Closure Report

Project Summary

The Digital Transformation  programme will raise the level of skills and awareness of UX practices among staff across all disciplines involved in software procurement, development and service management, both within IS and across all areas of the University  that collaborate in the provision of a digital experience.

This project outlines the requirements for defining the process around extending the existing EdGEL to support all users with a cohesive experience of Edinburgh University as a Digital Entity. It has investigated and communicated the benefits and opportunities for using the GEL and has engaged users across the University.

It is also about understanding the gaps between what exists in EdGEL as it currently stands and what will be needed to extend the service throughout the University. The project is not actually delivering a process, instead it is defining processes at this point which will, in time and with further review, become the actual processes.

The outcomes of this project will feed into DTI008

 

Objectives & Deliverables

The deliverables are prioritised using the MoSCoW prioritisation method

No

Description

 

Delivered?

Reason for changes/non-delivery

Output

O1

To define a framework for delivering EdGEL as a Service (EaaS) for the University

 

Partial

3 items delivered

2 items not delivered

The objective is met through the deliverables created

D1

A defined EdGEL process includes Insights report as an appendix

MH

Yes

Originally included Insights report but this item was later moved to the Engagement document under O2D1

DTI007 O1D1-GEL Processes-2017-06-07.docx

 

D2

EdGEL Website Update review and proposal

MH

Yes

 

DTI007 O1D2-GEL Website Review and Update Proposal-2017-06-07.docx

D3

EdGEL Website Update

SH

Change of scope

Delivered the change of scope

Was initially intended as development work but due to lack of resource in LTW and that there was point in setting up a website until the GEL was due to be released – as could impose changes – it was agreed to change this to proposals for the new website and the output was a document encompassing general information, priorities, outputs and delivery timeline.

DTI007 O1D3-EdGEL Website Priority Content Identification-comments.pdf

 

D4

An EdGEL Interaction Style Guide 1.0

MH

Change of scope

No

Due to pressures of other deadlines the scope of this deliverable was reduced to a review rather than the production of a style guide. Due to pressures on Technical lead due to DTI011 and WEB009 Live issues the review did not take place and will be carried into 17/18

The production of the actual Style Guide could be completed under another project or through iterations outwith this project under BAU.

 

 

D5

Harmonise results with DTI008

MH

No

Acknowledged was too early to complete this task and it should be carried over to 17/18

n/a

 

No

Description

 

Delivered?

Reason for changes/non-delivery

Output

O2

To create an engagement strategy which will investigate and communicate the benefits and opportunities of EdGEL                    

 

Yes

It should also be noted that Engagement activity will be ongoing.

The objective is met by the deliverables created

D1

Engagement strategy

MH

Yes

 

DTI007 O2D1-GEL Engagement-2017-05-29.docx

DTI007 O2D1 GEL Hackathon Proposal-2017-04-21.docx

D2

EdGEL adoption strategy backlog document

MH

Yes

 

DTI007 O2D2-GEL Adoption Strategy and Backlog-2017-06-26.docx

Plus

Scripts for supporting videos in DTI007 O2D2 EdGEL Films

 

 

 

No

Description

 

Delivered?

Reason for changes/non-delivery

Output

O3

To make the case for continuing EdGEL for BAU funding

 

Yes

 

The objective is met by the deliverables created

D1

Initial Recommendations for a Service Management model including plans, processes and estimates of ongoing BAU costs to feed into DTI008

MH

Yes

No longer ‘initial recommendations…’ just ‘Recommendations…' – amalgamated with DTI008 O2D2 in May 17

DTI007 O3D1 EdGEL Delivery Workshops.docx

D2

Gap Analysis

MH

Yes

 

DTI007 O3D2-GEL Gap Analysis-2017-04-07.docx

 

 

A summary of all deliverables can be found in the DTI007 Deliverables tracker page and in the DTI SharePoint site. 

Success Criteria

Success Criteria as in Project Brief

Delivered

How delivered

The development of a framework that identifies the gaps to be filled in order to introduce the EdGEL service throughout the University.

Yes

A GEL Processes document proposed a platform service model with components and assessment and how to extend the GEL

Draft SLA and OLA documents identify gaps to be filled

Workshops to identify roles and skills completed. Will feed into a future Defined Services document

The EdGEL Website has been reviewed with proposals for change.

Yes

Two documents were produced. First by Digital Design consultant who reviewed the current EdGEL Website and proposed changes around the structure, content and code bases that should be used. The second was by the project sponsor in consultation with IS LTW Website & Communications, CAMS and IS Dev which took the proposed changes, prioritised them, determined outputs and delivery timelines.

A compliance audit was also held on the current EdGEL website and improvements made.

Initial engagement with the University communities through workshops and stakeholder engagement, giving us a baseline from where we can introduce measurement.

Yes

  • The Digital Design consultant initiated engagement by meeting with representatives from IS Apps, UWP, LTW, Service Excellence, CAMS, Business School, EUCLID, Digital Education, Medical School, CAHSS, School of Engineering, Service Management and Student Systems. This engagement formed an understanding of GEL customers experience and needs.
  • Engagement through IS Apps Digital Transformation Lunchtime Seminars
  • Stakeholder workshop for UX-related digital transformation projects held 24 February 17
  • A Co-Creation Workshop held 31 March 17 gained insight into the use of the web presence of the GEL
  • UX/EdGEL open event 27 June: short talks on the key areas of activity which are leading to the introduction of new services and processes
  • Engagement will continue: taken forward by the Project Sponsor and User Experience Manager  

 

A first draft of process guidance materials are available for use. These guidance materials will be taken forward and developed further through future iterations out with this project.

Yes

Originally intended to create a first version of the new style guide it became clear early on in the project that this was not feasible not only due to a lack of  resource but also due to the fact that the actual processes would not be fully complete

Recommendations have been made making the case for BAU funding.

Yes

Delivery workshops were held leading to a document which details the types of roles and skills required to run the service in BAU

 

 

 

Adoption strategy backlog created

Yes

Adoption strategy backlog document created which shows the benefits to using the GEL, what aids adoption, determines who the GEL is for, proposes management and governance, skills required to make the GEL a success and a backlog strategy. It also incorporates a pilot study on EASE implementation; applying GEL to the login page

 

Benefits

Benefit as stated in project brief

Delivered

How delivered

We will be able to make initial recommendations on how to move forward with delivering EdGEL as a Service

 

Yes

Objectives 'Defining a framework' and ‘To create an engagement strategy which will investigate and communicate the benefits and opportunities of EdGEL’ apply - as does Recommendations to continue EdGEL’                    

We will have raised awareness around the University of the benefits and opportunities that come from using EdGEL

 

Yes

Done through engagement activities and workshops:

  • Digital Design consultants engagement with the university
  • IS Apps Digital Transformation Lunchtime Seminars
  • Stakeholder workshop for UX-related digital transformation projects
  • Co-Creation Workshop - insight into the use of the web presence of the GEL
  • UX/EdGEL open event with talks on the key areas of activity which are leading to the introduction of new services and processes

We will have delivered reusable engagement support tools, not just engagement itself

 

Yes

Deliverables that support this are

DTI007 O1D1-GEL Processes-2017-06-07.docx

DTI007 O1D3-EdGEL Website Priority Content Identification-comments.pdf

DTI007 O2D2-GEL Adoption Strategy and Backlog-2017-06-26.docx

DTI007 O2D1 GEL Hackathon Proposal-2017-04-21.docx

 

Analysis of Resource Usage:

Staff Usage Estimate: 47days

Staff Usage Actual: 30 days

Staff Usage Variance: -36.2%

 

Other Resource Estimate: 80d

Other Resource Actual: 50d

Other Resource Variance: -37.5%

 

Analysis of effort

Task

Estimate

Actual

Difference

 

Programme Management

2d

3

+1d

 Due to nature of project required more programme management than standard

Project Management

25d

18.1d

-6.9d

 

Senior Management overview

0d

0.2d

0.2d

Had not included in estimate

Senior Supplier

2d

0d

-2d

 

Planning

2d

3.2d

+1.2d

 Due to the research nature of the project it took longer to plan than standard

Closing

2d

1.6d

-0.4d

 

Meetings

2d

0.8d

-1.2d

 

Unplanned

2d

0d

-2d

 Able to allocate all unplanned entries

Resourcing –Resource managers

1d

0d

-1d

 

Total ISG Dev Services

9d

3.1d

-5.9d

 

Total

47d

30d

-17d

 

Outcome

Explanation for variance

Cost

 

Funding

Project Brief Estimate

Changes to estimates

Actual

Cost

Difference

 

IS Project Services

Digital Transformation funding

47 Days

none

30d

-17d

PM was supposed to be full time but pressures of work meant picking up other projects.

Tech Lead time reduced due to work on DTI011 and WEB009 (Live issues)

UX Consultancy

Digital Transformation funding

20d

none

0d

-20d

Remained on DTI009 and DTI010 – no time charged to DTI007

Digital Design Consultancy

Student Experience funding

60d

none

50d

-10d

Consultant resigned on 2 Jun 17

 

Project sponsor and UWP developers time funded from UWP and not calculated within the DT Funding

Time

Milestones

Project Brief date

Actual Date

Reason

Planning

17 Mar 17

20 Mar 17

On time

Recommendations to continue EdGEL

28 Apr 17

12Jul 17

See note 1 under milestone changes

Engagement strategy initiation

7 Jul 17

12 Jun 17

Completed Early

Framework for delivering EdGEL

23 Jun 17

26Jul 17

See note 2 under milestone changes

Delivery

17 Jul 17

26 Jul 17

 

Closure

26 Jul 17

28 Jul 17

 

 

Issues

  • The departure of the Digital Design Consultant on 2 June 2017 impacted the deliverables across all projects and the project sponsors felt this impact which pushed many deliverables into July. They had to reprioritise some deliverables to help with these delays. 

Milestone changes

  1. Recommendations to continue EdGEL milestone
  • to 30 Jun 17 (was 28 Apr) due to dependencies meeting held on 5 April
  • to 7 Jul (was 30 Jun) due to delays in completing workshops and documentation
  1. Framework for delivering EdGEL due date was moved out 3 times
  • to 30 Jun 17 (was 23 Jun) due to dependencies meeting held on 5 April
  • to 7 Jul (was 30 Jun) due to one of its deliverables; the Style Guide (O1D4), being moved out – this was a large piece of work that consultant could not deliver by its due date of 30 May due to his other work to be delivered in this timeframe. It was therefore moved to 7 July (and during this period it was reduced to a review rather than the production of a style guide)
  • to 14 Jul (was 7 Jul) due to EdGEL Website Update being delayed as the work involved was not achievable within the original timeframe (again during this period it was reduced to a review rather than production work)
  • to 26 Jul (was 14 July) as the technical lead who was completing this work had to work on the Live issues under WEB009

 

Key Learning Points

  • All DTI UX projects had started at the same time meaning that all briefs were due at the same time. It would have been better if there due dates had been staggered and in the end we had to prioritise which ones to concentrate on so delaying others
  • Work had started on the projects before the briefs were written due to consultant recruitment. It is not ideal to start work on deliverables until it is agreed what that work is to be.
  • Due to the research nature involved in the project we were fluid with the minor milestones as thinking sometimes changed about what was to be included. This however led to many of the deliverables being delayed until the last days of the project which put too much onus on the people delivering them. The project team did not want to reduce the number of deliverables but they did change the scope on a couple in order to deliver timeously.
  • A dependency meeting was held at the start of the project identifying dependencies across all four projects and we reviewed the deliverables confirmed at this meeting by milestone and date. However it was felt that a regular review against the dependencies in a visual manner would have been more helpful that the standard review. It was felt that near the end of the projects, some objectives were identified that were no longer relevant to the current landscape, and having that visual review, would have helped a lot in focussing more in the areas that might needed more attention.

Outstanding Issues

The following Items will be taken forward to 17/18 to further develop:

Deliverable

Output

Future tasks

O1 D1

 

MH

A defined EdGEL process

 

 

 

 

A proposal document

DTI007 O1D1-GEL Processes-2017-06-07.docx

 

 

 

 

1. Stratos has made comment in the document where further exploration is required

 

2. Mairi recommends a review meeting

 

3. Need to separate out Karl’s outputs as backlog items

 

4. Need to have a true version of the backlog. Stratos and Neil happy for it to be a spreadsheet until they know what they need in terms of storing the data – they don’t want to rush into this in case it’s not right e.g. there may be a need to connect to parts of the code

 

5. Mairi will investigate using UCP project to implement bringing GEL up to standard following Harry Robert’s recommendations from DTI008 O1D4. Sue also to speak to Karen Stirling to see if it can be arranged

 

O1 D3

 

SH

EdGEL Website Update

 

 

DTI007 O1D3-EdGEL Website Priority Content Identification-comments.pdf

 

 

1. Current website does not reflect outcomes of workshops Editorial overview required to deliver properly, Confirmed that this needs to be funded work.

 

2. Neil to work out how many days effort will be required for 17/18

 

3. Audience group to be explored after release of next iteration of website

 

4. Neil to identify who is going to pick up the editorial work as Lizzie is not available

 

O1 D4

 

MH

Review of existing EdGEL Interaction Style Guide and proposals for change

A review and proposal document

 

1. Review of Style Guide by Technical lead to take place

2. Potentially, the production of the actual Style Guide could be completed under another project or through iterations outwith this project under BAU.

 

 

O1 D5

 

MH

Harmonise with DTI008

n/a

1. Carry task over to 17/18

O2 D2

 

MH

EdGEL Adoption strategy Backlog  document

 

 

 

Set of recommendations -

DTI007 O2D2-GEL Adoption Strategy and Backlog-2017-06-26.docx

 

Plus

Scripts for supporting videos in DTI007 O2D2 EdGEL Films

1. Next steps will look at what is feasible to put in place and move towards an actual adoption plan. Would need to work on getting commitment from the community using the GEL to actually evolve it (given previous experience with EdWeb + the Distribution).

 

2. Supporting Video scripts are available but will not be taken forward until later in the year under BAU. Some of the content refers to the new EdGEL website which is not yet available plus there needs to be more recruitment to make the videos. Availability across the University due to season challenges/annual leave is a key constraint to completion of the videos, hence the need to push the work out to later in August

 

3. Recommendation from Mairi that trial read-throughs in advance of filming would be beneficial to capture the difference between the written

O2 D1

 

MH

Engagement

 

 

Report – Word document

DTI007 O2D1-GEL Engagement-2017-05-29.docx

 

1. It should be noted that Engagement activity will be ongoing.

O2 D1 

Engagement – Hackathon proposal

 

 

Report – Word document

 

DTI007 O2D1 GEL Hackathon Proposal-2017-04-21.docx

1. Discussed whether to use hackathon to prototype design (non-code driven interaction) as no code to hack as yet. Neil emphasised that’s its about finding right focus and picking right project

 

2. Alex has money to develop Events Booking and this is a potential pilot project for 17/18. To be investigated.

O3 D1

Recommendations for a Service Management model including plans, processes and estimates of ongoing BAU costs to feed into DTI008

 

Workshops with summary

 

DTI007 O3D1 EdGEL Delivery Workshops.docx

1. Follow up on workshops

 

2. Creation of a Defined Service Document - To be taken forward by Stratos (information from this deliverable combined with costs and how roles are to be filled  will create a Defined Service document)

 

Project Info

Project
EdGEL as a Service
Code
DTI007
Programme
Digital Transformation - User Experience
Management Office
ISG PMO
Project Manager
Sue Woodger
Project Sponsor
Stratos Filalithis
Current Stage
Close
Status
Closed
Start Date
20-Jan-2017
Planning Date
n/a
Delivery Date
n/a
Close Date
28-Jul-2017
Overall Priority
Higher
Category
Discretionary