Organisation

Work/Task Breakdown

 

The work has  been split into two phases.  We expect Phase 1 to complete by the end of August 2018, and for a timescale for Phase 2 to be established in the August Checkpoint review.  Note that this timeline assumes that we follow the resourcing recommendations as outlined above. A more detailed project plan will be created once high-level proposal approved.

 

Work Packages

Summary

Description

Graphic design investigations

Graphic designer

Begin investigations on the graphic design requirements and initial planning for UI design.

Content and navigation changes in current MyEd (in progress)

Business Lead; UI Lead; Service Manager; UX

Using findings from our user research so far, start iterative delivery of changes to the student experience in current MyEd. Examples:

  • Grouping together content and services which are related to each other

  • Using descriptive naming for tabs and portlets

  • Adding in further support text, or links to support pages

During this period, we will perform UX tests and also actively solicit feedback from students, to determine what types of changes will be most valuable. The results of this work will provide validation for the UI Design.

Contextual content test

Business Lead; UI Lead; Front-end developer; BA; UX

Implement and manually test a single piece of contextual content with students in current MyEd. This is the concept of showing personalised content to students based on their context (e.g. programme, time of year, year of study). This will be restricted to current user attributes available to MyEd.

Analysis of existing user research (in progress)

Business Lead; Service Manager; BA; UX

Review and analyse existing sources of user research (e.g. previous research, analytics). This will provide UX data for the UI Design and determine the priority areas for student content.

Audit of MyEd content

Business Lead; Service Manager; Technical Lead

 

Audit the existing content in MyEd, to identify which portlets need to be migrated onto the new build. For example, we will not migrate content which is being re-presented, or which has already been deprecated.

UI Design

Graphic designer; Business Lead; UI Lead; Front-end MyEd Progressive developer; UX

Plan and design the new UI, based on our feedback, data, and initial investigations. The work will begin with wireframes and progress to high-fidelity designs for the interface. The final output will include a variety of designs.

uPortal 5 instance

Technical lead; Front-end MyEd Progressive developer; Development Technology

 

Set up a separate uPortal 5 instance alongside existing MyEd. This work package comprises the build and infrastructure for uPortal 5. It includes changes to how we deploy and administer uPortal 5 aligning with recommended practices, removing current MyEd service support issues, such as managing user attributes and maintaining consistency of content across different environments. See Appendix B for more details.

Switching context with local attributes

Technical lead; Front-end MyEd Progressive developer; Front-end Developer

Identify and implement features that will allow content within MyEd Progressive to quickly switching the view context using local attributes in the user’s browser.

This is something which we commonly do in current MyEd, but not robustly and without any consistent approach. This work will define an approach for us to use in future developments to provide a richer contextual view.

Migrate content onto uPortal5 instance

Technical Lead; Front-end MyEd Progressive developer; Business Lead; Service Manager

Content which we do not plan to re-present will be migrated across to the new uPortal 5 instance. This content will not be rebuilt in MyEd Progressive, although tweaks to content may be required to bring the look and feel in line with new UI design.

UI Build, UI Testing/Validation, UI Deployment

All

Build, test, and release updates to the UI of new MyEd using MyEd Progressive approach. This will use the designs done in “UI Design”. Work will be done iteratively and with regular releases. Where EdGEL designs are confirmed, the UI design will align with these.

Justification for Approach

Technical research so far has demonstrated that uPortal 5 is a sound platform on which to build the future of MyEd, so we intend to continue with this solution. The MyEd Progressive approach, which builds on uPortal, involves adopting modern progressive front-end frameworks within MyEd. This approach will improve user experience, reduce server traffic and speed up delivery of solutions.

Task Breakdown

A rough breakdown of tasks to implement a uPortal 5 instance alongside existing MyEd is below, with a visual outline of roughly how tasks stack up on the following page.

Preparation for Build

  • Design and build infrastructure, initially using a non-containerised approach, including service discovery and orchestration, and also management of environment-specific configuration settings.  At present, containerisation is not a mature technology within UoE, and is not suitable for a Priority 1 service in Production. However, project approach will be to review infrastructure design throughout project, as other projects for lower-priority systems enter production on containerised infrastructure. Once sufficient experience and confidence exists within Development Technology and Production Management, the project will aim to transfer to containerised infrastructure. This will allow project to move uPortal5 instance on to a networked environment (as opposed to current locally hosted version) as soon as possible, without being dependent on timescales for containerisation projects.

    • Ultimate aim to enter production on a containerised infrastructure would remove dependency on static server infrastructure, which currently hampers efficient and regular updates to the service and prevents us from maintaining a consistent level of Student experience in line with Student expectations.
    • There is a risk associated with this activity. The UoE projects running alongside DTI044 to build a strategy for working with containerised environments may not deliver on schedule, in which case either full production (i.e. all users) would be delayed or have to go ahead with non-containerised environment. Migrating to a containerised environment after that point would be significantly more difficult than during the project’s iterative development stages.
  • Confirm configuration required to enable EASE authentication.

Configuration

  • Add configuration to our uPortal-start (uPortal 5) code to replace our existing MyEd user attribute ‘push’ strategy with a ‘pull’ strategy that uses the IDM API/microservice to retrieve IDM data for a user upon login.
  • Configure an initial default set of baseline content for our uPortal 5 instance. A data/configuration strategy will be put in place to tackle the difference between pre-Production and Production data efficiently.

Deployment

  • Deploy the IDM Connector to Live (currently only enabled in Dev and Test).
  • Set up automated deployments to deploy uPortal 5 code to pre-Production and Production environments.
  • Set up automated deployments to import data appropriate for pre-Production or Production environments.
  • Modify existing automated deployment for myed-progressive front-end to work with the new uPortal 5 infrastructure.
  • Deploy uPortal 5 code into pre-Production and Production.
  • Deploy MyEd Progressive front-end code into pre-Prod and Production environments.
  • Deploy a prototype simple myed-component in React to demonstrate the operation of content within both uPortal 5 and the myed-progressive front-end.

Accessing New Instance

Access to new instance will be controlled in three stages, with the timing of each stage determined by progress during the development of the new instance:

  1. Open to only the project team during initial testing
  2. Open to project team and selected users (e.g. MyEd channel owners, student test groups) for further internal testing
  3. Open to all MyEd users, users are notified of the new MyEd and asked to give feedbac 

Resources, Skills and Costs

 

  • Technical Lead, Business Lead, UI Design Lead and Project/Programme Manager resources retained (with the option for MyEd Service Team to draw on additional WGI resource if necessary)
  • Front-end Framework Developer Leigh Gordon’s contract extended to 31st December
  • IS Apps front-end developer resource 70d
  • IS Apps Development Technology engaged (50d) to design/provision infrastructure
  • Production Management engaged (20d) throughout project to prepare for go-live
  • Resourcing for Business Analysts (70d) on DTI project is split to fund a combination of UX and BA resources, with majority expected to be UX, engaging a school stakeholder resource.
  • Continued funding is made for engagement with Unicon to ensure that uPortal 5 delivers on schedule. An initial tranche of 100h within 17/18 AY for support on framework and infrastructure. Additional hours (to be phased through iteration checkpoints) for assistance with UI implementation may be requested.

 

Project Governance

  1. Programme Manager
  2. UCP Steering Group
  3. Sponsor engagement

Project Stakeholders

Name Business Area Role Communication Plan
Adam Wheavil Applications Management Production Management Representative (Project Team Member)
  • Weekly project meetings Other Project Meetings (where required)
  • Update with other stakeholders as required
Alison Armstrong DTI Programme DTI Portfolio Manager
  • Weekly project meetings (where required)
  • Other Project Meetings (where required)
  • Project representation at Senior Management
  • Monthly reports through standard reporting process
Dave Berry Enterprise Architecture Enterprise Architecture Representative  
Heather Larnach IS Applications - Technology Management Technology Management Lead (Project Team Member)
  • Weekly project meetings (where required)
  • Other Project Meetings (where required)
  • Update with other stakeholders as required
Karen Stirling DTI Programme UCP Programme Manager
  • Weekly project meetings (where required)
  • Other Project Meetings (where required)
  • Project representation at Senior Management
  • Monthly reports through standard reporting process
Lisa Dawson Service Excellence Programme Project Sponsor
  • Weekly project meetings (where required)
  • Other Project Meetings (where required)
  • Project representation at Senior Management
  • Monthly reports through standard reporting process
Mairi Fraser IS Applications - Development Services Lead Developer (Project Team Member)
  • Weekly project meetings Other Project Meetings (where required)
  • Update with other stakeholders as required
Marissa Wu LTW - Web, Graphics and Interaction Business Lead (Project Team Member)
  • Weekly project meetings Other Project Meetings (where required)
  • Update with other stakeholders as required
Mark Ritchie IS Applications - Digital Transformation Programme DT Senior Supplier
  • Meet with Project Manage/Programme Manager r on fortnightly basis
  • Meet with Project Manager, Programme Manager and Project Sponsor monthly if required
  • Meet with Project Team as required
  • Consult with Project Manager on all Changes, Issues and Risks (particularly ahead of WIS)
MyEd Channel Owners Various Owners of services

Engagement plan in project SharePoint.

Peter Jackson IS Applications - Development Technology Dev Tech and Infrastructure Lead (Project Team Member)
  • Weekly project meetings
  • Other Project Meetings (where required)
  • Update with other stakeholders as required
Ranald Swanson DTI Programme UCP Project Manager
  • Weekly project meetings (where required)
  • Other Project Meetings (where required)
  • Project representation at Senior Management
  • Monthly reports through standard reporting process
Sonia Virdi Graphic Design Senior Graphic & Web Designer
  • Weekly project meetings (as required)
  • Other Project Meetings (where required)
  • Update with other stakeholders as required
Stefan Kaempf IS Applications - Production Management Senior Supplier
  • Meet with Project Manager on fortnightly basis
  • Meet with Project Manager and Project Sponsor monthly if required
  • Meet with Project Team monthly if required
  • Consult with Project Manager on all Changes, Issues and Risks (particularly ahead of WIS)
UCP Steering Group IS, LTW and SE Governance Group
  • Meet with Project Manager and Project Sponsor monthly if required
  • Steering Group briefing papers prepared by PM and Programme Manager
Unicon uPortal5 Consultancy uPortal5 Technical Consultancy

As per SoW

 

Project Estimations

As specified above.

 

Project Info

Project
UCP uPortal5, Content Migration and UI Redesign
Code
DTI044
Programme
Digital Transformation - User Centred Portal and Notifications
Management Office
ISG PMO
Project Manager
Tim Gray
Project Sponsor
Lisa Dawson
Current Stage
Close
Status
Closed
Project Classification
Transform
Start Date
30-Mar-2018
Planning Date
11-May-2018
Delivery Date
11-Jul-2019
Close Date
01-Nov-2019
Programme Priority
1
Overall Priority
Normal
Category
Discretionary