Overview
Background
This project follows on from the successful implementation of EventsAir to host large scale events across the University with objective to improve the current service through a number of business led and technical enhancements.
Scope
The scope of this project will be confined to looking at areas with the potential to improve the current service in relation to
- The payment process for attending events
- improving system access controls through Single Sign-On authentication
- Understanding how the service could be enhanced with regards to both functionality and reporting
- The sustainability and long term support of the service through Applications Service Management
- The current levels of accessibility
Out of scope
- Due to the lack of maturity with the Dynamics CRM added to the on-going strategic discussions regarding EventsAir, it was agreed that as no tangible outputs could be generated within the timescales of the project, this objective would be removed from the scope of the project.
- Integrated Invoicing solution for Events. It will be impracticable to develop an integrated with the current financial system, eFinancials, as the system will soon be replaced by People and Money. Additionally, it will not be possible to have an integration developed for People and Money with the life of this project, due to the current demand on the development integration team.
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
| Ref. | Objectives and Deliverables | Priority | Owner |
| O1 | Payment process for scheduled events | ||
| D1.1 | Business requirements document relating to all payment options | Must | Business Analyst |
| D1.2 | Integration with WPM gateway to the finance system for credit card payments for single event | Should | Senior User |
| O2 | Single Sign-On authentication | ||
| D2.1 | Technical evaluation report relating to SSO | Must | Technical Lead |
| D2.2 | Single Sign-On for event administrators | Should | Business Lead |
| D2.3 | Single Sign-On for event attendees | Could | Business Lead |
| O3 | Optimise the service for event administrators | ||
| D3.1 | Gap analysis identifying additional functionality | Must | Business Analyst / Senior User |
| D3.2 | Delivery of additional functionality through existing system configuration | Could | Business Lead |
| D3.3 | System reporting analysis | Must | Business Analyst / Business Lead |
| D3.4 | Implementation of additional reports | Should | Business Lead |
| O4 | Service Sustainability | ||
| D4.1 | Service Review including recommendations | Must | Business Lead / Senior User |
| D4.2 | Service pack for events | Should | Business Lead |
| D4.3 | Service overview of managing events | Should | ACE / Senior User |
| O5 | Accessibility Review | ||
| D5.1 | Produce Accessibility Report | Must | Business Lead |
| D5,2 | Define and implement accessibility statement | Must | Business Lead |
| O6 | GDPR Review | ||
| D6.1 |
Recommendations in relation to ICO’s statutory Children’s Code |
Must | SRA |
| D6.2 | Analyse events for data protection characteristics to provide list of event categories | Must | Senior User / User Group |
| D6.3 | Deliver DPIA's for key event categories | Should | Business Lead / Senior User / User Group |
Benefits
- Documented payment processes for all payment types
- Improved user experience through event attendance
- Improved system security through local UoE admin authentication
- Additional functional and reporting requirements documented
- Enhanced service offering for local event administrators
- Accessibility requirements documented
- Updated GDPR review
Success Criteria
- Definition of all the required payment processes, along with the ability to take payments for events if proved to be possible and practical
- Definition of the technical requirements regarding Single Sign-on authentication for event organisers
- Functional and Reporting road map of requirements for the future
- Long term system sustainability
Project Milestones
| Stage | Milestone | Date |
| Plan | Planning | 11-Jun-2021 (delayed until sign-off from Large Events Governance Board) |
| Analyse | Payment Processing BRD | 02-Jul-2021 |
| Analyse | Single Sign-On Decision | 09-Jul-2021 |
| Analyse | Gap Analysis | 13-Aug-2021 |
| Deliver | Implement Single Sign-On | 06-Aug-2021 |
| Deliver | Implement Credit Card Payments | 20-Aug-2021 |
| Deliver | Implement UoE Event Style Guides | 08-Oct-2021 |
| Deliver | Implement new reports | 22-Oct-2021 |
| Deliver | Deployment Sign-Off Review | 05-Nov-2021 |
| Close | Closure | 26-Nov-2021 |