Overview

Background

As the University continues to respond to the ongoing COVID-19 outbreak a number of planned or future events and conferences have been cancelled or postponed due to lockdown and social distancing restrictions.  As time progresses however there is a substantial upturn in the number of online initiatives being requested or developed, many as a replacement for in-person physical events or conferences that can no longer be held.  There is a significant variety and complexity to events, these may include: 1:1s, Interviews, group meetings, workshops, lectures, interactive events, seminars and conferences. 

The need for the Information Services Group (ISG) to provide up to date, robust guidance and technical support for those developing and undertaking online events has been identified as a priority within the new Adaptation and Renewal structure as part of the Estates and Digital Infrastructure portfolio.   

This project has therefore been initiated as part of the new portfolio to progress the creation and roll out of an Online Digital Events service.  

The change from more traditional conferences and events, where attendance in person is expected, to online offerings will continue beyond the current Covid-19 situation.  Demand for hybrid or digitally enabled events is expected to become common place the future.  This project will include this requirement in the development of its deliverables.  

 It aims to deliver a business IT service (technology, guidance and support) which will support any part of the University needing to set-up and hold online events.  

This is not a service to manage or run online events, but the provision of platforms, guidance, training and other support to staff across the University needing to set-up and run online and digital events.  The key consumers of this service will be University managers, events staff, research staff and administration staff. 

Scope

The scope of this project will include: 

• Consultation and engagement on requirements and best practice with key stakeholders across the University who currently support events and also those undertaking events. 

• Development of web pages for the Online Digital Events Service to provide immediate support and guidance during the period of lockdown and social distancing. 

• Creation of the Online Digital Events Service which will provide and maintain guidance and assistance for anyone across the University running online events. The new service will look to encompass three key areas: 

Guidance and Training 

Available via web pages and an online presence enabling access to; 

• Advice on key technology options best suited to particular types of events 

• Advice on additional online tools to support events  

• Advice on online meeting and event etiquette and good practice 

• Advice and guidance on the recording of digital meetings and events  

• Hybrid events or digitally enabled events 

• Digital safety advice 

• Self-help materials  

• Signposting to external online help and user guides 

• Training

• Common questions and answers for event organisers 

• Examples of good practice and success stories. 

Support  

Available via online form / helpdesk providing; 

• Help and assistance in relation to ISG supported technology  

• Support (in a variety of formats) for University staff on supported technology and processes 

• Self-help and best practice for unsupported technology.  

Technology and Platforms 

Ongoing provision and development of key technology via:  

• Support for ISG supported technology (at the time of writing this includes MS Teams and will include Zoom by early June 2020) 

• Permissions  for MS Teams Live Events  

• Investigate and decide on the enablement of the Microsoft Stream application within our O365 tenancy  

• Development of business case(s) for potential procurement of additional ISG supported technology which would provide benefits (business, financial, security, innovation) for future events. 

Out of scope

• Procurement and implementation of Enterprise Zoom  (being progressed within DTI051) 

• The running of events 

• The staffing, resource and management of events 

• On site event / conference planning support  

• Bespoke training and ISG support for unsupported technology 

• Course related activities including course lectures 

Objectives and Deliverables

Priority: M = Must Have; S = Should Have; C = Could Have; W = Want

· M = has to be satisfied for the final solution to be acceptable in terms of delivery dates, compliance, viability etc.

· S = high-priority requirement that should be included if possible -workarounds may be available

· C = a nice-to-have requirement

· W = want but will not be part of this project

· O = Objective

· D = Deliverable

Benefits

The benefits for this project are as follows: 

• The University will be supported in continuing to provide events when they can’t be held in a physical location. 

• Consistent, robust advice and support which will help any part of the University needing to set-up and hold online events. 

• Potential financial savings and increased productivity aligned to a consolidated approach to University tools, technical knowledge and expertise. 

• Alignment to over-arching principles of the Estates and Digital Infrastructure Theme within Adaptation and Renewal. 

• Alignment to the University's mission and vision to discover and share knowledge 

• Robust change management and governance to support the successful delivery of deliverables aligned to the scope. 

• Improved knowledge and understanding of online meeting etiquette and digital safety. 

• Increase access and attendance at premier University physical events through digitally enabling the events for external digital attendees.  

Success Criteria 

• The establishment of a new service that meets the business requirements  

• Service implementation that is reported successfully and aligned to project milestones 

• Uptake of the new service resulting in an increase in virtual events (measured through future service KPIs) 

• Successful delivery of online support, guidance and training (measured through user satisfaction) 

• Number of online events increases 

• Number of Digitally enabled Hybrid events increases 

Note: measures for the above will be established during the design phase of the project. 

Project Milestones