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.
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