Closure Report
Project Summary
Background
The College wishes to introduce a workload allocation modeling tool to facilitate an existing model which Schools currently deploy and implement with various spreadsheet based mechanisms. This leads to inconsistencies and inability to report across the College. These tools do not allow for modeling and this would be an essential component of the new tool. If the project itself does not go ahead, the College would continue to operate inefficiently using its current varied and sub optimal excel spreadsheet based models. They would also continue to not be able to properly model and forecast academic modeling.
Project HSS016 Academic Workload Modelling Pilot has successfully procured and deployed a cloud based application for academic Workload Allocation Modelling (WAM) from Simitive.
This project will coordinate and monitor the use of Simitive WAMT during the pilot period, and capture the outcome in a recommendation report. The project will work closely with the WAMT coordinators, Simitive, the Sponsor and the Board, to support the pilot and ensure that users are able to do workload allocation using WAMT and that users can explore modelling and scenario planning.
This Brief is being prepared on the assumption that the final solution will be cloud based and that reporting will be generated via the application by the service and NOT (at this stage) BI Suite.
Following the WAMT Project Board decision on 10th October 2017 to not to roll-out WAM, a request has been made to extend the pilot for a further three months to 25th January 2017 coinciding with CAHSS SMT on 25th January where a decision will be made on the future of WAMT.
A change log has been completed in support of the changes.
Scope
To continue the pilot to confirm the solution delivers the business requirements without programmatic system interfaces.
Extend the scope to include the subjects; Classics, Archaeology, Philosophy and Language Sciences.
Not in Scope
The delivery of programmatic integration with golden copy systems data
Objectives
| Description | Priority (MoSCoW) | Owner | |
|---|---|---|---|
| O1. |
Extend the length of the pilot to 27th October 2017 to allow enough time for the WAMT coordinators to fully test the specific set-up for their school and enable additional modelling to be done at the critical start of term period |
M |
CAHSS WAMT Coordinator |
| O2. |
Monitor progress |
M | Project Services |
| O3. | Gather feedback | M | Project Services |
| O4. | Help with troubleshooting issues in the tool or data | M | Project Services |
| O5. | Communicate updates to the supplier Simitive (fortnightly calls), the Sponsor, the Board and other stakeholders | M | Project Services |
| O6. | Moderate the evaluation of the pilot | M | Project Services |
| O7. | Capture and report on the pilot outcome | M | Project Services |
| O8. | Propose high level plan for rollout | M | Project Services |
Deliverables
| D1 O3. |
A survey (against the success criteria) to capture the outcome from the pilot |
Achieved |
| D2 O7. |
A report that gathers and documents feedback from WAMT pilot users |
Achieved |
| D3 O8. | A recommendation report that will present the outcome of the trial. The report to propose a high level plan for roll-out to the College in the event a positive outcome including: Training Plan, Training Material, User Documentation and Governance Structure | Achieved |
Benefits
Greater efficiencies through better visibility of staff workload.
Potential avoidance of staff recruitment.
Fairer distribution of workload across all Schools.
Add Ability to model various what-if scenarios against College workload data.
Success Criteria
All mandatory deliverables have been achieved.
Analysis of Resource Usage:
Staff Usage Estimate: 32 days
Staff Usage Actual: 32 days
Staff Usage Variance: 0%
Outcome
The existing extended pilot was extended further and pilot Schools were asked to volunteer an achievable dates when they expect to be able to complete their evaluation based on their specific requirements and this completed on 31st August 2018.
Not all Schools need or are expected to be using all of the functionality of the tool, but collectively all functions have been evaluated and the success criteria has been met.
College level resources had to be analysed for both short and long term support needs and this resulted in contractual changes for additional support through temporary resources.
During the pilot a limited number of additional Schools were allowed to opt-in to use the tool, with the understanding that:
- The tool has not yet been signed off
- The priority will be to supporting the existing pilot Schools
- Expectations are set regarding the challenges with use of central data
- Scheduling of further roll-out beyond the opt-in Schools would be dependent on the feedback from extended pilot Schools
- All pilot Schools are encouraged to contact Fraser Muir if additional temporary resources are required to facilitate data entry
- Central data issues should be evaluated, in particular the ability to assign academic staff to courses in EUCLID with enough granularity to reflect reality
The further extension and deployment of the opt-in schools is to be governed within the the project HSS022 CAHSS WAM Deployment.
Key Learning Points
Resourcing within the schools meant that the adoption of the new tool and process was constrained by competing workload. Dedicated time was at times fragmented. Resourcing risks were raised to manage this situation.
There are significant cultural challenges with the deployment of WAM tools that highlight perceived transparency and fairness issues.
Across the college each school has their own WAM policy and framework. This made configuration and system building much more complex requiring each school to have its own implementation.
The college could have been more prescriptive in defining the delivery terms and not be involuntarily controlled by outside influences.
Outstanding Issues
None.