitted any necessary admin for the increase in the project estimate CL: In progress. Accepted.
• The sentence about priority should say that this project has been given higher priority (instead of “proposed” as “high” priority).  This has been confirmed by an earlier PICCL so it is not a proposal. CL: Document changed.

25/10

Dave B

Y / V0.8 / 29/10

V0.7

Having reviewed the brief now I think it needs a bit more work before it is ready for QA at WIS. The fundamental plan is sound but the Objectives & Deliverables are not business related but instead a project plan/task list. Risks aren’t in risk log.

We can get this in shape fairly quickly but I think it should be pulled from this week and resubmitted next week, though that needn’t prevent us moving forward if the agreement on the hybrid approach concludes as it appears to be moving towards.

CL: I have re-worked objectives / deliverables section.

25/10

Alex C

Y / V0.8 / 29/10

V0.7

IF: I have a couple of points that relate to the project that are important.

I think either Bill or I should be sponsor as the ETL is really going o be something we have a responsibility for.

Secondly the classical handover process is slightly different from how we would normally do this because the components we are running internally frankly are the small end of the wedge.

I understand the funding coming from a particular source but in truth longer term this is something Bill and I will be looking after so we need to have a bit of oversight on this one.

I’d like to start to move things in this direction please

Iain 

CL: Agreed with Dave B / Iain F for Bill to be sponsor.

Dave to be retained as a senior stakeholder.

25/10

Iain F

Y / V0.8 / 29/10

V0.8

Update following conversation with Alex C

- Add ASOR milestone

- Expand on meaning of infrastructure deliverables. 

30/10

Alex C

Y / V0.9 / 30/10

Budget to cover project approved.

30/10

Stephen R

Y / V0.9 / 30/10

Adjust milestones to match revised plan.

Review and update risks

31/10

Chris L

Y / V0.9 /

31/10

V0.9

Comments from Gillian H.

\\ed\dst\shared\CSG\ISAPPS\dsg\Projects\DTI005 ETL Implementation\30 Project Brief\Feedback & Signoffs\DTI005 - Project Brief V0.9GHComments+GG Comment.docx

05/11

Gillian H

Y /

V0.9 /

05/11

Comments from Geir G.

\\ed\dst\shared\CSG\ISAPPS\dsg\Projects\DTI005 ETL Implementation\30 Project Brief\Feedback & Signoffs\DTI005 - Project Brief V0.9GHComments+GG Comment.docx

05/11

Geir G

Y /

V0.9 /

05/11

Comments from Susan C

\\ed\dst\shared\CSG\ISAPPS\dsg\Projects\DTI005 ETL Implementation\30 Project Brief\Feedback & Signoffs\DTI005 - Project Brief V0.9_SJC comments.docx

05/11

Susan C

Y /

V0.9 /

05/11

Comments from Anne G

T211 – requires TechMan sign off

Acceptance sign off for the environments – but I don’t see acceptance when the migrations are completed.  Once the migration processes are complete in test are the business areas going to be involved i.e. estates/gasp to sign off they can still report on the data.  

CL: WBS cleaned-up. UAT Task added.

05/11

Anne G

Y /

V0.9 /

05/11

Further comments from Gillian H

Thanks for making the changes. Just a couple of things to follow up on.

Should Objective 5: D9 “UofE Development guide” also be a must rather than a should? Will we have all the internal development documentation we require before this project closes.

CL: Agreed this is a must. This documentation would be tool specific and application agnostic. For example, tips & tricks on how to write ETL flows to populate our insert-only foundation layer.

Any gaps in application specific documentation around org/hierarchy belong in project DTI021.  

D12. Estates Space / Maint Mgmt Migration is still marked as a could. Is this because the migration will be handled by EST109?

CL: Agreed to leave this as a “could”. I will expand the reasons on why in the brief.   

One of this risks is “Implementation partner has limited experience in the hybrid cloud model.“ Is this the case as this is Datalytyx recommended configuration? I had understood they had experience with this configuration.

CL: Agree this is a manageable risk.

Thanks Chris. I’m happy to sign this off.

06/11

Gillian H

Y

V0.9

06/11

Comments from Bill L:

Objectives:

O8 should include the use of other automation tools e.g. Bamboo O8 should be a must

CL:  Objective to be updated. D15 Added. DONE.

Success Criteria:  

SC3. Tool will not be handed over to service mgmt, capability will. CL: Wording to be clarified.  DONE

Milestones:

Add Training Milestone CL: Added. DONE

Risks:

Change risk owner from Iain F to Bill L

CL: DONE.

06/11

Bill L

Y /

V0.9 /

07/11

V0.9

AdamW:

Hi Chris, Happy to sign-off, on the basis that feedback from both Gillian and Geir has been incorporated into the brief.

Thanks,

Adam

09/11

Adam W

Y/ V1.0 FINL / 12/11

V0.9

Comments from Mark R:

Review Risks to ensure website & brief are aligned

CL: Checked. DONE.  

Add risk re: supportability of solution once delivered. 

CL: Added. DONE.

Expand Out-of-scope OS01 description.

CL: DONE

12/11

Mark R

Y /

V1.0 FINL /

12/11