Closure Report

Project Summary

As part of the drive for the University to have a central environment for Industry Engagement, this project was to on-board the specific areas in the Business School associated with industry engagement to the University's Industry Relationship Management (IRM) service. This was also to migrate associated CRM data, which resides on a standalone instance of Salesforce within the Business School. Additionally, the Business School Events team was on-boarded to the IRM to utiliise the events functionality. 

Objectives & Deliverables

The deliverables were prioritised using the MoSCoW prioritisation method

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

 

No

Description

       

Delivered? 

Comments

O1         

On-boarding specified Business School departments to manage and maintain industry relationships from within the IRM

 

 

 

D1.1

Definition of Business Requirements 

M

Yes

 

D1.2

Data migration from existing Salesforce CRM 

M

Yes

 

D1.3

User Training 

M

Yes

 

D1.4

Implementation of IRM support arrangements 

M

Yes

 

D1.5

Update Data Protection Impact Assessment (DPIA) for Salesforce IRM

M

Yes

 DPIA updated and submitted via OneTrust. Approval will be completed outwith project

D1.6

Review technical transfer of LinkedIn Navigator from Business School Salesforce Instance to IRM                                                         

C

Yes

Licences have been transferred from Business School Org to IRM with configuration completed on IRM

D1.7

Data Cleansing of Business School Salesforce Instance (for data migrating to IRM)

S

No

 Business School Org has been moved to read-only. Business School will no longer be keeping the Business School Salesforce Org. No data cleansing will therefore be required

O2

On-boarding of Business School Events Team to IRM

 

 

 

D2.1

Configuration of IRM for Business School Events Team

M

Yes

 

D2.2

User Training

M

Yes

 

 

Analysis of Resource Usage:

Staff Usage Estimate: 20 days

Staff Usage Actual: 23 days

Staff Resource Variance: 15%

 

Explanation for Variance

Change of PM plus increased time to recalculate estimate which now not required due to being able to close project early 

Time

Major Milestones

Project Brief date

Actual Date

Planning

19 Oct 23

18 Oct 23

Delivery: Data Migration/IRM Config Live

11 Dec 23

2 Dec 23

Closure

12 Jan 24

14 Dec 23

 

All major milestones met their delivery dates with Closure being early. The Delivery date was a contingency date with the expected migration taking place on the 2nd Dec.

 

Outcome

The project delivered significant benefits to the Business School including alignment to the UoE IRM/IT Strategy, improved business processes, central support from Service Management and cost savings for licences and third party enhancements for Events to the Business School Salesforce instance.

Key Learning Points

Project Team

This project had three senior users for each of the areas being on-boarded to the IRM. This ensured that each area the appropriate level of engagement. The project clashed with annual leave for one of the senior users however their engagement when they returned ensured that the project completed successfully. The project technical team comprising Alasdair MacLeod and Jason Murphy worked very well together throughout the project.

Licensing

Although Salesforce were contacted in good time to migrate from the Business School Org to IRM this proved difficult and despite escalations to the account manager new licences were required to be purchased with consent of the Project Sponsor. Sufficient notice was provided to Salesforce to discontinue with the Business School Salesforce Org.

Technical Process

The technical lead had created a robust process for migrations to IRM  from previous projects which was successfully used during this process. This provided the project sponsor and senior users with a view of how the project was progressing and provided confidence in the project delivery.

 

Outstanding Issues

Updates to the DPIA have been completed and will be approved and maintained outwith the project.

 

 

AttachmentSize
Image icon hss044_technical_migration_plan_.png132.2 KB

Project Info

Project
Business School IRM On-boarding
Code
HSS044
Programme
CAHSS Portfolio Projects
Management Office
ISG PMO
Project Manager
Sue Woodger
Project Sponsor
Mette Cameron
Current Stage
Close
Status
Closed
Project Classification
Run
Start Date
05-Oct-2023
Planning Date
18-Oct-2023
Delivery Date
13-Dec-2023
Close Date
11-Jan-2024
Programme Priority
5
Overall Priority
Normal
Category
Discretionary

Documentation

Close