IS Applications 3-Year Planning 2016/17 to 2018/19

Portfolio

CHSS

Programme Name

Proposal Name

Procurement of an online Academic Workload Modelling solution

Proposal Sponsor

Fraser Muir

Other Contributors

Need, problem, or opportunity?

Need

What would happen if the project did not take place?

If the project itself did not go ahead, the College would continue to operate inefficiently using its current varied and sub optimal excel spreadsheet based models. We would continue to not be able to properly model and forecast academic modelling.

Additional Information

Include any supporting information, including:

Needs to be highly connected to HR, Student Records, Timetable.

Therefore stakeholder input on project from above important.

Pilot School first, then roll-out to College if pilot meets success criteria.

When is it needed?

Start Year: 2016/17

Less than a year

Who does it affect?

All academic staff in the College, plus senior administrators in College and Schools

Does it impact other business areas?

Student Systems

UHRS

Timetabling

Why it is needed / what the benefits are

The system will allow the College to more effectively model ts academic workload, will improve planning and will provide the abilitry to forecast. Ultimately it will enable more effective use of our academic workforce and will lead to potential savings through avoidance of unnecessary recruitment.

Procurement activity required?

Yes, this is a system procurement project.

BI/MI requirement?

Yes, although initially only through the system itself. The College BI team will define and manage the BI element of the system, exporting to College Qlikview dashboards as necessary.

External costs?

c£100k over 4 years, assuming the pilot is successful and it gradually expands to all academic staff in the College.

Type of work

Discretionary

Funding Source

Sponsor Funded

*Compliance Justification

Please select corresponding criteria below:

Meet external legislative requirement

Address obsolescence of technology component

Maintain critical University business system AND

no practical workarounds available

Provide further brief details re. why this should be considered Compliance

Goals – Excellence in Education

X

The WAM tool will enable to the College and Schools to manage its staffing resource more effectively, enabling them to undertake their work in education, research and innovation more effectively.

In addition, this enables better financial management as the staffing resource accounts for over 80% of College costs.

Goals – Excellence in Research

X

Goals – Excellence in Innovation

X

Enablers - People

X

Enablers - Infrastructure

Enablers - Finance

X

Themes – Outstanding student experience

Themes – Global Impact

Themes – Lifelong community

Themes – Social responsibility

Themes – Partnerships

Themes – Equality & widening participation

Programme Priority (per separate guidance)

2

Overall Priority

(per separate guidance)

1

Programme Scoring (per separate guidance)

1.Alignment with University Strategic Plan/Business Objectives

2.Risk of not doing the project

3.Benefits relative to cost

4.Time to deliver tangible benefit

TOTAL SCORE

Estimation Types: Select the relevant option(s) – each option must be estimated separately

Business Case / Options Appraisal (BUS)

Software Development (in-house) (SWD)

IT Solution Procurement (BUY)

20

Agile Software Development (in-house) (AGL)

3^rd Party IT Solution Implementation (IMP)

30

Software Development and Configuration within Student Systems Partnership (SSP)

IT Infrastructure (TEC)

Estimated IS Apps Days (see additional guidance*)

S

Estimated Business Partner Days

S

Estimated Service

Management Days

Impact on other Service area

Estimation Confidence (delete as required)

Reasonably Confident (Similar to previous work)

Estimation References

Relatively simple procurement against UK Gov framework.

Cloud-based system.

Mechansisms for integration to University SSO and data feeds. Feeds can be manual for purposes of pilot.